Migrate from AVETMISS 7.0 to AVETMISS 8.0

** This documentation is old and no longer relevant - please search for other documentation**

If you are a Registered Training Organisation you need to report AVETMISS data. As part of NCVERs constant improvement program, changing needs and data re-organising they regularly release new versions of the data specification. This involves CourseSales.com creating new fields, removing fields, or re-arranging how the fields are reported. The following guidance will help those who wish to migrate their forms and data to ensure you are meeting the latest standards.

To complete these instructions you will need to be familiar with editing and publishing Forms.

Quick changes

The following might differ depending on whether you are obligated to report to any state training authorities. If you report to a state government training authority (and not NCVER), attempt to have your data validated as soon as possible to confirm if you have made the necessary changes. Login and create the 2018 fields by navigating to: Forms tab>Fields>Configure ‘Create AVETIMSS 8.0 Fields Only’

The following assumes that you have reported all AVETMISS 7.0 data (ie up to 2017) and are only registering data onwards for 2018.

Scenario A

RTO delivering short courses (just units, no programs/qualifications) with FULL or REDUCED national reporting, NOT operating any ‘VET in Schools’ courses nor doing state reporting.

Remove Training Organisation Type and AVETMISS 7.0 State Identifier field from the Companies License form
Change AVETMISS 7.0 Delivery Mode Identifier to AVETMISS 8.0 Delivery Mode Identifier on the Course Module form (for Units and Modules, if you use both)
Remove AVETMISS 7.0 Subject Flag and AVETMISS 7.0 Scheduled Hours field from the Course Module form (for Units and Modules, if you use both)
Add AVETMISS 8.0 Survey Contact Status to the Document and Contact forms as a private field (not for the customer to fill out). Ensure the default is set to ‘Available for Survey use’.
Remove from the Document and Contact forms: Year Highest School Level Completed and Proficiency in Spoken English Identifier. Note: removing these fields from existing forms will remove this data for all other past student records. This might affect any future reports of past AVETMISS 7.0 data.

Scenario B

RTO delivering programs/qualifications with national reporting, NOT operating any ‘VET in Schools’ courses.

Remove Training Organisation Type and AVETMISS 7.0 State Identifier field from the Companies License form
Change AVETMISS 7.0 Delivery Mode Identifier to AVETMISS 8.0 Delivery Mode Identifier on the Course Module form (for Units and Modules, if you use both)
Remove AVETMISS 7.0 Delivery Mode Identifier field from the Course Module form (for Units and Modules, if you use both)
Add AVETMISS 8.0 Survey Contact Status to the Document and Contact forms as a private field (not for the customer to fill out).
Remove from the Document and Contact forms: Year Highest School Level Completed and Proficiency in Spoken English Identifier. Note: removing these fields from existing forms will remove this data for all other past student records. This might affect any future reports of past AVETMISS 7.0 data
Remove AVETMISS 7.0 Program recognition identifier, AVETMISS 7.0 Program level of education identifier, AVETMISS 7.0 Program field of education identifier, AVETMISS 7.0 ANZSCO identifier and AVETMISS 7.0 VET Flag fields from the Qualifications form.

Scenario C

RTO delivering programs/qualifications with state reporting, NOT operating any ‘VET in Schools’ courses.

Add AVETMISS 8.0 Date Program Completed, AVETMISS 8.0 Parchment Issue Date, AVETMISS 8.0 Parchment Number to the Contact Qualification form
Add AVETMISS 8.0 Survey Contact Status to the Document and Contact forms
Remove AVETMISS 7.0 Training Organisation Type and AVETMISS 7.0 State Identifier fields from the Companies License form
Add AVETMISS 8.0 Predominant Delivery Mode to the Course Module form (for Units and Modules, if you use both)
Change AVETMISS 7.0 Delivery Mode Identifier to AVETMISS 8.0 Delivery Mode Identifier on the Course Module form (for Units and Modules, if you use both)
Remove AVETMISS 7.0 Subject Flag and AVETMISS 7.0 Scheduled Hours fields from the course module form
Remove AVETMISS 7.0 Program recognition identifier, AVETMISS 7.0 Program level of education identifier, AVETMISS 7.0 Program level of education identifier, AVETMISS 7.0 ANZSCO identifier and AVETMISS 7.0 VET Flag fields from the Qualifications form.

