Smart and Skilled

Contents

What is Smart and Skilled?
Setting up Reporting for Skills Groups
Data Collection Set Up
Funding Contact Set Up
Course and Class Set Up
eReporting to STSOnline
Deferrals
Cancellations
Exporting Smart and Skilled AVETMISS data
Eligibility Checks and Provider Calculator
Update the Terms and Conditions Page on the Website
Creating the Bulk Upload Export

What is Smart and Skilled?

What is Smart and Skilled?

Smart and Skilled is a state based funding program provided by the NSW State government and administered by State Training Services. Details of the program are available on the Smart and Skilled Website https://smartandskilled.nsw.gov.au/for-training-providers

This funded training activity uses a State based variation of the AVETMISS standard to report and reconcile data for payment to training providers. It is important to ensure you set up your onCourse records correctly to export your data in the correct format to receive prompt payment for your training delivery.

The Smart and Skilled contracts require you to lodge your compliant training files (NAT Files) every 28 days. This is known as progressive or ongoing reporting. This type of reporting is designed capture progression information about a student i.e. commencement, progression, and eventually, their complete qualification or skills group.

State Training Services will pay a percentage of the total contract amount at key points in the reporting, such as

  1. Commencement - the enrolment is reported with a commitment ID and at least one outcome reported as 70 - Continuing Enrolment.

  2. Progression - one or more claims paid when the enrolment is reported with required milestones (i.e. started and completed outcomes). Please refer to Smart & Skilled Operating Guidelines for details, different qualifications have different progression milestone and payment amounts. NOTE: The milestones include those who withdrew after they started their training, and you may be able to claim progression payments when the student withdraws.
  3. Completion - the enrolment reported with a final status for all outcomes and a complete record in the NAT00130 file. Completion payments are only paid if the student has been issued with the qualification, and not if the student is withdrawn.

Key differences when using progressive reporting are

  1. You are expected to report all the outcomes in the qualification with each batch of NAT Files, including outcomes that are not yet started or did not start. e.g. for a Diploma of Business with eight units of competency, initial lodgement of data will have one outcome as 70 - Continuing Enrolment, and seven outcomes as 85 - Not Yet Started.

  2. As the student progresses through the training, their outcomes statuses are updated. Claims will be paid based on their level of progression. e.g. for a Diploma of Business with eight units of competency,the progression claim is paid after move the 4 outcomes are reported as 70 - Continuing Enrolment and at least one outcome is reported as 20 - Competent.

  3. Smart & Skilled reporting does not rely on calendar year. If you don't report completion or withdrawal data, the student will remain active.

The National AVETMISS reporting specification was originally designed to report training completion after the fact i.e. at the end of the calender year, and shoehorning this standard into a continual reporting framework takes continual effort on the part of STS and software vendors like ish to find new and creative ways to report your data in a way that requires the least amount of effort on your part.

onCourse contains a number of features and functions to smooth your reporting journey. Many can be set up to help you manage the often complex requirements for Smart & Skilled reporting.

Ideally, you will create courses for Smart and Skilled enrolments that contain all the outcomes for the qualification or skill set in the course level. This will then mean you have only one enrolment to report for each student, and that single enrolment will contain all the outcomes for the student's funded course.

Some providers will choose to make multiple courses for reporting their Smart and Skilled students for operational reasons. In those instances, the Commitment ID and Funding Source will need to be added to every enrolment that contains outcomes for the student. These enrolments may represent clusters of outcomes, or single outcomes.

The instructions given in this documentation assume that one enrolment per student is the norm, but you can adapt these instructions as needed to your environment.

Setting up Reporting for Skills Groups

Skills Group are special 'made up' Skill Sets or mini qualifications that have been invented by STS to allow funding for clusters of units under the Smart and Skilled funding program.

onCourse includes by default all official training package and accredited course qualifications from Training.gov.au, but not the Skills Groups. The Skills Groups codes are created by STSOnline on an ad hoc basis, they need to be manually entered in the onCourse qualification database as you receive the funding contact and before you try to report the student.

It is important you do this as early as possible in the process as so not to hold up your reporting.

