Compliance Dashboard > AVETMISS – Students Tile > Missing DOB
The AVETMISS Student Tile will show you the Missing DOB of the students in the system. To update the missing DOB, you need to follow the below steps:
Select This Calendar year from the Calendar icon
Select the hyperlink next to the Missing DOB.
You will be taken to the Student-Missing DOB Listing Screen.
Select the student number link to update the DOB.
On the Edit Student Screen, Update the Date of Birth of the student and Save.
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.
Compliance Dashboard > AVETMISS Students Tile > WIth No USIs
The AVETMISS Student Tile will show you the count of students with no USI updated in the system by the With No USIs hyperlink. To update the USIs, you need to follow the below steps:
Select This Calendar year from the Calendar icon.
Select the hyperlink next to the WIth No USIs.
You will be taken to the Students – With No USIs 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 updated the student’s USI number then on the Compliance Dashboard, you need to refresh the screen to see the updated count of the WIth No USIs.
The AVETMISS Student Tile will show you the hyperlink count of students that have an AVETMISS address missing in the system. To update the addresses, you need to follow the below steps.
Select the This Calender Year from the Calender Icon.
Select the hyperlink next to the Incomplete AVETMISS Address.
You will be taken to the Students – Incomplete AVETMISS Address listing screen.
Select the student number hyperlink under the Student Number column.
Update the Student’s AVETMISS address and select the Save button.
Note: When you have updated the Student’s AVETMISS Address then on the Compliance Dashboard, you need to refresh the screen to see the updated count of students with incomplete AVETMISS addresses.
Compliance Dashboard > AVETMISS – Students Tile > Survey Status Missing
The AVETMISS – Students tile will show you the Survey Status Missing for the students in the system. To update the survey status of the students, you need to follow the below steps:
Select This Calendar Year from the Calendar icon
Select the total count hyperlink next to the Survey Status Missing
You will be taken to the Students – Survey Status Missing Listing Screen
Select the tick box against the students for which you wish to update the status or
Select the Survey Contact Status from the dropdown and then update.
Note: When you have updated the Survey Contact Status in Bulk then on the Compliance Dashboard, you need to refresh the screen to see the count of the Survey Status Missing.
The AVETMISS Student Tile will show you AVETMISS Flag Missing with the total count of the students as a link that is AVETMISS but not Flagged as AVETMISS in the System. To Flag them as AVETMISS, you need to follow the below steps:
Select This Calendar Year from the Calendar icon
Select the hyperlink next to the AVETMISS Flag Missing
You will be taken to the Student-Missing AVETMISS Flag Listing Screen
Select the tick box against the students that you wish to flag as AVETMISS
Then Select the AVETMISS tick box and then Update
Note: When you have updated the AVETMISS Student data then on the Compliance Dashboard, you need to refresh the screen to see the count of the AVETMISS flag missing.
The Finishers Report will be used to confirm that the data for each student who has completed their studies with you is correct. For example, if you are preparing to submit your student data to NCVER for 2022 then you would look for all enrolments that have or will finish their study within the calendar year. The dates you would enter for this report would be 01 Jan 2022 to 31 Dec 2022.
A finished student enrolment is for example, where a student’s enrolment end date is within the calendar year you are wanting to submit data for, such as in 2022. As long as the enrolment is flagged as started and finished, then it should be in the submission and you need to confirm the student level data in this step is correct.
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 finish in the calendar year and then you can review in future steps if they are flagged as finished correctly or not.
Student Name – it is mandatory to have the student’s name in both the First Name and Last name fields in the Student Entry screen. This report does not have columns to show the break down of the student’s name such as a column for First Name and another for Last Name. However, 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 both the First Name and Last Name fields in the Student Entry screen. Where you have done this then you should see in this column something like Ramneet Kaur Ramneet Kaur or RAMNEET KAUR, Ramneet Kaur. Note: this is column B in the report.
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 AJ.
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 AO.
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 flag 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.
The Current Students Report will be used to confirm that the data for each student currently studying with you is correct. For example, if you are preparing to submit your student data to NCVER for 2022 then you would look for all enrolments that are continuing to study within the calendar year. The dates you would enter for this report would be 01 Jan 2022 to 31 Dec 2022.
A current/continuing student enrolment is for example, where a student’s enrolment start date may have been in 2020 and their enrolment end date is either in 2022 or in say 2023. As long as the enrolment is flagged as started then it should be in the submission and you need to confirm the student level data in this step is correct.
Whereas, let’s say a student’s enrolment start date was in 2020 but their enrolment end date was in 2021, then they would not be a continuing/current student studying in 2022 and should not be in the export for 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 Include Enrolments to Current as this will show you all enrolments that are flagged as started and considered a current/continuing enrolment in the calendar year and then you can review in future steps, if the enrolment data is correct or not.
Student Name – it is mandatory to have the student’s name in both the First Name and Last name fields in the Student Entry screen. This report does not have columns to show the break down of the student’s name such as a column for First Name and another for Last Name. However, 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 both the First Name and Last Name fields in the Student Entry screen. Where you have done this then you should see in this column something like Ramneet Kaur Ramneet Kaur or RAMNEET KAUR, Ramneet Kaur. Note: this is column B in the report.
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 C.
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 Y.
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 AD and is labelled as Sex.
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.
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.
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.
Compliance Menu > Compliance Dashboard > AVETMISS – Students
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 be 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 review and clean up any data for students you need to go to the new Compliance Dashboard.
To Know more about the AVETMISS Student data, select the below links.
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.
