How to manage your 2021 NCVER Student Data submission and errors in TEAMS – OLD SITE

Below are the steps on how to manage your 2021 Student Data submissions for NCVER in TEAMS.

Part 1 – Before you even do an AVETMISS export from TEAMS do all these steps below

Generate your Starters report – use the date range of 01/01/2021 to 31/12/2021 and look at all your VET starters and confirm that all that started have been flagged as started in TEAMS.
Generate your Current Students report – use the date range of 01/01/2021 to 31/12/2021 and look at all the enrolments that started and/or finished and review the following data listed below (column heading names) in the report as it is all mandatory information that needs to be in your NAT files exported from TEAMS.
- DOB – if this is missing you MUST update this against the student.
- AVETMISS Student – if this says NO and the student’s enrolment is in a VET course/qualification then you need to go to the Student and select the AVETMISS tick box and SAVE. If you DO NOT do this the student’s enrolment data will NOT be in the NAT files.
- Sex – this is the gender of the student and is mandatory, if it is empty you must update the student with their correct gender.
- Status – this will identify either Not Started, Finished or Arrived. Week # of #. You need to confirm any that say Not Started (if you have already reviewed your starters report and fixed there, then you should not find any mistakes here. If there are some that did start and are showing as Not Started you MUST go and start their enrolments. For entries that have Arrived. Week # of # such as Arrived. Week 48 of 48 then check their enrolment end date and if it is in the past then you have NOT flagged the enrolment as finished and you MUST do this. You should also then follow the steps list in this email for Finalising a VET enrolment in TEAMS.
- USI # – if you have enrolments in VET courses/qualifications and the USI is missing then you must urgently chase students up and get their USIs entered. Until you do this you will NOT have a successful submission.
- Completed, Total No. of Units and No. of Units Successfully Completed – you need to compare these 3 columns of data together as follows:
  1. Completed = Full then the number in the columns for Total No. of Units and No. of Units Successfully Completed should be the same. If it isn’t then you need to review the results and fix them to successful results OR change the completed qual status from Full to either SoA or N/A.
  2. Completed = SOA then the number in the columns for Total No. of Units and No. of Units Successfully Completed should NOT be the same. If they are then either you need to change the completed qual status from SoA to Full or fix the results to match the SoA outcome.
  3. Overseas – if you are a 100% CRICOS VET college then this should say YES for all your students. Where you have ELICOS students as well or domestic students then you do need to evaluate this column even closer. For every student is on a Student VISA and enrolled in a VET course/qualification or set of competencies then you MUST make sure they are set as Overseas in two locations that are:
    - Student level (student entry screen)
    - Enrolment level (enrolment centre > Action > Edit AVETMISS > Overseas tick box must be set).
Generate your Overdue Competencies/Modules with no Results report – this report is under the TEAMS > Student > Academic Reports menu. Use the date range of 01/01/2021 to 31/12/2021 and look at the list of all your VET enrolments in this report. This will show you, if you are using them the Competency/module Code and then the Start and End Date for them that is entered in the Enrolment Centre > Enrolment Subjects/Modules screen. If you have enrolments there with competency/module end dates in 2021 this means they have NO final outcome/result such as Competent, Not Yet Competent, Withdrawn, Credit Transfer, RPL Granted etc and it means you will get errors. This needs to be cleaned up by either:
- Updating the final outcome for each competency/module OR
- Updating the end date of the competency module to a 2022 end date. You can only do this if the enrolment end date is greater than 2021.
  
  CRITICAL – this must be fully cleaned up as this is one of the reasons you will get 1000’s of errors in your submission.
Generate your Finishers report – use the date range 01/01/2021 to 31/12/2021 and look at all your VET enrolments in the report and review the following data columns to fix problems you see. They include:
- Finished – if this is set to NO then you need to either flag the enrolment as finished for edit the enrolment and change the enrolment end date to a data greater than 2021.
- Competencies Completed and Stage – if you have followed step two above for Generate your current students report and followed all of the steps completely then you would not need to look at this column of data. If you haven’t then it is worth reviewing these columns and following the same rules as outlined above.
  
  Note: you can also reconfirm that DOB and USIs are there for these students in this report.
Once all the above steps are done and you have thoroughly cleaned up your data then finally look at the Qualifications Issued report – use the dates 01/01/2021 to 31/12/2021 you can find this report under TEAMS > Student > Academic Report 3 menu option.

In the report, if you have followed the Finalising a VET enrolment in TEAMS process, then you will see all the Certificates (Full) and SoA’s that you have issued in 2021 or other specific calendar year. The data columns to look at are:
- Qual Issued – it will show a Full or SoA and is based on what you selected for the completed status in the Enrolment Centre > right hand top section for summary information.
- Parchment Number and Parchment Date – if this information is missing you MUST update the enrolment with this information. You need to open the enrolment in the Enrolment Centre and go to Academic menu button > Student Results.

Part 2 – do an AVETMISS export from TEAMS and submit your data to NCVER. When you get an error report we recommend the following:

Always use the option to Export Details from AVS as it will give you a csv (excel) file with a list of all the errors in it.

