Registered training organisations (RTOs) are required to report Total VET Activity to the National Centre for Vocational Education Research (NCVER) either directly or through a State Training Authority (STA).
This means that RTOs must collect and report full Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) data relating to all students, in addition to any funding requirements.
What is AVETMISS?
AVETMISS for Vocational Education and Training (VET) providers is the national data standard utilised by RTOs for the reporting of funded program and fee-for-service VET activity. The reporting of AVETMISS data supports consistency in the mandatory Total VET Activity (TVA) requirement and the Unique Student Identifier (USI) initiative.
There are 2 important AVETMISS documents:
Additionally the Queensland Department of Employment, Small Business and Training (DESBT) have further specific VET data reporting requirements:
VET activity reported to the department is electronically validated against AVETMISS and Queensland reporting requirements to ensure compliance.
How do RTOs report VET activity for Queensland students?
RTOs contracted with DESBT to deliver VET in Queensland, must report to the department via Partner Portal; a secure website offering an easy, consistent and effective method of information exchange between the department and RTOs. AVETMISS Training Activity (ATA) is a facility within Partner Portal where RTOs can upload AVETMISS data. RTOs can submit data as often as they need to, provided they comply with relevant reporting requirements outlined in DESBT funded program documentation.
Queensland RTOs that deliver non-funded training are also required to report Total VET Activity to NCVER, and can do so directly via AVETMISS Validation Software or via the ATA facility on the Partner Portal.
RTOs who deliver a combination of funded and non-funded activity, may choose to either:
- report all activity to the department
- split their return and report funded activity to the department and non-funded activity to NCVER.
Data submitted to the department is electronically assessed to check AVETMISS compliance and is also validated against a series of Queensland Government databases. The DESBT Data Management team also perform a series of data quality checks on a monthly basis therefore additional data errors may be identified for RTO's to correct and resubmit.
The DESBT Data Management team can provide assistance to RTOs with any issues pertaining to the submission of compliant data, and the interpreting and correction of validation errors.
Electronic data submissions received (via Partner Portal) are processed and validated against the various departmental databases and reporting requirements, which include:
- AVETMISS, STAC and GENERAL validations that identify where data inconsistencies against AVETMISS and state specific VET data reporting requirements exist.
- Direct Entry Level Training Administration (DELTA) validations identify data inconsistencies against applicable Queensland registered apprentices and trainees.
- Learner Unique Identifier (LUI) validations identify LUI and student detail inconsistencies against Queensland Curriculum and Assessment Authority (QCAA) records. The LUI validation also identifies students who potentially require a LUI where one has not been provided.
- VET Accreditation and Registration System (VARS) validations identify data discrepancies regarding RTO details, program and/or subjects reported. A common VARS error is 'error number 1235 - Module is not linked to this course'. This error can be resolved by completing the Addition to VARS request form (XLSX, 38KB).
Funded RTOs may receive CONTRACT validation errors. Read the list of error fact sheets for help in rectifying these errors or contact your contract manager for further advice.
Upon completion of the validation process, where data inconsistencies have been identified, a Validation Report is generated. The Validation Report is then emailed to the applicable RTO and is also available via ATA.
RTOs are reminded that erroneous data identified within the validation report may not be on-forwarded to NCVER, the USI transcript office and/or QCAA, until it is corrected. RTOs should therefore make every effort to correct errors in a timely manner.
What is a Learner Unique Identifier?
A Learner Unique Identifier (LUI) is a 10-digit number issued by QCAA to young Queenslanders when they are registered for a Queensland Certificate of Education (QCE) during Year 10 or in the 12 months before they turn 16 years old.
For students completing Year 12 before or during 2019
All learning providers register young Queenslanders via the Senior Learning Information Management System (SLIMS) and bank VET activity into a student's learner account. Please note that it is generally the role of schools to register young people in SLIMS, so care should be taken not to duplicate a student's registration.
RTOs can register to access SLIMS by completing a local system administrator account request.
For students due to complete Year 12 from 2020 onwards
All activity reported to the department that includes valid LUIs, and is error free, is regularly submitted to QCAA on behalf of RTOs.
Unique Student Identifiers
All students engaged in nationally recognised training need to have a Unique Student Identifier (USI). They help to:
- link a student's VET achievements, regardless of where in Australia they completed the program
- let students easily access secure training records or transcripts
- give students more control over their VET information.
NCVER's factsheet Where, when and how do I report my AVETMISS data? (PDF, 354KB) provides additional information to help you determine where your RTO should report national data.
The Australian Qualifications Framework (AQF) is the national policy for regulated qualifications in the Australian education and training system.
Australian Skills Quality Authority (ASQA) is the national regulator for Australia's vocational education and training sector. ASQA regulates courses and training providers, to ensure nationally approved quality standards are met, through the VET Quality Framework .
The My Skills website is hosted by the Australian Government and connects individuals and employers looking to undertake training with training organisations that best suit their needs.
The Queensland Training Information Service (QTIS) displays information on apprenticeships and traineeships approved for delivery in Queensland, including details on supporting courses and qualifications, restricted callings and preferred suppliers.
The training.gov.au website is the national register for training in Australia and contains authoritative information about RTOs, Nationally Recognised Training (NRT) and the approved scope of each RTO, to deliver NRT as required in national and jurisdictional legislation within Australia.
Nominal Hours for Training Packages, Programs and Subjects can be found on the Victorian Government's Education and Training website.