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Below is general i
nformation on AVETMISS embedded in original text live from the public NCVER FAQ source.

What is AVETMISS?

AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is a national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.

The National Centre for Vocational Education Research (NCVER) is the custodian of the Standard.

What does AVETMISS cover?

AVETMISS covers three national data collections: the National VET Provider Collection, the National Apprentice and Trainee Collection, and the National Financial Data Collection.

The VET Provider Collection contains data collected from public and private training providers who offer VET to domestic and international students at onshore and offshore locations.

The Apprentice and Trainee Collection consists of data collected from State and Territory Training Authorities (STAs) on Apprenticeship/Traineeship training contracts.

The Financial Data Collections contains data collected from STAs on the use of public funds in the financing of VET activities.

For a complete overview of the reporting and collection process, the resultant reports and the strategic framework of the VET system, please consult the technical paper Australian vocational education and training statistics explained.

What documents describe AVETMISS data requirements?

There are two types of documents that describe the AVETMISS data requirements for the VET Provider and the Apprentice and Trainee collections: the collection specifications and the data element definitions.

The collection specifications describe the files and fields to be collected. You can find the collection specifications for the VET Provider Collection here. The collection specifications for the Apprentice and Trainee Collection are located here.

The data element definitions define the fields or data elements used in the VET Provider and Apprenticeship and Trainee Collections. Both the VET Provider Collection and the Apprentice and Trainee Collection use Data element definitions: Edition 2.2.

The collection specifications and the data element definitions should be used in conjunction. All fields listed in the collection specifications are detailed in the data element definitions.

What is the connection between NCVER, AVETMISS and the Quality Indicators?

NCVER is the custodian of AVETMISS and provides technical support for the Competency Completion Online System (CCOS), which registered training organisations (RTOs) use to report their Competency Completion Quality Indicator data.

When an RTO submits their AVETMISS data, their CCOS account will be pre-populated with the required competency completion data. Pre-population will only work if AVETMISS data is submitted before the due date.

Under what authority are AVETMISS data collected and used?

As the AVETMISS custodian, NCVER collects AVETMISS information under the authority of the regulatory bodies for RTOs.

For RTOs registered by the Australian Skills Quality Authority (ASQA), the reporting requirement is part of the Data Provision Requirements that are established by agreement of Training Ministers across Australia under the National Vocational Education and Training Regulator Act 2011.

For RTOs registered by the Victorian Registration and Qualifications Authority (VRQA) and the Western Australian Training Accreditation Council (WA TAC), the reporting requirement is part of the Australian Quality Training Framework Standards for Initial/Continuing Registration (the AQTF Standards). The AQTF Standards are given legal effect by the Education and Training Reform Act 2006 (Vic) for VRQA registered RTOs and the Vocational Education and Training Act 1996 (WA).

Total VET activity data reporting in 2014

To support increased access to VET information, reporting requirements for training providers have changed, effective from 1 January 2014. The COAG Standing Council on Tertiary Education, Skills and Employment (SCOTESE) agreed on 7 June 2013 to arrangements for the introduction of mandatory reporting of training activity by registered training organisations (RTOs).

Details of implementation, including any required transition arrangements, grace periods and exemptions are available on the Department of Industry's website.

The announcement outlining the SCOTESE decision can be accessed here and an information sheet can be found here.

Where can I find information on AVETMISS releases?

The current AVETMISS releases are:

National VET Provider Collection: release 7.0

Apprentice and Trainee Collection: release 6.0

National VET Financial Collection: release 2.1

Client address data in AVETMISS release 7.0 for the VET Provider Collection

A transition year is being offered in some jurisdictions for the capture of client address details in the new address format.

A detailed description of the transition arrangements for the Client and the Client postal details files is available in the document AVETMISS 7.0 for VET providers: transition arrangements for client address data for 2014.

Two introductory documents for release 7.0 are also available: AVETMISS 7.0 for VET providers: what's new and why? and AVETMISS 7.0 for VET providers: detailed changes from release 6.1.

