Troubleshooting Common AVETMISS Errors

Navigate to Setup → My Account in the Admin Portal. Verify that your RTO number is accurate. For submissions to a state training authority, ensure your "State Identifiers" are accurate. If any changes are made, remember to click Save at the bottom of the screen.

Access Setup → My Account is in the Admin Portal, and verify the accuracy of the "Type of Training Organisation" and "Ownership" fields. Should any adjustments be made, ensure to click SAVE at the screen's bottom.

This indicates that there's no reportable activity for the selected year and type of reporting on the NAT generator page in Vasto. You'll need to modify the reporting date and type of reporting, then run it again.

Navigate to Setup → My Account in the Admin Portal and review your "Location" under "Contact Information". Ensure that the Suburb, State, and Postcode details match exactly with the Australia Post Database. Use the full suburb name without abbreviations. If any adjustments are necessary, click Save at the bottom of the screen to apply the changes.

On the Course Specifications page, navigate to the ANZSCO Identifier section on the left and input the necessary values. To locate the appropriate ANZSCO identifier for any accredited course, visit training.gov.au, search for the course using its code, and then scroll to the Classifications section of the course details to find this information.

Navigate to the FIELD OF EDUCATION section on the left side of the COURSE SPECIFICATIONS page and choose an appropriate value. To determine the correct Field of Education for any accredited course, consult training.gov.au, search for the course using its code, and scroll to the CLASSIFICATIONS section of the course details. Identify the Course Field of Education Identifier's classification value and select the corresponding value in your Vasto course specifications.

On the COURSE SPECIFICATIONS page, locate the RECOGNISED TITLE on the left-hand side and scroll down to it. Input the title exactly as it is listed on training.gov.au. Remember, only include the title itself in this field, not the course code.

This error should not occur in Vasto. If you encounter it, please reach out to support immediately.

The NATIONAL CODE field in the units section features a code that isn't recognized. Please verify on the UNIT SPECIFICATIONS page, located on the left side, that the code accurately matches the one listed on training.gov.au.

If the unit in question is not an accredited unit meant for reporting, it's possible it has been incorrectly marked as VET instead of NON-VET. To correct this, navigate to the VET Identifier and adjust the VET, NON-VET status as needed. Remember, there could be multiple instances of this unit, both in your current database and in archived records. Ensure you search through both and update the unit specifications where necessary.

When submitting your NAT files to a state training authority, make sure to choose the appropriate STATE from the FOR SUBMISSION TO dropdown menu on the RTO COMPLIANCE page in Vasto, where you generate your NAT files. For submissions to the national body (NCVER), select NATIONAL from the same menu. After making your selection, validate and regenerate your data set.

Make sure to fill out the Learning Timeframes field for Supervised Training and Assessment at either the Course or Unit level. Once this information is entered, proceed to generate your data set again.

Verify that the correct Learning Timeframes values have been input on the left side of the Unit Specifications screen in Vasto.

Keep in mind that there could be multiple instances of this unit, both in your current and archived records. Please check both and update the unit specifications as needed.

Make sure the appropriate Subject value is chosen on the left side of the Unit Specifications screen in Vasto. Remember, there might be multiple occurrences of this unit in either your current database or archived units. Please check both sections and adjust the unit specifications where necessary.

On the Unit Specifications page, towards the left, scroll to Field of Education - Narrow and make a selection. The accurate Field of Education for any accredited competency unit can be found by consulting training.gov.au (TGA) and searching by the unit's code. Proceed to the Field of Education - Narrow section of the course for this info. Identify the Field of Education - Narrow classification value and choose the identical value in your Vasto course specifications, ensuring the 6-digit code precisely corresponds with TGA's data. Keep in mind that you might encounter multiple entries of this unit in both your current database and archives. Inspect both sections and appropriately adjust the unit specifications.

When a USI (Unique Student Identifier) has been validated by the system, changes made by either the student or an administrator to the following fields will result in the USI losing its Verified Status, which may result in an error when reporting.

• USI itself;
• First or Last name; or
• Date of Birth (DOB)

To address this, in the INDIVIDUAL PERSON'S PROFILE, a small button is located beneath the USI field. This button enables administrators to clear the VALID flag and queue the USI for re-verification. Clicking this button directs you to the USI workbench for immediate re-validation efforts.

Please note: This option is only available for USIs that were previously marked as VALID.

If you encounter these errors and notice that the student's profile already includes a populated first and last name, simply click the 'save' button located at the bottom right of the student profile.

