About this document
This document is a companion to the Victorian VET Student Statistical Data Collection Guidelines and the 2024 Pre-accredited Training Data Entry and Reporting Guidelines and a quick guide for Learn Local training organisations.
The first section of the document provides an overview of the data elements within your Student Management System (SMS) and how they relate to each other, as well as to the Skills Victoria Training System (SVTS) ‘NAT’ files.
The last section of the document lists each of these NAT files and the individual items (fields) within them, including the specific data entry requirements for Learn Local training organisations.
An overview of the SMS/SVTS data elements
| Training Organisation (Learn Local) | The Learn Local is a single organisation. It is referred to as a Training Organisation in SVTS |
|---|---|
| Delivery Location/s | A Learn Local can have one or more locations where training is delivered. These are referred to as Delivery Locations in SVTS. |
| Modules | Learn Locals deliver many individual modules (sometimes called courses) each year. These are referred to as subjects in SVTS. A module can be delivered in one or more delivery locations. |
| Learners and their attributes | A learner or student is referred to as a client in SVTS. In addition to personal details such as their name, address and telephone number, SVTS requires information about the learner’s level of education, employment type and status, country of birth, language spoken at home, indigenous status and disability status. |
| Enrolments | Learn Locals enrol many learners/students in modules/subjects each year. A learner can enrol in more than one module, across one or more training delivery locations, at the one Learn Local organisation. This is referred to as training activity in SVTS. |
Student Management System (SMS) data entry requirements
Your SMS requires …
Training Organisation (Learn Local) A single record for your Learn Local training organisation Delivery Location/s A single record for each delivery location attached to your Learn Local Modules A single record for each module that it is delivered by your Learn Local for each delivery location and calendar year.
You must use the same module (course) code from your agreed Delivery Plan.Learners and their attributes A single record for each learner (client) regardless of how many modules/subjects they enrol in or how many years they participate in training at your Learn Local. This record may be updated where a learner enrols in modules over multiple terms/years eg. address change.
Learner attribute data is included in the client details/information section of your SMS.Enrolments A unique record for each instance of a learner enrolment in an individual module … to update these SVTS file/s
- NAT00010 Training Organisation
- NAT00020 Training Organisation Delivery Location
- NAT00060 Subject
- NAT00080 Client
- NAT00085 Client Contact Details
- NAT00090 Client Disability
- NAT00100 Client Prior Educational Achievement
- NAT00120 Training Activity
Further detail provided on SVTS files below.
Please note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00010 What to enter Additional details
*Training Organisation Identifier (TOID)The unique identifier given to your organisation when registered by the ACFE Board. Your TOID can change if you lose or gain Registered Training Organisations (RTO) status *Training Organisation Name The legal name under which your organisation is registered. Acronyms should not be used *Training Organisation Type Identifier 61 – Community-based Adult Education Provider Not applicable *Address First Line Street number and name (including floor and building name if relevant) Must not contain the suburb, locality or postcode Address Second Line Continuation of above if required Not applicable *Address – Suburb, Locality or Town The name of the suburb, locality or town of the physical location of the training organisation Not applicable *Postcode The postcode of the physical location of the training organisation Not applicable *State identifier 02 – Victoria Not applicable *Contact Name The name of the person within your organisation who is the point of contact for student statistical information Not applicable *Telephone Number The telephone number that can be used to contact your training organisation Not applicable Facsimile Number The facsimile number that can be used to contact your training organisation Not applicable *Email Address The email address that can be used to contact your training organisation Not applicable *Software Product Name The name of the Student Management System software used by your organisation Include the version number if known *Software Vendor Email Address The email address of the Student Management System vendor Not applicable Please note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00020 What to enter Additional details *Training Organisation Identifier (TOID) The unique identifier given to your organisation when registered by ACFE Not applicable *Training Organisation Delivery Location Name The legal name under which your organisation is registered. Acronyms should not be used. Not applicable *Training Organisation Delivery Location Identifier A unique code to identify a delivery location, generated by your organisation, to distinguish between different locations An old or existing Training Organisation Delivery Location Identifier CANNOT be reused for a new training organisation delivery location *Postcode The postcode of the physical location at which the training is being delivered Not applicable *State Identifier 02 – Victoria Not applicable *Address – Suburb, Locality or Town The name of the suburb, locality or town where the training is being delivered Not applicable *Country Identifier 1100 or 1101 Not applicable Address Building/Property Name The name of the physical building/property where the training is being delivered Not applicable Address Flat/Unit Details The details of the physical flat/unit where your training is being delivered Not applicable *Address Street Number The street number of your organisation’s training delivery address Must not contain the floor level or flat/unit number *Address Street Name The street name of your organisation’s training delivery address Must not contain a building/unit or flat name Please note: All fields for NAT00030 are not required for Pre-accredited training and should be left blank.