You can keep up to date with the latest information by subscribing to NCVER email alerts and newsletters.

Where can I find information on AVETMISS identifiers and classification codes?

To maintain data consistency, it has been agreed upon by all jurisdictions that AVETMISS identifiers and classifications be predominately derived from national registers and national classifications. Training.gov.au (TGA) and the Australian Bureau of Statistics (ABS) are two principal reference sources for training program identifiers and classification codes. Selected classification system files, in text format, are available on the NCVER Portal.

You can keep up-to-date with the latest information by subscribing to NCVER email alerts and newsletters.

Where can RTOs get support understanding AVETMISS?

For NCVER client support, you can email us via our contact form or call us on 1800 649 452.

For state/territory specific reporting requirements, please contact your STA or registering body. Contact information is available on our client support page.

Compliance


What are my compliance responsibilities?

What information do RTOs need to collect?

What should I do if a student does not complete their enrolment form?

What happens to the Unique Student Identifier (USI) with the delay to the USI legislation?

How should I choose a student management system?

Are my data AVETMISS compliant?

What are NAT files and what do they look like?

What are my compliance responsibilities?

All RTOs must collect and report AVETMISS data as part of their registration requirements.

For RTOs registered with ASQA, these requirements are detailed in the VET Quality Framework.

For RTOs registered by the VRQA or WA TAC, these requirements are detailed in the AQTF Essential Conditions and Standards for Initial / Continuing Registration.

For further information, please refer to the National Skills Standards Council's (NSSC's) Standards for RTOs and National VET Provider Collection Data Requirements Policy web pages.

Total VET activity data reporting in 2014

In November 2012, the Council of Australian Governments (COAG) and the Standing Council on Tertiary Education, Skills and Employment (SCOTESE) agreed to the mandatory collection and reporting of nationally recognised VET activity by all RTOs from 1 January 2014.

Details of implementation, including any required transition arrangements, grace periods and exemptions are available on the Department of Industry's website.

The announcement outlining the SCOTESE decision can be accessed here and an information sheet can be found here.

What information do RTOs need to collect?

AVETMISS covers students and their enrolments: who they are, where they study, what they study and the outcome.

 

 

 


 

 

 

 

 

Who they are


age

sex

cultural information

disability information

geographic location

This information is collected from the student via the enrolment form, at the time of enrolment.

The recommended standard enrolment questions cans be found at the end of the AVETMISS 7.0 VET Provider Collection specifications, or the stand-alone document, Standard enrolment questions example form for R7.0.

The form contains the standard enrolment questions RTOs are recommended to use to ensure accurate collection of the minimum required information for AVETMISS reporting. RTOs may include additional questions on their enrolment form.

NCVER has produced a short animation that answers questions about how student enrolment forms are used, why it is important to collect accurate data on the form and how private data are protected. This 90 second animation is available for viewing on NCVER's YouTube Channel, or may be downloaded in MOV file (12 MB) and WMV file (15.5 MB) format.

 

Where they study


type of provider (e.g. government, private)

location of training delivery

This information is provided by the RTO.

What they study


enrolments in subjects as part of a program

subject-only enrolments

how the training is delivered (e.g., classroom, workplace, online)

how the training is funded

This information is provided by the RTO and determined at the time of enrolment.

What the outcome is


the results obtained for the subject (outcome)

the year in which the program was completed

This type of information is provided by the RTO after the training activity has been completed.

You can find a full description of the collection requirements in the Standard for the VET Provider COllection:  AVETMISS 7.0 VET Provider Collection specifications and AVETMISS data element definitions: edition 2.2.

What do I do if a student does not complete their enrolment form?

Students may not answer all questions on the enrolment form that are required for AVETMISS reporting. The following AVETMISS fields may be impacted:


Address location - suburb, locality or town

Address street name

At school flag

Country identifier

Date of birth

Disability flag

Disability type identifier

Highest school level completed identifier

Indigenous status identifier

Labour force status identifier

Language identifier

Postcode

Prior educational achievement flag

Sex

Year highest school level completed

The Standard requires that these fields must not be blank in their client specific NAT files. Therefore, rather than leaving the field blank, you will need to enter the appropriate "not specified" response in the field if the student did not provide the information.

