• Overview
• Prerequisites
• Setting Up the Integration
• Syncing Courses
• Sending an Assessment
• Viewing Results & Gap Analysis
• Importing Existing Results
• Downloading Reports

Overview

The LLN Robot integration connects SELMA with the LLN Robot ACSF System by The Learning Resources Group (TLRG). It allows staff to send Language, Literacy and Numeracy (LLN) assessments to students and view their results directly from the student profile.

The LLN Robot system assesses learners against the Australian Core Skills Framework (ACSF) across five core skills:

• Learning
• Reading
• Writing
• Oral Communication
• Numeracy

Assessment results can be compared against course profiles to identify skill gaps and generate personalised support recommendations.

NOTE: This integration is Australian-only and appears on the AU Compliance tab of the student profile.

Prerequisites

Before setting up the integration, you will need:

1. An active LLN Robot subscription with API access enabled
2. Your Deployment Name — this is the subdomain from your LLN Robot login URL (e.g. if you log in at mycompany.lln.training, the deployment name is mycompany)
3. Your API Key — generated in the LLN Robot admin portal under “API & SMS Integrations”

Setting Up the Integration

Navigate to Settings > Integrations to find the LLN Robot card.

Click “Configure” to open the LLN Robot configuration page.

To configure the integration:

1. Toggle the integration on using the switch in the top-left of the header
2. Expand the “Configuration” section by clicking it
3. Tick the checkbox next to “Deployment Name”, enter your deployment name, and click “Save”
4. Tick the checkbox next to “Api Key”, enter your API key, and click “Save”
5. Click “Test Connection” in the header to verify the credentials are working

NOTE: The configuration fields are locked by default to prevent accidental changes. You must tick the checkbox next to each field before editing.

Syncing Courses

After configuring the integration, click the “Sync Courses” button in the header to pull the course library from LLN Robot.

The Course Library table displays all synced courses with their ACSF profile requirements — the minimum skill levels a learner needs for each course. This data is used for the gap analysis feature on the student profile.

You can search and sort the course library using the built-in search bar above the table.

Sending an Assessment

To send an LLN assessment to a student:

1. Go to the student’s profile and click the “AU Compliance” tab
2. Find the LLN Robot card and click the “Send” button

3. Select a Test Level:
   • ACSF Level 3 — assesses all 5 core skills up to level 3 (15–30 minutes)
   • ACSF Level 4 — assesses all 5 core skills up to level 4 (30–60 minutes)
   • ACSF Level 3 Short Course — assesses Reading, Writing, and Numeracy only
   • VSL (VET Student Loans) — Reading and Numeracy, pass/fail
   • Course Ready (DLRQ) — digital learning readiness questionnaire
4. Optionally select a Course from the dropdown — this enables gap analysis in the results
5. Optionally tick “Include Course Ready questionnaire” to send the digital readiness assessment alongside the LLN quiz
6. Click “Send Assessment”

The student will receive an email directly from LLN Robot with a link to complete their quiz. SELMA does not send the email — it is sent by the LLN Robot system.

NOTE: The student must have a valid email address set on their profile for the invitation to be sent.

Viewing Results & Gap Analysis

Once a student completes their assessment, results appear on the LLN Robot card on the AU Compliance tab.

The card displays:

• Completion badge — how many assessments have been completed
• Test level — which quiz was taken (e.g. ACSF Level 4)
• Score dots — a visual indicator for each skill (filled dots = achieved level, empty dots = remaining)
• Gap analysis — when a course is linked, each skill shows the score against the course requirement (e.g. 3/3 with a green tick means the student meets the requirement; 0/3 with a red warning means they fall below it)
• Course name — shown when a course profile comparison is active

Hover over the gap analysis indicators to see a tooltip explaining whether the student meets or falls below the course requirement for that skill.

View All Assessments

Click “View All” to open a modal with the full assessment history.

