National reporting Frequently Asked Questions

National reporting Frequently Asked Questions

FAQ List

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What training data do RTOs need to collect to meet Total VET Activity (TVA) reporting requirements?

Total VET Activity (TVA) reporting requirements mean that all Registered Training Organisations (RTOs) are required to collect data on nationally recognised training including any new enrolments, re-enrolments and completions (for both fee- for- service and government funded training) and report this data to the National VET Provider Collection in accordance with the National VET Provider Collection Data Requirements Policy.

Reporting of TVA must be compliant with the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS). This is the national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.

View NCVER’s AVETMISS technical information page or the NCVER website for more information on AVETMISS

Data provided by RTOs contributes to the National VET Provider Collection, which is the principal source of information on training activity across Australia, the students undertaking it and the courses being delivered. The availability of a central VET activity data collection offers benefits in terms of reducing the amount of data RTOs may be required to provide to separate regulators by applying a collect once, use many times approach.

More information associated with national VET reporting is available on the policy, legislative and standards page.

Do Unique Student Identifier numbers need to be reported?

All students studying nationally recognised training in Australia are required to have a Unique Student Identifier (USI). This USI must be collected and verified before Registered Training Organisations (RTOs) can award a qualification or statement of attainment to the student.

Training activity data submitted according to the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) must include the USI for each of student, unless an exemption from the requirement to be assigned a USI applies.

Data submitted by RTOs forms part of the National VET Provider Collection. When a student requests an authenticated VET transcript through the Student Identifiers Registrar, the student’s USI will be used to draw any matching training data from the National VET Provider Collection to build a transcript for the student of all training undertaken, regardless of the provider.  

By combining the USI and National VET Provider Collection data, an individual is able to see all of their training results from all providers, including completed training units and qualifications. Students will also be able to give an RTO access to their transcript, which will assist RTOs with assessing prerequisites and credit transfer.

Visit the Unique Student Identifier website for more information.

Detailed information on the National VET Provider Collection specifications, the AVETMISS data element definitions and the standard enrolment form are available on the National Centre for Vocational Education Research (NCVER) website.   

Allowance has been made for a reduced set of demographic data to be collected from students in certain situations.

Further information is available under the Partial exemptions section on the reporting exemptions page.

How do RTOs prepare AVETMISS compliant data?

To report training activity, RTOs need to have the capacity to create Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) compliant text (.txt) files from data in their student management system.

Details on the data submission process are available at AVETMISS technical Information and on the National Centre for Vocational Education Research (NCVER) website.

NCVER has made the AVETMISS Validation Software (AVS) freely available for RTOs to validate their data before submission. 

For more information refer to the AVS User Guide available on the NCVER website.

How and when do RTOs submit Total VET Activity Reports?

In most jurisdictions, public Registered Training Organisations (RTOs) should send validated Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) to the relevant State Training Authority (STA). Private RTOs are also required to send validated AVETMISS validated data to the relevant STA.

Having collected validated training information from RTOs, STAs forward AVETMISS Provider Collection data to NCVER for incorporation into the National VET Provider Collection.   

Variations in AVETMISS reporting arrangements apply across state jurisdictions with variances in timing as well requirements for state/territory specific data. RTOs delivering government funded training should contact State Training Authorities for further details on the submission arrangements and frequency in each jurisdiction.

Private RTOs in all jurisdictions can submit AVETMISS validated data on training activity for fee for service students directly to the NCVER. However, in some jurisdictions data can be submitted through the State Training Authorities (together with data on publicly funded students). 

A diagram illustrating the reporting pathways

For further information on submission arrangements please refer to NCVER’s factsheet, Where, when and how do I report my AVETMISS data?

What information do RTOs with a full exemption have to report?

In a limited number of cases, some Registered Training Organisations (RTOs) may be eligible for a full exemption from reporting AVETMISS data, depending on the organisation, student and/or the training program.  For more information refer to the Reporting Exemptions page.

