About AVETMISSWhat is AVETMISS?AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is a national data standard that ensures consistent and accurate capture and reporting of VET information about students. The National Centre for Vocational Education Research (NCVER) is the custodian of the standard.
What does AVETMISS cover?AVETMISS covers three national data collections, the National VET Provider Collection, the National Apprentice and Trainee Collection, and the National Financial Data Collection. The standards for the National VET Provider Collection and the National Apprentice and Trainee Collection are described in two documents: AVETMISS Apprentice and Trainee Collection specifications and AVETMISS VET Provider Collection specifications. The National VET Provider and National Apprentice and Trainee Collections share the AVETMISS data element definitions. The collection specifications publication describes the files and fields to be reported and the formats and rules that govern them. The data element definitions publication describes the data elements used in the collections and the rules associated with them. The AVETMISS validation software Business rules for errors and warnings apply to both the National VET Provider and Apprentice and Trainee Collections. The Standard for the National Financial Data Collection is described in a single, self-contained document, called AVETMISS: the Standard for VET Financial Data. The NCVER website links to each publication are as follows:
For a complete overview of the reporting and collection process, the resultant reports and the strategic framework of the VET system, please consult the technical paper Australian vocational education and training statistics explained.
What is the connection between NCVER, AVETMISS and the Quality Indicators?NCVER is the custodian of the AVETMIS Standard and provides technical support for the Competency Completion Online System (CCOS), which is used for reporting the Competency Completion Quality Indicator. If RTOs submit AVETMISS data to the National VET Provider Collection, before the due date, those data will be pre-populated into the CCOS website to assist with Competency Completion reporting.
Where can I find information on the current and next AVETMISS release?The current AVETMISS releases are: VET providers: release 6.1
Apprentice and trainees: release 6.0
Finance: release 2.1 The next AVETMISS release is for the National VET Provider Collection: VET providers: release 7.0
AVETMISS release 7.0 for VET Providers will come into effect for training activity from 2014. A transition year is being offered in some jurisdictions for the capture of client address details in the new address format. A detailed description of the transition arrangements for the Client and the Client postal details files is available in the document AVETMISS 7.0 for VET providers: transition arrangements for client address data for 2014. Two introductory documents for release 7.0 are also available:
You can keep up-to-date with the latest information by subscribing to NCVER email alerts and newsletters.
Where do I find information on AVETMISS identifiers and classification codes?To maintain data consistency, it has been agreed upon by all jurisdictions that AVETMISS identifiers and classifications be predominately derived from national registers and national classifications. Training.gov.au (TGA) and the Australian Bureau of Statistics (ABS) are two principal reference sources for training program identifiers and classification codes. Selected classification tables, in text format, are available on our website.
Where can RTOs get support understanding AVETMISS?If you are unable to find the information you need in our list of Frequently Asked Questions (FAQS) , you may need to speak to your State Training Authority (STA) or registering body. For STA and registering body contact information, please visit our client support page. For NCVER client support, please fill in our contact form or call 1800 649 452. For information or assistance regarding the Standard for VET Financial Data, please contact Pat Owen on 08 8230 8619.
AVETMISS complianceWhat are my compliance responsibilities?All RTOs, regardless of funding, are required to meet the same set of national standards for regulation purposes. Depending on your regulator, these standards will either be the AQTF Essential Conditions and Standards for Initial / Continuing Registration, or the VET Quality Framework. For further information, please see the Standards for RTOs section of the National Skills Standards Council (NSSC) website. Under Condition of Registration 6 of the AQTF Essential Conditions and Standards, and Data Provision Requirement 4 of the VET Quality Framework, RTOs must have a student management system that has the capacity to provide the registering body with AVETMISS compliant data. AVETMISS compliant data is presented in data files that are structured based on the AVETMIS Standard. For these files to be compliant, they must meet the definitions, context, file structures, relationships and rules pertaining to the AVETMIS Standard. Total VET activity data reportingIn November 2012, the Council of Australian Governments (COAG) and the Standing Council on Tertiary Education, Skills and Employment (SCOTESE) agreed to the mandatory collection and reporting of nationally recognised VET activity by all VET providers to be implemented from 1 January 2014. This date coincides with the release of AVETMISS 7.0 and the implementation of the Unique Student Identifier (USI). Details of implementation, including any required transition arrangements, are in development and will be communicated by DIISRTE across the sector after further consultation with stakeholders. The announcement outlining the SCOTESE decision can be accessed here.
What information do RTOs need to collect?AVETMISS covers students and their enrolments: who they are, where they study, what they study and the outcome.
