Page Comparison

Address - Suburb, Locality or Town and Postcode in combination (SUBURB, POSTCODE) must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.

This error will occur where:

• The student’s post code is either missing or an invalid combination of post code and suburb

• May not have been checked/updated after enrolment has been received

To fix:

• Use aXcelerate’s in-built address function in the Update contact profile screen to populate the post code once the suburb is entered

• Ensure both the Postal and Street Address fields are entered

• Double check post code and suburb against https://auspost.com.au/postcode

Address Location and Postcode in combination (SUBURB, POSTCODE) must match the Australia Post postcode reference list

As above, generally appears along with the above error

A Specific Funding Identifier has been entered, therefore Funding Source - National (11) should be '13' or the Specific Funding Identifier should be deleted

This error will occur where:

• The enrolment fields “Funding Source (State):” and “Funding Source (National):” do not match - If the funding source should be national (either 11 or 13), the “Funding Source (State)” field should not be entered. Basically, under either national or state funding, not both.

To fix:

• Check details and update

• Refer to the Funding Source Codes

Activity periods, for Nationally recognised training, cannot overlap where multiple instances exist for a combination of Training organisation identifier (31418), Unique student identifier (XXXXXXXXX), and Subject identifier (SUBJECT CODE)

This error will occur where:

• Multiple records of the same subject have been reported for the same student with overlapping dates

• The subject may have been pushed through from the learning portal to more than one enrolment, especially cancelled Moodle courses

To fix:

• Check the Activity Start Dates and Activity End Dates for the subjects, and ensure the dates do not overlap

• Check all enrolments

• If more than one Competency has been applied, ensure the earliest Competency date is retained and the second instance is either removed or updated to a Credit Transfer instead

e.g. For SA - Individual Support and disability skill set. Student is enrolled in both intakes. Only the IS intake should have CA’s first and the skill set should have N.R until the IS intake is completed.

Activity Start Date (XXXXXXXX) must not be more than 5 years before the Collection Period Start Date

This error will occur where:

A student has been enrolled in the same qualification/unit for more than 5 years.

Note: this information only applies to Fee For Service training, state funding rules may be different.

To fix:

1. Double check the Activity Start and End Dates fields

2. If correct, Strategix (Quality team) will need to apply for an exemption*:

   1. All other errors must first be corrected, with only this error remaining

   2. You then need to submit a request in writing (to support@ncver.edu.au) outlining the period and error you are requesting an exemption on

   3. Your request must also provide details as to why the exemption is required i.e. explanation as to why the student has taken 7 years to complete the single unit of competency

   4. This will then be sent off for review and the outcome of the review advised in writing. Note: If approved, you will be required to complete this exemption request for all subsequent submissions in which this error is triggered for this client

*Information sourced from email received from NCVER Support to Complaince Compliance on 15 Nov 2023. See information for student Ruth Taylor for more guidance.

'Time between Activity End Date (XXXXXXXX) and Activity Start Date (XXXXXXXX) must not be greater than 5 years'

Multiple claim – this Module/Competency has been claimed previously

This error will occur where:

1. The student has already successfully completed the same unit of competency/module regardless of whether it was claimed under a subsidised program; and/or

2. A change is reported to an existing VET activity data record (i.e. amendment to training Activity start and/or Activity end dates, Outcome identifier, etc.) that has already been paid/reported under an agreement. When VET activity data is changed by a SAS, the system identifies the unit of competency/module as being claimed twice. This is known as a “false multiple”.

   • Note: We refer to these as Data Correction

To fix:

• Check supporting_details_2 column on validation report for information on what has previously been reporting for the error

• Apply any Credit Transfers (60) wherever possible

• If you cannot report the unit as a credit transfer due to insufficient evidence, the unit of competency/module should be reported as fee-for-service

• If believed to be a false multiple, note as Data Correction on the spreadsheet and let the Quality team know

  • The Quality team will confirm it is a Data Correction, and will wait 3-4 reports to see if it clears on its own

    • If the original record is in the current financial year a false multiple will rectify itself, however payment will not be reinstated until the following month (if applicable).

    • If the VET activity data falls outside of the current financial year, the false multiple error will not clear and will remain on the Validation Report. Will need to be reported as fee-for-service or contact DESBT

• For any exceptions to this funding rule, or if it does not clear, Quality will send an email along with supporting documentation to contractmanagement@desbt.qld.gov.au.

State funding not approved – Previously held qualification

This error will occur where:

• Certificate 3 Guarantee - if the student already holds a Certificate III or higher-level qualification.

• Higher Level Skills – if the student already holds a Certificate IV or higher-level qualification.

Having previously completed a qualification in most instances deems the student ineligible for funding. Exemptions include:

• Completed in school

• Strategix accidentally reported a completion date, and has since corrected this (student only completed the qualification once)

How do I fix it?

• If the student is ineligible for further Government funding, remove the fund source code and the agreement number and report the training and assessment as fee-for service.

• If you believe the student is eligible for an exception to the eligibility criteria of the funding program, notify the Quality Compliance team to send an email along with supporting documentation. Compliance will then send to our Contract Manager at contractmanagement@desbt.qld.gov.au.

The postcode/suburb combination is not a Delivery Area on the Australia Post list

This error will occur where:

• The student’s post code is either missing or an invalid combination of post code and suburb

• May not have been checked/updated after enrolment has been received

To fix:

• Use aXcelerate’s in-built address function in the Update contact profile screen to populate the post code once the suburb is entered

• Ensure both the Postal and Street Address fields are entered

• Double check post code and suburb against https://auspost.com.au/postcode

Invalid Tuition Fees Supplied

This error will occur where:

• No finance model is selected - The Tuition Fee/Plan: field updated with the finance model links through to the field "Client Tuition Fee: $XXX / subject" for the enrolment

• The finance model may not have been added in the qual/template (Compliance will need to fix this)

• The finance model has been applied, however the funding has been overridden at the unit level by applying a different funding code for that individual unit (for example, enrolment = Job Trainer, units after a certain date = C3G)

To fix:

• Double check what fees should be applied

• Apply finance model where possible (if old finance model is deactivated, ask the Quality team to reactivate it temporarily)

• If funding has been overridden at the unit level, the fees reported for that unit need to match the funding type. For example, the units under Job Trainer should be reported with $0.00 fees, and units under C3G should be $xx.xx / subject.