The modal displays a searchable, sortable table with:

• Test Level — which quiz was taken
• Course — the course linked to the assessment (if any)
• Date — when the assessment was created
• Scores — ACSF scores as badges (e.g. L:3, R:3, W:2, O:3, N:1)
• Status — Complete or Pending
• PDF download — for completed assessments with a stored report URL

Importing Existing Results

If your organisation already uses LLN Robot and has existing learner results, you can import them into SELMA without re-assessing students.

1. Go to the LLN Robot integration configuration page
2. Click the “Import Results” button in the header
3. The system will fetch all completed learners from your LLN Robot deployment
4. It matches learners to SELMA students by email address
5. A summary is displayed showing how many were imported, skipped (already exist), and unmatched

NOTE: Students must have the same email address in both SELMA and LLN Robot for the match to work. Unmatched learners are skipped — no data is lost.

Downloading Reports

LLN Robot generates PDF reports for completed assessments. These can be downloaded from the “View All” modal by clicking the PDF icon next to a completed assessment.

The Summary Report provides an overview of the learner’s ACSF scores. If a course was selected when the assessment was sent, the LLN Report compares the learner’s results against the course profile and includes personalised support recommendations.

SELMA calculates expected funding amounts using contract schedules and learner outcomes, and highlights differences against amounts received. This supports accurate reconciliation, follow-up, and audit readiness. 

In this Section: 

• Accessing Contract Reconciliation 

• Preparing Your Reconciliation

• Understanding the Results Grid 

• Expected Amount Calculation 

• Importing a Funding Report 

• Creating an Invoice 

• Exporting Data 

• Automatic Exclusions 

Accessing Contract Reconciliation 

To access the Contract Reconciliation feature: 

1. Navigate to: 
   Dashboard → Reports → Contract Reconciliation 

2. Ensure you have the appropriate user permissions. 

Figure 1: Contract Reconciliation navigation in SELMA 

Preparing Your Reconciliation 

When you open Contract Reconciliation, the top section of the screen allows you to set up your reconciliation filters.  
 
The Contract Reconciliation screen consists of: 

• A filter panel at the top 

• A results grid below 

Before extracting data, you must select: 

• A Contract 

• A Date Range 

These fields are mandatory. Optional filters can be adjusted to control how results are displayed. 

Once configured, click Extract to load data into the results grid. 

Figure 2: Contract Reconciliation Main Screen 

After configuring your filters: 

1. Review all selected parameters. 

2. Click Extract. 

The system processes the data and displays matching records in the results grid. 
Large datasets may take additional time to load. 

Understanding the Results Grid 

The results grid displays extracted enrolment data in a hierarchical format. 

• When Group by Schedule is enabled, schedules appear at the top level. 

• When disabled, students appear at the top level with associated units listed underneath. 

Figure 3: Contract Reconciliation results grid 
 

Each row displays key reconciliation information, including: 

• Student name 

• Qualification or unit 

• Schedule (if applicable) 

• Dates 

• Outcome 

• Delivery mode 

• Hours 

• Expected amount 

• Received amount 

• Notes 

The Received Amount and Notes fields are editable and can be updated directly in the grid before invoicing. 
Any changes automatically update totals. 

Expected Amount Calculation 

Expected amounts are calculated based on the payment configuration defined within each contract schedule. 

Payment rules may be configured by: 

• Enrolment 

• Subject 

• Hourly calculation 

Outcome rules determine whether: 

• Full payment 

• Partial payment 

• Prorated payment 

• No payment 
  applies. 

All calculations are derived directly from the contract configuration. 
For further setup details, refer to the Contracts resource page. 

Importing a Funding Report 

Funding reports from state training authorities can be imported to automatically populate received amounts. 

Note: Before importing, ensure the file structure matches the required column format. 

To import a funding report: 

1. Click Import Funding Report 

2. Upload a CSV, XLS, or XLSX file 

3. Submit the file for processing 

Figure 4: Import funding report modal 
 

The system matches records using: 

• Contract code 

• Student identifier 

• Dates 

• Unit code 

Matching records update the grid and highlight any differences. 