Scenario D

For those RTOs who deliver in schools. (Assumptions: State reporting of programs/qualifications)

Add AVETMISS 8.0 Date Program Completed, AVETMISS 8.0 Parchment Issue Date, AVETMISS 8.0 Parchment Number to the Contact Qualification form
Add AVETMISS 8.0 Survey Contact Status to the Document and Contact forms.
Remove AVETMISS 7.0 Training Organisation Type and AVETMISS 7.0 State Identifier from the Companies License form
Add AVETMISS 8.0 Predominant Delivery Mode to the Course Module form (for Units and Modules, if you use both)
Change AVETMISS 7.0 Delivery Mode Identifier to AVETMISS 8.0 Delivery Mode Identifier on the Course Module form (for Units and Modules, if you use both)
Remove AVETMISS 7.0 Subject Flag and AVETMISS 7.0 Scheduled Hours from the course module form
Add AVETMISS 8.0 School Type Identifier to Documents and add values for those where they are undertaking a VET in Schools subject/program
Remove AVETMISS 7.0 Program recognition identifier, AVETMISS 7.0 Program level of education identifier, AVETMISS 7.0 Program level of education identifier, AVETMISS 7.0 ANZSCO identifier and AVETMISS 7.0 VET Flag from the Qualifications form.

You are finished with the changes now, remember to save and publish ALL affected forms, if you wish to learn more read on..

Specific field change details

AVETMISS 8.0 Alternative Email Address

this is a new field that collects data to be reported in the NAT00085 file. This is an optional field for national reporting, seek guidance from your state authority to see if this is required. This could be added to Document and Contact forms.

AVETMISS 8.0 Date Program Completed

this is a new field that collects data to be reported in the NAT00130 file, this replaces the AVETMISS 7.0 field ‘Year Program Completed’. This field would be found on the Contact Qualifications form. No action is required as CourseSales.com already records the date the Program is completed.

AVETMISS 8.0 Parchment Issue Date

is a new field that collects data to be reported in the NAT000130 file, for state reporting. This field is not required for National reporting. This field would be found on the Contact Qualifications form. No action is required unless you state requires this field. When a parchment is issued to a student for the completion of a program this should be the date entered on the parchment (the creation date) not the application date or the graduation date.

AVETMISS 8.0 Parchment Number

is a new field that collects data to be reported in the NAT000130 file, for state reporting. This field is not required for National reporting. This field would be found on the Contact Qualifications form. No action is required unless you state requires this field. When a parchment is issued to a student for the completion of a program this should be the number on the parchment used to keep a record of the issue.

AVETMISS 8.0 Predominant Delivery Mode

is a new field that collects data to be reported in the NAT00120 file, for state reporting. This field is not required for National reporting. This field would be found on the Course Category or Course Module forms. No action is required unless you state requires this field. Predominant delivery mode identifies which of the modes available in combination in the Delivery mode identifier field is the largest or only component of delivery for subject activity. eg: Internal delivery, External delivery or Workplace-based delivery.

AVETMISS 8.0 School Type Identifier

is a new field that collects data to be reported in the NAT00120 file, for school reporting. This field would be found on the Course Category or Course Module forms. School type identifier is used for reporting a school student’s participation in VET in Schools by their educational institution. This field must not be blank if the training activity in a program of study is a VET in Schools program. eg: School — Independent, Technical and Further Education institute, Community-based adult education provider, Privately operated registered training organisation.

