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 coordinator 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 may not be reported.

Update the funding fields attached to the students’ enrolment.

Refer to the Funding Source Codes

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.

School Type is required for VET in Schools enrolments

School type field is blank

Click into the course link on aXcelerate/students enrolment - click update. School Type field will be visible and select from drop down

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.

Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913

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 one or more subjects which are missing their delivery mode information and this needs to be updated.

May be updated on either the enrolment level or the course level.

Refer to:

• https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039133745

• https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038642286

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.

Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913

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.

Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913

Mandatory field Training organisation delivery location identifier must not be blank

In delivery locations section in aXc the identifier field is blank

• Click into the course - blue link.

• Click update (pencil icon)

• Go to ‘Delivery Location’ field. Beside this field is +NEW button. Click this button

• Click on +Add new delivery location (top of page)

• Enter location details, address etc

• Identifier field: Should be Academy212, 213 etc just depends which number is next to be used (see below)

• Once all these details are entered go back to the course, the deliver location field and select your new location being Academy2xx (street address)

For Academy locations where we train regularly, we normally use the identifier AcademyXYZ. The XYZ is a numerical value and we just +1 for each additional location e.g. Have the identifier field as ‘Academy208 or whatever follows next in the delivery location ID number - could end up being Academy 209 but you will need to check

Outcome Code cannot be 105 if the enrolment start date has passed

Unit is currently set to NoSt - Not yet started (105), with the Activity Start Date set to a date in the past.

Check if student has commenced the unit - look on cloud assess or moodle.

• If so, update outcome to P+E - Participating but studies not finished (with evidence) (5) and add the Activity Start Date. This date is when they first attended (found on attendance record in aXc)

• If not, update the Activity Start Date to a future date to re-check at a later date and keep the outcome set as NoSt (105)

Mandatory field Student Given Names must not be blank

The student only has one name

Okay to leave as is if the name is correct for the student.

Okay as per AVETMISS requirements. However, Mandatory field Student Surname must not be blank is not ok as per AVETMISS requirements.

If a surname is missing and the student only has one name, move the name to the surname, the USI will still verify in this format.

Mandatory field Course Fee must not be blank

There is not currently the option in aXcelerate to put $0 per hour in the finance model. The coordinator has had to individually update each subject.

See instructions outlined in https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038642224/Scope+Management+Policy+and+Procedure#Finance-models---WA-Fee-Free-Coursesfor a work around.

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.

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 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

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 DTET 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 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

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

Training Account Found

Checks if a Training Account has been created. Searches the Skills & Employment portal data (RTO Contact ID field) for the exact Contact ID from aXcelerate.

Formula:

=XLOOKUP(O3,'Paste All Data report here'!H:H,'Paste All Data report here'!V:V,"MISSING",0,-1)

To avoid Claims Error “Training Account not found”. Without a valid Training Account created, we will not receive funding for the enrolment.

Check:

• Contact ID on both aXc profile & SA portal (ensure the “C0” is entered properly)

• Training Account Creation Date on SA portal & Training Account Creation Date (SA) field in aXc enrolment

Action/Update:

• Update Internal unique ID for Participant: field in Training Account for the Contact ID, if required

• Update the Training Account Creation Date (SA) field in aXc enrolment, if incorrect

• If no Training Account exists, see Katrina to discuss

Training Account Date Match

Checks if the Training Account Creation Date (SA) field in aXc enrolment exactly matches the date in the Skills & Employment portal (TA Create Date field).

Formula:

=IF(L3=M3,"Y","CHECK")

We refer to this field in the aXcelerate enrolment, so should keep it up to date for a reference point.

Check:

• The date in the Training Account Creation Date (SA) field in the aXc enrolment

• The training account on the Skills & Employment portal (TA Create Date field)

Action/Update:

• Update the Training Account Creation Date (SA) field in aXc enrolment, if incorrect

Training Account Date created is before the Activity Start Date

Checks if the Activity Start Date in aXcelerate is before the Training Account was created (TA Create Date field in Skills & Employment Portal).

Formula:

=IF(G3>=M3,"Y","CHECK")

To avoid Claims Error “Unit start date is before the Training Account create date”. Any training that commenced before the creation date of the training account is not eligible for funding. If the date is not updated, we will not receive payment.

Check:

• Start date in aXcelerate, and confirm we have the required commencement evidence from the attendance in the workshop/ access date for online

Action:

• If possible with evidence, update to on/after the Training Account Creation Date.

• If the evidence does not match, send to Katrina for approval (will likely still be updated to on/after the Training Account Creation Date).

