VIC Program Enrolment Identifier - editable
Answered
With the drastic cutting of funding in Victoria, the ability to link enrolments together under one funding allocation is done with other systems using the VIC Program Enrolment Identifier.
In aXcelerate, this ID is auto-generated and cannot be edited. This means that every change of Epsilon employer, a change of stream within the same qual, or a student resuming studies after a break in a new Class, aXcelerate is forcing the RTO to utilise a new funding allocation.
When speaking to the support team, they expect the team at SVTS to manage this - SVTS have (rightly) informed me that this is a system role and NOT their job to manage.
All of this can be managed by making this field editable - then the remainder of the AVETMISS details (program commencement date, funding source, purchasing contract etc) can be mirrored on the original and SVTS will see one enrolment and continue funding under the original allocation.
If there is another way to manage this please advise.
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Official comment
Hi Anna,
Thank you for raising this concern.
There are multiple methods of managing VIC Program Enrolment Identifiers for both Programs & UoC enrolments.
- Transferring enrolments will include these alongside the relevant data transferred to another Class.
- Updating the Identifier can be done by utilising the button next to each Identifier that generates a new identifier.
Those needing to change the identifier to a specific historic one, please contact the Support Centre team with the specifics to process an update.
Allowing users to manually assign an identifier can cause issues with SVTS, as these must be unique for every learner's enrolment. As such, manual changes could cause invalid identifiers as they may have already been used for a past enrolment by any Funded VIC RTO.
Regards,
Patrick Pidcock
Specialist - Support Operations
Comment actions -
HI Patrick,
The UOC identifiers are the not the issue, it is the Program Enrolment Identifier that (if replicated) allows an RTO to report multiple "enrolments" within aXcelerate as one to avoid utilising multiple funding allocations.
As mentioned, other SMS providers allow the editing of this field as there are circumstances where one funding allocation may be spread across multiple aXcelerate enrolments - changing of traineeship/apprenticeship contracts or the resumption of training after a suspension being two of the most common.
I have spoken to aXcelerate support in the past and they were adamant that this field could not be edited and must be managed by the Government Department - the reason for this post.
I am happy to speak with you as someone who manages funding for over 15 RTOs across multiple SMS providers but at this stage, I believe this is a gap in the software that could be easily addressed by making the Program Enrolment Identifier editable (even if you had a warning that this may impact funding).
Appreciate you getting back to me,
Anna
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Second this. I currently have the same problem.
Transferring is not an option - it just causes a plethora of other errors and makes it really difficult to track a students journey. The update identifier that was provided as a link literally says they are not editable.
Completely agree with Anna here. Either making it editable or providing an additional field which allows for the 'old' program identifier to be reported would fix this issue without causing other new ones. -
I just want to echo Anna’s points here. With how tight the Victorian funding allocations are, we simply can’t re-enrol a student every time there’s a minor change — especially when the qualification code hasn’t changed and it’s only a stream update, employer change, or continuation after a break.
In some cases, allocations change year to year and there may be no funded places available for that qualification or enrolment type in the following year. In those situations, re-enrolling isn’t just inefficient — it’s not possible at all for them to retain their funded spot.
That’s why being able to retain or replicate the original Program Enrolment Identifier is critical. It keeps the learner within their original funded allocation and avoids burning additional spots for what is essentially the same enrolment. Other systems allow this and it keeps reporting consistent without creating extra claims.
Appreciate anything aXcelerate can do to review this, as the current workaround just isn’t a viable option.
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Hi All,
To clear up confusion, "VIC Program Enrolment Identifier" is specific to each student enrolment. This is not editable as previously mentioned.
Our Support Team can assist with enrolments that require manual intervention (This is achieved by utilising aXcelerate APIs, those familiar could perform such an update without the need to request this from the Support Team).
For Qualifications that have been superseded and transitioned to a new Qualification Code, old Qualification codes should be added to the newer Qualification so that transitioned students can include this as required by SVTS.Students changing from one Qualification to another (such as Streams with the same Qualification code), should be transferred, not re-enrolled. Transferring will migrate each enrolment as is.
Regards,
Patrick Pidcock
Specialist - Support Operations
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