AVETMISS

Contents

Navigation
Before Taking Enrolments
General preferences
Competency components
Funding source
Site setup
Course setup
Class setup
During delivery
Enrolment
Marking attendance
Marking outcomes
Creating certificates
Cancellations
VET Provider Collection Specifications
Training Organisation (NAT00010) file
Training Organisation Delivery Location (NAT00020) File
Program (NAT00030) File
Subject (NAT00060) File
Client (NAT00080 & NAT00085) File
Disability (NAT00090) File
Prior Educational Achievement (NAT00100) File
Enrolment (NAT00120) File
Program Completed (NAT000130) File

Navigation

Below is the AVETMISS runner window where you select your type of reporting you need to do--known in onCourse as 'Flavour'--as well as confirming the data you need included in the export. Click the 'Flavour' box to show a drop-down of all the possible selections.

The new-look AVETMISS runner is functionally the same as before

You need to ensure you select a date range from the 'Outcomes in progress during' box. You can select from a preset date range or year, or choose 'custom date range' and choose your own date range. You can also choose to include all outcomes that might be outside your selected date range, but are linked to the same enrolment.

Once you've selected your flavour, the data sets to be included and chosen a date range, the 'Find' button will become active. Once you select this, the button will change into a loading spinner and the query will run.

Example of a custom date range being requested and the active Find button

Once the query has run, you will be presented with a breakdown of all the query's findings. You can review the findings here, and if you're happy with them, hit Export.

The query results will show the total number of outcomes and enrolments, along with lots of other information

The export itself can take some time to run and varies from database to databsae depending on size. Once it's complete, a small dialogue box wil open asking you to name the .zip file that has been created, and where you'd like to save it. Choose an easily accessible/easy to remember location and hit Save.

After the export has run, name your export .zip file and choose a place to save it

Before Taking Enrolments

If you're required to report AVETMISS or funded training there are a few steps you'll need to take to ensure that reporting time goes as smoothly as possible. Do these things before you accept your first enrolment into the VET classes.

General preferences

Set up your AVETMISS details within the General Preferences window. To access this, in the navigation menu click File > Preferences > General, then find the AVETMISS tab in the left-hand column on the window. 'Show RTO related screens and menus' should be enabled. Then fill out the rest of the page and be especially certain that both your Training organisation name and RTO Identifier field match the details recorded on training.gov.au.

When you've finished, hit the 'Save' button in the top-corner of the window, then close it.

Competency components

onCourse tracks VET competencies such as Qualifications, Accredited Courses, Skill groups/sets, Units of Competency, and Modules. It also tracks higher education Courses and Units of Study.

onCourse automatically imports all this data regularly from training.gov.au. The can view Competency Components from the Training menu.

For each competency on your scope, tick the 'is offered' option; this will ensure that only those records can be added to your courses. You can also create your own competencies for Skills groups, modules and higher education which aren't imported automatically from training.gov.au.

Funding source

Make sure you remember to add the correct funding contract at the Class level, and then make any required changes for individual students at the Enrolment level.

Site setup

You should ensure that all of the sites you've set up have the correct address, suburb and postcode. Any sites that are used for VET classes will have these details included in reporting, so ensuring accuracy in this data is important.

Course setup

Access the VET section within the Course edit view to add the correct Qualification and the Units of Competency (or Accredited Course and Modules) for the course. When you start typing into the national code field, it will list the closest matching records listed on training.gov.au to what you've entered. You can then add the Units/Modules by clicking the green '+' button in the top-right of the section. These are also 'smart' so will collate a drop down list of options that closely matches what you begin to type.

The nominal hours information needs to be manually added to the qualification or skills set as it is not automatically supplied from training.gov.au. You only need to do this once for each qualification or skill set you deliver, either by opening the related Qualification record after adding it to the course, or by finding the qualification under Training > Qualifications.

Courses do not have to have Qualification or Skill Set assigned. If you add the code, but don't tick the 'Satisfies complete qualification or skill set' option, then the information will not be added to the NAT00030 file, or the associated NAT00120 records, but the information will be added to the student's Statement of Attainment. You can add this information or tick the checkbox after you have created the course and enrolled students.

When referring to units or modules, this is the data from training.gov.au that is available in onCourse and updated daily. When building a course, these units are added to the VET tab on course creation. This course forms a template for adding outcomes to the student record.

When a student enrols in a classfrom the course, the units from the course are added as outcome records for the student enrolment. Units can be added or removed from a student enrolment records as needed.

If your course is VET, but not from a training package or accredited course, you can also flag it as VET here and allocate its Field of Education ID. You can also add the reportable hours here.

As you add the units to courses, you should also add the nominal hours information to each unit. You only need to do this once for each unit you deliver. Many users refer to the Victorian Purchasing Guides for this data.

Note

Currently training.gov.au doesn't record or publish the module details of state accredited courses. If you would like us to add the accredited course modules or skills groups you deliver to onCourse, please contact us and we will import them for you at no additional charge.