Creating an Invoice 

Once discrepancies have been reviewed: 

1. Select the relevant rows in the results grid 

2. Click Create Invoice 

3. Complete the invoice details and submit 

Each selected unit is added as an individual invoice line item. 
Descriptions include the student name, unit code, contract reference, and relevant dates. 

Note: Invoices created through this process are issued to the funding body as an Organisation. 

Figure 5: Creating an invoice from Contract Reconciliation 

Exporting Data 

To export reconciliation results: 

1. Click the Export button in the results header 

2. Download the CSV file 

The export includes all currently visible data in the grid. 

Figure 6: Export reconciliation data 

Automatic Exclusions 

During extraction, the system automatically excludes: 

• Enrolments not linked to a contract 

• Components with outcome code “0” 

• Deleted records 

Additional exclusions may apply when optional filters are enabled, such as hiding $0 units or previously reconciled items. 

State-funded training refers to training delivered under government funding contracts between a Registered Training Organisation (RTO) and a state or territory funding authority. These contracts set the rules for how funded training must be delivered and reported. 

Each contract typically defines: 

• Which programs are funded 

• Who is eligible to enrol 

• Funding rates and delivery conditions 

• Reporting and compliance requirements 

• Audit expectations 

Because each state and territory operates its own funding programs, providers must ensure their delivery aligns with the specific rules of each contract. 

SELMA provides the structure needed to support this delivery across the training lifecycle. 

In this section:

State & Government Contract Management 

• Overview of State-Funded Training in SELMA 
• Regulatory Context 
• Examples of State-Funded Programs 
• How SELMA Supports State-Funded Training 
• Configuring State Contracts in SELMA 
  • Create a Purchasing Contract 
  • Create Contract Schedules 
• Assigning a Contract Schedule to an Enrolment 
• Managing Contract Changes in SELMA 

Regulatory context 

State-funded training operates under both state funding agreements and the national VET regulatory framework. 

Providers delivering government-funded training must comply with: 

• Funding rules set by the relevant state or territory authority 

• National reporting requirements administered by NCVER 

• Regulatory oversight administered by ASQA 

More information: 

• ASQA: https://www.asqa.gov.au 

• NCVER: https://www.ncver.edu.au 

Examples of state-funded programs 

State-funded training programs vary by jurisdiction. Common examples include: 

• Smart and Skilled (NSW) 

• Skills First (VIC) 

• User Choice (QLD) 

How SELMA supports state-funded training 

SELMA provides tools to manage funded delivery across the enrolment lifecycle, including: 

• Contract and schedule setup 

• Funding source assignment 

• Learner eligibility tracking 

• Enrolment validation 

• Delivery and progress monitoring 

• Reporting support 

• Audit documentation 

These features help providers deliver funded training in line with contract requirements and reduce compliance risk. 

Configuring State Contracts in SELMA 

This guide explains how to set up state-funded contracts in SELMA, including: 

1. Creating a Purchasing Contract 
2. Creating Contract Schedules 

Use your official funding agreement as reference when completing each step. 

What you are configuring (quick context) 

• Purchasing Contracts = the overall funding agreement with a state or territory authority 

• Contract Schedules = the delivery rules under that contract 

• Enrolments are linked to Contract Schedules, not directly to the contract 

1. Create a Purchasing Contract 

A Purchasing Contract represents the funding agreement you hold with a state or territory funding authority. 

Step 1: Access Contracts 

1. Log in to SELMA 
2. Go to Settings → Compliance → Contracts 
3. Click Manage 

Figure 1: Accessing Contracts under Settings → Compliance 

Step 2: Add a new Purchasing Contract 

1. Click + Add 
2. The New Contract screen opens 

Figure 2: Creating a new Purchasing Contract 

Step 3: Complete the contract details 

Complete the fields using your funding agreement. 

Code 
Enter the official contract code issued by the funding authority. 

Name 
Enter the contract name as it appears in the agreement. 

State 
Select the relevant state or territory. 

Duration 
Enter the contract start and end dates. 

Funding Body 
Select or enter the funding authority (e.g. DESBT, Skills First). 

