NCVER's top AVETMISS reporting tips for 2023

Starting to feel the AVETMISS stress? If you’ve been validating your data until error-free ahead of time via your Student Management System’s integration with NCVER, there’s no need to fret this holiday season. With error-free data, you’ll be able to submit as soon as the window opens on 1 January, instead of working up until the last minute on 28 February. 

NCVER’s top tips for AVETMISS reporting

NCVER has shared some important data reporting tips in their recent Data Support Bulletin:

So that correct final outcomes appear on students’ USI transcripts and to avoid reporting issues, please ensure:  

• Outcome identifier — national ‘85 - not yet started’ is reported for students who have not started training towards a subject or will not be starting training.
• Outcome identifier — national ’40 - withdrawn/discontinued’  is only used where the client has engaged in activity and formally withdrawn from training (refer to AVETMISS Data element definitions: edition 2.3 for further information) – it should not be used for students who did not commence training.
• Outcome identifier — national ‘70 - continuing activity’ should be used against the final subject/unit for any students who will not be fully assessed by the end of 2022, including any on-the-job component. The completion should be reported in your 2023 data once the final assessment/on-the-job component has been finalised.  
• Outcome identifier — national ’70 – continuing activity’ should not be used where the activity end date for a student is in December as this will result in the outcome remaining on students’ transcripts. Where this occurs the outcome will need to first be deleted in the USI Transcript Update Tool before it can be re-added with the final outcome.  
• Subject only enrolments (i.e. subjects/units not undertaken as part of a program) are reported with a blank Program identifier in the Training activity (NAT00120) file and excluded from the Program completed (NAT00130) file.
• Records only appear in the Program completed (NAT00130) file when a program, qualification, course or skill set has been completed. The issued Flag should only be marked as ‘Y — Qualification, course or skill set credential issued’ if the certificate/statement of attainment has been issued.

Make sure you don’t miss crucial submission steps

NCVER also noted that every year some RTOs think they have submitted their data, but their data has actually only been validated. 

If you are submitting data directly to NCVER, after successful validation of your data you will need to:

1. select the ‘Finalise submission’ button
2. tick the two authorisation boxes
3. complete the declaration
4. select the ‘Submit’ button
5. Look out for a confirmation of submission email that will be sent to the Primary Contact and user who logged in.

Have your details changed? 

Your details need to be up to date for you to be able to submit your annual AVETMISS data before the deadline. If any of your RTO details have changed, for example CEO or legal/business name, it's important to ensure that you update them on training.gov.au as soon as possible.

AVETMISS reporting in aXcelerate 

If you’re an aXcelerate client, you’ll be able to upload and validate your data directly within aXcelerate via our integration with NCVER’s AVETMISS Validation Software (AVS). 

You can learn how to do this in our Help Guide here: https://axcelerate.zendesk.com/hc/en-gb/articles/360001140336-NCVER-Integration.

Want to learn more about AVETMISS reporting in aXcelerate? Check out this webinar

In this webinar, our Onboarding Specialists Charissa and Rowan show how to use aXcelerate’s pre-validation tool to detect and fix your AVETMISS errors. Watch the webinar below.