1. BIIS UNIT Business Intelligence and Information Services Strategic Policy, Resources & Finance DFEEST

2. BIIS Unit responsibilities: Collection of all state training under AVETMIS Standard Reporting to Government agencies and NCVER Reporting within DFEEST for decision making AVETMISS auditing and quality procedures STELA maintenance and support STELA helpdesk and training Data Quality Assurance Coding and classifications General Information

3. RTO Workshops: Housekeeping Unique Student ID Total VET Activity Reporting AVETMISS 7.0 Changes to STELA AVETMISS Reporting 2012 Collection issues Skill Sets 2013 audit issues

4. VET Training Reforms 2014 Commonwealth-State Vocational Education Training (VET) reforms. USI will link students to their records of training they undertook regardless where it occurred from 2015 onwards. TVA - Employers and individuals can make better choices about training options TVA - Industry can know the skills being developed in the training sector TVA - Governments can develop more targeted policies and better direct funding to training priorities

5. Unique Student ID (USI) – fact sheet Commences on 1 st January 2015 due to elections ALL Nationally Accredited Training will be reported under USI RTO must not issue Qualification or SOA without valid USI Will allow capture of a lifetime of individual VET Study for students Easier to collate and authenticate VET Achievements for credit RTO access, with permission, to student’s personal information SMS can interact with the USI systems for ease of creating numbers see www.abr.gov.au/auskeywww.abr.gov.au/auskey http://www.innovation.gov.au/Skills/National/UniqueStudentIdentifi erForVET/Pages/default.aspxhttp://www.innovation.gov.au/Skills/National/UniqueStudentIdentifi erForVET/Pages/default.aspx

6. Total VET Activity Reporting (TVA) - fact sheets Commences on 1 January 2014 RTOs are required to collect and report AVETMISS compliant data for nationally accredited training – both publically funded and FFS RTOs will need to start collecting data from 1/1/2014 for 2014 collection in January 2015. Must be compliant with AVETMISS 7.0 from 1/1/2014 Provide a fuller picture of VET training in the sector and the effort being undertaken. http://www.innovation.gov.au/Skills/National/Reporting/Pages/default.aspx

7. Total VET Activity Reporting (TVA) Governments working to minimise the impact on RTOs STELA – Free government system from DFEEST to use as your AVETMISS compliant Student Management System or have own system and upload SA happy to receive all FFS activity through STELA Large Enterprises can report their Fee for Service activity directly to NCVER, must register on NCVER website Some exemptions or transition arrangements available Partial exemptions do not restrict RTOs from providing full data if it chooses. RTOs will still need to fulfil existing legislative and contractual reporting obligations including the Student and Employer Satisfaction Surveys. RTOs will still need to meet requirements of government funding contracts e.g. S4A, PPP, DFEEST Quarterly reporting.

8. Total VET Activity Reporting (TVA) In January 2015 each RTO must submit AVETMISS compliant data on all nationally recognised training where the RTO is responsible for issuing a qualification or SOA. From 1 January 2014, each RTO must implement policies and procedures to collect full AVETMISS data from their clients, unless exempt Transition arrangement: Where a RTO considers that it will be unable to comply with the above it will be required to notify their VET regulator (ASQA, VIC, WA) that it will be accessing a twelve month exemption. This exemption will mean that the first dot point applies from 1 January 2016 and the second dot point applies from 1 January 2015. http://www.asqa.gov.au/

9. Total VET Activity Reporting (TVA) Exemptions (fact sheet) Full Student Data Exemption: National security, border protection and policing - security issues  Would conflict with defence or national security legislation  must provide annual summary data that does not identify the client  Must collect full AVETMISS data for clients not covered by above Partial Student Data Exemption: Emergency, fire and rescue service organisations – certain training  Training provided to employees and volunteers in these services  Must collect full AVETMISS data for public Fee for Service training

10. Total VET Activity Reporting (TVA) Exemptions (fact sheet) Partial Student Data Exemption: Enterprise registered training organisations – certain training  Training provided to employees and volunteers who commenced employment or volunteering prior to 1 January 2014  Must collect full AVETMISS data for employees and volunteers who commence employment after 1 January 2014 Short Stand-alone units/modules  A list of short units or modules (< 8 hrs) has been defined by NSOC  Any RTO delivering a short stand-alone unit or module on the approved list with < 8 hours training  All other training must provide full AVETMISS Data TVA Policy is available at www.innovation.gov.au/vetreportingwww.innovation.gov.au/vetreporting updates will be on www.training.gov.auwww.training.gov.au