AVETMISS 8.0 Survey Contact Status

is a new field that collects data to be reported in the NAT00080 file. This field would be found as a private field on the Document and Contact forms. Survey contact status is used to exclude clients from participating in the Student Outcomes Survey and other communications. The classification value ‘E – Excluded from survey use’ should only be used if the client (or parent/guardian) objects to being surveyed or requests address information is withheld. RTOs are not required to ask clients if they fall into this category i.e. use the code only when the information is volunteered. To be able to submit your data a value will need to be selected for this. It is possible to set up a default value for any new registrations. If you do not have a value here you will get an error from the AVS NCVER software that says ‘Survey contact status must not be blank or invalid’.

AVETMISS 8.0 Delivery Mode Identifier

found on the Course Module form is a replacement field for AVETMISS 7.0 Delivery Mode Identifier, it is formatted differently so all modules will need to be updated to reflect this new format. Once the change from AVETMISS 7.0 to AVETMISS 8.0 is made you will need to update all Modules before exporting AVETMISS 8.0 data - note that you could put a default value on this field to make this easier for future course modules, unfortunately all existing modules need to be updated manually.

Other changes

Training Organisation Type and State Identifier

usually reported in NAT00010 are no longer required on the License Companies form - which means no License Companies form is required for AVETMISS National Reporting. Just the Training organisation identifier and Training organisation name. Check with state reporting as to what is required by them. Now just include your Training Organisation Identifier in the External Identifier 1 field, and your organisation name in the name field.

Program recognition identifier, Program level of education identifier, Program level of education identifier, ANZSCO identifier and VET Flag

usually reported in NAT00030 are all removed from the Qualification form which now only requires AVETMISS 7.0 Program Identifier and AVETMISS 7.0 Nominal Hours - both you can get from training.gov.au

Subject Flag

usually reported in NAT00060 is no longer required on the Course Module form.

Year Highest School Level Completed

reported in NAT00080 is no longer required for National reporting, though might be required for state reporting. No longer is this required in the Document nor Contact forms. You may want to keep it for historical purposes, but hidden from public view.

Proficiency in Spoken English Identifier

usually reported in NAT00080 is removed. No longer this is required in the Document nor Contact forms. You may want to keep it for historical purposes, but hidden from public view.

Sex field

has been renamed to Gender

Scheduled Hours

reported in NAT000120 is no longer required for National reporting, though might be required for state reporting. No longer this is required in the Course Module form. You may want to keep it for historical purposes, but hidden from public view.

Frequently asked questions

When should I make these changes?

You should make ‘Situation A: Yet to report for 2017, registering 2018 students.’ changes before 2018, when you will be gathering 2018 data. You should then make ‘Situation B: Reported all AVETMISS 7.0 data (ie up to 2017) and are only registering data onwards for 2018’ changes when you have completed your 2017 reporting ie about March.

What if I have already gathered data in 2018 using the existing forms?

That is fine - there are only a few fields collected in addition to AVETMISS 7.0 fields eg Survey Contact Status, in fact there are more fields you don’t have to collect any more - so don’t worry too much!

Can I gather both 2017 and 2018 at the same time?

You can just leave all fields on the forms, because CourseSales.com reporting for 2018 will be only determined by the date of export it means that you can collect data even if it is not required (note: More data has been removed than added in AVETMISS 8.0)

Do I need to create new forms or just edit the existing forms?

No new forms are required - just edit existing forms.

I don’t really have the expertise to make these adjustments, can you make these changes for me?

Yes we can, after a few questions we can work out what you require and make these changes.

I have made the changes you suggest - how do I know these are correct and that my reporting will be accurate?

We can take a look if you like however the best way is to actually add 2018 data and check that it can be a) exported and b) validated with the AVS online service (see link below)

Can I still export my 2017, 2016 etc data in AVETMISS 7.0 format?

Yes, you can export in 2017 format by selecting dates that are before 31/12/2017 - dates after that will automatically export in 2018 NAT file formats. Note that if you have removed fields these will no longer be reported on.

I love collecting data, and find it really useful. Is it OK to keep collecting the data that you are suggesting I should delete?

Yes, you can collect any data you wish, while you have the option to delete fields and not collect further data you can still collect it - though it will not be reported on.