  • In this case, you would update the ‘Subjects Cost’ field at the unit level.

Student’s residential postcode is not in Queensland

The first time this error appears the Coordinator will need to fix address/postcode in aXcelerate and mark off in green on avetmiss spreadsheet. This error is likely to occur the next few times the report is run - in this case Compliance need to email DESBT (contractmanagement) along with the student’s ID that proves their address. The error will keep appearing unless Compliance email DESBT with evidence

AISS search not conducted

This error will occur where:

• The AISS search either not done or

• The AISS search was done, however the name or DOB is incorrect

To fix:

• Check all student details and conduct new AISS check

• Confirm funding eligibility with new check

At school flag of Y is inconsistent with Labour force status identifier of '01'

This error will occur where:

• The "At School:" field recorded in the VET Related Details (from the enrolment form) does not match the "Employment Status:" field - Refers to secondary school, and the employment status must be logical. For example, generally should not be At School but working Full Time.

To fix:

• Double check details from enrolment form

• Confirm with student if needed

• Update either the "At School:" field or the "Employment Status:" field

Survey Contact Status ID must not be blank

In the enrolment, the field ‘Study reason’ should have an answer selected. Don’t leave as ‘not specified’. To check what the student answered for this go to their portfolio and look at the enrolment form application. Whatever the student answered for ‘What is your primary reason for wanting to study with us’ enter that answer in the study reason field on aXc

You have assigned a Queensland Subsidy Contract Number but the State Fund Source Code is not compatible. Please check the allocation of this Fund Source code. It may affect your payments.

This error will occur where:

• The enrolment fields “Funding Source (State):” and “Contract/Schedule:” do not match

To fix:

• Check details and update

• Refer to the Funding Source Codes

• If the unit showing as an error is a CT or C then you will need to:

• Click into the unit on aXc

• Extend the ‘Additional Fields’ section (drop down)

• Have Funding source National and State as 20

• Contract/Schedule: it might look like it’s on ghost mode but you will need to change this to show ‘blank - unclaimable subject’

Training Agreement status was not active for the end date supplied for module/competency.

This error will occur where:

• Traineeship extension form has not yet been processed by DESBT - May need to wait

To fix:

• Check if student intends to continue course. If so, check the extension form has been signed and completed by the relevant parties and sent to DESBT for processing.

Warning - Training Contract has been terminated and Training has not been finalised.

This error will occur where:

• Traineeship cancellation form has been processed by DESBT, and the enrolment on our end has not yet been finalised/withdrawn

To fix:

• Review student progress on learning portal - ensure any Competencies or Withdrawns are pushed through to process withdrawal

• Review Activity End Dates - ensure the date is within the training contract dates

  • Withdrawns can be back-dated to cancellation date

  • Competencies - Check with management

Note: This way around is not great, as we may not be able to claim and report outcomes (Withdrawns, Competencies etc) if the agreed date has already passed. There should be communication with the trainer/employer/AASN around what agreed date is required to allow time for processing on our end for reporting and claiming outcomes (withdrawns, comptencies, completions etc). We will not get paid if the dates are not suitable.

Your organisation is not recorded as the SRTO for this Apprentice/Trainee for the duration of the training activity.

This error will occur where:

• Traineeship extension form has not yet been processed by DESBT OR

• The traineeship completion form or cancellation form was completed with an agreed date that is before/after our Start and End dates.

Fix:

• Check if student intends to continue course. If so, extension form has been signed and completed by the relevant parties and sent to DESBT for processing OR

• Amendment form to correct the date.

Withdrawn (40) outcome not supported - No record of Apprentice/Trainee training contract cancellation, withdrawal or change of SRTO.

This error will occur where:

• Traineeship cancellation form has not yet been processed by DESBT.

Fix:

• Check if cancellation form has been signed and completed by the relevant parties and sent to DESBT for processing.

Invalid Contract/Training Schedule number supplied.

This error will occur where:

• Appears when contract/schedule or training number is blank and has not yet been received OR

• Occasionally appears when an enrolment type is selected as Traineeship but actually isn't.

Fix:

• Select the applicable contract from the drop down options

• Refer to the Training Downloads - Snapshot Changes report and Approved Contracts report in the Partner Portal. Once the contract details appear these can be added into the aXcelerate enrolment OR

• Update enrolment type to "Other/Normal" if not a traineeship.

Invalid Contract, qualification or Training contract registration number supplied (User Choice/traineeship)

Several reason why this error will occur:

• if the activity start date for the unit of competency is prior to the start date of the student's training contract;

• if the activity start date for the unit of competency is prior to the approved start date for the qualification on the Supplier's Delivery Schedule;

• if the activity end date for the unit of competency is after the effective end date of the student's training contract;

• if the activity end date for the unit of competency is after the end date for the qualification on the Supplier's Delivery Schedule;

• if the Purchasing Contract Identifier (Contract Number) in the VET activity data is incorrect; and

• if the qualification reported does not match the qualification recorded against the student's training contract.

Fix:

• Identify that you have reported either the activity start date, activity end date or qualification incorrectly. If reported correctly, the student will not be eligible for funding.

All other errors

SAS Guide to Contract Errors