Smart and Skilled Course set up with a Skills Group

  1. When you receive a Skills Group contract, it will include a code like SG00001234

  2. Go to <a>the onCourse Support portal</a> and log a new task requesting the addition of the code

  3. ish support staff will schedule the addition of the code which may take around 48 hours to propagate to your onCourse database. An email will be sent to notify you of the addition
  4. Once the code has been added, it will be available for you to add to your course on the VET tab national code field
  5. Make sure you tick the option 'Satisfies complete qualification of skill set' to ensure the data is correctly reported for these students as an enrolment in a mini qual, rather than a standalone set of units.
  6. Add the units the Skills Group funding covers to the course and save the course
  7. IMPORTANT: If you don't have the Skills Group added to onCourse when you set up the course, you can still set up the course and enrol the student. The Skills Group code and tick box can be added later, after enrolment if needed. All this information affects is AVETMISS reporting and Certification defaults.

Data Collection Set Up

Data collection rules and forms allow you to define what information is collected during the online enrolment, application and waiting list process.

Before you set up your Smart and Skilled courses you may want to consider if there is a need to set up a special set of forms and rules for your Smart & Skilled program.

You can create custom fields and forms for using the Data Collection feature, and assigned them to particular courses, which can assist with the individual requirements of your contact. Please read more in Chapter 48, Data Collection Forms and Rules

Funding Contact Set Up

To streamline the reporting process, ensure you have enabled the Smart and Skilled funding contract.

Smart and Skilled is a default funding contact in onCourse. Instructions on activating the default contacts are in the section called “ Funding Contracts and AVETMISS exporting”. You can also add additional funding contracts if you want to split your Smart and Skilled reporting into smaller subgroups, managed by different parts of the business.

Course and Class Set Up

There are a few setting you will need to use if you want to take advantage of the full range of Smart and Skilled features in onCourse. These features will assist you in collecting the data required and reporting it in a timely manner. It is expected that you are already familiar with the standard course and class set up process before you read this documentation about the specific Smart and Skilled set up requirements.

Course General Tab

Every course in onCourse can be either 'Enrolment by Application' or 'Open Enrolment'. This enrolment type determines how students can interact with the course on the web. A course that is open enrolment allows students to enrol and pay directly. A course that is Enrolment by Application allows for a second level of checks, for example, to check a student meets the funding requirements, prior to proceeding to enrolment.

To enable online Eligibility Checks and applications for Commitment IDs for Smart and Skilled courses, you will need a course for Smart and Skilled that is set up as visible online and enrolment by application.

If you have Fee for Service and Smart and Skilled enrolments in the same class, you may decide to complete the eligibility check for each applicant. This means you will set up the same course for the qualification or skills set, and have all prospective students apply for a Smart and Skilled Quote. If your classes are primarily Smart and Skilled enrolments this is the best option.

Some providers will have a range of Fee for Service and Smart and Skilled enrolment in the class. If you are providing both you may decide to have two courses set up, one for Smart and Skilled that is by application, and one for your Fee for Service class that is 'open enrolment'. If you do have two courses, you will need to consider your strategy with classes, and whether you will have lots of classes available. This is generally more complex than taking all students by application and providing them with a Quote, and we suggest you contact our support team to talk through the options before you proceed with this set up.

Most providers with Smart and Skilled funding for a qualification or skills set have the course set up by application to give the student the option to take up the Smart and Skilled funding if it's available to them. This will allow students to make the decision to take up the Smart and Skilled funding after they have received the details of the Quote.

If the student is does not wish to accept the Smart and Skilled Quote, and you can enrolment them as a Fee for Service using the same application process as the Smart and Skilled enrolments.

Smart and Skilled Course General tab showing the course set to 'Enrolment by Application'

Class VET Tab

All Smart and Skilled courses need at least one class to enrol students into.

If you expect the majority of enrolments to be under Smart and Skilled Funding, you can make STSOnline (NSW) the default funding contact at the class. All new enrolments in the class will adopt this default.

If you expect a fairly equal mix of fee for service students and Smart and Skilled funded students, you can make the funding contract 'Fee for service (non funded)' and set the funding source for the Smart and Skilled students at the enrolment level instead.

Smart and Skilled Class VET tab with the funding contract 'STSOnline(NSW)' selected

Enrolments

After processing the student enrolment in Quick Enrol, open the enrolment record to add additional Smart and Skilled data.