This action will prompt the VET profile to refresh with the entered name details, effectively resolving the error.

If the student has declared a disability, please input the specifics of the disability within the Individual Profile → VET Profile section. Should the student not have any disabilities, the disability question field should be left empty.

If a student is mistakenly identified as having a disability, you can correct this in the Individual Profile → VET Profile section. However, if a student has intentionally declared a disability, you need to record the Disability Area/s.

Reach out to Vasto Support and provide the Client Identifier Number. Our technical team will need to delete a duplicate AVETMISS profile record that has been identified for the specified learner.

The postcode must be valid, or an override code must be used if the postcode is unknown. To find the Student ID Number, go to Connect → Addresses Verification and enter the override code '@@@@' in the postcode field.

Occasionally, students may submit incomplete or incorrect information, leaving some fields empty.

• Fields highlighted in red need to be corrected.
• If addresses are incorrect, you can use the postal address provided by the student (if available) or substitute it with your office address. Ensure addresses are complete and valid, including at least a street number, street name, suburb, postcode, and country.

Suburb names must be spelled precisely and formatted correctly to be accepted on the Government's NCVER website. These formatting rules are mandated by the Government, not Vasto.

The sequence of the words in the suburb name should match exactly as they are listed on the Australia Post website.

Suburb names should avoid any double spaces or punctuation.

Should a postcode be absent, the system will attempt to fill in the correct postcode automatically. This will be indicated by a red field containing a postcode.

Verify in the student's VET Student Profile that both the Residential and Postal Addresses have been accurately entered.

If a student is mistakenly identified as having a disability, you can correct this in the Individual Profile → VET Profile section. However, if a student has intentionally declared a disability, you need to record the Disability Area/s.

This error should not occur in Vasto. If you encounter it, please reach out to support immediately.

Make sure the Collection Period you select in the NCVER Validation Tool precisely aligns with the date range you input in the Vasto AVETMISS reporting generator. For instance, if you are reporting for the full year of 2016, input "1 January 2016" to "31 December 2016" when generating your NAT files in Vasto. Subsequently, in the NCVER validation tool, choose the collection period "Jan-Dec 2016".

You'll encounter this error when processing your current year's NAT files through the NCVER Validation Tool before the year's end, specifically if the expected completion dates for students still in progress are set before 31 December. Such errors are typical when preparing NAT files for mid-year submission to your state training authority and can be disregarded in these instances.

This error should not occur in Vasto. If you encounter it, please reach out to support immediately.

Navigate to the Advanced Student Editor for this enrollment and click on the button in the Funded column. Verify the selected value for Funding Source (National); it should only be set to 30 if the student is residing overseas. Use the Edit button in the VET column within the Advanced Student Editor to confirm that the correct residential and postal addresses are entered.

Please note the 30 code was phased out in 2019. Starting from the 2020 collection period, you must choose either 31 – International onshore client or 32 – International offshore client.

Go to the Advanced Student Editor for this enrollment and select the button in the Funded column. Ensure the chosen values for Funding Source (National) and Funding Source Code (State Training Authority) are accurate.

Go to the Advanced Student Editor for this enrollment. Then, click on the button in the Funded column. Make sure the value inputted in the Funding Source Code (State Training Authority) is accurate.

Go to the Advanced Student Editor for this enrollment and select the button in the Funded column. Verify that the values entered in the Training Contract ID and Purchasing Contract ID fields are correct.

This Unit is not included in the Courses, as per training.gov.au. Please access the Course Specifications and remove the unit in question. Before proceeding with deletion, make sure to appropriately manage and transfer any outcome results associated with this unit in this course.

Go to the Advanced Student Editor for this enrollment and select the button in the Funded column. Verify that the values entered in the Training Contract ID, Apprenticeship ID, and Purchasing Contract ID fields are accurate.

Go to the Advanced Student Editor for this enrollment and select the button in the Funded column. Ensure the value inputted in the Funding Source Code (State Training Authority) is accurate.

Go to the Advanced Student Editor for this enrollment and select the button in the Funded column. Verify that the value entered in the Purchasing Contract Schedule ID is correct.

For the units showing the error, scroll to the bottom left of the screen at the unit level, choose the Delivery Mode Identifier, and then save your changes.

The NAT130 file is populated based on the issuance of a certificate. If a certificate has not been issued for an enrolment, it will not appear in the NAT130 file.

This error should not occur in Vasto. If you encounter it, please reach out to support immediately.

This error should not occur in Vasto. If you encounter it, please reach out to support immediately.