AVETMISS

NCVER AVETMISS Student Data Submissions – Classic TEAMS Step 1

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Campus and Training Locations

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, 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.

NCVER Annual Student Data Submission

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Based on what version of TEAMS you are using, will determine how you review your student data to identify missing or messy data that needs to be cleaned up. We have broken the data and steps to be completed in the same fashion for both versions, however the screens and/or reports you will use are different.

Please select the link below for the version of TEAMS you are using to follow the steps to review your student data.

RTO TEAMS
(New Version)

Classic TEAMS
(Old Version)

We have grouped the data for your submissions as follows:

Step 1

Campus and Training Locations

Relates to the NAT00010 and NAT00020

Step 2

Student Data

Relates to the NAT00080 and NAT00085

Step 3

Enrolment Training Plan Data

Relates to the NAT00120

Step 4

Qualifications Issued

Relates to the NAT00130

Step 5

Subject Data

Relates to the NAT00060

Step 6

Program Data

Relates to the NAT0030

Step 7

Student Disabilities

Relates to the NAT00090

Step 8

Student Prior Educational Achievement

Relates to the NAT00100




NCVER AVETMISS Student Data Submissions – RTO TEAMS Steps

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RTO TEAMS is the new version of the system that was released in 2020. If you are still using this version then you need to follow the steps below to manage your annual student data submission to NCVER.

IMPORTANT: the deadline for the national student data submission to NCVER is not until the last business day in February of any given calendar year. It is critical that you work through these steps well before February to make sure you have a successful submission by the deadline. It is recommended that you put a process in place so that on a monthly or quarterly basis throughout the year, that you follow these steps and then do a submission to NCVER to test your data.

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

Step 1

Campus and Training Locations

Relates to the NAT00010 and NAT00020

Step 2

Student Data

Relates to the NAT00080 and NAT00085

Step 3

Enrolment Training Plan Data

Relates to the NAT00120

Step 4

Qualifications Issued

Relates to the NAT00130

Step 5

Subject Data

Relates to the NAT00060

Step 6

Program Data

Relates to the NAT0030

Step 7

Student Disabilities

Relates to the NAT00090
coming soon

Step 8

Student Prior Educational Achievement

Relates to the NAT00100
coming soon




NCVER AVETMISS Student Data Submissions – Classic TEAMS Steps

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Classic TEAMS is the original version of the system. If you are still using this version then you need to follow the steps below to manage your annual student data submission to NCVER.

Important: the deadline for the national student data submission to NCVER is not until the last business day in February of any given calendar year. It is critical that you work through these steps well before February to make sure you have a successful submission by the deadline. It is recommended that you put a process in place so that on a monthly or quarterly basis throughout the year, that you follow these steps and then do a submission to NCVER to test your data.

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

Step 1

Campus and Training Locations

Relates to the NAT00010 and NAT00020

Step 2

Student Data

Relates to the NAT00080 and NAT00085

Step 3

Enrolment Training Plan Data

Relates to the NAT00120

Step 4

Qualifications Issued

Relates to the NAT00130

Step 5

Subject Data

Relates to the NAT00060

Step 6

Program Data

Relates to the NAT0030

Step 7

Student Disabilities

Relates to the NAT00090
coming soon

Step 8

Student Prior Educational Achievement

Relates to the NAT00100
coming soon




Edit AVETMISS – Student

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Student Dashboard > Student Profile Tile > AVETMISS Icon

The first thing to know is that AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is the national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.

The below screen allows you to add/edit the AVETMISS information of a student. Some of the fields are very important in the AVETMISS submissions. For example, if you do not select the survey contact status, you will get errors in NCVER submissions. We will recommend you to enter all the AVETMISS fields to avoid compliance issues.

