When a Qualification is Superseded in NSW and a client is transitioned into the Current (Superseding) Qualification, you will need to update your Enrolments and Units in VETtrak for Smart and Skilled Reporting Purposes.
This process will involve amending the Superseded Units and Commitment ID as well as ensuring they need to be reported.
TABLE OF CONTENTS
- When to Report the Superseded Units
- Reporting the Superseded Units
- Outcomes for Superseded Units
- Preventing the Superseded Units from Reporting
- Reporting the new units
- Linking the Commitment ID
When to Report the Superseded Units
There are a few scenarios that will determine if you need to report a superseded unit, the scenarios listed in NSW Smart and Skilled documentation are as follows:
| The Unit was granted a Credit Transfer (60), Recognition of prior learning (51) or Competent (20) outcome | Report the Superseded Units |
| The Unit was Started but Not Completed and is being transitioned within the Following Calendar Year. | Report the Superseded Units |
| The Unit was Not Started | Do not Report the Superseded Units |
| The Unit was Started but Not Completed and is being transitioned within the Current Calendar Year | Do not Report the Superseded Units |
Note
This process is aligned with the information found on Page 18 of the Smart and Skilled eReporting Technical Specifications and Business Validations documentation found within STS Online.Reporting the Superseded Units
Once you have determined which units need to be reported, you will need to adjust the outcomes for the superseded units. You can do this by right-clicking on the enrolment and selecting Record Results.
Outcomes for Superseded Units
If you were required to report the Superseded Units from the previous section, the outcome may need to be updated.
| The Unit was granted a Credit Transfer (60), Recognition of prior learning (51) or Competent (20) outcome | No Change |
| The Unit was Started but Not Completed and is being transitioned within the Following Calendar Year. | Update the Unit Outcome to Superseded Subject (61) |
When updating the unit result to Superseded Subject then set the Unit Finish Date to reflect the date the Unit was superseded into the New Unit.
You will need to Report the superseded Qualification Code, Unit Code and Superseded Start Date as they are in VETtrak.
Note
This process is aligned with the information found on Page 18 of the Smart and Skilled eReporting Technical Specifications and Business Validations documentation found within STS Online.Preventing the Superseded Units from Reporting
If you are not required to report the units as per the instructions above, you can reset the result of any Superseded Unit to prevent it from Reporting, this is because VETtrak will not include Units in the NAT Files with no Start and Finish date.
Navigate to the Superseded Unit, right-click on the Superseded Unit and select Reset Unit/Module Result.
Reporting the Current (Superseding) Units
Once the old units have been adjusted, you can create a new enrolment with the Current Units and Qualification under the client. You can follow the article below to create a new enrolment:
Process: Creating a Client Enrolment
Linking the Commitment ID
If you are reporting Superseded Units after following the steps above, you will need to use the same Commitment ID for both the Superseded Enrolment and the Current Enrolment. The Commitment ID will link the 2 Enrolments together for Smart and Skilled reporting, this can be found on Page 12 of the Smart and Skilled eReporting Technical Specifications and Business Validations documentation.
You can adjust the Commitment ID by right-clicking on the new enrolment and selecting Edit Enrolment, the Commitment ID can be found on the AVETMISS page. Paste the Commitment ID of the Superseded Enrolment in this section to link the 2 Enrolments.
Warning
You will only need to link the 2 Enrolments through the Commitment ID if you are reporting Superseded Units, if you are not reporting any Superseded Units, you will need to generate a new Commitment ID for the Current Enrolment and the Superseded Commitment ID will need to be cancelled on the STS Portal.
This is in line with Page 12 of the Smart and Skilled eReporting Technical Specifications and Business Validations documentation on STS Online.
With this, your Superseded Enrolments should be ready for reporting!
Note
If you are unsure what your compliance requirements are, you can contact Smart and Skilled for clarification. If you know your compliance requirements but need help using the VETtrak software, you can contact VETtrak Support for assistance on 1800 838 872, email support@vettrak.io or submit a support ticket here
Additional Reading
Here is some additional reading on this topic: