Page Comparison

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 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:

Important* Look at the supporting details_2 column on the avetmiss spreadsheet. This will help you see what the unit in question is currently being reported as with start and end dates vs what this unit was previously reported as. This information will help you figure out if the unit is a false multiple or if a ct was missed.

*rare situation: The unit is seen on the USI transcript and it was completed at an RTO in another state. For some reason interstate data doesn’t always record so our data doesn’t recognise it was completed even though the transcript says it was. In this case Coordinator is to email Compliance and they will email DTET to clear this error.

This error will occur where:

1. The student has already successfully completed the same unit most likely with another RTO (check AISS check and click into the quals listed to try identify where this unit was completed) if you can identify the unit on the AISS check ensure you save the page of the qual/listed unit on the students portfolio. Coordinator must then request copy of Certificate/transcript from the student - if student has already completed then might not have much luck obtaining the evidence. Make the unit a CT and make it 20/20 FFS when you click into the unit on aXcelerate.

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 DTET

• For any exceptions to this funding rule, or if it does not clear, Quality will send an email along with supporting documentation to contractmanagement@DTET.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 Compliance team to send an email along with supporting documentation. Compliance will then send to our Contract Manager at contractmanagement@DTET.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 DTET (contractmanagement) along with the student’s ID that proves their address. The error will keep appearing unless Compliance email DTET 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

• Check that there isn’t an accent symbol in the students name or address details. This errors usually appears when there are different characters used in the addresses/names.

If nothing nothing is identified as mentioned above then try the fix below:

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

Date of birth is invalid

Gender must be F, M, X

Country of birth ID is invalid

Survey Contact Status ID must not be blank

If multiple errors like this show at the same time it’s because there’s a symbol incorrectly used in the students name (same as above). Once the symbol is corrected then these multiple errors will clear

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 DTET - 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 DTET for processing.

Invalid Contract/Training Schedule number suppliedWarning - Training Contract has been terminated and Training has not been finalised.

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

• Traineeship cancellation form has been processed by DTET, 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 DTET 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 DTET 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 DTET.

Fix:

• Check if cancellation form has been signed and completed by the relevant parties and sent to DTET 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

DQ_Overlaps

This error will occur where:

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

To fix:

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

DQ_Postcodes_StateID

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 to populate the post code once the suburb is entered

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

• Ensure both the Postal and Street Address fields are entered

DQ_ProgramAudit

This error will occur where:

• A student has been reported as Completed in the Program Completed (NAT00130) file, however, the number of reported competencies do not equal the competency count as outlined in the relevant Training Package rules on http://Training.gov.au (TGA).

To fix:

• Find which units are not reporting - Compare aXcelerate enrolment against error list from department

• Once identified, find out why they are not reporting -

  • Review all units to see if the Do NOT report AVETMISS checkbox is ticked on the unit level (start with any CT’s). If there is no logical reason or record of why this should be ticked, untick

  • Check the Student Log in the enrolment to confirm when competencies were applied. If a competency was applied for a previous collection year, it may not have been re-reported as of yet

  • Check any transitions (if applicable) were processed correctly

All other errors

Activity End Date (XXXXXXXX) must not be before the Collection Period Start Date

No fix required - This error must be ignored

Record for this Client Identifier (C00XXXXXXX) contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS.

No fix required - This error must be ignored

Outcome ID - 70 should not be used for this Activity End Date (XXXXXXXX), unless reporting an Interim collection for future dated activity.

No fix required - This error must be ignored

All other errors

Guidance on fixing all other errors is located on https://www.ncver.edu.au/rto-hub/rto-fact-sheets:
Fixing common validation errors
Identify and fix validation errors

Training Activity Data has been finalised for Commitment Id [{0}]. No further data can be accepted

The final data for this student has been successfully submitted and the Commitment ID has a status of finalised. No further data will be accepted.