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 start date is before the Training Account create date

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

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

Check:

• Start date in aXcelerate, and confirm we have the required commencement evidence from the attendance in the workshop/ access date for online

Action:

• If possible with evidence, update to on/after the Training Account Creation Date.

• If the evidence does not match, send to Katrina for approval (will likely still be updated to on/after the Training Account Creation Date).

Participant has already passed this Unit

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, 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:

• Apply any Credit Transfers (60) wherever possible, as per the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037167648

• If you cannot report the unit as a credit transfer due to insufficient evidence, the unit of competency/module can’t be cleared. We cannot put FFS codes in at a unit level in SA. In some cases this error may not ever clear until evidence is obtained.

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

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

This error will occur where:

• We have reported a Unit of Competency where both the previous unit and the new unit start dates overlap

To fix:

• Review enrolment in aXcelerate, ensure that no dates overlap

• If a second instance of the same Unit of Competency is being reported, the Start and End Dates must be after the first instance and must be a Credit Transfer

Combination for same student:

Participant has already passed this Unit & Unit attempts overlap

This error will occur where:

• Admin have accidently put the competencies to W when the student withdrew. Admin then didn’t change these back to competent until after the cutoff for the previous year data.

To fix:

• Only option - Compliance to contact the department and explain the admin error, where the competencies were changed to W. Education.SkillsContracts@sa.gov.au

Training Account Not Found

This error will occur where:

• A training account was created (creation date shown on aXcelerate) but in the SA portal it cannot be found

To fix:

• Could be: The RTO student ID isn’t long enough (student ID on aXcelerate) needs to be 10 characters. If it’s less than 10 character then add C00 e.g. C00xxxxxxx in the training account - edit option. ID’s that were created a few years ago are likely to have less than 10 digits so just fix on the portal by adding a few 0’s to make up 10 digits

• Postal Address Line 1 is invalid

• Postal Address Postcode not supplied

• Postal Address Postcode is invalid

• Postal Address Postcode and State Combination Invalid

• Postal Address State is invalid

• Postal Address Town is invalid

• Postal Address Town and Postcode Combination invalid

/ The same errors for Residential Address

This error will occur where:

• The student’s Postal Address, Residential Address or 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

Mobile Phone No is invalid

Check number in Update Contact screen, and ensure correct number of digits are entered along with no “+61” etc

Duplicate Enrolment across RTO's

This error will occur where:

• The student has already successfully completed the same unit of competency/module with another RTO

To fix:

• Apply any Credit Transfers wherever possible, if we have the supporting evidence according to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037167648

• If you cannot report the unit as a Credit Transfer due to insufficient evidence, the error will remain on the report and will need to be followed up until we can obtain it

Duplicate Enrolment within lodgement

This error will occur where:

• The student has already successfully completed the same unit of competency/module with Strategix

To fix:

• Check enrolment/s, and confirm why we are reporting more than one of the same unit of competency

• Apply any Credit Transfers wherever possible

• Remove any comptencies accidentally pushed through from learner portal/ any comptencies not required

The Outcome Code is 05 or 105 and the enrolment end date has past but is less than 28 days before the lodgement date.

This error will occur where:

• The unit is currently reporting as P+E - Participating but studies not finished (with evidence) (5) or NoSt - Not yet started (105), with an Activity End Date less than 28 days before the lodgement date.

  • The End Date for units that have not yet started (Outcome Code 105) should be reported as the last day of the month that the enrolment is most likely to finish (the correct enrolment end date should be reported in subsequent submissions when the actual end date is known)

  • The End Date for units that have started (Outcome Code 05) should be reported with an End Date after the lodgement date

To fix:

• Review enrolment and unit outcomes

• Update Activity End Dates to a future date

Out of Commencing Period Error

This error will occur where:

• The Activity Start Date for the enrolment is after the Student Commencing Start - End Date period in the CPS Contractual Details (found on TAMS)

To fix:

• Review Start Date

• Review which CPS has been applied to ensure it is the correct one

• Check with the Quality team if unsure

Enrolment End Date is before the Enrolment Start Date

This error will occur where:

• The Activity End Date is before the Activity Start Date

To fix:

• Review enrolment and unit outcomes, check Student Log for enrolment history to see what change has been made

• Update Activity End Date or Activity Start Date accordingly

Reported UoC End Date is greater than CPS Training Activity End Date

This error will occur where:

• The Activity End Date is after the CPS end date

To fix:

• Let the Quality team know

• Refer to the Training Activity End Date in the Contractual Details (found on TAMS > Contracts > My Contracts > Open CPS)

• If an extension of the end date is required, a Variation must be submitted to request one. Refer to the Business Rules - extension must be requested at least a month before the CPS end date.

