AVETMISS

NCVER AVETMISS Student Data Submissions – Classic TEAMS Step 4

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Qualifications Issued

The Qualification Issued is exported into NAT00130 – Program Completed. This will show you all of 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.

The very first step you need to do before you do the AVETMISS Export

  • You need to go to the TEAMS > Student > Academic > Qualification Issued Register screen where you need to put in the calendar years dates from the first of first to 31st of December of the coming year that you are reviewing your student data. For example 01/01/2022 to 31/12/2022 and if you have different campuses for the academics then you can select Campus as All or, you can select the campus as you require and then select the search button. OR
  • You can run the Qualification Issued report with the same parameters and then you can open each enrolment and confirm if the results are there and if not there then you have to run the finishers report for 2022 and see all the finishers and compare it, which enrolment that are in the finishers but is not in the finishers list.

When would you select SOA, FULL and NA

  • FULL – When the student has Successful results of competent. Credit transfer. RPL then all the subjects needed to be issued that qualification.
  • SOA – Where you do not have successful results for all of the subjects (if you are withdrawing) but have some subjects with competent then you issue a Statement of Attainment.
  • NA – This is where you do not have absolutely no results and student has never successfully achieved anything and they withdrew and you want to write the entry to the register to show then you can select NA and results issued.

It’s our recommendation, even if you’re not issuing a Certificate or statement of attainment, all the qualification to still select this Result issued as Yes have the completion Type as NA (not applicable) because it will show in the registered and to the auditor that you have processed as it was withdrawn or they have overdue fees.

For Example – If you have an enrolment where you have a competent result and a credit transfer, and the students have overdue fees and you’re not going to issue, but they’re finished, and they’ve left. If you don’t write to the register, the qualification issue register that they did, It’s not applicable you issued that you’re not going to do one and the auditor may question you on why aren’t there. Because they have a competent result or a credit transfer? That way. At least there’s an entry in the register that it’s not applicable. You didn’t issue it because they have overdue fees. Or they withdrew.

Important actions to complete on the Qualification Issued Registered

  • Review each enrolment and confirm that all their results and the qualification issued is completed.
  • Status is correct for the results and result Issued tick box is ticked.
  • Completed qual is selected correctly.

NCVER AVETMISS Student Data Submissions – RTO TEAMS Step 4

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Qualifications Issued

The Qualification Issued is exported into NAT00130 – Program Completed. This will show you all of 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.

The very first step you need to do before you do the AVETMISS Export

  • You need to go to the Main Dashboard > Compliance > Qualification Registered screen where you need to put the dates from 01/01/2022 to 31/12/2022 and if you have different campuses for the academics then you can leave the field as it is otherwise, you can use the parameters as you require and then select the Apply button. OR
  • You can run the report from Main Dashboard > Compliance > Qualification Issued report with the same parameters and then you can open each enrolment and confirm if the results are there and if not there then you have to run the finishers report for 2022 and see all the finishers and compare it, which enrolment that are in the finishers but is not in the finishers list.

When would you select SOA, FULL and NA

  • FULL – When the student has Successful results of competent. Credit transfer. RPL then all the subjects needed to be issued that qualification.
  • SOA – Where you do not have successful results for all of the subjects (if you are withdrawing) but have some subjects with competent then you issue a Statement of Attainment.
  • NA – This is where you do not have absolutely no results and student has never successfully achieved anything and they withdrew and you want to write the entry to the register to show then you can select NA and results issued.

IMPORTANT – This screen will not show anything if you have not updated the information properly (if you have not selected the Result Issued as Yes and whether you have selected the completed status FULL, SOA or NA) on the Enrolment Dashboard > Training Plan and Result screen > Qualification Information.

It’s our recommendation even if you’re not going to issue a Certificate or Statement of Attainment, all the qualifications to still select this Result issued as Yes have the completion Type as NA (not applicable) because it will show in the registered and to the auditor that you have processed as it was withdrawn or they have overdue fees.

For Example – If you have an enrolment where you have a competent result and a credit transfer, and the students have overdue fees and you’re not going to issue, but they’re finished, and they’ve left. If you don’t write to the register, the qualification issue register that they did, It’s not applicable you issued that you’re not going to do one and the auditor may question you on why aren’t there. Because they have a competent result or a credit transfer? That way. At least there’s an entry in the register that it’s not applicable. You didn’t issue it because they have overdue fees. Or they withdrew.

NOTE – On the Qualification Registered screen, you will only see one entry for one enrolment and if the student has more than one enrolment then you need to select yes more in the reissued column which will show you different entries on the screen, but you will not see multiple entries for the one enrolment in different rows. It will be always kept historically under the yes more section.

Important actions to complete on the Qualification Issued Registered

  • On the same screen, go to Qualification Information Icon > Pop up to select the correct result issued and completed status.
  • Select the appropriate enrolment outcome

Training Location Classic TEAMS

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This error occurs when the training location is missing for the enrolments. To add training location in Teams you need to follow the below steps :

  • Go To TEAMS > Setup > Organisation > Campus Entry
  • Enter the training location details in all the columns.
  • Select Add button to add the training location.
  • You can also Edit and Delete the training location.
  • Select the Save button to save the training location.

