FAQs

 
 
The following steps are to be followed to Register on the Advanced Share Registry website. Once an investor has Registered, changes can be made to a shareholding such as updating bank account, tax file number and address.
Step 1 – Go to our Investor Login Register Page, Enter in your name, email and password details (The password must be a minimum of 6 alpha numeric characters and spaces are acceptable). Press Continue
Step 2 – Enter your Security Holder Reference Number (SRN) beginning with an I or your Holder Identification Number (HIN) beginning with an X. Enter the name of the company that you are holding and select the company from the drop down menu. Enter your country and postcode. Select Add Holding.
Step 3 – Once you press confirm, an activation email will be sent to your nominated email address. Please click on the link provided to activate your registration. From this point, you can sign into the Advanced Share Registry website as a member, using the details you nominated in the Registration process.
The Simple Login allows a shareholder to view all aspects of their holding – including current balances, holding statements, Dividend Remittance Statements. The Member login allows an investor to view all details visible under ‘Simple Login’ however a Member is able to make changes to their shareholding. Changes include but are not limited to: Update TFN, email and postal address.
If you have a Broker sponsored CHESS holding (HIN), please contact your broker directly to change the address on your holding.
If you have an Issuer sponsored holding (SRN), you can change your address by completing a ‘Change of Address form’ and returning the form to us via email or post. The form is available for download here.
If you have an issuer sponsored holding (SRN), you can update your address using the following methods:

A)The Advanced Share Registry Website:
Using the Investor Login : if you have registered as a member, please enter your username and password to log into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on ‘Update Details’ and click on ‘Change of Address’ to update your address on our system. If you would like to register as a member on our website, please view "How do I Register on the Advanced Share Registry Website?" .

B) Complete the Form:
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here. Shareholdings that are registered in either joint names or company names are unable to request an online change of address via the website. Shareholdings that are registered in either joint names or company names will be required to complete a form which can be posted, faxed or emailed to Advanced Share Registry.
If you have an Issuer Sponsored holding (SRN), you can change your registered name by completing the Name Correction Request and Indemnity form. Please return the form to our Perth Office with original signatures via the post as scanned, emailed, or faxed copies are not acceptable. The form is available for download here . Please ensure you provide your SRN (Security Reference Number), all signatures are witnessed, and supporting documentation is provided for the changes. If you wish to change the name on the holding to a completely different name, an Off-Market Transfer (OMT) form will need to be completed. The original form with original signatures must be returned to our Perth office.

If you have a CHESS-Sponsored holding (HIN), please contact your broker directly to change the address on your holding.
We will only require your banking details if you have shares in a dividend paying company. If you have shares in a dividend paying company, please ensure the bank account you nominate is in the same name as your as your shares are registered. For example, a joint shareholding will require a joint bank account. Update your bank details by accessing the:

A) The Advanced Share Registry Website
If you have registered as a member, please enter your username and password to log into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on ‘Update Details’ followed by ‘Banking Instructions’ to update your bank account details on our system. If you would like to register as a member on our website, please view click "How do I Register on the Advanced Share Registry Website?" .

B) Complete the Form
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here.
Some dividend paying companies allow shareholders to participate in a Dividend Reinvestment Plan (DRP). It allows existing shareholders to automatically reinvest their dividend resulting in shares being applied to their shareholding rather than a cash dividend. You can change your DRP instruction via:

A) The Advanced Share Registry Website
If you have registered as a member, please enter your username and password to log into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on ‘Update Details’ followed by ‘Reinvestment Plan’ to update your DRP instruction on our system. If you would like to register as a member on our website, please view "How do I Register on the Advanced Share Registry Website?".

B) Complete the Form
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here. Please note that only some companies offer a DRP facility. Please contact our office to determine if the company you hold shares in has a DRP facility.
Communication Preferences allow an investor to decide how they would like to receive the Notice of Meeting document and Annual Report. To make your selections, please use one of the following methods:

A) The Advanced Share Registry Website
If you have registered as a member, please enter your username and password to log into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on ‘Update Details’ followed by ‘Communication Preferences’ to update your details on our system. If you would like to register as a member on our website, please view "How do I Register on the Advanced Share Registry Website?".

