Work-Based Training (WBT) Reporting – TEC / ITR Integration
Overview
Work-Based Training (WBT) is the delivery mode defined by the Tertiary Education Commission (TEC) for programmes where learners undertake the majority of their training in the workplace, supported jointly by a provider and an employer.
Historically, such programmes were recorded in the Industry Training Register (ITR). Under the Unified Funding System, TEC continues to collect detailed work-based data for funding, compliance, and performance monitoring purposes.
SELMA provides full, end-to-end integration with the TEC’s WBT data-reporting framework—covering every submission endpoint, including those used for complex apprenticeships and traineeships.
Purpose and Compliance
Work-Based Training data reporting enables TEC to:
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allocate and reconcile funding
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monitor learner progress and outcomes
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ensure provider compliance
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maintain statistical and policy insights
Providers must report learner, programme, and training agreement data in accordance with TEC’s Work-Based Data Collection Specification. Inaccurate or late reporting can affect funding and audit outcomes.
Key Definitions
Learner – An individual enrolled with a provider who undertakes training primarily in the workplace with structured support and supervision.
Provider – The tertiary education organisation responsible for enrolment, training support, assessment, and coordination with employers.
Employer – The organisation where the learner is employed and receives on-the-job training.
Agreements – Formal documentation between the provider, learner, and employer outlining training responsibilities, delivery methods, and outcomes.
Data Reporting – Submission of enrolment, status, training plan, and completion data to TEC through approved interfaces.
What Counts as Work-Based Delivery
A programme is considered WBT when:
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The learner completes most learning in the workplace with structured supervision.
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The provider and employer jointly design and oversee the training plan.
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The programme includes formal agreements and employer involvement.
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Some off-job learning (e.g. block courses) may occur, but the overall mode remains work-based.
This mode includes apprenticeships, traineeships, and other structured workplace learning arrangements.
TEC Work-Based Data Collection
TEC’s Work-Based Data Collection captures key learner and training information to manage funding, compliance, and performance.
Data includes:
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Learner demographics and identifiers
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Training agreement and plan details
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Employer and workplace information
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Enrolment, progress, and completion statuses
Providers generally submit this information through machine-to-machine integration via the TEC Data Exchange Platform (DXP). SELMA fully supports this interface.
SELMA’s Full Integration with TEC WBT
SELMA delivers comprehensive, automated reporting for all Work-Based Training requirements.
1. Complete API Integration
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Direct connection to the TEC Data Exchange Platform.
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Full schema coverage: learner, employer, training plan, programme, and status data.
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Automatic or scheduled submissions with validation and error handling.
2. Advanced Apprenticeship and Multi-Employer Support
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Handles multi-employer and rotational training arrangements.
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Tracks status changes such as workplace moves, pauses, and withdrawals.
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Automates updates to training plans and agreements.
3. Data Validation and Readiness
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Built-in validation aligned to TEC’s Work-Based Data Specifications.
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Real-time error detection for missing or incorrect fields.
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Pre-submission reporting, audit trails, and submission logs.
4. Employer and Workplace Management
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Registers employers and workplaces, manages relationships, and records contacts.
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Tracks learners across different sites and workplace changes.
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Enables coordinated provider-employer communication.
5. Reporting and Compliance Dashboards
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Real-time visual dashboards showing submission readiness and learner status.
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Automated TEC-compliant submission records and return handling.
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Audit-ready history of every submission and validation.
6. Audit and Governance Support
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Role-based permissions and workflow tracking.
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Comprehensive audit logs for internal and external verification.
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Secure data retention and change history.
Implementation Recommendations
To implement WBT reporting effectively in SELMA:
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Configure employer registers, agreement templates, and training plans.
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Assign clear roles for data entry, validation, and submission.
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Monitor TEC submission readiness dashboards weekly.
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Maintain audit logs and agreement histories for compliance checks.
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Use built-in alerts for workplace changes, programme completions, and overdue submissions.
Contact SELMA
For providers interested in DXP Work-Based Training reporting, including apprenticeship and ITR-style data integration, please contact SELMA Support at support@selmasis.com.
Our team can provide guidance, enable TEC endpoint configuration, and assist with implementation of the WBT integration module.