Delivery Mode/Pre Dominant Identifiers

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This screen will show you the enrolments that have Pre-dominant Delivery Mode missing for the subjects. To update the Delivery Mode, you need to follow the below steps:

For updating the Delivery Mode, you need to follow the below steps:

  • Go TEAMS > Enrolment Centre > Academic Tab > Student Result Screen > Delivery Type (2018)
  • Enter the correct number and Pre-dominant delivery mode and Save.

Include In National Export

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This error occurs when the enrolment is a VET enrolment and it is not selected as Include in National Export at the enrolment level. If you want the enrolment to be reported to NCVER then must follow the below steps:

  • Go To TEAMS > Enrolment Centre > Actions Tab > Edit AVETMISS Screen.
  • Select the Include in National Export tick box and then save.

Funding Source National Missing

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IMPORTANT – If the enrolment is selected as overseas then the funding source national must not be left blank. to update the funding source national you need to see if your student is studying onshore or offshore.

Funding Source National is a code that defines the mode of study whether it is Online, Classroom based or Training Based etc.
Examples
For Onshore Students – If the student is not in Australia and studying overseas then you need to select the funding source national as (31 – International Onshore Client – Other Revenue)
For Offshore Students – If the student is studying in Australia then you need to select the funding source national as (32 – Internation Offshore Client – Other Revenue)

To update the Funding Source National, you need to follow the below steps:

Manually

  • Go To TEAMS > Enrolment Centre > Actions Tab > Edit AVETMISS Screen
  • Select the appropriate funding source national and Save

AVETMISS Settings in bulk for Funding Source National

  • Go to TEAMS > Student > Financials > Bulk Enrolment(s) AVETMISS + Other Settings
  • Select the AVETMISS Settings radio button
  • Apply the parameters as you required
  • Select the Search Icon

Overdue Result for the Competency/Module

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IMPORTANT – If you have enrolments there with competency/module end dates in 2022 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 2023 end date. You can only do this if the enrolment end date is greater than 2022. This must be fully cleaned up as this is one of the reasons you will get 1000’s errors in your submission.

Note – If you have the NYS and CE results for the subjects and these results don’t have final outcome then you need to update the result date as the future calendar year.

To do this, you need to follow the below steps:

  • Go TEAMS > Enrolment Centre > Academic Tab > Student Result Screen
  • Select the final outcome of the result and its result date and save.

Start and End date of the training activity

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If you are using the Competency/module Code and then the Start and End Date for them that is entered in the Enrolment Centre > Enrolment Subjects/Modules screen then this error occurs when the start date of the subject is greater than the subject’s end date. To resolve the error you need to do the followings:

  • Go to TEAMS > Enrolment centre > Academic Tab > Enrolment Subject/Module screen
  • Check the Module/Competencies Start date and End date
  • Edit the Start Date and End Date of the Subjects (if the start date of the subject is greater than the end date) and then save

NCVER AVETMISS Student Data Submissions – Classic TEAMS Steps 3

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Enrolment Training Plan data

The enrolment information is exported into a number of different NAT files that include:

  • NAT00120 – Training Activity – This is the student/enrolment file that includes Overduee results, enrolment start date and end date, enrolment flagged as overseas etc.
  • NAT00060 – this lists all the Competencies/Modules that are listed in the NAT00120 for the students and what their results are etc in 2022.
  • NAT00030 – this lists all the Courses/Qualifications that are listed in the NAT00120 for the students studying in 2022

Note: 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.

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

  • Generate your Starters Report from TEAMS > Student > General Reports II > Starters Report by selecting the date range of the whole year (01/01/2022 to 31/12/2022) that you are doing the submission for and look at all your VET Starters and confirm that all that started have been flagged as started in TEAMS. OR
  • You can simply go to TEAMS > Student > Academic > Starters Confirmation List screen to start the enrolments in bulk that has the start and end date within the submission year.

To Know more about the enrolment AVETMISS data, please see below:

Start and End date of the training activity

Overdue Result for the competency/module

Funding Source National ID

Include in National Export

Delivery Mode Identifier

Training Location

AVETMISS Enrolment – Delivery Mode/Pre dominant identifiers missing

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Compliance Dashboard > AVETMISS Enrolment > Delivery Mode/Pre dominant identifiers missing

The AVETMISS Enrolments tile will show you the enrolments as a link that has Delivery Mode/Pre dominant identifiers missing for the subjects. To update the Delivery Mode, you need to follow the below steps:

  • Select This Calendar Year (2022) from the calendar icon
  • Select the hyperlink next to the Delivery Mode/Pre dominant identifiers missing
  • You will be taken to the Delivery Mode/Pre dominant identifiers missing listing screen.
  • Select the enrolments for which you wish to update the Delivery Mode
  • It will open the Enrolment Dashboard, you then need to select the AVETMISS settings icon
  • On the AVETMISS settings screen, select the Subject AVETMISS Settings tab
  • Edit the Subject and update the Delivery Mode and save.

Note: When you have updated the Delivery Mode/Pre dominant identifiers for the enrolments, you need to refresh the Compliance dashboard screen to see the count of the enrolments for the Delivery mode.