Contact 
Optional — assign a contact if required. 

Schedule Code Override (optional) 
Only use this if the funding authority requires a specific schedule identifier. 

Figure 3: New Purchasing Contract form

Click Create to save the Purchasing Contract. 

2. Create Contract Schedules 

Contract Schedules define how training is delivered and funded under the Purchasing Contract. 

Step 1: Access Contract Schedules 

1. From the Contracts list, locate the relevant Purchasing Contract 
2. Click the Manage Contract Schedules icon (middle icon under Actions) 

Figure 4: Contracts list with Manage Contract Schedules option

Step 2: Add a new Contract Schedule 

1. Click + Add 
2. The New Contract Schedule screen opens 

Figure 5: New Contract Schedule screen 

Step 3: Complete the schedule details 

Use the funding agreement or schedule documentation. 

Code and Name 
Enter the schedule code and description as provided by the funding authority. 

Finance Code (if applicable) 
Use this field only if required. 

Value and Payment Structure 
Define how funding is calculated: 

• Per enrolment 

• Per unit or subject 

• Per hour 

Rules 

• Configure any outcome-based payment rules or restrictions that apply under the contract. 

Figure 6: Contract Schedule configuration fields

Click “Create”. The Contract Schedule is now active and available to assign to enrolments. 

Assigning a Contract Schedule to an Enrolment 

Contract schedules can be assigned to an enrolment during the enrolment process or after the enrolment has been created. 

Option 1: Assigning a Contract Schedule to an Existing Enrolment 

Use this option when an enrolment already exists and needs to be linked to a purchasing contract and schedule. 

Accessing the enrolment 

To assign a contract schedule to an existing enrolment: 

1. Log in to SELMA 
2. Navigate to Enrolments 
3. Open the relevant learner enrolment record 

This opens the Enrolment Details screen. 

Figure 7: Assigning a Contract Schedule to an enrolment 

Assigning the contract schedule 

Within the enrolment record: 

1. Click AUS Compliance 
2. Click Edit 
3. Select the appropriate Funding Source (State) 
4. Select the relevant Purchasing Contract 
5. Select the appropriate Purchasing Contract Schedule 
6. Click Save 

Option 2: Assigning a Contract Schedule During Enrolment 

Use this option when creating a new enrolment. 

Starting the enrolment 

After completing Steps 1–3 of the enrolment process: 

1. Proceed to Step 4: Fees & Compliance 
2. Complete the following fields: 

• Funding Source (State) 

• Purchasing Contract 

• Purchasing Contract Schedule 
   

Figure 8: Step 4: Fees & Compliance during enrolment 

Managing Contract Changes in SELMA 

1. Revised caps or new delivery conditions 

What to do in SELMA: 

• Keep the existing Purchasing Contract 

• Create a new Contract Schedule under that contract 

• Configure the updated caps, scope, or rules in the new schedule 

• Assign new enrolments only to the new schedule 

What not to do: 

• Do not edit the existing schedule if it already has enrolments 

2. Additional schedules issued by the funding authority 

What to do in SELMA: 

• Add the additional Contract Schedule under the same Purchasing Contract 

• Use each schedule to represent a distinct set of funding rules or delivery parameters 

Existing schedules remain unchanged. 

3. Funding extensions or new contract periods 

What to do in SELMA: 

• Create a new Purchasing Contract with the new contract dates 

• Configure Contract Schedules under the new contract 

• Assign new enrolments to the new contract and schedules 

Important: 

• Do not change the dates on an existing contract that already has enrolments 

4. Updated qualification or unit scope 

What to do in SELMA: 

• Create a new Contract Schedule reflecting the updated scope 

• Leave previous schedules unchanged so historical delivery remains traceable 

5. Program closures 

What to do in SELMA: 

Do not delete contracts or schedules 

• Stop assigning new enrolments to the closed contract or schedule 

• Allow existing enrolments to complete or be managed according to funding rules 

Historical data remains available for reporting and audits. 

This approach supports accurate reporting, funding claim validation, and audit traceability. 

Registered Training Organisations (RTOs) are responsible for:

• Collecting valid USIs
• Verifying learner identity
• Maintaining accurate records
• Reporting verified data through AVETMISS

SELMA SIS supports compliant USI collection, verification, and management in line with Australian regulatory requirements.

This guide explains how to configure, use, and maintain USI records in SELMA.

In this Section:

• Regulatory Context
• Pre-Requisites for USI Integration
  • Set-Up MyGovID
  • Register in RAM
  • Link the Legal Entity
  • Assign Authorisations
• How SELMA Supports USI Management
• Enabling USI Services in SELMA
• Collecting and Verifying USIs
  • USI Collection
  • Verification in SELMA
• Learners With Only One Legal Name
  • Recording in SELMA
• Learners Without a Standard USI
• Compliance Note: USI and AVETMISS Reporting
• Monitoring and Error Management
• Best Practice Recommendations
• USI Integration Setup in SELMA
• How SELMA Uses the USI Integration
• Common Set-Up Issues
  • Integration Not Connected
  • USI Lookups Failing
  • Partial Connection
• Contact Us

Regulatory Context

USI management is governed by the Australian Government and administered through the USI Registry.

Official reference sources:

• USI Registry: https://www.usi.gov.au/
• MyGovID: https://www.mygovid.gov.au/
• Relationship Authorisation Manager (RAM): https://info.authorisationmanager.gov.au/

All RTOs must meet these requirements as part of ASQA and AVETMISS compliance obligations.

Pre-Requisites for USI Integration

Before SELMA can connect to the USI Registry, providers must complete mandatory government identity and authorisation steps. These requirements apply to all Student Management Systems.

Set-Up MyGovID

An authorised officer must create a MyGovID to verify their identity.
https://www.mygovid.gov.au/

Register in RAM

The organisation must be registered in the Relationship Authorisation Manager.
https://info.authorisationmanager.gov.au/

Link the Legal Entity

The Principal Authority must link the business entity in RAM to confirm organisational authority.

Assign Authorisations

Appropriate permissions must be granted to enable access to USI services. These authorisations determine who can manage and verify learner records.

How SELMA Supports USI Management

Once prerequisites are complete, SELMA enables:

• Secure connection to the USI Registry
• Automated verification workflows
• Identity matching and validation
• Enrolment-level compliance checks
• Reporting-ready USI records

This reduces administrative workload and compliance risk.

Enabling USI Services in SELMA

During onboarding or initial setup, the SELMA team will:

1. Confirm MyGovID and RAM status
2. Validate authorisations
3. Enable USI services
4. Test registry connectivity
5. Configure user access controls

This ensures the environment is compliant prior to go-live.

Collecting and Verifying USIs

USI Collection

Learners may provide their USI through:

• Enrolment forms
• Student portal
• Direct submission

Learners without a USI can create one at:
https://www.usi.gov.au/students/create-usi

Verification in SELMA

SELMA verifies USIs by:

• Matching learner details with registry records
• Confirming identity consistency
• Flagging discrepancies

Where integration is active, verification occurs automatically.

Learners with Only One Legal Name

Some learners have only one legal name (mononym). This scenario is recognised by the USI Registry and is supported under AVETMISS, provided mandatory data requirements are met.

Recording in SELMA

For Australian providers, both Given Name and Family Name are mandatory fields under AVETMISS and must be populated in a way that exactly matches the learner’s USI record.

If a learner genuinely has only one legal name:

• Record the learner’s single name in the Family Name field
• Use an approved placeholder in the Given Name field (e.g. - or.), matching the USI Registry record
• Do not create artificial surnames
• Do not duplicate the learner’s name across both fields

Important Notes:

• Identity documents inform the data captured, but USI and AVETMISS rules take precedence for reporting.

• If system limitations prevent compliant data entry, contact SELMA Support before applying any workaround.

Figure 1: Record a Student with a Single Legal Name

Ensure you fill out First Name and Surname, and all details exactly match the USI Registry to ensure successful verification.

• NOTE: If there is any uncertainty about how a learner’s name is recorded in the USI Registry, confirm the USI details first.

Learners Without a Standard USI

In limited circumstances, learners may participate in training without holding a standard USI.

In these cases, SELMA requires an approved exemption value for reporting.

These records are excluded from national transcripts and must only be used where formal exemption criteria are met.

Compliance Note: USI and AVETMISS Reporting

USI exemptions do not remove AVETMISS reporting obligations.

Where a learner is exempt, providers must:

• Record an approved exemption value
• Maintain accurate learner data
• Include the record in AVETMISS submissions

Incorrect exemption usage may result in compliance findings.

SELMA supports compliant reporting through built-in validation and formatting controls.

Monitoring and Error Management

SELMA helps providers identify and resolve issues through:

• Verification status indicators
• Validation warnings
• Compliance dashboards
• AVETMISS export checks

Training Providers can also proactively reduce errors by creating custom validations using the Validation Manager in SELMA.
This allows organisations to enforce data rules (for example, name formats or mandatory fields) before records reach reporting or export stages.

• To learn how to create and manage validations, please refer to System Settings – Validation Manager.

Common errors include:

• Invalid USI
• Identity mismatches
• Missing data
• Incorrect exemption codes

These are flagged for correction prior to submission.

Best Practice Recommendations

To maintain strong compliance:

• Complete MyGovID and RAM setup early
• Verify USIs at enrolment
• Retain exemption evidence
• Review records regularly
• Resolve issues before reporting

USI Integration Setup in SELMA

This section explains how to connect SELMA to the USI Registry System.

Before starting, ensure your organisation has completed MyGovID and RAM set-up.

Step 1: Access the USI Connector

Figure 2a. Navigate from Settings > Integrations

Figure 2b. Select the USI Integration

Click the “Configure” button under “USI”.

Figure 2c. USI Set-up Screen

Step 2: Enter Business Information

The current and following steps are related to the USI Set-Up Screen.

There, you will be guided to enter:

• Registered business details
• RTO/provider information
• Authorised contact details
• USI credentials (if required)

All details must match official registration records.

Step 3: Test the Connection

Select Test Connection to confirm:

• Authorisations are valid
• Credentials are active
• SELMA can communicate with the registry

Any issues will be displayed with guidance.

Step 4: Generate Your SSID

During set-up, you will be prompted to generate an SSID.

What Is an SSID?

A Secure System Identifier (SSID) is a unique security ID issued by the USI Registry that:

• Identifies SELMA as an authorised system
• Confirms organisational permission
• Enables secure system access

It functions as SELMA’s “security pass” to the USI system.

NOTE: Without a valid SSID, USI validation cannot operate.

Who Generates the SSID?

The SSID is generated through the organisation’s RAM/USI environment, usually by:

• The Principal Authority, or
• An authorised administrator

SELMA does not generate this independently.

Step 5: Activate the Integration

After testing and SSID generation:

1. Save configuration
2. Activate integration
3. Confirm status shows Connected

Your USI integration is now live.

How SELMA Uses the USI Integration

Once connected, SELMA supports:

• Real-time USI verification
• Secure USI creation (where permitted)
• Automatic validation at enrolment
• Error detection before reporting
• Compliance-ready AVETMISS exports

This reduces manual checking and reporting risk.

Common Set-Up Issues

Integration Not Connected

• Check RAM authorisations
• Confirm entity linkage
• Re-test connection

USI Lookups Failing

• SSID inactive
• Credentials expired
• Permissions incomplete

Partial Connection

This status indicates that the USI connection test has completed successfully, confirming communication with the USI Registry.
However, full USI validation requires an active SSID that is correctly authorised in the Relationship Authorisation Manager (RAM).
If SSID or RAM authorisation is incomplete, some USI functions may be unavailable.

• Please contact SELMA Support if issues persist.

Contact Us

For assistance with USI configuration, verification, or compliance workflows, please reach out to SELMA Support for support.