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1. AVETMISS
It is designed for compliance officers, administrators, and reporting staff responsible for AVETMISS submissions.
SELMA supports Australian RTOs with automated AVETMISS file generation, built-in validation, and reporting readiness across the training lifecycle.
This guide explains how to:
• Understand AVETMISS reporting requirements • Configure your data correctly in SELMA • Generate compliant AVETMISS files • Validate and resolve common errors • Submit accurate data to NCVER and state authorities
It is designed for compliance officers, administrators, and reporting staff responsible for AVETMISS submissions.
What is AVETMISS?
Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) is the national framework for collecting and reporting vocational education and training activity in Australia.
Registered Training Organisations (RTOs) are required to submit AVETMISS data to:
• The National Centre for Vocational Education Research (NCVER), and/or • Their relevant State Training Authority
This data is used for: • National reporting and statistics • Funding reconciliation • Regulatory monitoring • Sector planning
Accurate AVETMISS reporting is a regulatory obligation.
How AVETMISS Reporting Works in SELMA
SELMA generates AVETMISS files by extracting data from: • Student records • Enrolment records • Course and unit configuration • Compliance settings
The system then: • Validates the data • Identifies errors and warnings • Generates standard NAT files • Packages files for submission
All AVETMISS reporting in SELMA follows this process.
Understanding Program Recognition (Critical Concept)
Before generating reports, it is essential to understand how training activity is classified. In AVETMISS, the Program Recognition Identifier tells government systems what type of training the student is enrolled in. There are three main categories.
1. Qualifications (Full Courses)
Examples: • Certificate III • Certificate IV • Diploma
These are: • Full AQF qualifications • Issued under qualification codes (e.g. BSB40120)
Use: • Nationally accredited qualification specified in a national training package
Only select this when delivering a full qualification.
2. Skill Sets
Examples: • HLTSS00068
These are: • Bundled groups of units • Not full qualifications • Still nationally recognised
Use: • Nationally recognised skill set
Only select this when approved on scope.
3. Standalone Units (Statement of Attainment)
Examples: • HLTAID009 • HLTAID011
These involve: • Individual units only • No qualification • No skill set
They are: • Nationally recognised • VET training • Issued as Statements of Attainment
Use: • Nationally recognised unit(s) of competency or • Statement of Attainment / Non-AQF
This applies to the short-courses.
Why Program Recognition Matters
If program recognition does not match delivery: • Enrolment records may not be generated • Validation errors may occur • Submissions may be rejected • Audit risk increases
Always ensure the selected recognition reflects: • Approved scope • Actual delivery • Issued certification
Accessing AVETMISS Reporting in SELMA
Access to AVETMISS reporting in SELMA is permission-based.
User Permissions
AVETMISS reporting access is controlled through User Roles.
To review or update access for a user: Navigate to Settings → Roles and Permissions → Edit Role
- To learn more please refer to System Users - User Roles and Permissions
The Compliance section remains visible to all users, however the ability to generate, edit, or re-run AVETMISS reports depends on the permissions enabled for their Role.
Understanding the AVETMISS Index
When opening AVETMISS report, the system displays previously generated reports.
Available Actions
• Download • Download and email • Refresh (re-run report)
Creating a New AVETMISS Report
The report form contains:
• Basic Settings • Filter Options
Click the “+” button to start a new report.
Basic Settings
Reporting Period
Fields: • Year • From • To • Type (Interim / End of Year)
Dates are restricted to the selected year.
State Funding Format
Select the State Funding Format applicable to the report. The selected format must match the State Funding Format configured against the relevant Intake(s) under AUS Compliance. SELMA uses this association to determine which enrolments are included in the AVETMISS extraction.
Important
If the State Funding Format has not been configured against the Intake, or does not match the format selected for the report, the AVETMISS extraction may return 0 records.
File Options
Filter Options
Filters allow you to narrow the reporting dataset.
Common uses: • Reporting specific cohorts • Excluding unverified USIs • Limiting to completed units
Generating the Report
Click Generate Files.
