Getting your 2016 reporting right and on time
It is important to ensure that you have submitted accurate data to NCVER. Once the Transcript Service is activated, the data you submit will be used to generate online transcripts by students.
Any errors found in the transcript will need to be corrected by the responsible RTO in their Student Management System as well as in the National VET Data Collection, so the key is to submit accurate data the first time. When the collection window is closed, these corrections can only be made via the USI Transcript Update Tool. For more information on the USI Transcript Update Tool refer to the USI Transcript Update Tool Fact Sheet.
The collection window for direct reporting of 2016 AVETMISS fee-for-service activity to NCVER opened on 3 January 2017 and will close on 28 February 2017. For RTOs reporting their fee-for-service data to a State Training Authority (STA), please note their deadline may be earlier than this. If you are unsure of your individual reporting requirements, please check with your STA in the first instance. You may also wish to review NCVER’s Where, when and how do I report my AVETMISS data fact sheet. Queries in relation to AVETMISS reporting may be directed to the NCVER.
HANDY TIPS FOR REPORTING USIs IN YOUR AVETMISS DATA SUBMISSIONS
- CHECK FIRST - More and more students will already have a USI by now. Ask your student if they have done any study since 1 January 2015, or if perhaps they have an old text message or email from the USI Office with their USI. This will help avoid unnecessary duplicate USIs.
- COLLECT, VERIFY or CREATE EARLY - Collect and verify or create a USI as close to enrolment as possible. Most USI reporting issues arise from delaying or deferring collection. If verification is unsuccessful, use the ‘Existing USI Search’ function or ask students to login to their account using the quick ‘Forgotten USI’ function upon enrolment or immediately after. This will also ascertain if you have the correct details for the student. It is important to verify if you did not create the USI as it ensures that you have the right student and also because it is a requirement under the RTO Standards.
- FOLLOW UP QUICKLY - Any USI problems should be followed up quickly with your students before you lose contact with them. Always ensure all personal /contact details for the student are entered, including middle names. The more information entered and collected, the easier it will be for the student and RTO to recover the USI in future.
- SEEK HELP - If you are unsure about the USI process, contact the USI Office on 1300 857 536 or at USI@education.gov.au for more information. Questions about AVETMISS reporting requirements should be directed to the NCVER.
Blank USI = AVETMISS Validation error (for 2017)
It is important to note that RTOs will no longer be able to make AVETMISS submissions with a blank USI field for completed qualifications. A validation error will be triggered in those instances and you may not meet your reporting obligations under AVETMISS. For information on AVETMISS validation rules for USI please refer to the NCVER AVETMISS Fact Sheet.
New USI Exemption Classification Codes
SHORT -The temporary partial exemption from the USI for ‘single day courses’, has been extended to 31 December 2017. RTOs accessing this exemption this year must enter a “SHORT” value into the USI field for their AVETMISS submissions with a collection year of 2017. However, for 2016 reporting, RTOs unable to collect a USI for students completing a single day course may leave the USI field blank in their 2016 AVETMISS submissions.
Please note that RTOs must report a USI provided to them, even if the course was delivered in a single day. Additionally, if a student does not provide a USI, RTOs must advise them that their training will not appear on their USI transcript.
INTOFF - RTOs who deliver training to international off shore students, not studying in Australia, will now be required to use the code ‘INTOFF’ (international offshore) into the USI field for their AVETMISS submission with a collection year of 2017.
For information on exemptions, please visit the USI website.
Device AUSkey Certificate Renewal
Is your Organisation’s device AUSkey due for renewal? Student Management Systems (SMS) use a Device AUSkey to authenticate the connection with the USI Registry System. Our records show that a significant number of RTOs created their Device AUSkey in the first quarter of 2015 (just after the USI Registry System went live). It is important to note that a device AUSkey has an expiry date of 2 years after creation. If you are unsure or need more information, please talk to your organisation’s AUSkey administrator or go to https://www.usi.gov.au/training-organisations/device-auskey-certificate-renewal