Who they are
This information is collected from the student, at time of enrolment. Example enrolment questions can be found at the end of the AVETMISS VET Provider Collection specifications: release 6.1 and in a stand-alone document, Standard enrolment questions example form for R6.1. This example contains the standard enrolment questions that enable RTOs to collect the minimum required information for AVETMISS reporting. RTOs may include additional questions. NCVER has produced a short animation that answers questions about how student enrolment forms are used, why it is important to collect accurate data on the form and how private data (e.g. name, residential street address) is protected. This 90 second animation is available for viewing on NCVER's YouTube Channel, or may be downloaded in MOV file (12 MB) and WMV file (15.5 MB) format. Where they study
This information is provided by the RTO and stored in their student management system. What they study
The above information is determined at the time of enrolment and stored in the student management system. What the outcome is
This type of information is provided by the RTO after the training activity has been completed and stored in their student management system. For detailed information, please see AVETMISS VET Provider Collection specifications: release 6.1 and AVETMISS data element definitions: edition 2.1.
How does my RTO choose a student management system?As a requirement of registration, all RTOs, regardless of funding, must have a student management system that has the capacity to provide the registering body with AVETMISS compliant data. Student management systems (SMSs) may be in the form of:
A system should be chosen based on the RTO's business needs and (where relevant) the reporting requirements of the STAs. When selecting a system, it is important to research the vendor and consider what type of on-going support is provided by the vendor, the maintenance, upgrade arrangements and help desk support. Some jurisdictions have additional publicly-funded reporting requirements and their own arrangements regarding validation and acceptance of data, if the RTO receives government funding. If a RTO is unable to develop or purchase an AVETMISS compliant student management system, we recommend contacting the relevant registering body to discuss alternate options. For STA and registering body contact information, please visit our client support page.
Is my data AVETMISS compliant?You will need to export the data, from your student management system, into "NAT" (national data collection) files. For instructions on how to do this, please contact your student management system vendor directly. NCVER provides a free validation system, to ensure your NAT files comply with the correct AVETMISS format and according to the rules provided in the standard. This validation software is available for download in the AVETMISS validation software section of our website. If the data passes error free through the validation software, then it is considered to be AVETMISS compliant. Some State/Territory Training Authorities (STAs) provide their own means of data validation. For further information on this, please contact the STA directly. For STA contact information, please visit our client support page.
What are NAT files and what do they look like?A NAT (national data collection) file is a text (.txt.) file. There are a number of NAT files that are required to be submitted for the National VET Provider Collection. Each file contains data collected for different reasons, e.g. the Course (NAT00030) file provides information about qualifications or courses to assist with analysis of the type and level of training activity. These NAT files are generated by the RTO's student management system. They are formatted in a specific way, which allows them to be read by the AVETMISS validation software. The AVETMISS VET Provider Collection specifications publication details the specific information to be collected and the format required for the NAT files. A full set of sample NAT files can be found on the Sample AVETMISS (NAT) files page of our website.
AVETMISS reportingDoes my RTO need to submit to the National VET Provider Collection?Publicly funded training activity All publicly-funded training activity data must be submitted to the National VET Data Collection. RTOs that receive government funding for VET training will have national and state/territory reporting obligations. The state/territory obligations will depend on the jurisdiction where training is delivered. For more information, we recommend contacting the State/Territory Training Authority (STA). For STA contact information, please visit our client support page. Fee-for-service training activity Under AQTF Condition 6, fee-for-service training activity data (i.e training activity data that is not publicly-funded) is not currently required to be submitted to the National VET Data Collection. However, NCVER would encourage RTOs to do so. The collection of this additional information will contribute to a more comprehensive understanding of VET training activity occurring in Australia. This, in turn, will lead to more informed decision making processes about funding allocation and infrastructure spending for the VET sector as a whole. TAFEs Under current arrangements, Technical and Further Education Institutes (TAFEs) are required to submit all (publicly funded and fee-for-service) of their training activity data. Important information: Total VET activity data reporting In November 2012, the Council of Australian Governments (COAG) and the Standing Council on Tertiary Education, Skills and Employment (SCOTESE) agreed to the mandatory collection and reporting of nationally recognised VET activity by all VET providers to be implemented from 1 January 2014. This date coincides with the release of AVETMISS 7.0 and the implementation of the Unique Student Identifier (USI). Details of implementation, including any required transition arrangements, are in development and will be communicated by DIISRTE across the sector after further consultation with stakeholders. The announcement outlining the SCOTESE decision can be accessed here.
Where do RTOs submit their AVETMISS compliant data?Publicly-funded training activity data If RTOs undertake publicly-funded training activity, then they must submit data according to the current arrangements within each relevant state or territory. For more information, we recommend contacting the State/Territory Training Authority (STA). For STA contact information, please visit our client support page. Fee-for-service training activity data RTOs delivering fee-for-service training can send their data directly to NCVER, or via the relevant State/Territory Training Authority (STA), as follows:
How do RTOs submit their AVETMISS compliant data?Submissions via State/Territory Training Authorities (STAs) Each State/Territory Training Authority (STA) will have their own requirements for how they wish to receive data. For STA contact information, please visit our client support page. Submissions to NCVER Email: Successfully validated NAT files less than 5 MB can be emailed to vet_data@ncver.edu.au. Post: Successfully validated NAT files can be mailed on disk or other electronic medium to:
Attention: National VET Provider Collections
When is the AVETMISS data due to be submitted?Submissions direct to NCVER Direct data submissions are due to NCVER by 31 March each year, for the previous calendar year's activity. Please note: Due to public holidays, 2012 data is due to NCVER by 28 March 2013. Submissions via State/Territory Training Authorities (STAs) Each State/Territory Training Authority (STA) will have a due date for data submissions, which will be well before the data is due at NCVER. RTOs should check with their STA regarding these cut off dates. For STA contact information, please visit our client support page.
How secure is the AVETMISS data submitted to NCVER?Access to data provided to the national collection under AVETMISS Release 6.1 is governed by a set of protocols agreed by the Ministerial Council for Tertiary Education and Employment. The key principles of the protocols relate to the need for transparency in processes and access to information about vocational education and training. In particular, the protocols aim to:
The protocols for the collection and reporting of VET statistical information may be viewed on the NCVER website at www.ncver.edu.au/statistic/21075.html#protocols. NCVER is governed by a privacy policy for the use of data. No individual can be identified and student names are encrypted in a non-reversible process before any data are provided to NCVER. The NCVER privacy policy may be viewed on the NCVER website at http://www.ncver.edu.au/privacy.html.
AVETMISS validation softwareWhat is the AVETMISS validation software?NCVER provides free software that will validate NAT files, to ensure the data has been entered in the correct AVETMISS format and according to the rules provided in the standard. This validation software is available for download in the AVETMISS validation software section of our website. If the data passes error free through the validation software, then it is AVETMISS compliant. Some State/Territory Training Authorities (STAs) provide their own means of data validation. For further information on this, please contact the STA directly. For STA contact information, please visit our client support page.
Do I need to use the AVETMISS validation software?This will depend on the reporting requirements of the State/Territory Training Authority (STA) where training is delivered. Some jurisdictions have additional reporting requirements and have their own arrangements regarding validating data. We recommend that you contact the appropriate jurisdiction, to determine their reporting process. For STA contact information, please visit our client support page. Registered Training Organisations (RTOs) submitting their data directly to NCVER need to use the latest version of the validation software before submitting their data. Online AVETMISS Validation SoftwareNCVER has commenced roll out of the online AVETMISS Validation Software. The Apprentice and Trainee pilot of the online system highlighted some opportunities for improvement and these modifications are underway. Until then, the PC-based version will be available for VET and VET in Schools data validation. We are looking to move the VET Provider and VET in Schools collections to the online system in the near future.
How do I obtain the AVETMISS validation software and its supporting documentation?If your STA does not preclude you from using the AVETMISS validation software, it is available for download from the AVETMISS validation software section of our website. The validation software has a comprehensive user guide, a quick guide and a list of business rules for errors and warnings (see 'Supporting documents').
How do I monitor the quality of my AVETMISS data throughout the year?The AVETMISS validation software has a built-in preliminary data validation feature. This option allows exclusion of some errors and warnings, especially for records that you know contain incorrect data as they are to be updated at a later date. This feature will not allow you to export data upon validation, as the files have only been partially validated, but it will generate errors and warnings on non-excluded data to enable you to monitor the quality of your data throughout the year. For further details, please refer to Section 5.4 of the AVETMISS validation software user guide.
What documentation is available for the AVETMISS validation software?The validation software has a comprehensive user guide, a quick guide and a list of business rules for errors and warnings (see 'Supporting documents').
AVETMISS validation software troubleshootingWhat do I need to be aware of when running the validation software?
For hints on troubleshooting through issues you may encounter, please see Section 6 of the AVETMISS validation software user guide.
Does the AVETMISS validation software run on Apple Mac computers?Presently the AVETMISS validation software can only be installed on a Mac computer if it has a Windows parallel operating system. For more information, please see the Apple support page.
Which version of Microsoft Windows/Office/Office Service Pack do I have installed?To check which version of Windows you have installed:
To check which version of Microsoft Office is installed:
To check which version of the MS Office Service Pack you have installed: If you are using MS Office 2007:
Example output: "Microsoft Office Word 2007 1234567890 SP2" (this would be Service Pack 2). If you are using MS Office 2003/MS Office XP:
Example output: "Microsoft Office Word 2007 1234567890 SP2" (this would be Service Pack 2).
Why do I get errors and warnings after validation (Data Error Report)?The validation software searches the data to ensure it complies with the AVETMISS rules and formatting. Errors and warnings are generated against records that have breached these constraints. Errors will need to be corrected in the source data. Please see the list of business rules for errors and warnings (under 'Supporting documents'). If the number of errors exceeds 5000, please ensure you are using the correct validation software and patch version.
How do I fix system errors?Please see below for a list of system errors, their cause and how to fix them: Btree error 000 creating BTR file
Btree error 0 on BTR00000
Can't create output file
Error 0000 in re-connect source – database is read-only
Error 0000 in SysInit – System initialisation failure
Install Office system pack
NAT00000 index creation error – short data record found at character point #
Not a valid win32 application
Open index error btr00000
Reset button error 0000. You can't assign a value to this object.
The database 'avetpak0' is read-onlyThis database is in an unrecognised format
Update Office System Pack
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