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.
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