​​​​​​​​​​​​​​​RTO data collection

​Registered training organisations (RTOs) are required to report 'Total VET Activity' to the National Centre for Vocational Education Research (NCVER) either directly or through their state training authority.

This means that RTOs must collect and report full AVETMISS data relating to all students, in addition to any funding requirements.

What is AVETMISS?

The Australian VET Management Information Statistical Stand​ard (AVETMISS) (PDF, 1.2MB) is a national data standard for RTOs that details the requirements for providing nationally ​​​consistent data on vocational education and training (VET) students and courses, apprenticeships and trainees, and VET in schools. It is the authoritative reference for definitions, context, file structure, relationships and rules pertaining to VET data collection.

The standard should be read in conjunction with the AVETMISS data elements definitions (PDF, 1.4MB)​ and Queensland's state-specific requirements, available on DETConnect.

How do RTOs report VET activity for Queensland students?

RTOs contracted to deliver VET in Queensland must report to the Queensland Department of Education and Training via DETConnect, which is a secure website offering an easy, consistent and effective method of information exchange between the department and RTOs. AVETMISS Training Activity is a facility within DETConnect where RTOs can upload their AVETMISS data. RTOs can submit data as often as they need to, provided they comply with relevant reporting requirements outlined in departmental program policies and/or agreements.

Queensland RTOs that deliver non-funded training are also required to report Total VET activity to NCVER, and can do so directly via AVETMISS Validation Software or via the AVETMISS Training Activity facility on DETConnect.

RTOs who deliver a combination of funded and non-funded activity, may choose to either:

  • ​report all activity to the department, or
  • split their return and report funded activity to the department and non-funded activity to NCVER.

Data validation​

Data submitted to the department is electronically assessed to check AVETMISS compliance and is also validated against a series of Queensland Government databases.

The department's Data Management team​​​ provides assistance to correct errors that may be generated during the validation process. Data submissions validate through a number of processes, including:

  • AVETMISS, STAC and GENERAL 'error type' checks - to identify reported data that is not compliant with the AVETMISS Standard or state-based reporting requirements.
  • Checks against the department's Direct Entry Level Training Administration (DELTA) database - to identify errors relating to data reported for registered Queensland apprentices and trainees.
  • Learner Unique I​​​dentifer (LUI)​ error type checks - to check the validity of LUIs while also identifying any students who may need to be reported or those whose details are inconsistent with Queensland Curriculum and Assessment Authority (QCAA) records.
  • Checks against the department's VET Accreditation and Registration System (VARS) - to identify issues regarding programs and/or subjects reported. A common VARS error is 'error number 1235 - Module is not linked to this course'. This error can be resolved by completing an addition to VARS request form (XLS, 735KB).

In addition to the above error types, funded RTOs may receive contract errors. ​Refer to the list of error fact sheets​ for help to correct these errors.

If reported data contains errors as a result of the validation process, RTOs are emailed validation documents that are also available in their DETConnect account. RTOs are reminded that any validation errors in their data may prevent the Data Management team from including their organisation's data in national data collections reported to NCVER. RTOs should therefore make every effort to correct errors in a timely manner.

What is a Learner Unique Identifier?​

A Learner Unique Identifier (LUI) is a 10-digit number issued to young Queenslanders when they are registered for a Queensland Certificate of Education (QCE) during year 10 or in the 12 months before they turn 16. All learning providers can register young Queenslanders via the Senior Learning Information Management System (SLIMS) and bank VET activity into a student's learner account. Please note that it is generally the role of schools to register young people in SLIMS, so care should be taken not to duplicate a student's registration.

RTOs can register to access SLIMS by completing a Local System Administrator Account Request​.

All activity reported to the department that includes valid LUIs, and is error free, is regularly submitted to QCAA on behalf of RTOs.

Unique Student Identifiers

All students engaged in nationally recognised training need to have a Unique Student Identifier (USI). They help to:

  • ​​link a student's VET achievements, regardless of where in Australia they did the course
  • let students easily access secure digital transcripts of their achievements (transcripts will be available from 2016)
  • give students more control over their VET information.

Contact information​

​Contact​ the department's Data Management team on (07) 3513 6899 or via email to stac@det.qld.gov.au​.

For general enquiries about funded training, contact the Contract Management and Performance team by phone on 1300 369 935 or complete an online enquiry.

Contact the QCAA SLIMS helpdesk on (07) 3864 0269 or via email to slims@qcaa.qld.edu.au​.

Additional links

NCVER's factsheet 'Where, when and how do I report my AVETMISS data?' (PDF, 577KB)​​ provides additional information to help you determine where your RTO should report national data.

The Australian Qualifications Framework (AQF) is the national policy for regulated qualifications in the Australian education and training system.

Australian Skills Quality Authority (ASQA) is the national regulator for Australia's vocational education and training sector. ASQA regulates courses and training providers, to ensure nationally approved quality standards are met, through the VET Quality Framework.

The My Skills​ website is hosted by the Australian Government and connects individuals and employers looking to undertake training with training organisations that best suit their needs. 

The Queensland Training Information Service (QTIS) displays information on apprenticeships and traineeships approved for delivery in Queensland, including details on supporting courses and qualifications, restricted callings and preferred suppliers.

The training.gov.au​ website is the national register for training in Australia and contains authoritative information about RTOs, nationally recognised training (NRT) and the approved scope of each RTO, to deliver NRT as required in national and jurisdictional legislation within Australia.

Nominal Hours for Training Packages, Programs and Subjects can be found on the Victorian Department of Education and Training Purchasing Guides website.

Related information

Licence
Creative Commons Attribution 3.0 Australia (CC BY 3.0) (https://creativecommons.org/licenses/by/3.0/au/ )
Last updated
07 September 2016