UoC/Module Hours do not match the hours as defined by STARS

This error will occur where:

• The nominal hours in aXcelerate for a unit don’t match the expected/standard nominal hours for that unit. (Expected/standard nominal hours can be different in different states, e.g. WA have their own nominal hours.)

To fix:

• In aXcelerate, go to Courses - Subjects

• Search the unit code in question and click on the unit name

• Ensure the correct number has been entered in the ‘Nominal Hours’ field. If the error relates to a state that has it’s own nominal hours, e.g. WA, follow the steps below:

  • Next to the ‘Nominal Hours' field click 'Add Overrides’

  • From the dropdown select the relevant state option, then enter the nominal hours according that state’s nominal hours list

  • Click ‘Add’, then click ‘Done’

  • Click the orange ‘Submit’ button.

WA Nominal Hours

NCVER nationally agreed nominal hours

*STARS = Student Training Activity Reporting System

Student is of school age and appropriate documentation must be obtained.

This error will occur where:

• The student is of school age, and a NOA or exemption needs to be obtained

To fix:

• Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724893/Skills+Ready+WA+Policy+and+Procedure#Notice-of-Arrangements-(NOA)-and-Exemptions

• This warning will continue to appear until the department processes on their end. Include a note on the sheet to keep track of where it is at.

UoC/Module is not a core or elective unit and does not belong to the same Training Package as the Contracted Program of Study

This error will occur where:

• A unit has been imported into Strategix’s chosen unit list

To fix:

• The first time this appears for a qualification, the Quality team will check it is the correct unit according to CD Projects and training package rules.

• It will then be marked as blue and will remain on the sheet until the end of year/ when the department clears it off

A student must have the same Concession/Fee Type in a contract

This error will occur where:

• The Concession/Fee Type has changed part way through an enrolment. Eg. A student may no longer be eligible for the concession rate, or may have received a fee exemption

To fix:

• Check the correct Concession/Fee Type has been applied

• Check we have all required evidence

• Ensure a note is recorded on the sheet

• It will then be marked as blue and will remain on the sheet until the end of year/ when the department clears it off

Start and End Dates the same for a Competent outcome

This error will occur where:

• A Competency has been applied with the same Activity Start Date and Activity End Date

To fix:

• Review enrolment data, check if the Competency should be a Credit Transfer or if the Dates need to be amended

Incorrect Fees - either more or less than expected

This error will occur where:

• The department’s system has the expected fee for each unit. Our data from aXcelerate is showing either more or less than this amount.

• The course fee cap might have been reached. Each unit after the remaining amount will then be $0. This is correct.

  • The maximum course fee for non-concession students undertaking a targeted fee relief course in 2024 is $1,200.

  • For concession students and youth, the maximum course fee for undertaking a targeted fee relief course in 2024 is $400.

• The student has a fee exemption applied and therefore the course fees reported are $0

To fix:

• Check over the student fees to ensure they are correct

• If cap has been reached, ensure a note is added on the sheet as each unit the student completes will continue to appear each month

• If fee exemption applied, ensure appropriate documentation is obtained

Wrong CPS used

This error will occur where:

• A different/ expired CPS has been applied to the enrolment

To fix:

• Contract (CPS): field in the aXcelerate enrolment, and update as required

• Check with the Quality team if unsure

Incorrect number of units

This error will occur where:

• The number of units for the student does not match what is expected for the qualification/ Training package rules

• All units in the enrolment may not be reporting (set to a reportable unit outcome, not added etc)

To fix:

• Check aXcelerate enrolment and add any units required

Unsuccessful enrolments check (only have a combination of CT & W-N outcomes)

This error will occur where:

• The enrolment is considered an unsuccessful enrolment due to having been enrolled but never commencing any units. Our completion rates are affected by these unsuccessful enrolments, and therefore should be avoided wherever possible.

• Outcome Code W-N (100) - Never Started - no participation should not be used for the entire enrolment (with no other Outcome Codes), or with only Outcome Code CT (60).

To fix:

• Review enrolment data. When processing a withdrawal in this instance, all units should be outcomed as NR (0) - Not Reported for AVETMISS.

• Refer to https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038281729/Student+Withdrawal+Policy+and+Procedure#Skills-Ready-(WA)-Withdrawal-Information

Incorrect Hours - either more or less than expected

This error will occur where:

• The assessment/training hours for the student does not match what is expected for the qualification/ nominal hours

• All units in the enrolment may not be reporting (set to a reportable unit outcome, not added etc)

• If the student has Credit Transfers which make up the difference in hours - This is okay to leave as is.

To fix:

• Check aXcelerate enrolment and add any units required