B) Complete the Form
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here.
To update your email address with Advanced Share Registry, we would suggest that you also nominate how you would like to receive the Notice of Meeting and Annual Report documents. Please use one of the following methods:

A) The Advanced Share Registry Website
If you have registered as a member, please enter your username and password to log into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on ‘Update Details’ followed by ‘Communication Preferences’ to update your details on our system. If you would like to Register as a member on our website, please view "How do I Register on the Advanced Share Registry Website?".

B) Complete the Form
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here.
You can add your Tax File Number (TFN/ABN) to your holding by accessing:

A) The Advanced Share Registry Website
If you have registered as a member, please enter your username and password to sign into the members area of the Advanced Share Registry Website. Once you have signed in as a member, click on “Update Details” followed by ‘TFN/ABN Update’ to update your details on our system. If you would like to Register as a member on our website, please view "How do I Register on the Advanced Share Registry Website?".

B) Complete the Form
Return your completed form to our office via email or post. Please ensure all signatories have signed the form. To access the form, please click here.
If you are an Issuer holder and wish to consolidate or merge your holdings, please contact our office via the following email: admin@advancedshare.com.au. Your email should contain:
• Shareholder Name and Address
• The SRN that you wish to merge and the destination SRN.
Please note you will only able to merge your holdings if the Registration details on your holdings are identical.

If you are a CHESS sponsored holder, you will need to contact your broker to consolidate your holdings.
If you wish to lodge your POA, we will require an originally certified copy of the POA document to be posted to our Perth office along with the letter stating the name and holder numbers for each company it applies to.
If you wish to buy and sell shares or convert your SRN to HIN, please contact a broker. If you do not have a broker, please contact the ASX on 131 279, or 02 8973 3625 or +61 2 9338 0000 (from overseas)
If the company you hold shares in is unlisted or suspended, you will not be able to sell the shares on market. The shares that are held in issuer can be sold privately through an Off Market Transfer (OMT). For details relating to OMT, please review the answer for question "How do I transfer my shares to someone else?".
A copy of the Standard Off Market Transfer (OMT) form can be found here . Please note that for us to process the transfer, we will require an original copy of the form to be posted back to our Perth office.
If you have a CHESS-sponsored holding, please contact your broker to notify them.

If you have an Issuer-sponsored holding, please provide the following information for us to locate the holding:
• The Security Reference Number (SRN)
• The full name and address on the shareholding. Once we locate the holding, we will be able to send through the instructions for transfer, which can also be found here .
For Overseas investors, please click here for further instructions.
You can contact us by:
Email: admin@advancedshare.com.au
Phone: (08) 9389 8033 or 1300 113 258
• Perth (all investor paperwork should be directed to the Perth Office)
     • 110 Stirling Hwy, Nedlands WA 6009
     • PO BOX 1156 Nedlands WA 6909
• Sydney Office Details
     • Suite 8H, 325 Pitt Street, Sydney NSW 2000
     • PO BOX Q1736 Queen Victoria Building NSW 1230
Email: admin@advancedshare.com.au
Post: PO BOX 1156 Nedlands WA 6909
Fax: 08 6270 4203
If you wish to change the ownership on a shareholding, an Off-Market Transfer (OMT) form will need to be completed. The original form with original signatures must be returned to our Perth office. Please note: Advanced Share Registry can process this transfer provided the holding will be issuer sponsored on both the buyer and seller side. A transfer fee may apply. The OMT form can be accessed by clicking here.
If you have a CHESS-Sponsored holding (HIN), or you wish to transfer your shares to a broker in the same process as you change the share ownership, please contact the receiving broker with your request.
To appoint a Corporate Representative, please complete and return the form by clicking here . This form is accepted by post, email or fax.
Some of the forms require an originally certified document to be posted back to our office for processing. (e.g. Standard Off Market Transfer Form (OMT), Deceased Estate Forms, and Name Correction Forms). An originally certified document is a copy of the original document and the certification occurs on a photocopied document to prove that the original document matches the photocopy.