For all fields except Address loation - suburb, locality or town and Address street name, you can look up the value for "not specified" on the relevant data element page in the AVETMISS Data element definitions: Edition 2.2

For the fields Address location - suburb, locality or town and Address street name, the words "not specified" may be entered so long as the Postcode field is also set to "not specified". 

What happens to the Unique Student Identifier (USI) with the delay to the USI legislation?

In April 2012, the COAG agreed to the implementation of the Unique Student Identifier (USI) to provide comprehensive and authoritative transcripts for VET students. The intention was for the USI to be introduced for 2014 reporting; however the federal election was called before it was legislated. The Unique student identifer field will remain in the VET data Standard (AVETMISS R7.0) as a placeholder but the field will be permitted to be blank until the appropriate legislation is passed. For more information on the USI, please see www.industry.gov.au/usi.

How should I choose a student management system?

RTOs may choose to use a student management system (SMS) to manage their training and produce AVETMISS compliant data. A SMS may be developed in-house or purchased from a commercial software vendor.

You can access a list of compliant student management systems on the AVETMISS compliant software register. The software register contains a list of publicly available student management systems or data entry tools that software vendors have registered as being AVETMISS compliant.

We recommend that you undertake your own investigations to select a commercial SMS to ensure that it fulfils your expectations for vendor support and AVETMISS upgrade arrangements and that it accommodates (where relevant) the reporting requirements of your State Training Authority.

Please note that product registration is optional. While we aim to encourage all vendors to register their products, there may be some AVETMISS compliant systems available that are not listed on the register.

Are my data AVETMISS compliant?

In the first step, AVETMISS compliance requires that you collate your data into 'NAT' (national data collection) files. You may be able to export your data into NAT files from your SMS. For instructions on how to do this, please contact your SMS vendor directly.

In the second step, you need to ensure your NAT files comply with all AVETMISS format and business rule requirements. NCVER provides free online  AVETMISS validation software in which you can check your data.

Your data must pass through the validation software error-free to be considered AVETMISS compliant.

Please note: some STAs provide their own validation software. Please contact your STA directly for further information. STA contact information can be found on our client support page.

What are NAT files and what do they look like?

The NAT or national data collection files are the AVETMISS text (.txt) files which contain your training activity data and are submitted to the National VET Provider Collection.

The AVETMISS 7.0 VET Provider Collection specifications  detail the specific information to be collected and the format required for the NAT files. 

The VET Provider Collection specifications should be read in conjuntion with the AVETMISS Data element definitions document. The data element definitions describe the rules and format for each field required in the NAT files.

You can download sample NAT files from the NCVER Portal.

Reporting


Does my RTO need to submit to the National VET Provider Collection?

Where do RTOs submit their AVETMISS compliant data?

How do RTOs submit their AVETMISS compliant data?

When are the AVETMISS data due to be submitted?

What protocols apply to AVETMISS data submitted to NCVER?

Does my RTO need to submit to the National VET Provider Collection?

In November 2012, the Council of Australian Governments (COAG) and the Standing Council on Tertiary Education, Skills and Employment (SCOTESE) agreed to the mandatory collection and reporting of nationally recognised VET activity by all RTOs  from 1 January 2014.

Details of implementation, including any required transition arrangements, grace periods and exemptions are available on the Department of Industry's website.

The announcement outlining the SCOTESE decision can be accessed here and an information sheet can be found here. 

Where do RTOs submit their AVETMISS compliant data?

State-funded training activity data

State-funded training activity data must be submitted according to the current arrangements in the relevant state or territory. Please contact your  STA for more information.

Non-state-funded training activity data

RTOs delivering fee-for-service training can submit their data directly to NCVER. Some STAs will also accept data on non-state-funded training. Please contact your STA to find out if your state/territory accepts data on non-state-funded training.

You can find STA contact information on our client support page.

How do RTOs submit their AVETMISS compliant data?

