It is a contractual requirement that training organisations (registered and non-registered) that have a funding agreement with the Department for Education (Skills SA) must collect and report statistical data in relation to any VET training activity they have delivered under that agreement. The AVETMISS Standard provides the national framework for the collection of this activity.
AVETMISS reporting checklist
The end of the year is fast approaching, which means all 2022 South Australian government funded VET activity must be reported to STELA in an AVETMISS compliant format by COB Friday, 27 January 2023. Fee for service activity (non-funded) can be included in your STELA submission or can be reported separately to NCVER.
An AVETMISS Reporting Checklist has been created to provide organisations guidance on how to fulfil their AVETMISS reporting requirements.
This checklist MUST be completed and submitted upon finalising your 2022 training activity in STELA.
What is AVETMISS?
The Australian Vocational Education and Training Management Information Statistical Standard is a national data standard utilised by training organisations for the reporting of government funded and fee-for-service VET activity. It provides a consistent and accurate national framework for the collection of data from VET training organisations.
How do I report my data?
See below guide on how to report AVETMISS data. You can also refer to the Guide to reporting AVETMISS data in South Australia for more direction.
Refer to Guide to reporting AVETMISS data in South Australia which provides direction on how to comply with AVETMISS reporting requirements in SA.
The guide outlines the ‘state specific’ (sometimes referred to as ‘below the line) information that training organisations must include in their AVETMISS data which is supplementary to NCVER’s national Standard.
Refer to SA AVETMISS 8.0 Specifications for more information.
Training activity must be reported via the Department’s Student Training Enrolment Logistics Application (STELA). STELA is an online application that enables training organisations to report their VET activity in a format that complies with both AVETMISS and SA reporting specifications and requirements.
There are two ways for Training Organisations to submit training activity:
- Via STELA NAT UPLOAD - using an AVETMISS compliant Student Management Systems (SMS) training organisations can produce a set of SA NAT Files from their SMS upload to STELA.
- Via STELA Direct Entry (V2) – Training organisations can report their training activity by manually entering relevant data via STELA V2 which complies with the AVETMIS Standard. Note STELA V2 is not recommended for large TOs as the data entry is very manual and somewhat time-consuming compared to the NAT upload process.
For help using STELA, see items under the topic Systems Access in our Toolkit. Start with the Help using STELA article.
To obtain access to STELA, users will need to complete the ‘Online STELA application form’. Each individual user must apply for their own login and agree to the terms and conditions set out in the user agreement.
Users will need to provide details of a Delegate within their Training Organisation who can authorise* the access request. Once approved by the nominated Delegate the request will be forwarded to the STELA helpdesk for processing via email. Account details will be forwarded to nominated user via email within 5 business days of receiving the request.
*authorisation is required to permit users to access and create data on behalf of the delegate’s organisation.
For help with accessing and using STELA, please see resources under the topic Systems Access in the Toolkit.
You can get further assistance by contacting us at stelahelpdesk@sa.gov.au or phoning 1800 673 097.
Reporting deadlines
Training Organisations who hold a funding agreement with Skills SA must report all occurrences of funded training activity into STELA on a monthly basis. The cut-off date for reporting is 5pm on the second Friday of every month. Note that no extensions can be granted to this deadline, so Training Organisations are strongly advised to report activity a day or more prior to the cut-off to allow sufficient time to correct any errors.
Where Training Organisations only report FFS activity to Skills SA, this must be done at minimum on a quarterly basis.
Deadline for 2022 end of year reporting is Friday 27 January 2023.
Deadlines for 2023 quarterly reporting
| Quarter | Training Activity Dates | Deadline to Report to Skills SA |
|---|---|---|
| 1 | 1 January – 31 March | Fri 7 April 2023 |
| 2 | 1 January – 30 June | Fri 7 July 2023 |
| 3 | 1 January - 30 September | Fri 13 Oct 2023 |
| 4 | 1 January - 31 December | Wed 31 Jan 2024 |