Explanation of the Fields

ColumnExplanation
IndigenousAll the values defined in the AVETMISS data element definitions: edition 2.3 by NCVER will be shown in this drop-down. Select the appropriate Indigenous status identifier.
Last school level completedAll the values defined in the AVETMISS data element definitions: edition 2.3 by NCVER will be shown in this drop-down. Select the appropriate School level identifier
School completed in yearSelect the year in which the student completed school.
Country of BirthIn this field, you will see 4-digit Standard Australian Classification of Countries code validated by NCVER. Select the appropriate country.
Language spoken at homeThis field uniquely identifies the main language other than English spoken at home by the student. All the valid 4-digit Australian Standard Classification of Languages codes will be shown in the drop-down.
Client IdentifierClient identifier is assigned by the training organisation. This will usually be the student’s ‘student number’.
Note – Unique Student Identifier (USI)
codes are not to be assigned to the client as the Client identifier and Client identifier must not contain spaces.
Learning Unique IdentifierIt is a 10 digit learner unique identifier number used to log in to the learning account of the student.
Training LocationIt is a dropdown field where you can select the training location of the student.
School YearEnter the school year of the student
WAAMS NumberThis is a Western Australian Apprenticeship Management System number used as a training contract identifier for WA state. This should be in uppercase.
Survey Contact StatusSurvey contact status identifies reasons to exclude excludes from the Student Outcomes Survey and
other communications. 
Is the student registered or intending to register in an apprenticeship or traineeship for this qualification in NSW?Tick this if applicable
List any Australian courses completedThis is a note box. You can enter the list of all the courses here. To save the entered data kindly click again on the notes box.
AVETMISS Address
Address Postal Delivery BoxPostal delivery code can be added in this field.
Building/Property NameAuto populated field
Flat/Unit DetailsAuto populated field
Street NumberAuto populated field
Street NameAuto populated field
AVETMISS SuburbAuto populated field
StateAuto populated field
Post CodeAuto populated field
CountryAuto populated field

Reasons an enrolment is not in the AVETMISS export files

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There are a few rules that will stop an enrolment from being exported in the AVETMISS export files which are listed below.

Firstly, there are two different types of AVETMISS exports in the system that are:

  1. National Export – this is to export files to submit to NCVER
  2. State Export – this allows you to select a specific State and the files will be exported to meet the state level rules for submission to that State


Reason’s that an enrolment will not be in the National Export

  1. The student is not flagged as AVETMISS. How to check this? Go to the student dashboard and select the Edit Student icon and see if the AVETMISS tick box is selected or not?

  2. Enrolment is not flagged as Include in National Export. How to check this? Open the Enrolment Dashboard and go to AVETMISS Settings and see if this is selected.

  3. Result dates for the subjects linked to the enrolment do not fall within the calendar year you selected for the export. How to check this? Open the Enrolment Dashboard > Results & Progress Tile > Training Plan and Results screen. Then look at each subject and its result date, if there are none within the calendar year you selected that is why and you may need to update the result date/s where needed. If you don’t remember or are unsure what calendar year you selected for the export, go to the main menu for Compliance > AVETMISS Export History screen. From the list, look for the last export you did and in the Filters column it will show you the calendar year you selected.

  4. Enrolment is flagged as Do not include in AVETMISS submission. How to check this? Open the Enrolment Dashboard and go to the Edit Enrolment and see if this is selected.

  5. Enrolment is not flagged as started. How to check this? Open the Enrolment Dashboard and in the Enrolment Profile tile see if the icon for Started is green or red? If it is red, then it is not started.

  6. Enrolment is flagged as cancelled. How to check this? Open the Enrolment Dashboard and in the Enrolment Profile tile see if the icon for Cancelled is grey or red? If it is red, then it is cancelled. IMPORTANT: this is the only setting that tells the system that the enrolment is cancelled. If you have an Enrolment Outcome that says cancelled, this is not considered by the system at all as cancelled.

Reason’s that an enrolment will not be in a State Export

  1. The student is not flagged as AVETMISS. How to check this? Go to the student dashboard and select the Edit Student icon and see if the AVETMISS tick box is selected or not?

  2. An incorrect state is selected on the enrolment AVETMISS screen. How to check this? Open the Enrolment Dashboard and go to AVETMISS Settings and see if there is a state selected for the State Training Authority field and is it the correct State?

  3. Result dates don’t fall under the export year parameters. How to check this? Open the Enrolment Dashboard > Results & Progress Tile > Training Plan and Results screen. Then look at each subject and its result date, if there are none within the calendar year you selected that is why and you may need to update the result date/s where needed. If you don’t remember or are unsure what calendar year you selected for the export, go to the main menu for Compliance > AVETMISS Export History screen. From the list, look for the last export you did and in the Filters column it will show you the date range you selected.

  4. Enrolment is flagged as Do not include in AVETMISS submission. How to check this? Open the Enrolment Dashboard and go to the Edit Enrolment and see if this is selected.

  5. Enrolment is not flagged as started. How to check this? Open the Enrolment Dashboard and in the Enrolment Profile tile see if the icon for Started is green or red? If it is red, then it is not started.