Submissions via STAs

Each STA has its own data submission process. Please contact your STA to find out about this process. You can find STA contact information on our client support page.

Direct submission to NCVER

Use the AVETMISS Validation Software to submit your data to NCVER.

You can find support materials about the AVETMISS Validation Software on the AVETMISS validation software page. 

Important: email or post submissions are not accepted.

When are the AVETMISS data due to be submitted?

Submissions via STAs

Each STA has its own due date for data submissions, which is typically well before the data are due at NCVER. STAs may also require more frequent reporting.

Please check with their STA regarding these due dates. You can find STA contact information on our client support page.

Direct submissions to NCVER

Direct data submissions are due to NCVER by the end of February for the previous calendar year's training activity.

NCVER reserves the right to recover costs incurred if data are submitted past the cut-off period or revisions (resubmissions) are required.

What protocols apply to AVETMISS data submitted to NCVER?

In accordance with the Australian Privacy Principles, NCVER actively endeavours to safeguard the information it collects. All entities submitting data to NCVER for the national data collections must be registered and have a unique log-on and password. Before NCVER staff work on the data, all names and addresses of individuals are irreversibly encrypted. No individual can be identified.

Access to data provided to the national collection is governed by a set of protocols agreed by the Ministerial Council for Tertiary Education and Employment.

The key principles of the protocols relate to the need for transparency in processes and access to information about vocational education and training. In particular, the protocols aim to:


provide access to as much information as possible to stakeholders, consistent with the protection of an individual's and their employer's privacy (consistent with the Australian Privacy Principles outlined in Schedule 1of the Privacy Amendment (Enhancing Privacy Protection) Act 2012 which amends the Privacy Act of 1988) and subject to the protection of commercial-in-confidence training provider information;

ensure the processes used to access the data will be transparent and publicly available to contributors of data and other stakeholders.

The protocols for the collection and reporting of VET statistical information may be viewed on the NCVER Portal on this page here.

Validation software


What is the AVETMISS Validation Software?

Do I need to use the AVETMISS Validation Software?

How do I access the AVETMISS Validation Software and its supporting documentation?

How do I monitor the quality of my AVETMISS data throughout the year?

How secure are the AVETMISS data submitted to NCVER?

What is the AVETMISS Validation Software?

NCVER provides a free web-based software that will validate NAT files to ensure the data in the files have been entered in the correct AVETMISS format and according to the rules provided in the Standard.

The AVETMISS Validation Software can be accessed via the NCVER Portal here.

The data must pass through the validation software error-free to be considered AVETMISS compliant.

Some STAs provide their own validation software. Please contact the STA directly for further information. STA contact information can be found on our client support page.

Do I need to use the AVETMISS Validation Software?

Direct submissions to NCVER

The AVETMISS Validation Software is the only accepted method for submitting your data to NCVER. Submission of data is only possible when the NAT files have passed through the software error-free.

Submissions via STAs

Some STAs have additional reporting requirements and put in place their own arrangements for validating data.

Please contact your STA directly for further information. STA contact information can be found on our client support page.

How do I access the AVETMISS Validation Software and its supporting documentation?

The AVETMSS Validation Software can be accessed via the NCVER Portal or directly at www.avs.ncver.edu.au. The web-based AVS has the following support documentation available:


frequently asked questions (FAQs)

getting started checklist

quick guide

registration quick guide

user guide

Also available are:


business rules for VET providers (Release 7.0)

sample NAT files

How do I monitor the quality of my AVETMISS data throughout the year?

The AVETMISS Validation Software allows you to validate your data prior to data being finalised for the year.

Selecting 'Interim' as the collection Period option in the Collection Processing screen, allows training for which the outcome is not yet known (Outcome identifier - national= '90 - Not yet available') to pass validation in the AVETMISS Validation Software without triggering an error.

Please see the Start a new collection section of the AVETMISS Validation Software: user guide for information on using the 'Interim' collection Period option.