The field Purchasing Contract Identifier has also been added to the enrolment general tab to store the Commitment ID for Smart & Skilled enrolments. All outcomes in an enrolment will be reported with this Commitment ID.

An email address is mandatory for all Smart & Skilled students. If the student does not have an email address, or has chosen not to provide one, onCourse will export notprovided@example.com.

If later down the track the student withdraws or defers their enrolment, the TNC code can also be entered in this window.

Red text showing where specific Smart and Skilled data is recorded

eReporting to STSOnline

Smart and Skilled reporting differs from Total VET Activity Reporting in a number of ways;

  • STSOnline requires you to successfully submit a Smart and Skilled lodgement every 28 days. You do not have report all students data every 28 days, only new data or changes.

  • STSOnline expects new activity to be lodged within 28 days the activity date i.e. if a student starts a new unit of competency that should be reporting within 28 days of the start date.

  • Smart and Skilled claims are paid 6 weeks or 42 days of the successful lodgement of the data, so it's within your RTO's best interests to do smaller, more frequent lodgements than to wait for a once a month process. Lodging every 14 days is ideal.

  • Smart and Skilled enrolments can be reported as individuals, groups, classes, etc. You are not required to report a full batch of data for each upload.

  • Smart and Skilled reporting is progressive rather than by calendar year. If a student completes and has their final data approved they are not expected to be reported again in that year. If a student's enrolment is ongoing then you are expected to report any new activity.

  • STSOnline limits you to three uploads a day, so if you need to correct an error, you may need to wait until the next day to do another upload.

  • At the point in time the Smart & Skilled export is run, any outcomes selected with a start date in the future will export '85 - Not Yet Started' as the outcome identifier - national, regardless of what has been set in the database or in the export runner preferences. i.e. you can choose the option 'export 70 - continuing enrolment for VET outcomes which are not set' and the override will still apply the 85 code where appropriate. This is a requirement under Smart & Skilled eReporting Guidelines,

  • If your data set includes a Skills Group code as discussed earlier in this chapter, a NAT00030A file will be generated, instead of a NAT00030 file. onCourse makes this choice automatically depending on the data set you are exporting. This is a new requirement under AVETMISS 8. If you do not export a NAT00030A file where expected, you may have neglected to check the 'satisfies complete qualification or skill set option' in your Smart and Skilled skills group course.

  • Smart and Skilled enrolment has specific reporting requirements for cancellations or deferrals which are outline below.

For more information please refer to the "Smart and Skilled eReporting Technical Specifications and Business Validations" available to providers on the STSonline provider portal.

Deferrals

Student in the Smart & Skilled Program have the ability to defer their training for up to 12 months. More information on the obligations of your RTO for deferrals are outlined in the Smart and Skilled Operating Guidelines under Deferring Students.

To report the Deferred enrolment, you will need to change the outcome start and end dates to the expected training dates in the future.

In the 'Outcome identifier - Training Organisation' field you will need to record Training Deferred (D) value for the enrolment.

Deferred Student checklist;

  1. Change the start and end dates of the outcomes to match the new study dates for the student e.g. if the student is deferring to 30/03/2019, their new outcomes start and end dates might be 30/03/2019 - 15/04/2019.

  2. Go to the Enrolment, and on the General Tab, add D in the field Outcome Identifier - Training Organisation.
  3. The Student will continue to be lodged in the NAT File with future dates and D for deferral during your regular lodgement.
  4. Once the Deferral dates have passed, you will get errors from the combination of D and current outcome dates.

Cancellations

Cancellations under Smart and Skilled have a few rules that a quire unique. This is because they report all outcomes under the qualifications, and use continuing lodgement to collect progression details on outcomes not yet started. This means that if the student does not complete their training, you need to notify STSOnline of the status of all the outcomes in the student's qualification.

STSOnline will consider all student continuing students until you report final data for all outcomes. You must to do this for cancellations student to finalise your eReporting requirements, and to ensure that you receive any claims available under the progression claims.

Any 40 - Withdrawn outcome is considered a 'final' outcome for the purpose of the progression claims, and could trigger a claim of up to 40% of the total funding amount.

Due to the need to ensure the claims are correctly lodged, we recommend that you have a review of the training engagement in each outcome and update this in onCourse. Best practice is to report the cancellations along with your fortnightly lodgement

If the student did not engage in any training, you will need to set their outcomes status to Did Not Start (NSW:66, SA:@@) in onCourse.

