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.
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.
