Changes and variations to approved arrangements

The below table outlines what is needed when:

• there is a change in legal entity for your arrangement, i.e. change in Australian Business Number (ABN) or Australian Company Number (ACN)
• buying or selling your business when it holds an arrangement
• the business name of your arrangement is changing.

The department must be notified of any changes 15 business days prior to the changes coming into effect.

Where there is a change in physical address, accredited persons, AA manager, contact person or biosecurity activities, a pre-approval audit may be required to determine if class requirements are still being met. If these details have changed please include this information in your application.

The department uses the ABN look up website to confirm applicant details.

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Applications must be submitted by the nominated approved arrangements manager or site contact.

Audit rate

Where the approve​d arrangement of the previous legal entity had a probation audit rate, this carries over to the new approved arrangement.

Where the previous approved arrangement had a low audit rate, the audit rate for the new approved arrangement is probation 2. The probation 2 audit rate is used to ensure the approved arrangement general policies conditions of an audit being conducted within 365 days of the last audit is met.

Further information about audits and audit rates can be found in the​ approved arrangement general policies.

Levies

Where the new legal entity does not have any other approved arrangements with the department, the new application and annual levies will apply.

Information about current fees and levies are available in the approved arrangements fees table.

Any fees or charges previously paid cannot be transferred to the new arrangement.

Where a biosecurity industry participant advises of a change in physical address, a new application is required and a pre-approval audit of the new physical address must be passed before the delegate can approve the approved arrangement. A revocation application is required to close the old site.

If the site is part of a co-located network, please include details of what changes need to be made to the network.

Note: For classes that have mobile operations (inclusive of classes 2.4.1, 12.1, 12.2, 12.3, 10.2, 10.6 and 43.1), an email from the approved arrangements manager or site contact to Approved Arrangements with the new address is sufficient.

Audit rate

If approved, the approved arrangement is subject to the probation audit rate. Further information about audits and audit rates can be found in the approved arrangement general policies.

Where there is a change to the declarant, arrangement manager or site contact, the biosecurity industry participant (BIP) must consider whether this has changed the entity’s fit and proper person status. An entity’s fit and proper person status may be affected by the conduct and history of any associates. For information on the fit and proper person assessment, relevant associates, refer to fit and proper person test for approved arrangements applicants.

•  Where the BIP has assessed that the change does not affect its fit and proper person status it must email the below details to Approved Arrangements:
  • arrangement reference number
  • full name
  • position e.g., approved arrangement manager or contact person work:
    • phone
    • mobile
    • email.
       
• Where the BIP has assessed that the change does affect its fit and proper person status it must submit an application for an approved arrangement – change in legal entity of a non-broker approved arrangement.
• You can request this change only if you are listed with the department as the manager or site contact for the approved arrangement. Requests made by people not listed on the arrangement will not be accepted.
• We will assess your request and contact you for any further information.

Please email Approved Arrangements with the updated details of any changes to the business postal or email address and please include your approved arrangement reference number.

Please email Approved arrangements with the updated details of any changes to your biosecurity areas. Examples of changes include:

• an increase or reduction in size
• a relocation of existing biosecurity area within the same physical approved arrangement site​
• a change in location of a biosecurity containment boundary of a biosecurity area
• a change in the structure of a containment boundary of a biosecurity area.

Please include with your email a site map identifying the existing areas and proposed areas, with photographs (where possible) of the proposed changes.

Please ensure the site map includes accurate and precise representation and measurement of the shapes and dimensions of the current and proposed biosecurity areas.

For biocontainment sites approved arrangement classes 5.2 – 5.4, also provide a copy of the third-party assessment reports, where applicable.

When making changes to the biosecurity area, you must ensure any changes made do not compromise the integrity of the biosecurity area, thereby compromising the management of the intended risk. Regardless of the changes, the biosecurity area must satisfy class requirements for which the approved arrangement site is approved.

A change to a biosecurity area may result in an onsite audit/visit by the department. This will be assessed by the department on a case-by-case basis.

Class 10.6 approved arrangements manage the transport of waste that is subject to biosecurity control.  Vehicles used to transport waste must be approved by AA Canberra.

To make changes to approved vehicles you will need to:

• Complete the change to approved vehicle declaration form and include details of the change (i.e., remove or add vehicle/vessel)
• Email the declaration to Approved Arrangements, along with any relevant attachments (i.e. photographs of new vehicles).
• Requests must be submitted by the approved arrangement manager or site contact.

Note:

• When adding new vehicles for approval, the vehicle must be equipped to deal with the spillage of biosecurity waste, and carry appropriate equipment (such as brooms, shovels, buckets, absorbent litter, tarpaulins and department-approved disinfectant).
• This change request may result in an onsite audit/visit by the department. The need to conduct an audit will be determined by the department on a case-by-case basis.
• Assessment charges will apply, please refer to the department's website for details.

Please contact the department for more information.

The below application to vary an approved arrangement is required when a biosecurity industry participant wants to add or remove:

• classes
• biosecurity activities: this includes changes to onsite and offsite biosecurity activities.

Fees

Variation applications will be charged fee-for-service rates for the time taken to assess the application. The average assessment time is five hours although some applications may take longer. If the assessment time is expected to be longer than seven hours, the department will contact you to see if you wish to proceed. Information about current fees and charges is available on the department's website.

Where a biosecurity industry participant wants to vary the class requirements of an existing approved arrangement, the below application to vary an approved arrangement is required.

Fees

Variation applications will be charged fee-for-service rates for the time taken to assess the application. The average assessment time is five hours although some applications may take longer. Information about current fees and charges is available on the department's website.

Variation requested must be made by completing the application to vary an approved arrangement. Please contact Approved Arrangements for more information on how to apply.

Note, application to vary must be accompanied by the following supporting information, if applicable to the change you are requesting:

• a site plan
• technical specifications for proposed alternate processes
• efficacy data for proposed alternate treatments.
• approved SOP/SOM/PMS by the relevant risk owners

Applications for a variation to existing class requirements are technical and have a consideration period of 120 days. All other applications have a 90-day consideration period.

Please contact Approved Arrangements for more information regarding the variation process.