NOTE: STSOnline (NSW) flavour exports will export outcomes set as Did not Start as 85 - Not Yet Started as per STSonline's requirements. To report final data for the enrolment, the 85 - Not Yet Stated much be combined with the TNC. If you have not added TNC then you will get an error when you try to lodge the final data.

Once the Student's final outcome data is lodged and accepted by STSOnline, you no longer need to report their data. To suppress the data from future lodgements, check the option 'Do not report for AVETMISS' on general tab of the enrolment.

For more information please refer to the "Smart and Skilled eReporting Technical Specifications and Business Validations" available to providers on the STSonline provider portal.

Cancelled Student check list;

  1. Any outcomes 'Not Set' in the need to be changed to Withdrawn - 40 if the student started training, or Did Not Start (NSW:66, SA:@@) if the student didn't start training. If the student already has a final outcome (RPL, Competency, Credit Transfer etc) leave the status as is.
  2. Go to the Enrolment, and on the General Tab, add TNC in the field Outcome Identifier - Training Organisation.

  3. Lodge the Student data and correct any errors.
  4. Once the cancelled student data is lodged successfully, go to their Enrolment, and on the General Tab, tick the box 'Do not Report for AVETMISS'.

Exporting Smart and Skilled AVETMISS data

How to export

How to check with AVS and override options

How to upload to STS

Eligibility Checks and Provider Calculator

onCourse has developed processes that allow you to collect the student's information and lodge it with State Training Services using the STSOnline provider portal. You will need to ensure the following set up at the course level before you can proceed.

Update the Terms and Conditions Page on the Website

You will need to ensure you have collected express consent for the student's data to be used in the provider calculator. To do this, you will need to update your terms and conditions page on the website to include the consent to use the data collected in application or enrolment to determine the student's eligibility where the application is for a Smart and Skilled program.

Details of the requirement for prospective students' consent are under Section 6 the "Smart and Skilled Operating Guidelines", with draft wording provided in Schedule 1 of the same document. The "Smart and Skilled Operating Guidelines" are available to providers on the STSonline provider portal.

More information on how to edit your terms and conditions on your website is located in our ???

Creating the Bulk Upload Export

  1. Go to top menu, select Activity and then select Applications. This will open the application list view.

  2. From the Applications list view, sort and filter the list until you have the application you want in the batch.

  3. Go to the Export icon on the top right hand of the list view and select the export file "Smart and Skilled Bulk Upload" and click export.

  4. Save the file to your computer.

Figure 37.1. Smart and Skilled Bulk Upload Export

Smart and Skilled Bulk Upload Export

Editing the Bulk Upload Template for Eligibility Checks

The bulk upload template will need to be edited before you can upload it via the STSOnline provider portal.

Certain fields are mandatory and must be completed for a successful upload. Some fields are conditional and only need to be completed if another field has a value. A few fields are optional and do not need to be completed for he Eligibility checks.

Full details of the fields and their specifications are found in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" available from the STSOnline provider portal.

onCourse has added values where applicable from the student, employer, course or class and included some default values for fields as details below, however, the provider will need to confirm that they are accurate and correct for each upload.

All values in the export will need to be reviewed and verified by the operators to ensure it's compliant. You should consult the documentation on the STSOnline provider portal for specific information.

We recommend you download the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Table 1 Bulk Upload file and confirm the values you will need to enter with your compliance team or management before you do your first upload.

Please make sure to check that the dates are formatted as DD/MM/YYY for all date columns, some spreadsheet programs will change the date formats when the file is opened.

