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.
If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us on support@rtosoftware.com.au