11. TVA Data Exemptions: Partial Exemptions don’t supply: highest school level completed year highest school level completed language indicator labour force status indicator country identifier disability prior educational achievement at school indicator proficiency in spoken English Indigenous status (Enterprise EW, Emergency services only)

12. Total VET Activity Reporting (TVA) South Australia prefers that you submit all your data through STELA DFEEST will submit to NCVER NCVER will upload into CCOS for annual reporting to ASQA DFEEST requires RTOs to report through STELA quarterly each calendar year. Skills for All (fortnightly) and PPP (monthly) payments require more frequent reporting through STELA Annual data must be reported to DFEEST by end of January No exemptions to 31 st January deadline due to constraints ACE and VET in Schools is still to be reported in the same way by 31 st January

13. Any Questions ?

14. AVETMISS 7.0 in 2014: Introduction of the Unique Student ID nation wide – in 2015 now Collect client usual residential address information for geocoding to derive client socio-economic status Add capacity to collect Skill Set information Update the file structures and validation rules –Specific Program ID to be above the line in NAT00120 Remove unnecessary validation rules e.g. study reason different Add new validation rules e.g. record in NAT00130 will need to have enrolment in NAT00120 Name changes e.g. Enrolment Activity Start Date to Activity Start Date –Qualification Issued Flag to Issued Flag due to Skill Sets –Course becomes Program, Unit becomes Subject

15. 2013 Changes to STELA: Maintenance and Administration changes in Semester 1 Internal security and access tightening Addition of Skill Sets for enrolments in 2013 by State codes Superseded courses disappearing off Scope of Registration now open until end of collection year Bugs with Qualification, competency and skill set searches Improvements to Submission Progress Page To come: USI and AVETMISS 7.0 changes Changes to accept files from the new AVETMISS Validation Software Additions to Enrolment Statistics Report

16. Coffee Break

17. 2012 Collection Issues Quarterly reporting not carried out during 2012 Resulting not completed before 31 st January 2013 Duplicate enrolment reports not corrected Activity not resulted and/or no Actual hours uploaded 2011 continuing studies not resulted Student profile data not collected and uploaded e.g. COB Apprentice and Trainee contract numbers (TBA) PPP contract numbers incorrect Fund source codes incorrect (WDE, WDJ not DEO) Certificate issued data missing Activity entered but error reports not corrected – must check Submission Progress page in STELA for error reports

18. 2013 Collection: Quarter 3 2013 data reporting due by 11 th October Annual 2013 data reporting due by 31 st January 2014 All error reports must be corrected by this date All S4A and PPP error reports must be corrected by this date Duplicate Enrolment or Exemption reports must be corrected No Extensions – not in, not reported

19. Submission Progress Page – Tab 1 You “must” ensure that you don’t have any incomplete student details, duplicate students or duplicate enrolments. During the year, it is expected that you may have unresulted students or Not yet Available results. These must be complete by end of year. Always check your Submission Progress page on STELA to review and correct all error reports These reports need to read complete by 31 st January 2014.

20. Submission Progress Page – Tab 2 Other requirements - Check that the funding types with no activity against them should not have activity, then notify the helpdesk by email to remove them. We want a green tab

21. Actual Hours v Nominal Hours: Nominal Hours Designated by Curriculum Developers as guide They represent the nominated hours that it could take to train a student in a unit They are already in STELA database Actual Hours You Upload in NAT00120 (Scheduled Hours) the actual hours into STELA They represent the actual hours spent in training the student –in classroom –in the workplace - hours of total training in work place –For RPL use the time taken for assessment

22. Actual Hours v Nominal Hours: STELA business rules: Actual Hours must be reported for the time the student spends in classroom, you can include assessment time Do not use the nominal hours as actual hours unless you are actually training for that number of hours RPL Actual Hours can be the time taken to assess application Credit Transfer and External study has no hours entered Actual Hours must be <=8 hours per day and fit within the Start and End dates e.g. 1/8/ - 10/8/ = 10 days x 8 hrs = 80 hours actual hours must be less than or equal 80 hours Start and End dates must not be more than 13 months apart, this is the activity time for each unit

23. Resulting Codes: - See handout definitions 20 - Competency Achieved/Pass 30 - Competency Not Achieved/Fail 40 - Withdrawal 70 - Continuing Enrolment 90 - Not Yet Available 99 - Not Started 51 - Recognised Prior Learning – granted 52 - Recognised Prior Learning – Not granted 60 - Credit Transfer 81 - Non-assessable enrolment – satisfactorily completed 82 - Non-assessable enrolment – withdrawn or not satisfactorily completed