The data on the VET tab in the contact record also forms a large part of the data exported, including the indigenous status identifier, language identifier, labour force identifier and more. It is ok to leave all or some of these fields blank - onCourse will automatically export the value @ for not specified. The post enrolment data collection process will ask the students these questions and ask them to supply or create their USI if they haven't provided it to you previously.

Class setup

Access the VET section in the Class edit view to add specific information for that delivery such as delivery mode and Funding Source National fields. When you duplicate classes this information is carried to the new class, so set it up correctly now.

It is very important that you link each class to the correct Funding Source if the training is funded. When you start taking enrolments, you can individually change the funding source for each enrolment.

When you set up a class in onCourse, create a class schedule with at least two sessions representing the start and end date on the timetable tab. If you need to modify the start or end date for an individual student, you can do it through their contact record or through the class window by looking on the Outcome tab and changing the date in the field for the student/unit combination of your choice. If you change the class start and end dates, it will update the outcome start and end dates for all students enrolled in the class, except those where you have already manually edited the date.

Delivery Mode Identifier

Your preferred default setting can be set on the general preferences Class Defaults tab. This can be changed for each Class on the VET tab. You can also make changes for individual students on the Outcome list or through their individual enrolment. Because onCourse supports both AVETMISS 7 and 8, some delivery modes will be translated when you export to the older AVETMISS 7 standard. Classroom and online will be exported as 10, Classroom and workplace as 30, Online and workplace as 30, and Classroom, online and workplace as 30.

Funding Source - National

You preferred default setting can be set on the general preferences Class Defaults tab. This can be changed for each Class on the VET tab. You can also change it for each outcome in the class Outcomes tab or for each student in their Enrolment record on the General tab. Double click the outcome to see this field.

Scheduled Hours

The scheduled hours reported are the nominal hours that you set in the unit of competency. If you added the nominal hours when setting up the course it will report here. You can override the Scheduled Hours in the individual outcome.

Purchasing Contract Schedule Identifier

This is set in the class on the VET tab

Commencing Program Identifier

If the student was enrolled in a class linked to a course marked as a full qualification, then we output the value 3 - Commencing enrolment in a qualification or course. If the enrolment was not linked to a course marked as a full qualification, then this will export as 8 - Unit of competency or module only enrolment.

During delivery

Right, that's everything you need to take care of before letting students hand over their money to enrol in your courses. All you need to worry about from this point is what to do while you're delivering training, but before you hit the 'Export' button on the AVETMISS runner to collate all your reporting data.

Enrolment

You are required to validate each student's USI against their first name, last name and date of birth with the USI Registry System. If you have an onCourse support plan and have supplied us with your AusKey, onCourse will do this automatically for each USI supplied. For more information on creating and validating USIs, please refer to the USI chapter.

Students who are exempt the USI requirement will need the report the value 'INTOFF' or 'INDIV' in the USI field to demonstrate that they are exempt and their exemption type. onCourse will assist you with complying with the requirements by automatically exporting 'INTOFF' for students with residential address in a country other than Australia.

Training Contract Identifier

This information can be entered on the General tab on the student Enrolment.

Client Identifier - Apprenticeships

This information can be entered on the General tab on the student Enrolment.

Fee Exemption/Concession Type Identifier

This is set in the student's Enrolment record on the General Tab.

Purchasing Contract Identifier

This can be set in the class on the VET tab or in the student's enrolment General tab.

VET in Schools Flag

This information can be entered on the General tab on the student Enrolment.

Specific funding identifier

This field is labelled 'specific program identifier' and can be found on the outcome record.

Outcome Identifier - Training Organisation

This information can be entered on the General tab on the student Enrolment.

Funding Source - State Training Authority

You can enter this information in the Class VET tab, the general tab in Enrolment or in the individual outcome record on the Class Outcomes Tab or the Enrolment Outcomes tab. Double click the outcome to see this field.

Client Tuition Fee

This is the fee you charged the student at the time of enrolment, divided by the total nominal hours in the course, multiplied by the nominal hours of each unit to set a proportional student fee for each unit. To charge a fee, set a class fee in the Class General tab. VET courses are usually GST exempt. During the enrolment process, you can charge the student the full fee or give them a manual discount if they meet fee exemption criteria. The fee they pay here is what is reported. If you don't usually use onCourse for invoicing and payment records, create a full cash payment for each student on enrolment. Don't worry about the invoices that are automatically created here - they have nothing to do with AVETMISS.

(VIC) Eligibility Exemption indicator

Exported from the option set the Enrolment record value from the field of the same name.

(VIC) VET FEE-HELP (Income Contingent Loan) Indicator

Exported from the option set the Enrolment record value from the field of the same name.

(VIC and QLD) Student number - VSN or LUI

This is entered on the contact record AVETMISS tab in the field labelled Government Student Number (VIC/QLD)

Enter a VSN or LUI in this field. Data here will only export if you are reporting in VIC or QLD

Marking attendance

You must ensure that tutors are marking student attendance for every class. This can either be done in onCourse itself, within the attendance tab of the applicable class window, or more likely via the SkillsonCourse Portal. Accurately marking attendance means that certain fields will update automatically once a course has completed.

Marking outcomes

Tutors should always be marking student outcomes in the SkillsonCourse portal periodically to ensure data is as up to date as possible.

Outcome Identifier - National

You can set the outcome identifier (we call it status) on the Outcomes tab in the Class window. If you select all the records in the list and right click on them, you can set them all to 'Successful (20)' and then go back and change the others that should be other statuses (like RPL or Not Yet Competent) one by one. Or you can set them all one by one, whichever you prefer. You can also set the outcome status in the student contact record or the enrolment record.

If you set an outcome an RPL, RCC or Credit Transfer status, the Delivery Mode Identifier will always export as 90 - NA regardless of what is set in the outcome value.

Creating certificates

onCourse will create AQF compliant certificates for your students, but for the purposes of lodging AVETMISS, you don't need to print or issue them. Qualification and skill set completions are reported in the NAT00130 file for all states. If the the export flavour is for a funding type that requires it, details of anticipated qualifications e.g. NSW Smart and Skilled or Victoria's Skills First.

The 'awarded on' date determines the date of certificate issue for AVETMISS reporting purposes. By default, this date will be the date the certificate was created in onCourse. If you create certificates early in a calendar year that need to be reported as part of the previous calendar years completions, be sure to back date the 'awarded on' date to the previous year.

More information on creating Certificates in onCourse

Cancellations

Hours Attended

If you need to set the hours attended you can find the field in the Outcome record on either the Class Outcomes Tab or the Enrolment Outcomes Tab. Double click the outcome to see this field called 'Reportable Hours'.

VET Provider Collection Specifications

Training Organisation (NAT00010) file

All the data in this file is collected in the onCourse general preferences window. Go to File > Preferences > General. Select the AVETMISS tab and enter the contact details of your business. It is important your RTO Identifier and name match the details recorded on training.gov.au

Training Organisation Delivery Location (NAT00020) File

These are your onCourse sites. Set up each site where you deliver training and enter the address details. You can ignore the latitude and longitude fields. onCourse will require you to create at least one room for each site (this has nothing to do with AVETMISS, it is part of our timetabling feature) so to make it simple, give each site a room with a generic name like 'default'.

It is important that each Australian site you create has an address with a State, Suburb and Postcode that matches a value in the Australian Postcode data file. Sites in other countries will automatically export OSPC for the postcode value.

The site you have designated as your Admin site in onCourse will be the site any self paced classes will be reported at.

Program (NAT00030) File

This information comes from the Qualification data entered into the Course VET tab where the option 'Satisfies complete qualification or skill set' is ticked. Qualification Certificates you create in onCourse also will add records to the NAT00030 file. Each Qualification or Skill Set will only be added once.

If your delivery includes any locally recognised skill sets, qualifications or courses (i.e. not from training.gov.au) then a NAT00030A file will be generated instead of a NAT00030. This file contains the same rows, but each record has additional fields. If you are delivery includes a Smart and Skilled Skills Group, for instance, you will generate a NAT00030A file.

Subject (NAT00060) File

Records that form this AVETMISS file are collected from the units or modules you add to your courses, or manually add to student's enrolment records or prior learning records. Each unit you deliver is only added once to the NAT00060 file, regardless of how many times you deliver it.

Non-accredited courses, both VET flagged and not VET flagged also add records to this file, using their course name and a random ISH code designator. You will also see these 'dummy' modules added to the student enrolment record. On the VET tab of these courses, you can set the Reportable Hours (Nominal hours in the export) for these courses and a six digit Field of Education ID. If you don't set these values, the nominal hours will be calculated from the class delivery hours and FoEID reported as 129999. Only some types of providers are required to report this non-accredited enrolment data under the AVETMISS standard. If you are not required to report this data, then there is no need to add Reportable Hours or Field of Education data to your course.

Client (NAT00080 & NAT00085) File

Client AVETMISS files are created from onCourse contact records who have an outcome whose dates match the reporting period you've selected on export. Unique client identifiers are auto assigned and called 'Student Numbers' in onCourse. You don't see these in the contact detail other than in the header bar, but you can search on them from the contact window advanced search if you later get a validation error for one of your clients.

The Unique Student Identifier (USI) is reported in the NAT00080 file for each student engaged in Vocational Education and Training. Students who have only attended non-vocational courses do not need to have a USI supplied for AVETMISS reporting. As of 1 January 2017, students studying AQF units will be required to have a valid USI. If you do not have a value in the USI field of the NAT00080 file the AVS Validation will generate an error.

Disability (NAT00090) File

This information is taken from the disability info on the student's contact record.

Prior Educational Achievement (NAT00100) File

Information for this is taken from the prior learning field on the student contact record.

Enrolment (NAT00120) File

Student specific information is taken from the enrolment, other information is taken from the preferences, class, course or funding contract as per above.

Program Completed (NAT000130) File

This information is taken from the certificates crated in onCourse. Some states will include information from the enrolment as well.