If you encounter issues with the upload failing or student not being accepted, you will need to contact Training Market for assistance: https://www.training.nsw.gov.au/about_us/contacts.html

Export values for an Eligibility Checks

Table 37.1. Bulk Upload Export Template Fields for Eligibility Checks

Column Column NamePre-filled by onCourse?Where to locate the information Location in onCourseMandatory (M) / Conditional (C) /Optional (O)
A

National_Provider_ID

Yes General PreferencesM
B

Provider_Student_ID

Yes Student ContactO
C

Enquiry_Or_Notification

Yes DefaultM
D

Activity_Period_ID

Yes DefaultM
E

Region

NoRefer to STSOnline's https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflistN/AM
F

Prog_Stream

NoRefer to Field 6 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process"N/AM
G

Nat_Qual_Code

Yes CourseM
H

First_Name

Yes Student ContactM
I

Surname

Yes Student ContactM
J

Other_Name

Yes Student ContactO
K

DOB

Yes Student ContactM
L

Gender

Yes Student ContactM
M

Lives_in_NSW

Yes Student ContactM
N

Residential_Postcode

Yes Student ContactM
O

Residential_Suburb

Yes Student ContactM
P

Still_At_School

YesDefault value is No. Please refer to Refer to Field 16 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AM
Q

Residency_Status

Yes Student ContactM
R

Qual_Since_2017

Yes Student ContactM
SHighest_Post_School_QualYes Student ContactC (See R)
T

Apprentice_Trainee

YesDefault value is No. Please refer to Field 20 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
U

Apprentice_Trainee_Type

NoPlease refer to Field 21 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process".N/AC (See T)
V

Work_in_NSW

YesIf no employer listed, the default value No will be used. Employer ContactC (See M)
W

Employer_Org_Name

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
X

Org_postcode

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
Y

Org_subrub

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
Z

ATSI

Yes Student ContactM
AA

Another_SS_Qual

YesDefault value is No. Please refer to Field 27 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
AB

Disability_Status

NoPlease refer to Field 28 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AM
AC

Disability_Assess_Type

NoPlease refer to Field 29 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AB)
AD

Welfare_Status

NoPlease refer to Field 30 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AB)
AE

Welfare_Type

NoPlease refer to Field 31 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AD)
AF

Planned_Start_Date

Yes ClassM
AG

Delivery_Mode

Yes ClassM
AH

LTU_Evidence

YesDefault value is No. Please refer to Field 34 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
AI

Planned_End_Date

Yes ClassO
AJ

Unique_Student_ID

Yes Student ContactO
AK

ESP_Client

YesDefault value is No. Please refer to Field 37 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultO
AL

ESP_Org_ID

No N/AO
AM

Client_ID

No N/AO
AN

Referred_by_ESP

No N/AO
AO

ESP_Referral_ID

No N/AO
AP

Confirmed

YesDefault value is Yes. Cannot upload students if they do not consent, no value will fail upload.DefaultM
AQ

In_Social_Housing_Register_Or_Wait_List

No N/AM
AR

PAS_No.

No N/AM
AS

Waiver_Strategy

No N/AM
AT

Fee_Or_Waiver_Code

No N/AC (See AS)
AU

Training_Location_Postcode

Yes SiteC (See AG)
AV

Training_Location_Suburb

Yes SiteC (See AG)
AW

Training_Location_Region

NoPlease refer to Field 49 description in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Use STSOnline's https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist for the region codeN/AC (see description)
AX

Residential_Address

Yes Student ContactM

Export for an Application for Commitment IDs

You can use the same Bulk Upload template to upload your commitment IDs, however, some of the mandatory and compulsory fields will change.

Certain fields are mandatory and must be completed for a successful upload. Some fields are conditional and only need to be completed is anther field has a certain value. A few fields are optional and do not need to be completed for he Eligibility checks.

Full details of the fields and their specifications are found in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" available from the STSOnline.

onCourse has provided the unique student values, course or class values and some defaults to the most commonly used values included, however, the college will need to confirm that they are accurate and correct for each upload. We recommend you download the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Table 1. Bulk Upload file and confirm the values you will need to enter with your compliance manager before you do your first upload.

Table 37.2. Smart and Skilled Bulk Upload Template for Commitment IDs

Column Column NamePre-filled by onCourse?Where to locate the information Location in onCourseMandatory (M) / Conditional (C) /Optional (O)
A

National_Provider_ID

Yes General PreferencesM
B

Provider_Student_ID

Yes Student ContactO
C

Enquiry_Or_Notification

Yes DefaultM
D

Activity_Period_ID

Yes DefaultM
E

Region

NoRefer to STSOnline's https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflistN/AM
F

Prog_Stream

NoRefer to Field 6 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process"N/AM
G