  6. Enrolment is flagged as cancelled. How to check this? Open the Enrolment Dashboard and in the Enrolment Profile tile see if the icon for Cancelled is grey or red? If it is red, then it is cancelled. IMPORTANT: this is the only setting that tells the system that the enrolment is cancelled. If you have an Enrolment Outcome that says cancelled, this is not considered by the system at all as cancelled.

How to manage your 2021 NCVER Student Data submission and errors in TEAMS

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Below are the steps on how to manage your 2021 Student Data submissions for NCVER in TEAMS.

Part 1 – Before you even do an AVETMISS export from TEAMS do all these steps below

  1. Generate your Starters report – use the date range of 01/01/2021 to 31/12/2021 and look at all your VET starters and confirm that all that started have been flagged as started in TEAMS.

  2. Generate your Current Students report – use the date range of 01/01/2021 to 31/12/2021 and look at all the enrolments that started and/or finished and review the following data listed below (column heading names) in the report as it is all mandatory information that needs to be in your NAT files exported from TEAMS.

    • DOB – if this is missing you MUST update this against the student.

    • AVETMISS Student – if this says NO and the student’s enrolment is in a VET course/qualification then you need to go to the Student and select the AVETMISS tick box and SAVE. If you DO NOT do this the student’s enrolment data will NOT be in the NAT files.

    • Sex – this is the gender of the student and is mandatory, if it is empty you must update the student with their correct gender.

    • Status – this will identify either Not Started, Finished or Arrived. Week # of #. You need to confirm any that say Not Started (if you have already reviewed your starters report and fixed there, then you should not find any mistakes here. If there are some that did start and are showing as Not Started you MUST go and start their enrolments. For entries that have Arrived. Week # of # such as Arrived. Week 48 of 48 then check their enrolment end date and if it is in the past then you have NOT flagged the enrolment as finished and you MUST do this. You should also then follow the steps list in this email for Finalising a VET enrolment in TEAMS.

    • USI # – if you have enrolments in VET courses/qualifications and the USI is missing then you must urgently chase students up and get their USIs entered. Until you do this you will NOT have a successful submission.

    • Completed, Total No. of Units and No. of Units Successfully Completed – you need to compare these 3 columns of data together as follows:

      1. Completed = Full then the number in the columns for Total No. of Units and No. of Units Successfully Completed should be the same. If it isn’t then you need to review the results and fix them to successful results OR change the completed qual status from Full to either SoA or N/A.

      2. Completed = SOA then the number in the columns for Total No. of Units and No. of Units Successfully Completed should NOT be the same. If they are then either you need to change the completed qual status from SoA to Full or fix the results to match the SoA outcome.

      3. Overseas – if you are a 100% CRICOS VET college then this should say YES for all your students. Where you have ELICOS students as well or domestic students then you do need to evaluate this column even closer. For every student is on a Student VISA and enrolled in a VET course/qualification or set of competencies then you MUST make sure they are set as Overseas in two locations that are:

        • Student level (student entry screen)
        • Enrolment level (enrolment centre > Action > Edit AVETMISS > Overseas tick box must be set).

  3. Generate your Overdue Competencies/Modules with no Results report – this report is under the TEAMS > Student > Academic Reports menu. Use the date range of 01/01/2021 to 31/12/2021 and look at the list of all your VET enrolments in this report. This will show you, if you are using them the Competency/module Code and then the Start and End Date for them that is entered in the Enrolment Centre > Enrolment Subjects/Modules screen. If you have enrolments there with competency/module end dates in 2021 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 2022 end date. You can only do this if the enrolment end date is greater than 2021.


      CRITICAL – this must be fully cleaned up as this is one of the reasons you will get 1000’s of errors in your submission.

  4. Generate your Finishers report – use the date range 01/01/2021 to 31/12/2021 and look at all your VET enrolments in the report and review the following data columns to fix problems you see. They include:

    • Finished – if this is set to NO then you need to either flag the enrolment as finished for edit the enrolment and change the enrolment end date to a data greater than 2021.

    • Competencies Completed and Stage – if you have followed step two above for Generate your current students report and followed all of the steps completely then you would not need to look at this column of data. If you haven’t then it is worth reviewing these columns and following the same rules as outlined above.

      Note: you can also reconfirm that DOB and USIs are there for these students in this report.