NAT00030 What to enter Additional details Program Identifier Leave blank Not applicable Program Name Leave blank Not applicable Nominal Hours Leave blank Not applicable Program Recognition Identifier Leave blank Not applicable Program Level of Education Identifier Leave blank Not applicable Program Field of Education Identifier Leave blank Not applicable ANZSCO (Occupation Type) Identifier Leave blank Not applicable VET Flag Leave blank Not applicable Please note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00060 What to enter Additional details *Subject Identifier The exact module (course) code as per your approved Delivery Plan Must not contain spaces *Subject Name The exact module (course) name as per your approved Delivery Plan Not applicable *Subject Field of Education Identifier A code that uniquely identifies the field of education the subject falls under 12 – Mixed Field Programmes
Refer to the Australian Bureau of Statistics (ABS) website for more information about fields of education*VET Flag Y – the intention of the training program is vocational Not applicable *Nominal Hours The module student contact hours (SCH) as per your Delivery Plan Not applicable Please note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00080 What to enter Additional details *Client Identifier Generally the ‘student number’. The client identifier is unique to the learner and remains the same across all years and across all activity undertaken by that learner.
Not applicable *Name for Encryption The full legal name of the learner Not applicable *Highest School Level Completed Identifier A code that identifies the highest level of school that the learner has successfully completed 02 – Did not go to school
08 – Year 8 or below
09 – Completed year 9 or equivalent
10 – Completed year 10
11 – Completed year 11
12 – Completed year 12
@@ – Not stated: question asked of the learner but no answer provided*Gender The learner’s self-identified gender F – Female
M – Male
X – Indeterminate/Intersex/Unspecified
@@ – Not stated: question asked of the learner but no answer provided*Date of Birth The date on which the learner was born Not applicable *Postcode The postcode of the learner’s physical residential location The postcode must not be for a post office box address
For an overseas address use ‘OSPC’*Indigenous Status Identifier A code that indicates a learner who self-identifies as being of Australian Aboriginal or Torres Strait Islander descent 1 – Yes, Aboriginal
2 – Yes, Torres Strait Islander
3 – Yes, Aboriginal AND Torres Strait Islander
4 – No, neither Aboriginal nor Torres Strait Islander
@ - Not stated – question asked of the learner but no answer provided*Language Identifier A code that uniquely identifies the learner’s main language other than English spoken at home 0000 – Inadequately described
0001 – Non-verbal
1000-9999 – Valid 4-digit Australian Standard Classification of Languages code
@@@@ – Not stated: question asked of the learner but no answer provided*Labour Force Status Identifier A code that describes the learner’s employment status 01 – Full-time employee
02 – Part-time employee
03 – Self-employed – not employing others
04 – Self-employed – employing others
05 – Employed - unpaid worker in a family business
06 – Unemployed – seeking full time work
07 – Unemployed – seeking part-time work
08 – Not employed – not seeking employment
@@ – Not stated: question asked of the learner but no answer provided*Country Identifier A code that identifies the learner’s country of birth. The country should be a valid ABS Standard Australian Classification of Countries 4-digit code Not applicable *Disability Flag A code to indicate whether a student considers themselves to have a disability, impairment or long-term condition. If the Disability Flag = Y, one or more records describing the learner’s disabilities must be provided in the Client Disability file (NAT00090) Y – Yes: the learner has a disability, impairment or long-term condition
N – No: the learner does not have a disability, impairment or long-term condition
@ – Not stated: question asked of the learner but no answer provided*Prior Educational Achievement Flag A flag to indicate whether or not a learner has completed one or more types of post-secondary school qualifications before the current enrolment Y – a prior educational achievement has been completed
N – a prior educational achievement has not been completed*At School Flag A flag that indicates whether a learner is attending secondary school Y – the learner is still attending secondary school
N – the learner is not attending secondary school*Address – Suburb, Locality or Town The name of the suburb, locality or town where the learner resides Not applicable Unique Student Identifier Uniquely identifies an individual who accesses VET over his or her lifetime. Does not apply to pre-accredited training. Leave blank unless the learner already has a USI *State Identifier A code that identifies the state of the learner’s residential address 01 – New South Wales
02 – Victoria
03 – Queensland
04 – South Australia
05 – Western Australia
06 – Tasmania
07 – Northern Territory
08 – Australian Capital Territory
09 – Other Australian territories or dependencies
99 – Other (overseas but not an Australian territory or dependency)
@@ - Not specifiedAddress Building/Property Name The name of the physical building/property of the learner’s mailing address Not applicable Address Flat/Unit Details The details of the physical flat/unit where the learner resides Not applicable *Address Street Number The street number of the learner’s mailing address Must not contain the floor level or flat/unit number *Address Street Name The street name of the learner’s mailing address Must not contain a building/unit or flat name *Survey Contact Status Identifies reasons to exclude the learner from the national Student Outcomes Survey and other communications A – Available for survey use
C – Correctional facility (address or enrolment)
D – Deceased student
E – Excluded
I – Invalid address/itinerant student (very low likelihood of response)
M – Minor: underage of 15 (not to be surveyed)
O – Overseas (address or enrolment)Statistical Area Level 1 Identifier Leave blank Not applicable Statistical Area Level 2 Identifier Leave blank Not applicable Victorian Student Number (VSN) A unique student ID for all Victorian student in school or vocational training from Prep to age 24 Must report the VSN for all student who have been allocated this number
Leave blank if VSN not available or not relevant to the studentClient Industry of Employment Learners who indicate they are employed or have recently become unemployed need to be reported with the Industry code of their employer or recent employer. A – Agriculture, Forestry and Fishing
B – Mining
C – Manufacturing
D – Electricity, Gas, Water and Waste Services
E – Construction
F – Wholesale Trade
G – Retail Trade
H – Accommodation and Food Services
I – Transport, Postal and Warehousing
J - Information Media and Telecommunications
K – Financial and Insurance Services
L – Rental, Hiring and Real Estate Services
M – Professional, Scientific and Technical Services
N – Administrative and Support Services
O – Public Administration and Safety
P – Education and Training
Q – Health Care and Social Assistance
R – Arts and Recreation Services
S – Other ServicesMay be blank if Labour Force Status is:
06 – unemployed – seeking full time work
07 – unemployed – seeking part-time work
08 – not employed – not seeking work
@@ - Not statedClient Occupation Identifier Identifies the type of occupation a student is employed in. The classification is based on the ABS Australian and New Zealand Standard Classification of Occupations.
Learners who indicate they are employed or have recently become unemployed need to be reported with the Industry code of their employer or recent employer.1 – Manager
2 – Professionals
3 – Technicians and Trades Workers
4 – Community and Personal Service Workers
5 – Clerical and Administrative Workers
6 – Sales Workers
7 – Machinery Operators and Drivers
8 – Labourers
9 – OtherMay be blank if Labour Force Status is:
06 – unemployed – seeking full time work
07 – unemployed – seeking part-time work
08 – not employed – not seeking work
@@ – not statedPlease note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00085 What to enter Additional details *Client Identifier Generally the ‘student number’. The client identifier is unique to the learner and remains the same across all years and across all activity undertaken by that learner. Not applicable Client Title The formal title of the learner for correspondence purposes. For example, Mr, Mrs, Miss, Ms, Dr Not applicable *Client Given Name The learner’s legal given name(s) Not applicable *Client Family Name The learner’s official family name, reported exactly as it appears on the form of ID used to verify their identity Not applicable Address Building/Property Name The name of the physical building/property of the learner’s mailing address Not applicable Address Flat/Unit Details The details of a physical flat/unit relevant to the learner’s postal address Not applicable *Address Street Number The street number of the learner’s mailing address Must not contain the floor level or flat/unit number *Address Street Name The street name of the learner’s mailing address Must not contain a building/unit or flat name Address Postal Delivery Box The address details when the delivery location is a box, bag or rural mailbox Not applicable *Address – Suburb, Locality or Town The name of the suburb, locality or town of the learner’s mailing address Not applicable *Postcode The postcode of the learner’s mailing address A postcode for a post office box number is acceptable
For an overseas address use ‘OSPC’*State Identifier A code that identifies the state of the learner’s mailing address 01 – New South Wales
02 – Victoria
03 – Queensland
04 – South Australia
05 – Western Australia
06 – Tasmania
07 – Northern Territory
08 – Australian Capital Territory
09 – Other Australian territories or dependencies
99 – Other (overseas but not an Australian territory or dependency)
@@ - Not specifiedTelephone Number – Home The home (landline) telephone number that can be used to contact the learner Not applicable Telephone Number – Work The work telephone number that can be used to contact the learner Not applicable Telephone Number – Mobile The mobile telephone number that can be used to contact the learner Not applicable Email Address The email address that can be used to contact the learner Not applicable Email Address (alternative) An alternative email address that can be used to contact the learner Not applicable Please note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00090 What to enter Additional details *Client Identifier The client identifier is unique to the learner and remains the same across all years and across all activity undertaken by that learner. Generally the ‘student number’. Not applicable *Disability Type Identifier A code that uniquely identifies the learner’s disability type
Code 19 – Other should only be used when values 11 to 18 are not applicable
Code 99 – Not Specified should only be used when the disability type is not known
If a learner has specified multiple disability types then an entry for each type should be submitted and Code 99 must not be used11 – Hearing/Deaf
12 – Physical
13 – Intellectual
14 – Learning
15 – Mental Health Condition
16 – Acquired Brain Impairment
17 – Vision
18 – Medical Condition
19 – Other
99 – Not specifiedPlease note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00100 What to enter Additional details *Client Identifier The client identifier is unique to the learner and remains the same across all years and across all activity undertaken by that learner. Generally the ‘student number’. Not applicable *Prior Educational Achievement Identifier A code that identifies the level of prior educational achievement successfully completed by the learner from the VET or university sectors.
If a learner:- identifies that they have completed a prior educational achievement but has not specified the type, the identifier field must be coded 990 – Miscellaneous Education
- completed a Certificate I or II in secondary school, the identifier field must be 521 or 524
008 – Bachelor’s Degree or higher degree level
410 – Advanced Diploma or associate degree level
420 – Diploma level
511 – Certificate IV
514 – Certificate III
521 – Certificate II
524 – Certificate I
990 – Miscellaneous Education*Prior Educational Achievement Recognition Identifier A code that identifies whether the Prior Education Achievement Identifier reported is based on an international qualification, Australian equivalence or an Australian qualification A – Australian qualification
E – Australian equivalent
I – InternationalPlease note: Fields marked with an asterisk (*) in column 1 are mandatory.
NAT00120 What to enter Additional details *Training Organisation Identifier The unique identifier given to your organisation when registered by ACFE The TOID must be prefixed with the relevant number of leading zeroes to make it 10 characters in total *Training Organisation Delivery Location Identifier A unique code to identify a delivery location, generated by your organisation, to distinguish between different locations Not applicable *Client Identifier Generally the ‘student number’. The client identifier is unique to the learner and remains the same across all years and across all activity undertaken by that learner. Not applicable *Subject Identifier The exact module (course) code as per the NAT00060 Subject File Not applicable Program Identifier Leave blank Not required as pre-accredited modules are single units and not part of a program *Activity Start Date The date on which training starts for the module (subject) enrolment Not applicable *Activity End Date The date on which training ends for the module (subject) enrolment If the date is unknown, report a realistic expected end date *Delivery Mode Identifier A 3-character field composed of Y's and N's that identifies the mode of delivery for the module *Please refer to table below for additional details. *Outcome Identifier – National A code that identifies the result or outcome of a student’s participation in a module enrolment When enrolling a learner prior to commencement of the module
85 – Not yet started
When the module is underway
70 – Continuing enrolment
At completion of the module, or when the learner has withdrawn part way through the module
81 – Non-assessable enrolment – satisfactorily completed
82 – Non- assessable enrolment – withdrawn or not satisfactorily completed*Funding Source Identifier - National 11 – Commonwealth and State general purpose recurrent Not applicable *Commencing Program Identifier 8 – Unit of competency or subject only Not applicable Training Contract Identifier Leave blank Not applicable Client Identifier – Apprenticeships Leave blank Not applicable *Study Reason Identifier A code that identifies learner’s main reason for studying Job Related
01 – To get a job
02 – To develop my existing business
03 – To start my own business
04 – To try for a different career
05 – To get a better job or promotion
06 – It was a requirement of my job
07 – I wanted extra skills for my job
Further study related
08 – To get into another program or study
Other
11 – Other reasons
12 – For personal interest or self-development
13 – To get skills for community/volunteer work
@@ – Not specified*VET in Schools Flag N Not applicable Specific Funding (Specific Program) Identifier Leave blank Not applicable School Type Identifier Leave blank Not applicable Outcome Identifier – Training Organisation Leave blank Not applicable *Funding Source Identifier – State Training Authority A code that identifies the state source of funding for the subject enrolment ACE – General Pre-accredited
AC2 – Additional Digital and Employability – to be used only for learners enrolled in a pre-accredited program under the 2023-24 Budget Additional Digital and Employability Places Initiative as funded through a contract with the ACFE Board*Client Tuition Fee The amount that the learner has been charged to enrol in the module (course).
The amount must be entered as an hourly rate in cents per hour excluding GST (that is, 77 not 0.77). This field must be 00000 where no fees/costs are charged. This field must not be blank.The maximum that can be charged is $1.08 per hour *Fee Exemption/Concession Type Identifier The correct concession code to ensure the appropriate payment for eligible learners A – Asylum Seeker NOT currently holding a relevant Pensioner Concession Card, Health Care Card or Veteran’s Gold Card
H – Health Care Card
O – Indigenous Students without a concession card
P – Pensioner Concession Card
V – Veteran Gold Card
Z – NonePurchasing Contract Identifier Leave blank Not applicable Purchasing Contract Schedule Identifier Leave blank Not applicable Hours Attended Leave blank Not applicable Associated Program Identifier Leave blank Not applicable *Scheduled Hours The module student contact hours (SCH) as per your approved Delivery Plan Not applicable *Predominant Delivery Mode Identifies which of the modes provided in the Delivery Mode Identifier field is the largest or only component of delivery for a module E – External Delivery
I – Internal Delivery
W – Workplace-based Delivery*Program Commencement Date The date on which training starts for the module enrolment. This must be the same date used for Activity Start Date Not applicable *Eligibility Exemption Indicator For learners who are otherwise ineligible for government funding but who have been granted a government subsidised place by the training provider under a specific initiative. Not applicable to pre-accredited training. N – An eligibility exemption has not been granted *VET Student Loans Indicator N Not applicable Industry Code (ANZSIC) Leave blank Not applicable *Enrolment Date The date the learner incurred a cost towards their training, (including any deposit or similar), or the Program Commencing Date, whichever is earlier Can only be left blank for fee-for-service delivery *Subject Enrolment Identifier A unique value, generated by the training provider, that identifies a student’s enrolment in a module Must be unique for each record on the NAT00120 file and remain unique over time *Client Fees – Other The fees and charges levied to a learner, excluding the Client Tuition Fee, for example materials and administration costs. Refer to the Pre-accredited Course Fees and Subsidies web page for further information. Use 00000 where no such fees/costs are charged *Delivery Provider ABN The ABN of the organisation, contracted or subcontracted to deliver the module Not applicable Funding Eligibility Key Leave blank Not applicable Program Enrolment Identifier Leave blank Not applicable Workplace ABN The ABN of the organisation of the employer/organisation where workplace-based delivery is taking place Not applicable *Additional Details for Delivery Mode Identifier
Internal External Workplace-based Description Y N N Internal only N Y N External only N N Y Workplace-based only Y Y N Combination of internal and external Y N Y Combination of internal and workplace-based N Y Y Combination of external and workplace-based Y Y Y Combination of all modes Please note: All fields for NAT00130 are not required for Pre-accredited training and should be left blank.
NAT00130 What to enter Additional Details Training Organisation Identifier Leave blank Not applicable Program Identifier Leave blank Not applicable Client Identifier Leave blank Not applicable Date Program Completed Leave blank Not applicable Issued Flag Leave blank Not applicable Parchment Issue Date Leave blank Not applicable Parchment Number Leave blank Not applicable Program Commencement Date Leave blank Not applicable Program Supervised Teaching Activity Leave blank Not applicable Completion Date Leave blank Not applicable Program Unique Supervised Hours Leave blank Not applicable Program Status Identifier Leave blank Not applicable Program Enrolment Identifier Leave blank Not applicable Commencing Program Cohort Leave blank Not applicable Commenced While At School Flag Leave blank Not applicable Specialisation Name Leave blank Not applicable
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You can download a PDF version of the Pre-accredited Training Data Entry Requirements: A guide for Learn Local training providers:
2024 Pre-accredited Training Data Entry Requirements: A guide for Learn Local training providers
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