aXcelerate enables you to generate AVETMISS compliant NAT files for submission to your state training authority or NCVER. When generating these NAT Files, our pre-validation tool will show you errors with your data to easily resolve these prior to submitting your files to the department. While our pre-validation tool will catch a large number of errors, you may find that further errors are found while using the validation tool maintained by your reporting department. This is as your reporting department will have access to information that we do not and are able to analyse data at a more complex level than we can.
Reports
Tip: We recommend running your reports well in advance of the submission date to ensure that you can manage any errors you may have in your enrolment data.
Run your AVETMISS report
The filters that you choose when running your AVETMISS report is dependent on the data that you need to provide to your reporting body, however, the basic process of running the report is the same. If no errors are identified when the AVETMISS report is run, the AVETMISS .zip file will be downloaded immediately.
- Select your Collection Period
- Select your Collection Type
- Select your State/Reporting Format and your AVETMISS Version
- Select any other applicable fields as required
- Click Run AVETMISS Report
Tips: When running an End of Year report, all subject enrolments with an activity end date that falls outside of the collection year (selected in the collection) will convert to a CE - Continuing Enrolment outcome code, including final subject enrolment outcomes such as C - Competency Achieved (with a few state-specific exceptions). This option allows you to result subject enrolments early in the year without affecting your final submission for the previous calendar year.
Interim subject enrolment outcomes with an activity end date within the collection year will cause validation errors, as these are not valid for end of year reporting.
Notes: If you have used Optional Contact ID's in your account that should be used for AVETMISS Reporting, ensure you click the checkbox for "Use Optional ID".
From 2017, NYA (90) is no longer a valid outcome for national reporting and should be replaced with CE (70). If you click the checkbox for "Convert NYA Outcomes", this will convert all NYA outcomes to CE in the generated NAT files. However, as NYA is still a valid outcome for NSW Smart and Skilled eReporting and OLiV reporting, this should be used until further notice.
View and resolve your AVETMISS errors
Once you have run your AVETMISS report, the pre-validation tool will show you any errors that are present in your data, allowing you to resolve these prior to submitting to your department.
- Run your AVETMISS report
- Click the Plus icon next to your NAT file containing errors
- Click the link to the Enrolment to resolve the error
- Go back to your AVETMISS Errors tab
- Repeat steps 3 &4 until all errors have been resolved
- Click Rerun Report to download your NAT files
Note: If you are unsure of how to resolve some of your AVETMISS Errors, please see our article on Troubleshooting AVETMISS Errors.
Download your AVETMISS files with errors
Once you have run your AVETMISS report, the pre-validation tool will show you any errors that are present in your data allowing you to resolve these prior to submitting to your department. However, if you do not wish to resolve these errors within aXcelerate, this option allows you to download the NAT Files containing the errors.
- Run your AVETMISS report
- Click the checkbox to Skip Validation and Download NAT files
- Click Rerun Report to download your NAT files
Warning: We do not recommend using this file for your submission to your applicable department.
Use commencing program identifiers
The Commencing Program Identifier field has 3 official options under the AVETMISS reporting standard:
The identifier for Commencing Enrolment (3) indicates to your reporting body that the student has enrolled in a full qualification in that current year.
The identifier for Continuing Enrolment (4) indicates to your reporting body that the student is still working towards completing a program that they commenced in a previous year
The identifier for Subject Enrolment Only (8) indicates to your reporting body that the student is undertaking subjects but not as part of a full program.
Tip: To avoid needing to set this field manually for at the student enrolments level, you can also set this field to calculate automatically via the Registration Form tab in System Settings or via the field against the student's individual enrolment. If you choose this option, the system will logically insert (3), (4) or (8) into the AVETMISS reports based on the commencement date for the enrolment and whether the student is enrolled in a full program or not. We highly recommend selecting this option.
Verify AVETMISS 8.0 fields against student enrolments
For all data collected from January 1st, 2018 VET Providers must comply with a range of new and amended requirements in AVETMISS Release 8.0. The below will describe for you the changes that may affect you in recording data against your student's enrolments:
The AVETMISS 8.0 changes have introduced a new method of capturing one or more delivery modes for training activity. This new delivery mode function replaces the existing 'legacy' delivery modes and cannot be automatically mapped from them as they are fundamentally different.
NCVER recommends recording both the new and old delivery modes for 2017 enrolments continuing into 2018. See NCVER SMS Vendor Fact Sheet for more information.
Fortunately, you are able to record these delivery modes against a student's enrolment, whole class or unit of competency. If this is set at the class level, this will flow through as default for all enrolment in the class. If this is set at the unit level, this will flow through as default for all enrolments in that unit.
These new delivery modes allow for a combination of Internal, External, and Workplace-based delivery to be recorded. Once selected, delivery modes can be ordered within the select box by clicking and dragging. The first delivery mode, indicated in bold, will be reported as the predominant delivery mode.