If your document requires certification, you may request someone who works in one of the occupations listed below to certify:
• Australian consular officer or Australian diplomatic officer (check if this service is available at your nearest Australian embassy or consulate)
• bailiff
• bank officer with 5 or more years of continuous service
• building society officer with 5 or more years of continuous service
• chiropractor (licensed or registered)
• clerk of court
• commissioner for affidavits
• commissioner for declarations
• credit union officer with 5 or more years of continuous service
• dentist (licensed or registered)
• fellow of the National Tax Accountant's Association
• finance company officer with 5 or more years of continuous service
• judge of a court
• justice of the peace
• legal practitioner (licensed or registered)
• magistrate
• marriage celebrant licensed or registered under Subdivision C of Division 1 of Part IV of the Marriage Act 1961
• master of a court
• medical practitioner (licensed or registered)
• member of Chartered Secretaries Australia
• member of Engineers Australia, other than at the grade of student
• member of the Association of Taxation and Management Accountants
• member of the Australian Defense Force with 5 or more years of continuous service
• member of the Institute of Chartered Accountants in Australia, the Australian Society of Certified Practicing Accountants or the Institute of Public Accountants
• member of the Parliament of the Commonwealth, a State, a Territory Legislature, or a local government authority of a State or Territory
• minister of religion licensed or registered under Subdivision A of Division 1 of Part IV of the Marriage Act 1961
• nurse (licensed or registered)
• optometrist (licensed or registered)
• permanent employee of Australian, state or local government authority with at least 5 or more years of continuous service.
• permanent employee of the Australian Postal Corporation with 5 or more years of continuous service
• pharmacist (licensed or registered)
• physiotherapist (licensed or registered)
• police officer
• psychologist (licensed or registered)
• registrar or deputy registrar of a court
• sheriff
• teacher employed on a full-time basis at a school or tertiary education institution, or
• veterinary surgeon (licensed or registered)
The originally certified documents will need to be posted to our office so that we will be able to process the documents.
Individual Holdings: If the holding is Registered in a single name, the shareholder must sign any documents.
Joint Holding: If the holding is Registered in more than one name, all the shareholders must sign any documents.
Power of Attorney: If you wish to lodge the Power of Attorney with Advanced Share Registry, please attach an originally certified copy of the Power of Attorney with a covering letter requesting the POA be recorded.
Prior the meeting, you will receive a proxy form either via email or post with the Virtual Meeting sign in details. For each investor, a meeting ID is provided, as well as an individual shareholder ID. These two items are required for an investor to sign into the Advanced Share Registry virtual meeting portal.
Shareholders may cast their vote by either sending the proxy form back to our office or an investor may sign into the Simple Login or as a Member Login facility on the Advanced Share Registry website. Once signed in, please click on ‘Vote Lodgment’ appearing on the left-hand margin. Please note that the cut-off time for processing proxy is typically 48 hours before the meeting. If you have missed the cut off, you may vote during the meeting by signing into the Virtual Meeting website. Please view details in question " Where can I find my Virtual Meeting Login details? ".
Please note: Some companies do not offer online voting or virtual meetings. In this situation, investors will be required to complete and return the proxy form as per the instructions on proxy form before the cut-off time.
A proxy form can be downloaded by signing into the Advanced Share Registry website via the Simple Login or as a Member Login facility on the Advanced Share Registry website. Please click on ‘Vote Lodgment’ appearing on the left-hand margin. If the relevant proxy form is not available on the Advanced Share Registry website, please contact our office on admin@advancedshare.com.au and request the form.
Security holders Terms and Conditions
The terms and conditions relate to the access by the securityholder of the Virtual/Hybrid Meeting service (Service) whether through a desktop computer or any mobile device.
OUR TERMS AND CONDITIONS ARE LEGALLY BINDING. PLEASE READ THEM CAREFULLY.
By accessing the Advanced Share Registry Virtual Meeting portal you will be able to:
• lodge votes as a securityholder without having to appoint a proxy;
• virtually attend meetings;
• submit live questions to the board via our online Q & A portal;
• participate in a real time Poll.
in relation to your security holding/s, or security holdings you are authorized to act on behalf of, where Advanced Share Registry (ASW) maintains the share register of those issuer’s securities.

Privacy
In its capacity as a securities registrar, ASW is bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth) and the Privacy Amendment (Enhancing Privacy Protection) Act 2012, that set out a number of Australian Privacy Principles (APPs). Our aim is to both support and ensure that we comply with these principles. Further information on privacy in Australia may be obtained by visiting the website of the Office of the Australian Information Commissioner at http://www.oaic.gov.au. We believe that this Privacy Policy discloses the purpose, and how the personal and we will protect your personal information in accordance with the Australian Privacy Principles (APP). These principles govern how ASW can collect, use, hold and disclose your personal information, as well as ensuring the quality and security of your personal information.
ASW also complies with other applicable laws and regulations affecting your personal information, including the Corporations Act 2001 (Cth) and ASX Settlement Operating Rules.
ASW provides a range of securities registry services to securities issuers (Issuers) including registering securities transfers, handling communications from Issuers to their securityholders, the payment of distributions or dividend payments, handling securityholder inquiries on behalf of Issuers and recording changes to security holdings. This privacy policy may be updated from time to time.


Acknowledgements
You acknowledge that you are the holder of the Securities with a valid, legal right to lodge the voting instruction. You acknowledge that you are attending the Virtual Meeting as a sole security holder or you have permission to act on behalf of the security holder. You acknowledge that you have received all required material to attend this meeting including and not limited to the notice of meeting and proxy form, either electronically or by post.
If you are using our Service as a Corporate Representative for a Company you acknowledge you have received authorization from the directors of the company to vote on their behalf. If there are multiple parties signing into a particular holding for the purpose of voting, the latest sign in and the latest voting instruction will be used for the purposes of voting.
You acknowledge that you indemnify Advanced Share Registry from any liabilities or claims that may arise resulting from any breach of your acknowledgements. You acknowledge that you have read and understood the terms and conditions noted above and you acknowledge your acceptance of the terms and conditions.

If your questions are not on the list, please contact us using one of the methods below:
• Email: admin@advancedshare.com.au
• By post: PO BOX 1156 Nedlands WA 6909
• Phone: (08) 9389 8033 or 1300 113 258
All Shareholder forms can be located by clicking here.
You may change your login email address by registering as a new member and add holdings using a new email address.
You may add more holdings by clicking on the “profile” button on the top right-hand corner and follow the prompts to add more holdings.
If you wish to convert your options, please contact us and we will provide the instructions to convert your options.
Once an Offer is closed, it will generally take 21 business days for us to issue refund cheques from our office. Please allow additional time for postage.
You may request for a cheque replacement by logging in as an investor on our Investor Portal , clicking on ‘update details’ and ‘cheque replacement’. Alternatively, you may contact us to request for a cheque replacement via the contact details below:
• Email: admin@advancedshare.com.au
• By post: PO BOX 1156 Nedlands WA 6909
• Phone: (08) 9389 8033 or 1300 113 258
Sign into the Advanced Share Registry Investor Login under Simple Login or as a Member Login and click on ‘Document Print’, followed by ‘Remittance Advice’.
Sign into the Advanced Share Registry Investor Login under Simple Login or as a Member Login and click on ‘Document Print’, followed by ‘Statement CHESS/Notice’.
Sign into the Advanced Share Registry Investor Login under Simple Login or as a Member Login and click on ‘Document Print’, followed by ‘Corporate Action Form’.