The AVETMISS Validation Software also contains a Preliminary checks function. This option allows you to exclude checking of some data validation rules. It is recommended that you exclude the checking of rules for known incorrect data that are going to be updated at a later date only. This will allow you to monitor the quality of your data throughout the year on all other data validation rules.

The Preliminary checks function will prevent you from submitting data to NCVER, as the files have only been partially validated.

For further details, please see the Preliminary checks section of the AVETMISS Validation Software: user guide.

How secure are the AVETMISS data submitted to NCVER?

NCVER complies with both the Privacy Act in respect of personal information and a set of data sharing protocols in respect of national VET data.

NCVER collects and manages personal information in accordance with the Australian Privacy Principles outlined in the Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012 (which amends the Privacy Act 1988 Cth).

In accordance with the Australian Privacy Principles, NCVER actively endeavours to safeguard the information it collects. All entities submitting data to NCVER for the national data collections must be registered and have a unique log-on and password. Before NCVER staff work on the data, all names and addresses of individuals are irreversibly encrypted. No individual can be identified.

Access to data provided to the national collection under AVETMISS is governed by a set of protocols agreed by the Ministerial Council for Tertiary Education and Employment.

The key principles of the protocols relate to the need for transparency in processes and access to information about vocational education and training. In particular, the protocols aim to:

  • provide access to as much information as possible to stakeholders, consistent with the protection of an individual's and their employer's privacy (consistent with the Australian Privacy Principles outlined in Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012 which amends the Privacy Act of 1988) and subject to the protection of commercial-in-confidence training provider information;
  • ensure the processes used to access the data will be transparent and publicly available to contributors of data and other stakeholders.

    The protocols for the collection and reporting of VET statistical information may be viewed on the NCVER Portal on this page here.

    The NCVER privacy policy may be viewed on the NCVER Portal at http://www.ncver.edu.au/privacy.html.


    Upload and submission via the AVETMISS Validation Software (AVS)

    The online AVETMISS Validation Software (AVS) uses SSL (Secure Sockets Layer) security technology to establish an encrypted link between your web browser and NCVER’s server. This ensures all data transferred over the internet remains private. Data loaded into AVS is stored securely on an NCVER server.

    Only people who have been given user access to an organisation’s data can access that organisation’s data loaded into AVS. An organisation’s ‘Primary contact’ and ‘Organisation Administrator’ can assign access to other users for the organisation.

    On submission, AVS data is transferred to a separate location on the NCVER server for AVETMISS reporting.

    All NCVER staff must comply with the Australian Privacy Principles outlined in Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012, which amends the Privacy Act 1988 (Cth)  which contains the National Privacy Principles and Information Privacy Principles.

    In accordance with Australian Privacy Principle 11 (Security of Personal Information), NCVER takes active steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. For more detail, please see NCVER's Privacy Policy http://www.ncver.edu.au/privacy.html.

    Under NCVER’s security/confidentiality protocols for data collection:

  • NCVER, as the administrator of the national collections, may access all data, where it exists, for the purpose of quality assurance and data derivations.
  • NCVER staff sign an information management policy agreeing to abide by protocols covering privacy and confidentiality of data and the release of information.

    Troubleshooting


    What do I need to be aware of when using the AVETMISS Validation Software?

    Which version of Microsoft Windows do I have installed?

    Why do I get errors and warnings after validation?

    What do I need to be aware of when using the AVETMISS Validation Software?

    Please refer to the AVETMISS Validation Software: Getting started checklist and page 6 of the AVETMISS Validation Software: User guide to ensure you are set up to use the software.

    Which version of Microsoft Windows do I have installed?

    To check which version of Windows you have installed:

    1. Press and hold Win+R
    2. Type winver into the box
    3. Click OK
    4. The version number is displayed in the dialogue box that appears.

    Why do I get errors and warnings after validation?

    The AVETMISS Validation Software checks the data to ensure they comply with the AVETMISS rules and formatting.

    Errors and warnings are generated against records that have breached these constraints. Errors will need to be corrected in the source data and then revalidated.

    Please find a complete list of errors and warning in the Business rules for 2014 data.

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