  5. Once all the above steps are done and you have thoroughly cleaned up your data then finally look at the Qualifications Issued report – use the dates 01/01/2021 to 31/12/2021 you can find this report under TEAMS > Student > Academic Report 3 menu option.


    In the report, if you have followed the Finalising a VET enrolment in TEAMS process, then you will see all the Certificates (Full) and SoA’s that you have issued in 2021 or other specific calendar year. The data columns to look at are:

    • Qual Issued – it will show a Full or SoA and is based on what you selected for the completed status in the Enrolment Centre > right hand top section for summary information.

    • Parchment Number and Parchment Date – if this information is missing you MUST update the enrolment with this information. You need to open the enrolment in the Enrolment Centre and go to Academic menu button > Student Results.

Part 2 – do an AVETMISS export from TEAMS and submit your data to NCVER. When you get an error report we recommend the following:

  1. Always use the option to Export Details from AVS as it will give you a csv (excel) file with a list of all the errors in it.

2. Once you have downloaded/received the csv (you can open it in excel version if you like) you will see there is a column for File ID and it will show a NAT file number/name in it such as NAT00085 etc. The NAT files that TEAMS exports that you submit online are grouped as follows:


Your RTO information and what are the Training Locations that you deliver training of the competencies/modules for students

NAT00010 – Training Organisation – this should only be a one line entry (for one RTO) and is your RTO ID and information from TGA.

NAT00020 – Training Organisation delivery location – this will be related to Training Locations (this is NOT campuses in TEAMS). In TEAMS you have campuses but for each campus there is one or many Training Locations and you MUST link at least one Training Location to the enrolment. If you do not do this you will get errors. This file lists all the training locations used against the enrolments in the NAT00120.

Your Qualifications/Courses and Competencies/Modules that you are delivering training in

NAT00030 – Program – this lists all the qualifications/courses that are listed in the NAT00120 for the students studying in 2021

IMPORTANT: this is where you can get hundreds, sometimes thousands of errors (based on the number of enrolments in a course/qualification that are listed in the NAT00120) when you do not setup your qualifications/courses in TEAMS with the correct AVETMISS settings. For each student listed in the NAT00120 with a specific course/qualification (where there is a setting that is wrong/missing) that is how many times you will get the same error. So once you fix/add the correct setting for the course/qualification in TEAMS those specific errors will disappear for those hundreds or thousands of rows in your next export and submission. The logic is fix in one spot and it will fix many rows of data in the NAT00120. 

For example you have course 1 that has 3 different errors as it is missing 3 different AVETMISS settings in TEAMS. For that course in the NAT00120 you have 400 students listed, this means each setting is a different error so you will have 400 rows of errors for one setting and for all 3 settings you will have 1200 rows of errors. BUT once you go to that course in TEAMS and add those 3 settings and do your next export and submission all 1200 rows of errors will not be there. This is a general rule but is NOT always the case.


NAT00060 – Subject – this lists all the competencies/modules that are listed in the NAT00120 for the students and what their results are etc in 2021

IMPORTANT: this is where you can get hundreds, sometimes thousands of errors (based on the number of enrolments in a competency/module that are listed in the NAT00120) when you do not setup your qualifications/courses in TEAMS with the correct AVETMISS settings. For each student listed in the NAT00120 with a specific competency/module (where there is a setting that is wrong/missing) that is how many times you will get the same error. So once you fix/add the correct setting for the competency/module in TEAMS those specific errors will disappear for those hundreds or thousands of rows in your next export and submission. The logic is fix in one spot and it will fix many rows of data in the NAT00120.

For example you have module 10 that has 2 different errors as it is missing 2 different AVETMISS settings in TEAMS. For that module in the NAT00120 you have 700 students listed, this means each setting is a different error so you will have 700 rows of errors for one setting and for the 2 settings you will have 1400 rows of errors. BUT once you go to that module in TEAMS and add those 2 settings and do your next export and submission all 1400 rows of errors will not be there. This is a general rule but is NOT always the case.


Your students information – only students listed in the NAT00120 (with their student number) will be in these files

NAT00080 – Client – this is the list of students and their basic information such as gender, dob etc

NAT00085 – Client Contact Details – this is the list of students and their address and contact information

NAT00090 – Disability – this file will only have data in it if you have set in TEAMS that a student has special needs

NAT00100 – Prior Educational Achievement – this will only have data in it if you have set in TEAMS > Enrolment Centre > Action > Edit AVETMISS that the student has Prior Education.


Training activity and outcomes for your students and their competency/modules

NAT00120 – Training Activity – this file will list each student number and show all the relevant competency/module codes and information for them such as, but not limited to the following:

          a) Start and End date of the training activity – this is in the Enrolment Subject/Module screen in TEAMS

          b) Result for the competency/module – this includes Continuing Enrolment and Not Yet Started, not just final outcomes such as Competent, Not Yet Competent, Credit Transfer etc.

          c) Training Location

          d) Funding Source National ID

IMPORTANT: 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.

NAT00130 – Program Completed – this is a summary of all 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. This is and the NAT00120 is where NCVER gets the statistics from for the Completion counts for your RTO etc.

Recommendation – always start with the NAT00120 and the NAT00080 errors as generally speaking they will have the largest number of errors and will take the longest to clean up in TEAMS. If possible have more than one person managing error fixing in TEAMS so you can turn around the clean up and submissions quickly. It is not unusual for clients to have to do upwards of 6+ AVETMISS exports and submissions before they get a successful validation and submission completed. 

Finalising a VET enrolment in TEAMS

It isn’t as simple as setting your enrolments as finished in TEAMS. You need to update information such as:

  1. Final results for all the competencies/modules linked to the enrolment with correct result dates.
  1. Set the correct complete status to either Full (you issued the qualification/certificate for this enrolment to the student), SoA (you issued a Statement of Attainment for the enrolment to the student) or N/A (you issued nothing to the student at all).
  1. Parchment number and parchment issued date are entered for all enrolments
  1. Set and write the record of Results Issued = yes so the system writes the entry to the qualifications issued register in TEAMS
  1. Then set the enrolment as Finished.

AVETMISS Validation Errors

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Used ByNAT FileError / Warning NumberError / Warning DescriptionRelated Error / WarningHow to fix this Error / Warning – RTO TEAMSHow to fix this Error / Warning – Classic TEAMS
NAT000852106File cannot be validated due to invalid format – Line 1 containing Client identifier is too shortPlease contact TEAMS support at support@rtosoftware.com.au OR
1300 85 05 85		Please contact TEAMS support at support@rtosoftware.com.au OR
1300 85 05 85
NationalNAT001203211Activity Start Date must not be after the Collection Period End DateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it before the collection period end date( collection year = data submission year)Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it before the collection period end date( collection year = data submission year)
NationalNAT001203212Activity start date must not be more than five years prior to collection yearGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it in between the 5 years before the collection year.
NationalNAT001203216Activity End Date must not be before the Activity Start DateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error and change the activity end date so it is not before the activity start date.
NationalNAT001303241Date program completed () must be between andThis means there is no date in this field for the enrolment. Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Student Profile tile. In the AVETMISS Settings tab update the Date Program Completed date there and SAVE.
NationalNAT001303242Date Program Completed must not be after the Collection Period end dateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Student Profile tile. In the AVETMISS Settings tab and update the date program completed and that date will be before the collection period end date.
NationalNAT001203252Outcome ID – 70 should not be used for this Activity End Date when submitting to the end of year collection.Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the training plan & Result icon in the Result and progress tile, find the specific subject that has this error and update the final outcome (Result). As 70- continuing enrolment outcome is not valid if the end date is in between the collection period year.
NationalNAT001203253Time between Activity End Date and Activity Start Date must not be greater than 5 yearsGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error and change the dates of the subjects, as the gap between the Activity End Date and Activity Start Date can not be 5 year.
NationalNAT001203260Outcome Identifier – National (20) must be 51, 52, 60, 70 or 85 when Delivery Mode Identifier is NNNGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the detail tile and then click on the Subject AVETMISS Settings. Click on the edit icon from the Action column for that specific subject for which error is appearing. Update the details in Internal, External, Workplace fields and save( As if the result is successful then delivery mode identifier should not be NNN).
NationalNAT000853705Invalid Postcode ()Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb postcode
NationalNAT000853706Invalid PostcodeGo to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb postcode
NationalNAT000853707State Identifier (00) must be consistent with Postcode () and Address Postal Location ()Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of State, postcode and suburb.
NationalNAT001203716Invalid Delivery Mode Identifier ()Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the detail tile and then click on the Subject AVETMISS Settings. Click on the edit icon from the Action column for that specific subject for which error is appearing. Update the details in the Internal, External, Workplace fields and save.
Or select all the subjects and use Bulk Update of Delivery Type for Selected Subjects(s) from the same screen.
NationalNAT000803740Invalid Highest School Level Completed Identifier (00)
NationalNAT000803740Invalid Highest School Level Completed Identifier (92)
NationalNAT000803740Invalid Highest School Level Completed Identifier (99)
NationalNAT001203742Invalid Funding Source – National ()Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the details tile and update the Funding Source National.
NationalNAT001203747Funding Source – National is 30 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the details tile and the Overseas student should be ticked if Funding source national is selected as 31.
NationalNAT000203802Only one record is permitted for Training Organisation Delivery Location Identifier for each Training organisation identifierThis error appears when there is a duplicate entry of the same training location on different campuses

Go to Campus screen, open each campus one by one and go to fabddail > Training location and check if there are duplicate training locations remove the duplicate one.
NationalNAT000853830Address – Suburb, Locality or Town must not be blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct address
NationalNAT000803830Address Street Number must not be blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct address
NationalNAT001203830Outcome Identifier – National must not be blankGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the training plan & Result icon in the Result and progress tile, find the specific subject that has this error and update the final outcome (Result). As subject without outcome identifier is not acceptable in data submission.
NAT000853833Address Street Number should not be blank if Address Street Name is not blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct street number.
NAT000853837Address Street Name or Address Postal Delivery Box must be populated
NAT000803840It is expected that the At School Flag (N) is Y when age is less than 15 years oldGo to Student Dashboard. From the student details tile click on the Icon A(AVETMISS), the system will open the AVETMISS screen and from there you need to tick the student is still at school flag.
NAT000803864Unique Student identifier for Client identifier must not be blank for nationally recognised training when a qualification has been issued.Go to Student Dashboard. From the student details tile click on the “U” icon and update the USI for the student.
NAT000803865Invalid format for Unique Student IdentifierGo to Student Dashboard. From the student details tile click on the “U” icon and update the valid USI number.
NAT000803868Name for encryption, Gender & Date of birth combination should be unique for Unique student identifier.
NAT001004001Prior educational achievement identifier must be Y for this Client identifier on the Client file if there is an entry for this client in this file Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Tick the tick box of Prior educational achievements and save.
NAT000804001Prior educational achievement flag is not Y (N) but there are prior educational achievement records for Client identifier in the Prior Educational Achievement Flag (NAT00100) fileGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Tick the tick box of Prior educational achievements and save.
NAT001204010Subject Identifier () must also exist in the Subject fileGo to the subject screen, edit the specific subject for which this error is appearing, update the subject descriptive code and name.
NAT001204011Training Organisation Delivery Location Identifier () and Training Organisation Identifier combination must also exist in the Training Organisation Delivery Location file4613Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Select the delivery location for the enrolment.
NAT001304518Only one record is permitted for each unique Qualification/Course Identifier, Date program completed and Client Identifier combination
NAT000104612Training Organisation Identifier and Name in combination do not match any RTO listed on TGA. Change Training Organisation Identifier if not an RTOGo to the Organisation screen which you will find under the Setting icon and update the correct Training organisation identifier and name same as on the Training.gov.au site for your RTO.
NAT000104613Training Organisation Identifier must exist in the Training Organisation Delivery Location file or the Program Completed file. Please ensure your NAT files contain either an enrolment or program completion record for this Training organisation identifier.4011
National NAT000804619Client Identifier must not have any spaces Go to Student Dashboard. From the student details tile click on the “A” icon and check the client identifier as there should be no space in that client identifier code
National NAT001204622It is expected that the Training Contract Identifier and Client Identifier – Apprenticeships are the same between records for this Client Identifier/Program Identifier combination
National NAT001204624Training Contract Identifier must not be blank when there is a corresponding Client Identifier – ApprenticeshipsGo to the Enrolment dashboard and click on the AVETMISS Icon from the Enrolment detail tile on the AVETMISS screen update the Training contract identifier
National NAT000854630Address – Suburb, Locality or Town must exist on the Australia Post suburb listingGo to Student Dashboard. From the student details tile click on the home icon and update the correct address- Suburb, Locality or Town which exists on the Australian post suburb listing
NationalNAT000854633Telephone Number contains non-numeric charactersGo to student Dashboard and click on the click to edit the student detail icon from the student details, update the correct student number and remove all non-numeric character
NationalNAT000854635Email Address must contain the @ characterGo to student Dashboard and click on the click to edit the student detail icon from the student details, update the correct student email address which includes the @ symbol
NationalNAT000854637Client Family Name () must not be blank or contain numbersGo to Student Dashboard for that specific student, click on the “click to edit student details” and update the Student surname.
