RTO data collection

Registered training organisations (RTOs) are required to report Total VET Activity (TVA) 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 TVA requirement and the Unique Student Identifier (USI) initiative.

There are 2 important AVETMISS documents:

• AVETMISS VET Provider Collection Specifications V8.0
• AVETMISS Data Element Definitions Edition 2.3.

Additionally the Department of Trade, Employment and Training (DTET) have further specific VET data reporting requirements:

• VET Data Reporting Requirements (AVET 8.0) (PDF, 1MB).

VET activity reported to DTET is electronically validated against AVETMISS and Queensland reporting requirements to ensure compliance.

How RTOs report VET activity for Queensland students

RTOs contracted with DTET to deliver VET in Queensland, must report to DTET via Partner Portal; a secure website offering an easy, consistent and effective method of information exchange between the DTET 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 departmental funded program documentation.

Queensland RTOs that deliver non-funded training are also required to report TVA 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 DTET
• or
• split their return and report funded activity to DTET and non-funded activity to NCVER.

Data validation

Data submitted to DTET is electronically assessed to check AVETMISS compliance and is also validated against a series of Queensland Government databases. The department's 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 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.

Learner Unique Identifiers

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.

All learning providers can manage student data via the new Student Management application. RTOs can register for a QCAA Portal account.

All activity reported to DTET 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.

Contact information

Data Management team:

• phone (07) 3523 7699
• email stac@desbt.qld.gov.au.

For general enquiries about funded programs, email the Contract Management team via contractmanagement@desbt.qld.gov.au.

QCAA Client Services:

• phone (07) 3864 0278
• email ClientServices@qcaa.qld.edu.au.

Additional links

• Read Where, when and how do I report my AVETMISS data? (PDF, 354KB) from NCVER to help you determine where your RTO should report national data.
• Find out about the Australian Qualifications Framework (AQF), the national policy for regulated qualifications in the Australian education and training system.
• Find out about Australian Skills Quality Authority (ASQA), 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 .
• Find nominal hours for training packages, programs and subjects on the Victorian Government's website.

Related information

• Partner Portal
• SAS contract management.

Last updated 16 April 2025