Where the submission of data on nationally recognised training would conflict with defence or national security legislation, or jeopardise the security or safety of personnel working in defence, border protection, customs or Australian police departments, an exemption from reporting AVETMISS compliant data is available. If submission of data does not offend defence or national security legislation, but may jeopardise the security or safety of personnel, aggregated information that does not identify the learner should be reported to the regulator using the Competency Completion Online System.

Organisations that deliver nationally recognised training as an RTO for the purpose of providing vital services to the community (such as emergency, fire, first-aid and rescue organisations) may have received an exemption from their Regulator to submit AVETMISS data.   This exemption::

  • Applies to reporting of training delivered before 1 January 2016, in respect of all nationally recognised training activity;
  • From 1 January 2016, the exemption from reporting will apply only in respect of training activity not delivered on a fee-for-service/commercial basis.  Therefore, these training organisations will be required to submit AVETMISS compliant data in respect of all nationally recognised training delivered on a fee-for-service/commercial basis.

If granted this exemption, aggregated information which does not identify the learner should be reported to the regulator using the Competency Completion Online System.

RTOs not reporting as a result of this exemption must inform their students that qualifications and competencies gained will not appear on the student’s authenticated VET transcript. Visit the reporting exemptions page for more information. RTOs unsure of this exemption should consult with their VET regulator:

Australian Skills Quality Authority

Victorian Registration and Qualifications Authority

Training Accreditation Council Western Australia

Do RTOs need to report only on newly enrolled students, or continuing students as well?

All Registered Training Organisations (RTOs) are required to report all student training activity regardless of whether the student is newly enrolled or continuing (unless the RTO has a reporting exemption).

National reporting of Vocational Education and Training (VET) activity involves registered training organisations (RTOs) collecting data on all nationally recognised training activity and the reporting of this data to the National VET Provider Collection.

This reporting requirement applies to all training organisations that are registered to deliver nationally recognised training

Do Registered Training Organisations that only deliver fee for service training have to report?

All Registered Training Organisations that are registered to deliver nationally recognised training are required to collect data on all training activity, and report of this data to the National VET Provider Collection. This includes both fee-for-service and government funded training. 

Reporting of training activity must be compliant with the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS). This is the national data standard that ensures consistent and accurate capture and reporting of vocational education and training (VET) information about students.

For further information on submission arrangements please refer to NCVER’s factsheet, Where, when and how do I report my AVETMISS data?

Are Registered Training Organisations required to report on overseas student training activity in Australia or offshore training?

If the overseas training is nationally recognised training delivered under the Australian regulatory framework, the data needs to be reported, regardless of where the training was delivered in Australia or off shore.

International students who are studying outside of Australia do not require a USI for Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) reporting (as the system will recognise the place of training and not reject the report). If an International student studying overseas will come into Australia before the qualification is completed, they will be able to apply for a USI once they have entered Australia using their International Passport or Visa. As New Zealand students do not require a Visa to enter Australia, they will only be able to apply for a USI whilst they are in Australia with their New Zealand passport.

Visit the National reporting - policy, legislation and standards page for more information.

What if a student refuses to provide the information which needs to be collected?

The Australian VET Management Information Statistical Standard (AVETMISS) includes student demographic information that needs to be collected by RTOs. This information is used to assess the impact of training on different population cohorts.

More information on what to do if a student refuses to provide the information which needs to be collected is at: Access to and use of National VET Provider Collection data.

The USI system caters for situations where a student has a genuine personal objection to obtaining a USI where they may apply for an Individual Exemption.  Once their application has been approved by the Registrar, RTOs will be able to issue their qualification and report in AVETMISS.

Will Registered Training Organisations need to continue separately reporting competency completion data to regulators once the new VET activity reporting requirements are implemented?

Registered Training Organisations (RTOs) that have submitted Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) data are not be required to submit competency completion data.

RTOs that claimed the 12-month grace period exemption from reporting full AVETMIS standard data about their 2014 delivery activity to the National VET Provider Collection must report competency completion data in 2015 at a qualification and unit of competency level, using the Competency Completion Online System.

RTOs with full exemptions from reporting AVETMISS data are required to report aggregated competency completion data which does not identify the learner, using the Competency Completion Online System. For more information: Refer to the reporting exemptions page..