Compliance Dashboard > AVETMISS Enrolments > Training Location Missing
The AVETMISS Enrolments tile will show you the enrolments as a link that has the Training Location missing for them. To update the Training Location, you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon
Select the hyperlink next to the Training Location Missing
You will be taken to the Training Location Missing listing screen
From the filters, select your desired Campus from the dropdown and then click on the Apply Filter button
The screen will refresh and show you the Training location dropdown with Update button
You need to select the Training Location from the dropdown and then click on the Update button
Note: When you have updated the Training Location for the enrolments, you need to refresh the Compliance Dashboard screen to see the count of the enrolments for the training location
IMPORTANT– If you are reporting the student/enrolment to NCVER, you must select the Include in National Export tick box at the enrolment level AVETMISS Settings otherwise the enrolment will not get reported in the submission and if you doing the submission at the state level then you need to select the State Training Authority on the Enrolment AVETMISS settings screen.
The AVETMISS Enrolments tile will show you the enrolments for which the Include in National Export is not ticked. To select/tick the include in national export, you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon
Select the hyperlink count next to the Include in National Export
You will be taken to the Include in National Export listing Screen
Select the desired tick boxes against the student number that you wish to include in the National Export
Then select the Include in national Export tick box above the grid and click on the update button
Note: When you have selected the Include in National Export tick box for the enrolments, you need to refresh the Compliance dashboard screen to see the count of the enrolments for the Include in National Export.
Compliance Dashboard > AVETMISS Enrolments Tile > Funding source – National should not be blank
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)
The AVETMISS Enrolments tile will show you the enrolments as a link that has the funding source national as blank for them. To update the Funding Source National, you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon.
Select the hyperlink next to the Funding source – National should not be blank.
You will be taken to the Funding source – National should not be blank listing Screen.
Select the enrolments that you wish to update the Funding Source National.
It will open the Enrolment Dashboard, you then need to select the AVETMISS settings icon.
On the AVETMISS settings screen, select the Funding Source National from the dropdown and save.
Note: When you have updated the Funding Source National for the enrolments, you need to refresh the Compliance dashboard screen to see the count of the enrolments for the funding source national.
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 Subjects that are listed in the NAT00120 for the students and what their results are etc in 2022.
NAT00030 – this lists all the programs 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.
The very first step you need to do before you do the AVETMISS Export
Generate your Starters Report by selecting the date range of the whole 2022 year 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 the Compliance Dashboard and look for the Starters Tile and then select This Calendar Year which is 2022 to see the enrolments that have not been flagged as starters
Select the hyperlink which will take you to the Starters list where you can start enrolments in bulk that have not been flagged as starters
To know more about the AVETMISS Enrolment data, Select the below links.
Compliance Dashboard > AVETMISS Enrolment Tile > Enrolment is not flagged as overseas
IMPORTANT – if you are a 100% CRICOS VET college then this should say YES for all your students. For every student who is enrolled in a VET Program then you MUST make sure they are set as Overseas in two locations that are: Student Level – Edit Student Screen and Enrolment Level – Edit AVETMISS screen
Note: If the student is overseas then you must select whether the student is studying onshore or offshore on the edit student screen.
The AVETMISS Enrolments tile will show you the enrolments as a link that are not flagged as overseas. To flag the enrolment as overseas you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon
Select the hyperlink next to the Enrolment is not flagged as overseas
You will be taken to the Enrolment is not flagged as an overseas listing Screen, Check the ‘Overseas Enrolment’ box to fix the error in bulk.
You may select all the students at once by selecting the header tickbox.
Finally, click on the ‘Update’ button to mark the selected enrolments as overseas.
IMPORTANT – if you have enrolments that end in 2023, and they have no final outcome/result such as Competent, Withdrawn, CT etc then you will get errors. You can remove this error by updating the final outcome for each subject or updating the subject end date to 2023.
When there are results (Not Yet Started or Continuing Enrolment) and it has the result date within the calendar year 2023 selected then the system will show you the overdue results for the subjects. You need to select the correct result and result date falling in the submission calendar year.
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.
The AVETMISS Enrolments tile will show you the overdue results of the subjects that are without the results of the subject for the enrolments with the total count of the enrolments as a link. To update the results you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon.
Select the hyperlink next to the Overdue Result label.
You will be taken to the Overdue Result Listing Screen.
Select the enrolments that you wish to update the results.
It will open the Enrolment Dashboard, you then need to select the Group Training Plan icon.
On the Group Training Plan screen, you can update the results and save them.
Note: When you have updated the Overdue Result for the subjects of the enrolments, you need to refresh the Compliance dashboard screen to see the count of the overdue result.
Compliance Dashboard > AVETMISS Students Tile > WIth USIs Not Verified
The AVETMISS Students Tile will show you the count of students as a link With USIs Not Verified. To verify the USIs, you need to follow the below steps:
Select This Calendar year from the Calendar icon.
Select the hyperlink next to the WIth USIs Not Verified.
You will be taken to the Students – USIs Not Verified listing screen.
Select the student number hyperlink under the Student No column.
Update the Student’s USI number and select the Save button.
Note: When you have verified the USI number on the Compliance Dashboard, you need to refresh the screen to see the updated count of the With USIs Not Verified.
The AVETMISS Student Tile will show you the MissingGender of the students in the system. To update the missing GENDER, you need to follow the below steps:
Select This Calendar year from the Calendar icon
Select the hyperlink next to the Missing Gender.
You will be taken to the Student-Missing Gender Listing Screen.
Select the student number link to update the Missing Gender.
Note: When you have updated the Gender of the students then on the Compliance Dashboard, you need to refresh the screen to the count of the Missing Gender students.
Compliance Dashboard > AVETMISS – Students Tile > Missing Family Name
The AVETMISS Student Tile will show you the Missing Family Name of the students in the system. To update the missing Family Name, you need to follow the below steps:
Select This Calendar year from the Calendar icon.
Select the hyperlink next to the Missing Family Name.
You will be taken to the Student-Missing Family Name Listing Screen.
Select the student number link to update the Family Name.
Note: When you have updated the DOB of the students then on the Compliance Dashboard, you need to refresh the screen to the count of the Missing DOB students.
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 for 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.