Nat_Qual_Code

Yes CourseM
H

First_Name

Yes Student ContactM
I

Surname

Yes Student ContactM
J

Other_Name

Yes Student ContactO
K

DOB

Yes Student ContactM
L

Gender

Yes Student ContactM
M

Lives_in_NSW

Yes Student ContactM
N

Residential_Postcode

Yes Student ContactM
O

Residential_Suburb

Yes Student ContactM
P

Still_At_School

YesDefault value is No. Please refer to Refer to Field 16 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AM
Q

Residency_Status

Yes Student ContactM
R

Qual_Since_2017

Yes Student ContactM
SHighest_Post_School_QualYes Student ContactC (See R)
T

Apprentice_Trainee

YesDefault value is No. Please refer to Field 20 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
U

Apprentice_Trainee_Type

NoPlease refer to Field 21 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process".N/AC (See T)
V

Work_in_NSW

YesIf no employer listed, the default value No will be used. Employer ContactC (See M)
W

Employer_Org_Name

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
X

Org_postcode

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
Y

Org_subrub

YesIf no employer listed, field will be left blankEmployer ContactC (See V)
Z

ATSI

Yes Student ContactM
AA

Another_SS_Qual

YesDefault value is No. Please refer to Field 27 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
AB

Disability_Status

NoPlease refer to Field 28 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AM
AC

Disability_Assess_Type

NoPlease refer to Field 29 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AB)
AD

Welfare_Status

NoPlease refer to Field 30 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AB)
AE

Welfare_Type

NoPlease refer to Field 31 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededN/AC (See AD)
AF

Planned_Start_Date

Yes ClassM
AG

Delivery_Mode

Yes ClassM
AH

LTU_Evidence

YesDefault value is No. Please refer to Field 34 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
AI

Planned_End_Date

Yes ClassM
AJ

Unique_Student_ID

Yes Student ContactM
AK

ESP_Client

YesDefault value is No. Please refer to Field 37 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value neededDefaultM
AL

ESP_Org_ID

No N/AC (See AK)
AM

Client_ID

No N/AC (See AK)
AN

Referred_by_ESP

No N/AC (See AK)
AO

ESP_Referral_ID

No N/AC (See AN)
AP

Confirmed

YesDefault value is Yes. Cannot upload students if they do not consent, no value will fail upload.DefaultM
AQ

In_Social_Housing_Register_Or_Wait_List

No N/AM
AR

PAS_No.

No N/AM
AS

Waiver_Strategy

No N/AM
AT

Fee_Or_Waiver_Code

No N/AC (See AS)
AU

Training_Location_Postcode

Yes SiteC (See AG)
AV

Training_Location_Suburb

No SiteC (See AG)
AW

Training_Location_Region

NoPlease refer to Field 49 description in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Use STSOnline's https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist for the region codeN/AC (see description)
AX

Residential_Address

Yes Student ContactM

Uploading the Completed Bulk Upload Template

Full details of the Upload process, including screen shots and additional information is available in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" available from the STSOnline provider portal. A brief summary is available below, however, it may be amended at any time by State Training Services.

If you encounter issues with the upload, you will need to contact Training Market for assistance: https://www.training.nsw.gov.au/about_us/contacts.html

  1. Click "Login" in the top left corner of the Training Services NSW website at www.training.nsw.gov.au

  2. Click the blue Login button under STS Online.

  3. STSOnline requires an AUSKEY to login. Select your AUSKEY from the drop down, enter you password and then click confirm You will be redirected to the STSOnline secure homepage

  4. From the homepage, click on the button 'RTO Contract Services'. This will take you to the Welcome to "Contract Services" page.

  5. Go to the Smart and Skilled Provider Calculator menu on the left of the screen and click on "Smart and Skilled Provider Calculator". The Provider Calculator homepage will be displayed.

  6. Click on the "Student enrolment notification" option on the provider calculator page.

  7. This will take you to a new page. Click on the "Enquiry and Notification – bulk upload" option.

  8. You will need to confirm you have express consent, click next.

  9. Click the "Browse" button located at the bottom of the screen. This will open a file search of your computer. Locate the Bulk Upload file and click "Open" then "Upload".

  10. A pop up menu will appear. Click OK.

  11. When the processing of the file is complete, the user who uploaded the file will receive an email advising whether the upload was successful or unsuccessful. If the upload is unsuccessful, a reason will be provided in the email.