2. Once you have downloaded/received the csv (you can open it in excel version if you like) you will see there is a column for File ID and it will show a NAT file number/name in it such as NAT00085 etc. The NAT files that TEAMS exports that you submit online are grouped as follows:

Your RTO information and what are the Training Locations that you deliver training of the competencies/modules for students

NAT00010 – Training Organisation – this should only be a one line entry (for one RTO) and is your RTO ID and information from TGA.

NAT00020 – Training Organisation delivery location – this will be related to Training Locations (this is NOT campuses in TEAMS). In TEAMS you have campuses but for each campus there is one or many Training Locations and you MUST link at least one Training Location to the enrolment. If you do not do this you will get errors. This file lists all the training locations used against the enrolments in the NAT00120.

Your Qualifications/Courses and Competencies/Modules that you are delivering training in

NAT00030 – Program – this lists all the qualifications/courses that are listed in the NAT00120 for the students studying in 2021

IMPORTANT: this is where you can get hundreds, sometimes thousands of errors (based on the number of enrolments in a course/qualification that are listed in the NAT00120) when you do not setup your qualifications/courses in TEAMS with the correct AVETMISS settings. For each student listed in the NAT00120 with a specific course/qualification (where there is a setting that is wrong/missing) that is how many times you will get the same error. So once you fix/add the correct setting for the course/qualification in TEAMS those specific errors will disappear for those hundreds or thousands of rows in your next export and submission. The logic is fix in one spot and it will fix many rows of data in the NAT00120.

For example you have course 1 that has 3 different errors as it is missing 3 different AVETMISS settings in TEAMS. For that course in the NAT00120 you have 400 students listed, this means each setting is a different error so you will have 400 rows of errors for one setting and for all 3 settings you will have 1200 rows of errors. BUT once you go to that course in TEAMS and add those 3 settings and do your next export and submission all 1200 rows of errors will not be there. This is a general rule but is NOT always the case.

NAT00060 – Subject – this lists all the competencies/modules that are listed in the NAT00120 for the students and what their results are etc in 2021

IMPORTANT: this is where you can get hundreds, sometimes thousands of errors (based on the number of enrolments in a competency/module that are listed in the NAT00120) when you do not setup your qualifications/courses in TEAMS with the correct AVETMISS settings. For each student listed in the NAT00120 with a specific competency/module (where there is a setting that is wrong/missing) that is how many times you will get the same error. So once you fix/add the correct setting for the competency/module in TEAMS those specific errors will disappear for those hundreds or thousands of rows in your next export and submission. The logic is fix in one spot and it will fix many rows of data in the NAT00120.

For example you have module 10 that has 2 different errors as it is missing 2 different AVETMISS settings in TEAMS. For that module in the NAT00120 you have 700 students listed, this means each setting is a different error so you will have 700 rows of errors for one setting and for the 2 settings you will have 1400 rows of errors. BUT once you go to that module in TEAMS and add those 2 settings and do your next export and submission all 1400 rows of errors will not be there. This is a general rule but is NOT always the case.

Your students information – only students listed in the NAT00120 (with their student number) will be in these files

NAT00080 – Client – this is the list of students and their basic information such as gender, dob etc

NAT00085 – Client Contact Details – this is the list of students and their address and contact information

NAT00090 – Disability – this file will only have data in it if you have set in TEAMS that a student has special needs

NAT00100 – Prior Educational Achievement – this will only have data in it if you have set in TEAMS > Enrolment Centre > Action > Edit AVETMISS that the student has Prior Education.

Training activity and outcomes for your students and their competency/modules

NAT00120 – Training Activity – this file will list each student number and show all the relevant competency/module codes and information for them such as, but not limited to the following:

a) Start and End date of the training activity – this is in the Enrolment Subject/Module screen in TEAMS

b) Result for the competency/module – this includes Continuing Enrolment and Not Yet Started, not just final outcomes such as Competent, Not Yet Competent, Credit Transfer etc.

c) Training Location

d) Funding Source National ID

IMPORTANT: This file is where you will always get large volumes of errors that can be in the 1000’s and will have to do with not setting and following rules for your data in TEAMS correctly.

NAT00130 – Program Completed – this is a summary of all your students who completed their enrolments and if you issued them a qualification (Certificate) or statement of attainment (SoA) – it really should match your Qualifications Issued Register. This is and the NAT00120 is where NCVER gets the statistics from for the Completion counts for your RTO etc.

Recommendation – always start with the NAT00120 and the NAT00080 errors as generally speaking they will have the largest number of errors and will take the longest to clean up in TEAMS. If possible have more than one person managing error fixing in TEAMS so you can turn around the clean up and submissions quickly. It is not unusual for clients to have to do upwards of 6+ AVETMISS exports and submissions before they get a successful validation and submission completed.

Finalising a VET enrolment in TEAMS

It isn’t as simple as setting your enrolments as finished in TEAMS. You need to update information such as:

Final results for all the competencies/modules linked to the enrolment with correct result dates.

Set the correct complete status to either Full (you issued the qualification/certificate for this enrolment to the student), SoA (you issued a Statement of Attainment for the enrolment to the student) or N/A (you issued nothing to the student at all).