More of a notification - The coordinator will need to tick the following box in the student enrolment on aXcelerate:

“AVETMISS: Do NOT report AVETMISS for this Student”

This will ensure the enrolment no longer reports and will not be included in the next submission.

The required number of Core Units of Competency for this qualification as specified in the training package have not been submitted. (Error ID: 1113)

These errors generally appear together, and will occur where:

• All units in the qualification are not being reported

• All units are currently reporting as Not yet started (85)

• Enrolment has been cancelled, outcome Withdrawn (40) has been applied for some/all units however the ‘Hours’ field is set to 0 (this converts the Withdrawn outcome to NR and therefore does not report)

To fix:

• Check Unit Outcomes in the enrolment and update where required

• If Withdrawn, update ‘Hours’ field

The Units of Competency supplied are not in accordance with the Training Package rules for this Qualification [QUAL CODE]. (Error ID: 1110)

At least one Unit of Competency must be reported with an outcome code of 20, 30, 40, 41, 51 or 70 before enrolment data is accepted for subsidised training. (Error ID: 1132)

Earliest Unit of Competency Start Date cannot be changed after commencement of training

This error will occur where:

• The earliest unit start date reported has been changed in this data upload from the date reported in the initial data upload. The earliest unit of competency start date triggers the commencement payment and cannot be changed

• A unit/s start date was changed to a date that is before the first CA was ever reported in the enrolment. The start date will need to be fixed by being a date after the first CA was ever reported on the enrolment.

To fix:

• Go to student log and find the first unit or units that show CA - look at the date of this. Likely this unit or units have had their start date or outcome changed down the track

• Check start dates to confirm correct date

• If a change is required, the Quality team can email the Department who will initiate an override on their end

No valid program identifiers found for client ID (Error ID: 1510)

This error will occur where:

The course code has not been entered at the qualification setup level in aXcelerate.

Compliance will need to fix this and add the course code

Incorrect training activity data has been reported

Quality team to follow instructions on email. They usually detail what was reported incorrectly.

Example:

• Commitment ID was created with a Disability Status, however the status was not reported in NAT00080 file.

Action required: This means our data in aXcelerate collected from the enrolment form does not match what has been entered into the Commitment ID. This is to be reviewed and updated accordingly by the coordinator.

Example:

• Unit(s) of competency (UoC) reported with incorrect UoC start and/or end dates

Action required: Review start and end dates, rectify and submit updated training activity data for the noted student(s). This is generally either the start and end date being too close together (within 2 days) or more than 4-5 units with the same start date.

Student Fee Change

The fee adjustment(s) may be for one or more of the following reasons:

• Credit transfer (CT) and/or recognition of prior learning (RPL) outcomes have been added, changed or removed

• The training start date affecting a student's eligibility for a Fee-Free Scholarship has been changed

• The training start date affecting a student's eligibility for a Fee-Free Traineeship has been changed

• The student's eligibility for a Fee-Free Traineeship has been validated

• The student's eligibility for a Fee-Free Apprenticeship has been validated.

Action required:

• Send to coordinator

• You must now charge the student the "new student fee". This can be viewed in the 'eReporting - Update Student Details' screen on https://online.training.nsw.gov.au/, where you can also view the "new subsidy" and "new loading(s)".

• Review any invoices sent and amend if needed.

Training Activity Data clarification required

Follow instructions on email to find what data need to be clarified, and how to respond. Email generally requests a response to be highlighted accordingly.

Example 1:

• 5 UoCs has been reported with the same started date 05/09/2022

Action required: 

• Confirm that this Training Activity Data has been reported correctly

• Check for commencement evidence (Cloud Assess commencement activities, student activities etc)

Example 2:

• The Training Activity Data shows that the Enrolled Student completed 2 UoCs in a short period of time i.e., same day or 1- 2 days.

Action required: 

• Confirm that the Training Activity Data has been reported correctly

• Check if the course is a short course delivered over a short period of time