A "Not Applicable" value will automatically be reported for a CT or RPL outcome, so this does not need to be chosen manually.
With the AVETMISS 8.0 update, there have been two new fields added:
"NYS - Not yet started (85)" which can be used in place of "NR" if you wish for the activity to be reported
"CLOS - Incomplete due to RTO closure (41)" to support import of historical data.
Additionally to these changes, the outcome "CE - Continuing Enrolment (70)" has been updated to "CA - Continuing Activity (70)" in line with AVETMISS 8.0 terminology. However, this does not affect the usage of this outcome.
For RAPT WA Funding the outcome "Did not start" has been updated to "Never started" to reflect the most recent RAPT documentation.
For reporting from 2020 onwards, VIC has added: "WES - Waiting employer signoff (79)" which can be used for apprenticeship enrolments where the student has completed the supervised training and/or assessment component and is now awaiting employer signoff to be deemed competent.
With the AVETMISS 8.0 changes, a new value for School Type Identifier is now required for VET in Schools enrolments. This can be set on the student's enrolment page or indirectly via a school organisation.
This field will be left blank for Victorian AVETMISS reporting.
In AVETMISS 8.0 a new option has been added to the existing Fee Exemption/Concession Type field on the student's enrolment page for Learning Support Services Funding. However, this is only applicable to SA Reporting.
With the AVETMISS 8.0 changes, a new field has been introduced for Victorian reporting that is used to link the NAT00120 (Training activity) and NAT00130 (Program completed) AVETMISS files for Victorian AVETMISS submissions. This field will either be automatically generated by aXcelerate or imported from another system. This cannot be edited manually, as this value must remain consistent for AVETMISS reporting.
With the AVETMISS 8.0 changes, a new field for enrolment status identifier is required for Victorian AVETMISS reporting. If no value is selected for this field, a value will be calculated automatically for AVETMISS reporting based on the enrolment status and key enrolment dates.
These key dates are the commencement, completion, and award issue dates. These dates are used to calculate statuses 10, 20, 30, and 85 to enable accurate back-dated AVETMISS reporting.
A calculated value will be displayed in a lighter text with the word "Auto" as follows: "Auto (30 - In training)". Note: commencement, completion and award issue dates are used to calculate statuses 10, 20, 30, and 85 to enable accurate back-dated AVETMISS reporting.
Verify AVETMISS 8.0 fields against student contacts
For all data collected from January 1st, 2018 VET Providers must comply with a range of new and amended requirements in AVETMISS Release 8.0. The below will describe for you the changes that may affect you in recording data against your students contact records:
Implemented with AVETMISS 8.0 was the Survey Contact Status option that is set against a student contact record. This identifies reasons to exclude students from the Student Outcomes Survey and other communications.
To reduce data-entry burden, the value for this field can by dynamically calculated if no option has been manually selected.
When this field is dynamically calculated the following logic applies:
If a value has been manually selected (indicated by darker text), this value will always be reported.
If the student is under the age of 15 (based on the recorded date of birth), the value "M - Minor - under age of 15 (not to be surveyed)" will be used.
If the street address country is not "Australia" or an Australian external territory, the value "O - Overseas (address or enrolment)" will be used.
Otherwise, the value "A - Available for survey use" will be used.
Please see the NCVER SMS Vendor Fact Sheet for more information.
With the AVETMISS 8.0 changes, a new field for an Alternative Email Address has been implemented. This may be used by reporting bodies to contact a student after the completion of their training (e.g. Student Outcomes Survey).
Note: This field is used solely for AVETMISS reporting, and as such cannot be used directly for sending emails from aXcelerate.
Use AVETMISS 8.0 A files
"A" files were introduced as part of AVETMISS 8.0 and should be used when reporting any non-nationally recognised training (for example, not listed on www.training.gov.au) to a state training authority. These files are almost identical to the NAT00010 and NAT00030 files in AVETMISS 7.0 format. This format should not be used for direct submission to NCVER, however, there should be no penalty for supplying "A" files to a state training authority even if all of your training is nationally recognised. See the NCVER SMS Vendor Fact Sheet - AVETMISS A Files for more information.
AVETMISS Reporting Webinar
This webinar demonstrates:
- Applying report filters
- Rectifying validation errors
- Downloading your report
AVETMISS 8.0 Webinar
This webinar demonstrates:
- The additional Fields added to Contacts, Enrolments and Unit Enrolments
- Considerations for AVETMISS details in Units of Competency
- Running an AVETMISS version 8.0 report
AVETMISS Considerations Webinar
This webinar demonstrates:
- Adding Contacts
- Configuring Qualifications
- Using Unit of Competency Fields
- Updating the Student Enrolment Page
Queensland Funding Webinar
This webinar demonstrates:
- Managing WA Enrolments
- Configuring Funding Models (Client Tuition Fees)
- Managing Enrolment Considerations
- Setting Contracts
- AVETMISS Reporting