NAT000104645Training Organisation Identifier must exist on the TGA list of RTOs. Please use the Training Organisation Identifier listed for your RTO on TGAGo to the Organisation screen which you will find under the Setting icon and update the correct Training organisation identifier and name same as on the Training.gov.au site for your RTO.
NAT000804652Address – Suburb, Locality or Town and Postcode in combination must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb and postcode.
NAT000854652Address Location and Postcode in combination must match the Australia Post postcode reference listGo to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb and postcode.
NAT001204684A Specific Funding Identifier has been entered, therefore Funding Source – National (20) should be ’13’ or the Specific Funding Identifier should be deleted
NAT000854690Telephone Number must be a valid Australian mobile phone numberGo to Student Dashboard. From the student details tile click on the edit student details icon. update the correct mobile/phone number.
NAT000804692Client’s total enrolment hours should not exceed 1500.
NAT001204693Duplicate enrolment records found for Client Identifier on Training organisation identifier, Subject Identifier Program Identifier, Activity Start Date
NAT001204696Specific Funding Identifier (13) is not valid for activity from 2015
NAT000804701Invalid State Identifier ()
NAT000854701Invalid State Identifier (00)
NAT000104704Training organisation identifier must match the organisation registered for this AVS user. Please use the Training Organisation Identifier listed for this RTO on TGA.
NAT000604722Subject name for this Subject identifier does not match the subject name listed on Training.gov.au. Please correct either Subject Identifier or Subject Name.
NAT001204725Record for this Client Identifier contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS.
NAT000304726Program Identifier must be a valid qualification, course or skill set code listed on Training.gov.au
NAT000304727Program identifier exists on the TGA master lists of Programs, therefore the Program name must match that listed on the master lists
NAT000804731Survey contact status () must not be blank (for clients 15 or over as at 31 Dec of the collection year) or invalid.
NAT001204737Outcome ID – 70 should not be used for this Activity End Date, unless reporting an Interim collection for future dated activity.
NAT001204738Outcome ID – 70 should not be used when Activity End Date is in the collection year. If you choose to proceed with this submission, this outcome can be updated via the USI Transcript Updates tool in AVS.
NAT001204739It is expected that Outcome identifier – national should not be 85 when Activity end date is prior to the collection period end date. This warning may be ignored if this is activity which did not occur but cannot be removed from your submission.
NAT000804744Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.
NAT001204748Accredited Program cannot be delivered by a non-accredited training organisation
NAT001204749Accredited Subject cannot be delivered by a non-accredited training organisation
NAT001204752Activity Start Date must not be after the date of validation unless the Outcome identifier – national (40) is ’85 – Not yet started’
NAT001204754Activity periods, for Nationally recognised training, cannot overlap where multiple instances exist for a combination of Training organisation identifier, Unique student identifier, and Subject identifier
NAT001204755Activity periods, for Nationally recognised training, cannot overlap where multiple instances exist for a combination of Training organisation identifier, Client identifier, and Subject identifier
NAT001204756It is expected that a client would only undertake full training and assessment and/or undergo recognition of prior learning once for a Subject identifier at a Training organisation
NAT001204758Reported Subject identifier has never been listed as an approved scope item for this training organisation on TGA. Please disregard this warning if you formerly had this item on your scope but it has since been superseded, or if this subject is delivered as an elective in a program where it meets the training package rules. Queries about what is included on your scope should be directed to your regulator.
NAT001204759It is expected that a client would start this subject during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct subject identifier and activity dates are being reported. Please disregard this warning if you formerly had this item on your scope but it has since been superseded or if you are reporting a credit transfer.
NAT001204760It is expected that a client would start all activity for a program during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct program identifier, subject identifier/s and activity dates are being reported.
NAT001304761It is expected that a client would complete this program during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct Program identifier and Date program completed are being reported.
NAT001204762Funding Source – national is 31 or 32 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.
NAT000804764Address suburb cannot be a known Australian suburb if the Postcode is OSPC. If training occurred within Australia please refer to http://auspost.com.au/ for the correct postcode.