The Starters Report will be used to confirm if all the students that have an enrolment with a start date within the calendar year of your student data submission. For example,. if you are preparing to submit your student data to NCVER for 2022 then you would look for all enrolments with an enrolment start date from the 01 Jan 2022 to 31 Dec 2022. Once the report has generated you need to open it and focus on the following columns to answer specific questions.

Recommended Report Parameters to use

Using the example that you are preparing for a student data submission for 2022, the below recommended parameters should be used for this report.

In the report parameter image above we have selected only one campus for the Gold Coast. Where you have multiple campuses, you will have to select all the campuses where you have VET enrolments for this report. You must also select the option for the parameter of Report Type to Show All as this will show you all enrolments that were meant to start in the calendar year and then you can review in future steps if they are flagged as started correctly or not.

• Student First Name – it is mandatory to have the student’s name in this field, preferably their first name. Where a student only has one name OR in their passport their full name is considered one name such as Ramneet Kaur, then you must enter the entire name in this field and the Student Last Name field. Note: this field is near the end of the report in column BR.
  
• Student Last Name – it is mandatory to have the student’s name in this field, preferably their last/family name. As with the Student First Name field, where a student only has one name OR in their passport their full name is considered as one name such as Ramneet Kaur, then you must enter the entire name in this field. Note: this field is near the end of the report in column BS.
  
• Gender – this is mandatory, if you do not have a Gender for the student you will get errors in your submission. Note: this is in column E.
  
• DOB – this is mandatory, if you do not have a Date of birth (DOB) for a student you will get errors in your submission. Note: this is in column F.
  
• USI No – you need to confirm if each of your starting students in this report have a USI Number or not, where they are enrolled in a VET qualification/competency. If they are and you do not have a USI Number for them, then you must start contacting student’s and have them supply you with this number. Important: there is a maximum number of students that you can have without a USI No, however it is based on a percentage that NCVER do not give out. We also do not know this percentage, so it is best that you have a USI entered for all your students. If you do not meet the maximum percentage of students without a USI then you will NOT have a successful submission. Note: this is in column BJ.
  
• USI Verified – once you have the student’s USI No and have entered it, you need to set it as verified. Even if the student has their USI prior to commencing studies with you, it is the responsibility of an RTO to verify that it is the correct USI and identify this in their student management system. Note: You can see if a student’s USI is verified or not by looking column BQ of this report.
  
• AVETMISS Student – it is important to set a student as an AVETMISS student where they have an enrolment in a VET qualification and/or competency in the system. If you do not do this, the system will ignore that student and their enrolments in the export. Note: this is in column BL.

Important: all of the above fields are in the Student Entry screen in Class TEAMS. Once you have a list of student’s with missing data or incorrect data from the report you will need to open each one in this screen and update the information. You can update the AVETMISS Student setting in bulk by using the Bulk Student AVETMISS and Other Settings screen in Classic TEAMS. Also, one very important field that is not in the report but mandatory is the Student Survey Status. You can also update this in bulk using the same Bulk Student AVETMISS and Other Settings screen.

REMEMBER: keep this report for future steps of the Student Data submission process.

Student Data

Your student information is exported into a number of different NAT files that include

• NAT00080 – this is the primary student data file that includes name, date of birth, contact details, address information etc
• NAT00085 – this is the full address file for each of the students listed in the NAT00080

Important: for every student listed in the NAT00080, there should one entry for them in the NAT00085 and where required the NAT00130. For the NAT00120, there should be at least one entry, however there can be multiple entries. To review and clean up any data for students you need to follow the steps below.

To know what student data to look at you have to consider the enrolment data that will be exported. From this you can then find each student linked to enrolments. For any calendar year that you submit to NCVER there are three different types of enrolment data that will be included in the files that are:

• Starters – this is all the students that commenced an enrolment, so their enrolment start date is within the calendar year of the export you are planning to do. For example, if you are doing a student data submission to NCVER for 2022, then enrolments with an enrolment start date in 2022 would be considered a starter.
  
• Continuing/current students – this is all the students that commenced their study prior to the calendar year you are doing a data submission for. For example, if you are doing a student data submission to NCVER for 2022, then the enrolment start date would be before 01 Jan 2022.
  
• Finishers – this is all the students that have or will complete their study in the calendar year you are doing a data submission for. For example, if you are doing a student data submission to NCVER for 2022, then the enrolment end date would be between 01 Jan 2022 and 31 Dec 2022.

Based on the above types of enrolments you need to generate the different reports below and then focus on the following mandatory data that needs to be in the NAT00080 and NAT00085 for each student. This data includes:

• Student Name – there must be a name in both the First Name and Last Name fields for each student in Class TEAMS.
• Gender
• DOB
• USI No
• AVETMISS Student – this means they are flagged as an AVETMISS student in the student entry screen. If a student is enrolled in a VET qualification or competency and the student is NOT flagged as AVETMISS, the system will ignore the enrolment and student for the export.
• Student Survey Status

The easiest way to view in bulk and identify what data is missing or needs to be cleaned up is by generating the following reports. Each report will be used to identify if specific data is correct or missing. Once you generate these reports, keep them as they will be used in future steps as well.

Campus and Training Locations

Your campus and training location information is exported into the NAT00010 and NAT0020. In this step, you need to review that the information is correct for the calendar year that you are doing your student data submission for.

For example: when you first started using TEAMS you would have had one or many campuses setup and we would have setup and linked to each campus a training location. Where it was identified that you only needed one training location per campus we would have also set that as the default training location so it always updates against each enrolment that you linked to a specific campus. However, if you had to have multiple training locations per campus then it was up to your staff to select the correct training location at the proposal or enrolment. Now in the calendar year that you are submitting data, your circumstances may have changed that you have introduced a new campus and/or new training location and have not considered that this impacts your submissions.

Important: even though this setup and data you are reviewing is related to the NAT00010 and NAT0020 the training location in the NAT00020 also shows in the NAT00120 which is the NAT file with the biggest load of data in it. So, if you do not have a training location linked to an enrolment, for every subject for that enrolment listed in the NAT00120, you will have the same error. This means if an enrolment has 10 subjects listed against it in the NAT00120 without a training location, you will see that error 10 times in your error list. Now repeat this for each enrolment that you haven’t linked the training location to and it can add up to hundreds if not thousands of rows of errors.

Classic TEAMS is the original version of the system. If you are still using this version then you need to follow the steps below to manage your annual student data submission to NCVER.

Important: the deadline for the national student data submission to NCVER is not until the last business day in February of any given calendar year. It is critical that you work through these steps well before February to make sure you have a successful submission by the deadline. It is recommended that you put a process in place so that on a monthly or quarterly basis throughout the year, that you follow these steps and then do a submission to NCVER to test your data.

Before you even do an AVETMISS export from TEAMS, do all of these steps below