This article provides an overview of all question configuration options available in the standard VETenrol system. Each page lists the available questions (or question group) which can be displayed, and then lists the configuration settings as defined below.
Answer type – The configuration of the answer which needs to be provided. Options include:
- Text – free form text entry, although validation may be applied in some cases.
- Select – a drop-down menu of pre-set list items.
- Checkbox – tick or untick as applies.
- Date/calendar – allows free entry of a date (numbers and “/”), but also displays a calendar for selection.
- File upload – Allows user to browse for a file on their computer/device and upload it.
Mandatory – This column identifies whether the question requires an answer from the participant in order to proceed with the registration process. Some questions have the ability to be hidden, which means the question is only mandatory if it is displayed. Other questions can be configured by the training organisation, meaning they can determine whether they want a particular question to be mandatory or not.
Exclude – This column identifies whether a particular question can be excluded from the registration process if the training organisation does not wish to collect the information.
VETtrak - This column identifies if the answer to the field is communicated to VETtrak. The relevant field name will be listed in cases where the VETenrol and VETtrak fields do not share a common name.
Personal Details
Question(s) | Type | Mandatory | Exclude | VETtrak |
Tick this box if you are legally known by a single name | Checkbox | No | Yes | Yes, Single name. |
Title | Select | Yes | Yes | Yes |
Given Name | Text | Yes | No | Yes |
Other Names | Text | No | No | Yes |
Preferred Name | Text | No | Yes | Yes |
Surname | Text | Yes | No | Yes |
| Former Surname | Text | No | Yes | Yes |
Date of Birth | Date/Calendar | Yes | No | Yes |
| Gender | Select | Choice | Yes | Yes |
Returning participant | Checkbox/Text |
| Yes | This is used for client matching. |
Contact Details
Question(s) | Type | Mandatory | Exclude | VETtrak |
Residential Address | Text. Predictive selections available to complete State and Post code. | Yes | No | Yes |
Postal Address - Same as residential address | Checkbox |
|
| Yes |
Postal Address | Text. Predictive selections available, which complete State and Post code. | Yes – unless hidden or ‘Same as residential address’ ticked. | Yes | Yes |
Home Phone, Work Phone, Mobile | Text | Partially – must provide at least one. | Yes | Yes |
Fax | Text |
| Yes | Yes |
Email Address | Text | Yes |
| Yes |
Alternate Address | Test | No | Yes | Yes, Secondary Email Address |
Contact Method | Select |
| Yes | Preferred Contact Method |
Emergency Contact Details | Text | Choice | Yes | Yes, note Name is called Person. Also ability to create as a client relationship. |
USI
This step is only included in the registration process if the appropriate option is enabled through Registration Settings in the Client Administration.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Do you have a USI | Select | Yes |
| No |
USI Number | Text | Choice |
| Yes |
RTO Creates USI (Agree to T&Cs, Country of Birth, Town/City of Birth, Preferred contact method, ID Doc Type, Driver’s Licence State, Driver’s Licence Number) | Select, Checkbox, Text, Select | Choice | Yes | Yes, except RTO Create choice, T&Cs checkbox. |
Identity
This step is only included in the registration process if the appropriate option is enabled through Registration Settings in the Client Administration.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Citizen/permanent resident of Australia | Select | Yes |
| Yes, Citizenship status. |
New Zealand citizenship | Select | Yes, if displayed | Yes |
|
East Timorese Asylum Seeker | Select | Yes, if displayed | Yes |
|
Special Category Visa Holder (Passport Number, Visa Number, Visa Expiry) | Select Text, Date/Calendar | Yes, if displayed | Yes |
|
Prisoner & detainment (Prisoner, Mental Health Act 1986*, Youth Act 2005*) | Select | Yes, if displayed | Yes |
|
Guardianship of the Minister | Select | Yes, if displayed | Yes |
|
Proof of Identification Document ID (Table of acceptable documents) | Text | Yes (one must be supplied) |
| Student identification confirmed list (Edit Personal information > Optional) |
Electronic copy of Identification | File upload | RTO choice |
| No, except with VTDocs Integration. |
* Victorian only questions – participant must be VIC resident for these questions to be displayed.
