CURRENT DRAFT NEEDS REVIEW

INTERNAL

ALL STAFF

01 Jul 2024

Activity End Date for TLIA2013 (DD/MM/YYYY) must not be in the future for final outcome 20

Or

Activity End Date for CHCLEG001 (14/05/2020) must not be in the future for final outcome 60

A final outcome (CT, Competent or RPL) has been awarded and the outcome date is in the future, this is not a possible combination.

The end date should be the actual date the outcome was determined. The administrative assistant must correct the date in aXcelerate.

Mandatory field Funding source (national) must not be blank

Missing funding codes. These are required in order for the data to be submitted. Any enrolments not containing funding codes will never be reported.

Update the funding fields attached to the students’ enrolment.

Mandatory field USI must not be blank

The student who has been reported with accredited training is Missing USI.

Important: A missing USI is a breach in reporting requirements.

Must obtain a USI, we cannot choose to not report competencies for VET accredited training. The only allowance for not reporting an outcome is where the Fees have not been paid.

USI for this contact has not yet been verified in aXcelerate

A USI has not been verified. A USI must be verified to ensure that training data is not submitted against a USI which belongs to someone else.

Important: An unverified USI is a breach in reporting requirements.

The USI must be verified prior to submitting the data.

Activity End Date for MSS402051 (12/12/2019) has elapsed for interim outcome 70

The student has a CA outcome and it is dated in the past.

Either the subject:

• Should have a Competent outcome or

• Has a proposed end date which needs to be set to a future date.

Mandatory field Delivery mode identifier must not be blank

and

Mandatory field Predominant delivery mode must not be blank

The Subject is missing a Predominant delivery mode and/or delivery mode

The student has a subject or subjects which are missing their delivery mode information and this needs to be updated.

Activity Start Date for TLIB2008 (01/12/2019) must not be in the past for not-started outcome 85

A subject which has an outcome of Not Yet Started has a date which is in the past, this is not a possible combination.

Either the subject:

• Should have a Continuing Activity (outcome 70) or

• Requires its proposed end date to be set to a future date.

Activity End Date for CHCCOM005 (22/11/2019) must not be before the Activity Start Date (26/12/2019)

Either:

• The end date for a subject has been set to a date before the correct start date or

• The start date has been set to a date after the correct end date.

Update the end or start date to the correct date, both should match when either commencement activity or the outcome was awarded/occurred.

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

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 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 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 team to send an email along with supporting documentation 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 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.

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 eligibilty with new check

At school flag of Y is inconsistent with Labour force status identifer 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

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

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/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:

• 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.

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

To fix:

• Check start dates to confirm correct date

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

Incorrect training activity data has been reported

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: 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.

Example:

• 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 by explaining how the student has Participated in Subsidised Training that exceeds mere attendance in multiple UoCs commencing on the same day.

Example:

• 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 by explaining how all of the training and assessments were conducted within a short period of time.  

Activity End Date (19072018) must not be before the Collection Period Start Date

No fix required - This error must be ignored

Record for this Client Identifier (C0XXXXXXX) 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 as the data is not being reported to NCVER, it is only being validated using this system then will be reported directly to SA.

Outcome ID - 70 should not be used for this Activity End Date (30092019), 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

Duplicate Enrolments

This error will occur where:

• The same Subject and Program (Course) and a successful outcome (Competent - 20 or RPL - 51) has been reported multiple times for the same student

• Data might have been pushed through from the learning portal to a second or previous enrolment

To fix:

• Check if we have more than one enrolment

• Remove any duplicates

Discontinued Studies

This error will occur where:

• The data was previously reported as outcome ‘Continuing activity (CA) - 70’ and is now missing/ not reporting

• 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:

• Review enrolment data, check what was previously reported

• Update enrolment data accordingly

• If Withdrawn, update ‘Hours’ field

• If you incorrectly reported the outcome as ’70 – Continuing activity’ and the student did not commence training in the
  subject, report the subject with an outcome of ’85 – Not yet started’ with an end date in the current collection year (eg. 31/12/2023). Notify the Quality team who will ensure the USI Transcript is updated and the data is taken care of at the end of the year.

Qualification completion payment cannot be paid unless the Training Account status is set to Qualification Issued.

The Training Account for this Participant has not been updated to reflect that the Qualification is complete.

Update the status of the Training Account to 'Qualification Issued';
Record the Parchment Number and issued date; and The Course / Qualification meets Completion payment criteria.

Unit end date is before the Training Account create date

Provider is reporting units with training end date before the
Training Account create date

Any training activity that ended
before the date of the Participant’s Training Account is created is not
eligible for subsidies.

Participant has already passed this Unit

Note: this is the one that could be a data correction when something has changed after the unit of competency has been reported

Evidence Statement of Attainment or USI Transcript as per the Credit Transfer Policy and Procedure

Unit attempts overlap, this unit start date is within a previous unit attempt start and end date range for this unit.

A Provider is reporting an attempt for a Unit of Competency where both previous unit and the new unit start dates overlap

Review AVETMISS data for this Participant. Additional attempts at
a Unit of Competency must have a commencement date which is after the completion date of the Participant’s prior attempt.

• List here

See Funding

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List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document

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Details / Decisions: