Registered training organisations of Australia have a lot to deal with. Between managing students, finding qualified trainers, organising industry placements and reminding students to “opt-in”, there’s a lot happening in the background to ensure your students are receiving the best training possible.
One crucial aspect of running an RTO usually falls to the last minute: AVETMISS reporting of Total VET Activity (TVA).
Without fail, The VETtrak support team always receives a heightened number of calls the day before, or sometimes the last day of an RTO’s reporting deadlines, where administrators are frantically trying to fix errors before the cut-off.
All organisations providing nationally recognised training are required to provide AVETMISS data either directly to NCVER for national data collection, or via their relevant state body.
NCVER Requirements on AVETMISS Uploads
This year, NCVER requires 2016 data to be uploaded to their website between 3 January and 28 February 2017.
While RTOs are provided with a considerable notice before their reporting deadlines, we find many managers scrambling at the last minute to fix their errors.
We completely understand. Reporting is not an easy task.
There are a number of things RTOs can do to ensure they won’t encounter error-filled roadblocks on the way. To help out, we’ve put together a list of recommendations on how to stay on top.
Firstly, to clarify, you only need to report directly to NCVER for 2016 if your state training authority does not pass on data to NCVER on your behalf.
If you report through state portals in Victoria, Queensland, Tasmania, SA, ACT and NT, you can make a cup of coffee, sit down and relax. You have already reported all of your training for 2016!
Beware the 2017 updates!
We cannot stress this enough: do not update your software to the 17.1.2 version until all your 2016 reporting is up to date. You will not be able to create NAT files for out-of-date data. We recommend completing all your 2016 data reporting requirements before updating to the latest version.
Test, test, test your data!
VETtrak exists to help RTOs with all their compliance processes. This includes helping manage and identify errors before being uploaded into NCVER or state funding body websites.
Before VETtrak creates NAT files, it performs a basic validation process. Using traffic light-style validation signals, you will be able to see an overview of your uploaded data. You will have the opportunity to fix your errors before creating the NAT files.
Remember, while VETtrak will help to identify many common validation errors, we cannot guarantee it will identify all of them. Uploading to your reporting body may flag further warnings based on its rules.
Set aside time to upload data regularly.
Compliance uploads for TVA are required quarterly; however, we recommend uploading your data more regularly than that.
Uploading weekly or monthly will relieve you of the hassle you may face on the last day of your reporting cycle.
Every RTO is different from the next: based on the number of students you have, it’s up to you to decide if uploading documents every day, week or fortnight would suit you.
Remember, we’re here to help.
Want to get to the heart of AVETMISS reporting? The Help Centre has a wealth of information for all VETtrak customers. Check it out for webinars, tutorials and documents outlining all the add-ons and features of VETtrak.
If you need further help, we recommend emailing your query to firstname.lastname@example.org. It’s always helpful if you include as much information as possible about your issue: attach documentation or take screenshots where necessary. The more we know about the problem, the sooner we can get to the bottom of it!
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