Employer
This step is only included in the registration process if the appropriate option is enabled through Registration Settings in the Client Administration. The step can be forced, which assumes the user is employed and then requires the mandatory fields to be completed.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Currently employed | Checkbox | No |
| No |
Business Name | Text or Select | Yes |
| Yes, Employer/Employer Name |
ABN | Text | No | Yes | Yes |
Business Details (Unit, Building, Street Number, Street, City, State, Post Code, Phone, Email) |
Text, Select |
Partially |
| Yes |
Contact Name | Text |
| Yes | No |
Payroll ID | Text | RTO Choice |
|
|
Position | Select |
| Yes | Yes |
Concessions
This step is only included in the registration process if the appropriate option is enabled through Registration Settings in the Client Administration.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Centrelink Allowances (Registered with Centrelink and receiving allowances, list of allowances, Centrelink Customer Reference Number (CRN), Centrelink benefit expiry) |
Checkbox, Text |
| Yes | Yes, but only CRN and CRN expiry. |
Jobactive Provider Details (Are you a job seeker registered with a Jobactive provider, Jobactive provider Business Name, Contact Person, Contact Phone, Referral form upload) |
Checkbox, Text, File upload |
| Yes | No to checkbox and file upload, Yes for Jobactive provider employer, Consultant contact and phone. |
Concession (Do you hold any of the following concessions, Commonwealth Health Care Card, Pensioners Concession Card, Veterans Affairs Concession Card) |
Checkbox, File upload |
| Yes, remove section or just file upload |
|
Are you an overseas fee paying student | Select | Yes – if displayed | Yes |
|
Student Numbers
This step is only included in the registration process if an appropriate option is enabled through Registration Settings in the Client Administration. Further, participants may need to meet certain criteria, such as age and/or State of residence.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Victorian Student Number (VSN Number, Not attended Vic School since 2009, Have attended Vic School since 2009, most recent school attended, Participated in training since 2011, Training Organisation 1, Training Organisation 2, Training Organisation 3, Accept Privacy Statement) |
Text, Checkbox | Yes – if displayed | Yes |
|
Skills for All (S4A Number, S4A Unknown, New Zealand Citizen, Current Secondary Student, School Based Apprenticeship Training Contract, Training Guarantee for SACE Students, Exemption from attending School, Student Declaration) |
Text, Checkbox | Yes – if displayed | Yes |
|
Learning Unique Identifier (Provide LUI Number, LUI Unknown) | Text, Checkbox |
| Yes |
|
Working with Children/Vulnerable People
This step is only included in the registration process if the appropriate option is enabled in the Client Administration and the participant meets the State of residence criteria.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Card details or application lodgement number (Card Number, Card Expiry, Application Lodgement Number) | Text | Yes |
| No |
AVETMISS
This step is only included in the registration process if the appropriate option is enabled in the Registration Settings of the Client Administration.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Country of birth | Select |
|
| Yes |
Town of birth | Text |
| Yes |
|
Language spoken at home | Select |
|
| Yes |
English proficiency | Select |
|
| Yes, Proficiency in spoken English. |
Aboriginal or Torres Strait Islander | Select | RTO choice |
| Yes, Indigenous Status |
Highest Completed School Level | Select |
|
| Yes, School Level |
Year School Level Completed | Select | RTO choice |
| Yes, Year Comp |
Still attending secondary school | Select |
|
| Yes, At School |
Successfully Completed Qualifications (Qualification Level, Qualification Name, Year completed, Recognition) | Checkbox, Text | Yes | Partially | Yes, Have Prior Education. |
Certificate Digital copy | File Upload | Yes | Yes | No |
Describe your current Employment Status | Select |
|
| Yes, Labour Force Status |
| How long have you worked with this employer | Yes | |||
| Are you short-term or long-term (52 weeks) unemployed | No | Yes | ||
Industry of Employment * | Select |
|
|
|
Occupation * | Select |
|
|
|
Main reason for undertaking training | Select | RTO choice |
|
|
| Commencing Program Cohort Identifier * | Select | No | Question excluded if VSN is not enabled. | Yes, Commencing program cohorts (NN will not be indicated) |
Disability/impairment/long-term condition (Hearing/Deaf, Physical, Intellectual, Learning, Mental Illness, Acquired Brain Impairment, Vision, Medical Condition, Other, Unspecified) | Checkbox | Yes |
| Yes, Have Disability |
* Victorian VETMISS questions – participant must be VIC resident for these questions to be displayed.
Custom Step
This step is only included in the registration process if a custom question set has been created by the training organisation. Further, participants may need to be registering for a course to which the set has been assigned.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Freeform questions (set by RTO) | Text , Select, Checkbox | RTO choice |
| No, not possible. |
Custom Agreement
This step is only included in the registration process if a custom agreement has been created by the training organisation. Further, participants may need to be registering for a course to which an agreement has been assigned.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Freeform text statements (set by RTO) | Checkbox | Yes |
| No, not possible. |
Language, Literacy & Numeracy Quiz (LLN)
This step is only included in the registration process if an LLN has been created by the RTO. Further, participants may need to be registering for a course to which an LLN has been assigned.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Freeform questions (set by RTO) | Text | Yes |
| No, not possible. |
NSW Smart & Skilled
This step is only included in the registration process if the appropriate option is enabled in the Admin under Registration Steps: Funding.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Eligibility assessment questions | Text, Select | Yes | No | No |
Victorian Skills First
This step is only included in the registration process if the appropriate option is enabled in the Admin under Registration Steps: Funding.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Eligibility assessment questions | Text, Select | Yes | No | No |
VET Student Loans
This step is only included in the registration process if the appropriate option is enabled in the Administration for Registration Steps: Funding.
Question(s) | Type | Mandatory | Exclude | VETtrak |
Term Residence & Permanent Residence (Country of Residence during term, Australian Post Code of term residence, Overseas country of term residence, Country of permanent residence, Australian Post Code of permanent residence, Overseas country of permanent residence) | Select, Text | Yes | No | No |
Disabilities (Do you have a disability, areas of impairment, Receive advice on support services) | Select, Checkbox | Yes | No | No |
Schooling (State attend y12, Year complete y12, Name of school, Student Number) | Select, Text | RTO choice | No | No |
Declaration (I agree and wish to apply) | Checkbox | Yes | No | No |
Recognition of Prior Learning (RPL)
This step is only included in the registration process if the appropriate option is enabled in the Registration Settings of the Client Administration.
Question(s) | Type | Mandatory | Exclude | VETtrak |
I wish to apply for RPL/CT | Checkbox |
|
| No |
Units of competency, Testamur upload | Text, File upload | Yes, if above ticked. |
| No |
Relevant Industry Experience and Other info | Text |
|
| No |
Registration Confirmation
Question(s) | Type | Mandatory | Exclude | VETtrak |
Referral Source | Select | RTO choice | Yes | Yes |
Special Requirements / Notes | Text |
| Yes | Yes |
Agree to T&Cs | Checkbox | Yes | Yes | No |
Payment method | Select | Yes, if displayed |
| No |
Discount | Text | No | Yes | No |
Sundry File Upload | File upload | No | Yes | No |