SELMA will: • Create the report record • Start validation • Display the validation screen
Validation Process
Initial Validation
During validation, the system checks: • Mandatory fields • Code validity • Data relationships
Validation Results
Each NAT file is displayed with: • Record count • Warnings • Errors
Viewing Errors
Expanding a file display:
• Affected record • Field • Error description • Resolution guidance
Purchasing Contract errors
If the Purchasing Contract shown at enrolment level is correct but the AVETMISS output is reporting a different contract, check whether a Purchasing Contract has been assigned at enrolment component level. Component-level values take priority for AVETMISS reporting. See State Contract Management → Purchasing Contracts at Enrolment and Component Level.
Generating Final Files
If no errors remain, click Generate.
If errors exist: • Fix data • Re-validate • Avoid generating with errors
Files Included in AVETMISS Exports
NAT files include: • NAT00010 – Organisation • NAT00020 – Locations • NAT00030 – Programs • NAT00060 – Units • NAT00080 – Clients • NAT00085 – Contacts • NAT00090 – Disability • NAT00100 – Prior Education • NAT00120 – Enrolments • NAT00130 – Completions
All files are delivered in a ZIP package.
Downloading Reports
After generation: • Report appears in list • Download link created • Email sent • ZIP file available
Re-running Reports
Use refresh when: • Errors are corrected • Data changes • Updates are required
The same settings are reused.
Configuration for AVETMISS Reporting in SELMA
AVETMISS reporting in SELMA relies on configuration across several areas. These settings determine which training activity is included in the AVETMISS extraction and how that activity is reported.
You do not need to enter the same Australian Compliance information at every level. Different levels serve different purposes, and some compliance information may be inherited when an enrolment is created.
Key configuration areas include:
- Intake level – holds the State Funding Format and other compliance settings used when creating enrolments. The State Funding Format is also used by SELMA to determine which enrolments are included in an AVETMISS extraction.
- Program level – defines how the training offering is recognised for AVETMISS reporting, such as a qualification, skill set or unit-only delivery.
- Component level – defines the AVETMISS configuration of the units or modules that form part of the program.
- Enrolment level – holds the compliance information applicable to the individual learner's enrolment, including fields such as Study Reason, Funding Source and Purchasing Contract.
- Enrolment Component level – allows compliance information to be recorded against an individual unit or module where required. Where a field is populated at this level, it may override the corresponding enrolment-level value for that component. For example, a Purchasing Contract assigned to an enrolment component takes priority over the Purchasing Contract recorded at enrolment level for AVETMISS reporting.
Important
Australian Compliance fields do not need to be duplicated across every level. The applicable source and override behaviour depends on the field being reported.
The example below demonstrates unit-only delivery (Statement of Attainment). Providers delivering full qualifications or skill sets follow the same process, with different program recognition values selected at the program level.
Configuring Unit-Only Courses
After creating your program, add your unit (component) and configure the AVETMISS fields as follows.
Navigate to: Curriculum Index → Open your program → AUS Compliance
Confirm:
- Program Recognition: Units / Statement
- VET Flag: Yes
- Field of Education: Select the appropriate
- Program Level: Statement of Attainment
- Nominal Hours: As per course
- Commencing Program: Subject-only
Automatic System Processing
During AVETMISS report generation, SELMA automatically applies required system-derived values, including survey contact status and certain reporting indicators. These values are populated based on system logic and existing enrolment data and do not require manual configuration.
This ensures consistency and compliance with AVETMISS reporting rules.
Reporting Best Practice
To maintain accurate and compliant AVETMISS submissions, training providers should review validation results carefully and resolve any errors before submission. Where changes are made, reports should always be re-validated to ensure updated data is reflected correctly.
Maintaining clean course and unit configuration is essential for consistent reporting outcomes. Providers should also regularly monitor USI verification status and review short-course setup, particularly where delivery models change.
End-to-End Reporting Process
The AVETMISS reporting process in SELMA follows a consistent sequence.
• Open AVETMISS • Create new report • Configure settings • Generate files • Review validation • Fix errors • Generate final files • Download ZIP • Submit to authority
Compliance Reminder
AVETMISS reporting must always align with the organisation’s scope of registration, delivery model, and issued certification.
Incorrect or inconsistent configuration may result in rejected submissions, audit findings, or funding impacts. Providers should ensure compliance settings are reviewed regularly and always maintained accurately.
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