24. AP - 70 result: Student completes the theory of a unit in class but still has to be assessed in the workplace – result as 70 - Continuing enrolment payable and “AP” Outcome Identifier – Training Organisation Once the workplace assessment is completed change the “70” result to “Pass” or “Fail” If the 70 is changed to FAIL - the student needs to re-enrol and do the whole unit again, the new enrolment to use pass, the start and end dates should reflect the order of study Only approved Units of Competency that are listed on the www.Skills.sa.gov.au website will be paid under Skills for All www.Skills.sa.gov.au

25. Skill Sets: Skill Sets can be searched for under Training Information in STELA RTOs training in Skill Sets in 2013 must use National Codes in NAT Files but will show State codes in STELA RTOs training in Skill Sets in 2014 must use National Codes STELA will change to National Codes automatically in 2014 BIIS will use the National Code in reporting to NCVER Skill Sets completions will need to be included in the NAT00130 with issue date, no Parchment No See AVETMISS 7.0 changes to NAT00130 and DFEEST Specification

26. AVS Demo Status Report Common Errors

27. RPL and CT confusion: There is often confusion between RPL (Recognition of Prior Learning) and Credit Transfer. RPL is a process undertaken where a student is assessed on their life or work experience to determine if they are competent in a unit. Credit transfer is simply an administrative process - the student has already satisfactorily completed the unit through training. ASQA or the Vet Quality Framework may make a distinction between the terms ‘National Recognition’ and ‘Credit Transfer’. The AVETMIS Standard does not. Competency granted as a result of either the National Recognition or the Credit Transfer process are given the outcome 60-Credit Transfer in your AVETMISS system.

28. Credit Transfer according to AVETMISS: National Recognition: A student has successfully completed a unit and the unit code on their statement of attainment from another RTO matches a unit code they are required to complete with you. Code 60 - Credit Transfer/National Recognition Equivalence: A student has successfully completed a unit and the unit code on their statement of attainment has been superseded by a unit they are required to complete with you. Check www.training.gov.au - is the unit deemed equivalent?www.training.gov.au Yes. 60 - Credit Transfer/National Recognition No. An RPL process can be undertaken to assess student’s current knowledge and skills against the unit. If additional training is required then the Competency Achieved/Pass outcome should be used upon successful completion.

29. According to AVETMISS: Don’t give RPL if a student has to do more training (gap training or whole unit) – should use Pass result Don’t give a pass again if a student has completed a unit and passed: –If a student has been enrolled in a unit in a course with you don’t enrol them in that unit again in that course. –If a student has been enrolled in a unit in a course with another RTO and comes to you to complete course – Credit Transfer –If a student has been enrolled in a unit in a course, with you or with another RTO, but are now doing a different course with the same unit in it already passed – give Credit Transfer

30. 2013 Auditing Issues Given RPL but should be CT – previously studied in another course Given Pass but should be CT – previously studied in another course Given Pass and CT in same course Given Fail but no evidence of assessments attempted, should be withdrawn. Given Withdrawal but should be Not started – never attended Start and end dates for a pass/RPL/credit transfer in the first course enrolment should be before the credit transfer start and end date in the second course Multiple results for any unit in qualifications/courses should have start and end dates that do not overlap

31. 2013 Auditing Issues Documents with no student name or ID number Documents with no unit name or code number Documents not dated and signed by Lecturer No attendance sheets or result sheets Insufficient administration processes No documentation kept Documentation not available for audit, off site or missing Some documents missing - incomplete RPL evidence not including application or unit assessment - should have sample of validated assessment process

32. Auditing Each organisation party to a funding contract with DFEEST in South Australia is obligated to submit VET AVETMISS data This data is subject to analysis, desktop audits, site visits NCVER conducts audits of the previous year’s VET data every three years DFEEST audit every year and can audit the previous year or the current year Audits will include documentation, systems and interviews about processes FFS data will be subject to desktop audits for AVETMISS compliance only

33. Auditing: Documentation: Student’s enrolment forms – must have a new form every year Systems must have the latest student information on them Must verify student identity and concessions Attendance sheets must be signed and dated by Trainers Result sheets must be signed and dated by Trainers Attendance and Results can be marked on one sheet All documentation must have the student’s name or ID and the unit code or name There must be evidence of the student’s unit engagement See 7 forms of evidence handout

34. Auditing: Systems: Outcomes on documentation are same in STELA RTO system is same as STELA RTO system is AVETMISS compliant Interviews: Compliance interviews with organisation’s compliance officer Interviews about processes to collect data Interviews about delivery and assessment methodology

35. Any Questions?

36. Quarter 3 Reporting Due date is 11 th October 2013 Quarter 4 Reporting (End of Year) Due date is 31 st January 2014 STELA Helpdesk 8226 3050 Dfeest.stelahelpdesk@sa.gov.au