Reporting by Registered Training Organisations FAQs

Competency based completion training activity needs to be reported correctly by RTOs contracted to provide government subsidised training.

  • How should I report Enrolment Activity End Dates for unit of competency which have competency based completion requirements?

    When developing the Training Plan for an individual student’s enrolment in a qualification or course, RTO's are required to describe training activity end dates for each unit of competency being delivered. These end dates are reported to Higher Education and Skills as part of the Victorian VET Student Statistical Collection through the Skills Victoria Training System (SVTS) and are reported in the "Enrolment Activity End Date" data element. Consistent with national and Victorian data requirements including the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS), each Enrolment Activity End Date must include all training delivery and all assessment activities. For apprentices, this includes employer confirmation of RTO assessment decisions. The Training Plan that is agreed between the employer, RTO and apprentice at the start of the apprenticeship should ensure that there is reasonable time within the reported end date for this employer confirmation process.

    Providers may vary the Enrolment Activity End Date as delivery progresses as the provider has a more accurate estimation of the final end date. The Enrolment Activity End Date can be bought forward if competency and sign off is achieved earlier than originally reported. Or, if through regular contact with an employer, the RTO has received feedback that the apprentice skills are developing at a pace slower than anticipated, then the Training Plan can be amended and the Enrolment Activity End Date reported for each unit adjusted accordingly.

  • What Outcome Identifier – National code should I report for a unit requiring competency based completion?

    While delivery is progressing, RTOs should use either Outcome Identifier – National code 90 if the anticipated Enrolment Activity End Date is in the current year, or Outcome Identifier – National code 70 if the Enrolment Activity End Date is a following year.

    Where competency based completion arrangements are in place, a final outcome (eg 20 Competent or 30 Not Competent) should only be submitted after employer sign off is provided.

    RTOs should also ensure that they do not provide results of final outcomes to apprentices prior to receiving employer confirmation in consideration of action they may need to take if an employer responds negatively to the confirmation request.

  • What do I report if the Enrolment Activity End Date has passed and the apprentice has not yet been assessed as competent?

    If the anticipated Enrolment Activity End Date is approaching, or has passed, and employer sign off has not yet occurred, you will need to determine what action is needed to help the student achieve competency. This may require an extension to the Enrolment Activity End Date for the unit of competency to allow further time for the student to develop and demonstrate the skills required to be confirmed by the employer and to receive employer confirmation. The Enrolment Activity End Date can continue to be updated so that it reflects when competency is confirmed.

    1. If the revised Enrolment Activity End Date is still in the current year, you would report the unit with Outcome Identifier – National code 90 until the final outcome for the competency (including both RTO assessment and employer confirmation) is determined. From that time, for the remainder of the current collection year, report the final Enrolment Activity End Date and report the final outcome for the unit, usually "Competency Achieved" (code 20) or “Competency not achieved” (code 30).

    2. If the revised Enrolment Activity End Date is in a future year, you would report the student with Outcome Identifier – National code 70 for the remainder of the current collection year. When you reach the collection year relevant to the revised Enrolment Activity End Date, you need to follow the reporting arrangements outlined in (i) above.

    Changes to Enrolment Activity End Dates will need to be reflected in the student’s Training Plan. You should discuss this action with the employer and the apprentice and record their agreement.

    More detail on Skills Victoria Training System (SVTS) reporting requirements can be found in the Business Rules published in the current version of the Victorian VET Student Statistical Collection Guidelines available on our Corproate website.

  • What codes do I use for the final annual data submission if the employer has not yet confirmed competency?

    In the final data submission to SVTS for any given year, all unit enrolments must be reported with a “valid” final outcome.

    If employer sign off has not occurred by the date on which you submit your  final submission for the collection year, then the Enrolment Activity End Date needs to be extended into the next year to allow time for employer signoff. In this scenario, you would need to revise the end date to the following collection year, and change the Outcome Identifier – National to code 70 in your final submission for the current year to indicate that the unit has not yet been finalised.

    If you report a unit in your final submission for a collection year with an Enrolment Activity End Date in the current collection year, and with a final outcomes are “Competency Achieved” (code 20) or "Competency not achieved" (code 30), in the absence of employer confirmation your information will be incorrect. Given that it is the final submission for a collection year you will not be able to correct this via the SVTS in the following year.

  • What additional learning can an apprentice undertake to develop competence and how should this be reported?

    If an apprentice needs an additional learning program to support their competency development, then an RTO can extend the hours delivered for the unit within the maximum nominal hours for the qualification or re-enrol the apprentice in the required unit in accordance with the qualification rules.

    Note: SVTS will pay for re-enrolments in units which have previously been attempted and assessed as “Competency not achieved” (code 30) providing that the additional hours do not cause the total hours to be paid for the apprentice’s enrolment in the qualification to exceed the maximum nominal hours payable for that qualification.

    In extreme circumstances, where further re-enrolment will result in the apprentice’s overall enrolment in the qualification exceeding the maximum nominal hours payable for that qualification, the option remains for the RTO to conclude the enrolment in the qualification, and offer the individual the opportunity to commence a new enrolment (involving relevant credit transfer arrangements and the levying of fees).

    Report additional units using the same business rules as used for all other enrolments consistent with the Victorian VET Student Statistical Collection Guidelines.

  • Does the evidence required to pass the Evidence of Participation audit include the evidence collected by RTOs from employers of their apprentice's workplace performance?

    No. Evidence of Participation audits assess whether a training provider has evidence of participation to support a claim for payment for training against units of competency/modules in which students are enrolled.

    Accepted types of evidence of participation are as described in the VET Funding Contract between the Department of Education and Early Childhood Development and the RTO. Whilst not included as a standalone form of evidence of participation, employer confirmation of competence may however assist an auditor in forming a judgment as to the broader engagement of an individual in training and assessment activity.

  • Will RTOs be audited for competency based completion arrangements?

    All government funded training may be audited for compliance with the VET Funding Contract. This includes training associated with competency based completion arrangements for delivery under a contract of training. This currently includes a requirement for RTOs to make a minimum of four contacts per year with the employer in person, in writing or electronically to discuss the apprentice’s progress against the Training Plan and obtain employer confirmation in writing (including email) of the apprentice’s competence in the workplace.

    Further information on the Audits conducted by the Department can be obtained from the VTG Contract Compliance Audit Strategy document available on the Skills Victoria Training System, or by submitting a query.