Discover essential tips and expert insights for optimizing Victorian AVETMISS Reporting with VETtrak. This article offers practical assistance to streamline your reporting process and ensure compliance with ease.
TABLE OF CONTENTS
Starter Pack Resources
VETtrak Government Reporting Knowledge Base Articles: We encourage you to explore our comprehensive Knowledge Base articles to enhance your understanding of VETtrak's AVETMISS reporting capabilities. Our dedicated team has diligently updated and refined this content to ensure its relevance and usefulness to you!
Training Data Collection: Struggling to understand all the AVETMISS jargon in your SVTS error report? The Victorian VET Statistical Collection Guidelines document from vic.gov.au site details each AVETMISS element in your NAT files. We suggest opening this document, reviewing the Table of Contents on page 6 and clicking on the data elements you want more information on.
The Validation and Reject Rule Supplement spreadsheet is also available for download on this page and contains a comprehensive list of SVTS errors with hints to help you resolve your validation errors.Skills Victoria Training System (SVTS): Need help accessing and navigating SVTS? This page includes a link to the SVTS Login Portal as well as an SVTS User Guide PDF and other helpful information.
AVETMISS FAQ & Errors - Victoria: This recently published article includes FAQs with links to relevant Victorian AVETMISS pages as well as common Errors/Warnings we have seen our customers encounter. We will continue to add content to this article to ensure it is a reliable resource for our Victorian VETtrak customers.
Tuition Fee Reporting: Reporting of Tuition Fees is mandatory in Victoria. This article will help you understand how to set up your enrolment pricing to best represent the fees you charge your students in your Skills Victoria AVETMISS reporting.
How to Supersede a Qualification in VETtrak: Has a qualification on your scope been superseded by a newer version? This article outlines the steps to transition your Victorian students from the superseded qualification to the superseding.
Victorian Student Numbers (VSN): Want to connect your VETtrak to the VSR web service to utilise VETtrak’s VSN functionality? This article is for you!
Updating Victorian Enrolment Identifiers: It isn’t often that you will need to update your Victorian Enrolment Identifiers, but when you do it’s handy to know how. This article will help guide you through how to update your Program Enrolment Identifiers and Subject Enrolment Identifiers.
Q&A
Q: Do we need to report other fees to Skill Victoria such as Admin Fees?
A: Extracting an excerpt from page 60 of the VET Student Statistical Collection Guidelines 2024…
“The Client Fees - Other amount is to be reported against each Subject where fees other than tuition fees have been charged.”
An administration fee is a fee charged to the student as part of their enrolment, therefore, it should be included in Client Fees - Other when reporting your enrolment fees to Skills Victoria.
VETtrak will calculate the value of any Pricing Item in the enrolment that is not of Tuition Fee or Government Contribution type (as selected in the “This item is used to represent/calculate” drop-down menu on the first page of the Pricing Item Wizard) for the Client Fees - Other.
Q: Hi, you talked about how to amend a superseded qualification. How do we amend a superseded unit instead?
A: Page 119 of the VET Student Statistical Collection Guidelines 2024 outlines that the Superseded Subject (code 61) outcome should be reported against the superseded unit. You will also need to record the Hours Attended (defined on page 106) against the superseded unit to represent how many hours the student participated in training before transitioning to the new superseding unit.
The new superseding unit will need to have its Scheduled Hours reduced by the Hours Attended of the old superseded unit.
We recommend following these steps to achieve this…
Use the Bulk Enrolment Results Wizard to record the Superseded Subject Result Type against the superseded unit. When this Result Type is selected this wizard enables an additional column called Hours (actual) to allow you to record the Hours Attended.
The Finish Date of the unit should represent the date the student will transition into the new superseding unit.Add the new superseding unit to the existing enrolment by following one of the below processes.
Adding a Unit/Module to an Enrolment
Adding Unit/Modules to an OccurrenceUse the Change AVETMISS Values Wizard to adjust the Hours of the new superseding unit by reducing these hours by the Hours Attended you recorded against the superseded unit in step 1.
Q: To report ABN number changes do we still use Placement Wizard or can VT automate this to capture remaining units when an employer change occurs halfway through the training journey?
A: VETtrak version 21.4 introduced changes to Placement Wizard that allowed Victorian enrolments to report Practical Placements and the Workplace ABN in the NAT00120.
Page 200 of the VET Student Statistical Collection Guidelines 2024 describes the requirements for reporting Practical Placements as records in the NAT00120.
PRAC000001 - Practical placement organised by training provider
PRAC000002 - Practical placement organised by student/client themselves
As of the latest version of VETtrak, this is still the recommended method for managing changes to employers part way through an enrolment for a client as it allows you to specify the employer on a unit level.
Q: When an employer changes halfway through the placement, if we make another placement record and units were already on the last placement when reported will it cause an error as those units are already reported?
A: When a new Placement record is entered in VETtrak against an enrolment, any units already under a placement will be flagged on the unit page of the Placement Wizard for the user to see. If the new placement replaces units already linked to another placement, those units will be un-linked from the old placement when the new placement is created and the new Workplace ABN will be reported against the unit in the NAT00120.
An excerpt from page 200 of the VET Student Statistical Collection Guidelines 2024 describes
”Where multiple workplaces are used during workplace-based training, we would expect the predominant Workplace ABN to be listed”
This suggests that you can report the Workplace ABN of the employer that contributed the most hours towards the student’s training against each unit.
After reviewing the VET Student Statistical Collection Guidelines 2024 and Validation and Reject Rule Supplement there is no evidence we have found to indicate whether changing the Workplace ABN for an enrolled unit record in the NAT00120 will cause a validation error in SVTS. We recommend contacting Skills Victoria for further clarification.
Q: Regarding the VIC Commencing Cohort Identifier, if we missed entering a cohort identifier will this be reported as “Not Stated”?
A: If nothing is selected in the Commencing Program Cohorts field on the AVETMISS page of the Enrolment Wizard then VETtrak will report NNNNNN and if Not Stated is checked @@@@@@ will be reported as the Commencing Program Cohorts Identifier in the NAT00130.
NNNNNN = No specific cohort
@@@@@@ = Not stated - question asked of the student but no answer provided.
Q: If we add a new Suburb in the Employer Wizard how can it connect to the Location in Enrolment Wizard? To do this do we have to manage it by remembering to add Suburb in both these locations when setting up a new Employer record on VETtrak?
A: Suburbs in VETtrak can be updated using the Update AVETMISS Fields Wizard or adjusted manually in the Configuration Manager. It’s important to note that if you change a Suburb you’ll also need to edit the records that use this suburb, for example, if you change the postcode of a suburb from 3000 to 3001 then you’ll need to go into the Employer Wizard and select this Suburb again for the postcode to update on the employer address.
Skills Victoria requires that you report the full address of Training Organisation Delivery Locations in the NAT00020. If you have students who typically perform their training with their employer VETtrak has a feature that allows you to report the employer’s address as the delivery location, this prevents the need to create a Location record for every employer's address.
Within the Optional Details page of the Enrolment Wizard, there is a check box labelled “Report Employer as Location in AVETMISS”. Checking this box will create a record in NAT00020 for this employer's address as the delivery location for the student:
