Obligations of Registered Training Organizations in Terms of Reporting

June 16, 2021 Sukh Sandhu

Obligations of Registered Training Organizations in Terms of Reporting

Under the Standards for Registered Training Organisations 2015, all RTOs are obliged to provide accurate and complete data.

All ASQA-registered training organisations RTO must meet mandatory annual data submission requirements, including:

Submitting the annual declaration on compliance to ASQA
Submitting total VET activity (TVA) data, including the reporting of unique student identifier (USI) data.

There is a limited number of exemptions for some short courses and eligible RTOs, however, if you are delivering training under a funding agreement you are required to report all of your contracted delivery to the relevant Department.

Organisations are, therefore, responsible for a number of reporting requirements under the Standards for Registered Training Organisations 2015. The reporting requirements include:

The annual declaration on compliance

The Standards require each RTO to provide ASQA with an annual declaration on their RTO’s compliance. The annual declaration must be signed by the principal executive officer/chief executive officer registered with ASQA as listed on training.gov.au.

If you are the RTO CEO or PEO, ASQA will notify you by email of your obligation to complete the declaration and provide you with a link to the online form. You can check your details on training.gov.au to ensure that ASQA has access to your current email address to ensure you receive this invitation.

When you submit the declaration, you are confirming to ASQA that you:

Systematically monitor your RTO’s compliance
Implement preventive and corrective actions where considered necessary.

The declaration also asks you to confirm that records pertaining to your RTO, as reflected on training.gov.au, are accurate and up to date.

Reporting requirement: Total VET Activity (AVETMISS and USI)

The Australian Vocational Education Training Management Information Statistical Standard (AVETMISS) for VET Providers is a national data standard that ensures the consistent and accurate capture of VET information about students, their courses, units of activity, and qualifications completed. It provides the mechanism for national reporting of VET activity.

Provides information through NCVER to Industry stakeholders about:

Statistical information captured for national reporting
Unique Student Identifier and all award issuance activity conducted in the previous year

Reporting requirement: Quality Indicators

These include learner and employer survey data to collect evidence-based and outcome-focussed continuous quality improvement, and assist the VET Regulator to assess the risk of an RTO’s operations:

Other information you must submit:

You must collect AVETMISS-compliant records for all students, and for all competency enrolments and outcomes achieved, throughout the calendar year.

Early in the following year, you must report this data to the National Centre for Vocational Education Research (NCVER) unless you have previously done so through existing contractual arrangements.

RTOs should refer to NCVER’s publications AVETMISS 7.0 VET Provider Collection Specifications and AVETMISS data element definitions which describe the AVETMISS data to be collected.

There are a number of student management systems that can record and produce AVETMISS data files for reporting. A register of data entry tools and student management systems is available on the NCVER website.

NCVER has developed a free AVETMISS data entry tool for RTOs with less than 100 students and an AVETMISS validation software for RTOs to validate their data before submission. Both tools are available on the NCVER website.

For further information, and a range of fact sheets, about Total VET Activity data, please see the:

Visit ASQA website for more information https://www.asqa.gov.au/vet-registration/meet-data-provision-requirements