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
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
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Search Bar, we kindly request you to navigate to the History icon showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
In the system, there are two distinct methods available for searching for students. The first option is to utilise the Student Search Bar, where you can input either the student’s name or student number. This approach enables you to directly access the Student Dashboard screen with the relevant information.
Alternatively, you can navigate to the Main Dashboard, then proceed to Student Management, and finally select Student Search. This pathway also leads to the Student Dashboard screen, allowing you to search for students by their name or number. These two approaches provide convenient ways to locate and access student records within the system.
While searching for the student from the search bar, you need to understand the below steps:
If the student is a new enquiry, the system will indicate this by displaying the student’s name accompanied by an enquiry icon in the search bar.
Once an enquiry has been converted into a New Application in the system, the search bar will display the student’s name along with both the enquiry icon and the application icon. This combination of icons serves as a visual indication to you that the student was previously an enquiry and has now transitioned into a new application status.
When an application is successfully converted into a student record in the system, the search bar will display the student’s name along with the enquiry icon, application icon, and student icon.
IMPORTANT: It is important to note that once an applicant has been converted into a student, any subsequent changes to the student’s information must be made at the student level rather than the applicant level. The applicant level will only provide a view of historical information related to the student’s application process. To update or modify the student’s details, it is necessary to navigate to the student level within the system.
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
Column
Explanation
Indigenous
All 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 completed
All 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 year
Select the year in which the student completed school.
Country of Birth
In this field, you will see 4-digit Standard Australian Classification of Countries code validated by NCVER. Select the appropriate country.
Language spoken at home
This 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 Identifier
Client 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 Identifier
It is a 10 digit learner unique identifier number used to log in to the learning account of the student.
Training Location
It is a dropdown field where you can select the training location of the student.
School Year
Enter the school year of the student
WAAMS Number
This is a Western Australian Apprenticeship Management System number used as a training contract identifier for WA state. This should be in uppercase.
Survey Contact Status
Survey 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 completed
This 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.
Main Dashboard > Alerts – CRICOS Tile > Active Interventions
Overview
The active intervention alert will show you the count of students who have an Active Intervention linked to their enrolment. It will not matter what the start date of the intervention was, it will just count it because there is no intervention outcome against it that would consider it completed.
Rules: if you have an active intervention, no matter the commencement date of the intervention, it will show in the tile count and list screen. The only way to stop an intervention from being considered active is to set an intervention outcome against it.
When you are in the list screen for this count you can change the dates there to see all the interventions that have a commencement date within a specific date range.
The screen is divided into two sections
Filter/Parameters
Active Intervention Listing
Filters/Parameters
To open this screen, you would have selected the count hyperlink for Active Intervention. Based on what you have selected, the system will open the screen and populate the information in this section. It will show the start date and end date of the Active Intervention. You can change the dates and select the Apply button for the system to refresh the list for you.
Select the Burger icon to learn more about how it works
Notes:If the intervention has an outcome and the outcome date from which you are searching in the filters is outside of that date range, then that intervention will not be there. And if the outcome is after the date range, it is considered active.
Listing Grid
The system will show you a summary of information for each enrolment that has Active Interventions. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
IMPORTANT: If you open an enrolment there would be an intervention either active or completed. If there is an intervention status that means the intervention is still open and that is the date system looks for while you search in the filters.
This screen will show you a list of enrolments that have a CoE linked to them where the CoE end date is expiring in the next 30 days. To do this the system looks at today’s date and what calendar month it is and then goes and looks for any CoE linked to an enrolment where the CoE end date is within today’s date + 30 days and then counts them in the tile. When you then select that number as the link to open this screen it gives you the list of all the enrolments that match this count.
The screen is divided into two sections
Filter/Parameters
CoE Expiring listing Grid
Filter/Parameters
The system will display the start date and end date of the CoE expiry period it used to show the count.
Select the Calendar icon to learn more about how it works
Listing Grid
The system will show you a summary of information for each enrolment whose CoE expires in next 30 days. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Main Dashboard > Short Program Tile > Short Program Listing screen
Overview
In this listing screen, we are showing the list of all the students who are enrolled in short programs. This list will show you the records according to the date range selected in the Short Program Tile on the dashboard.
For example, if you select This Month from the calendar dropdown in the Short Program Tile it will show you a list of all the students who have an enrolment; where the enrolment start and/or end dates falls within This Month.
If you want to get an actual total number of students in your college for This Month, you would set this calendar option in the Short Program tile as well as in the Continuing, Starters and Finishers tiles. If you then look at the totals for all four tiles and add them together, that will then be the total of all your students expected to be in your college This Month.
Important: This count is only relevant if you are using Short Programs in the system, if you don’t use them then your total student count in the college is only Continuing, Starters and Finishers counts total.
This screen is divided into two sections.
1) Filters/Parameters 2) Listing Grid
Filters/Parameters
To open this screen, you would have selected the link for a specific program code or at the bottom of the Short Program Tile you would have selected the link for the total number count. Based on what you selected the system will open the screen and populate the information in this section. For example, it will show you the start and end dates that were used in the tile as well as the program/s that were displayed or selected in the tile.
For an explanation on each filter and how the system will use it, please click here for more information.
Listing Grid
The system will show you a summary of information for each continuing student enrolment that they are currently studying. The information that displays in the columns for this grid is generally standard information. However, please keep an eye out for any What’s New posts for this screen as this is where we would let you know of any new columns or changes to existing ones that we do.
Actions
From the Action column, you will be able to do different actions for each agent listed. Please see the TEAMS Icons post for more information on each action and what you can do.
Select the Burger icon to learn more about how it works
There are a few columns in this grid that do need some explanation, those columns are as follows:
Previous/Future program Column
This allows you to see, for each student in the grid, if they have a future enrolment to commence after the current one or if prior to their current enrolment had they completed a previous one with you. If it is a previous enrolment you will see that program code to the left of the / and if it is a future enrolment you will see the program code to the right of the /. Where the student has no previous or future enrolments, only the current enrolment, then you would only see the / in the column for that student.
Successful Results and Total Subject/UoS column
This gives you a count of the total Subjects or UoS linked to the enrolment and how many have a successful result. The total count linked to the enrolment is on the right hand side of the / in the column and the total successful result count is on the left of it.
This tile allows you to view the list of students enrolled in a program setup as a short program, within the calendar selected date range on the tile. The enrolments counted for this tile is based on enrolments either to start, started or finished but not cancelled and where their enrolment start and/or end date is falling within the calendar date range selected.
Select the Calendar icon to learn more about how it works.
How to use it?
Each program has it’s own count of students. Each count is a hyperlink that will take you to the Short Program listing screen for that specific program.
At the bottom of the tile there is a total count for all programs which is also a link that opens the Short Programs list screen.
This listing screen also allows you to download the list of enrolments in the grid in a CSV format. To do this select the CSV icon in the top right-hand corner of the screen.
