ACER | AQTF - FAQs - Competency Completion Online System

Overview of Competency Completion

What do I have to do as a minimum?
The Competency Completion Quality Indicator requires RTOs to provide data on an annual basis on training activities that occurred in the previous calendar year. The data should include the number of enrolments for each qualification code, the number of qualifications completed for each qualification code, the number of enrolments for each unit of competency or module, the number of units completed for each unit of competency or module and an indication of offshore operations. RTOs can provide these data either using the AVETMISS submission or by entering it directly into the online system.

Why do I have to provide these data?
As well as being a necessary requirement of your registration that you provide these competency completion data, these data can be used by RTOs to help inform continuous improvement activities.

When does this have to be done by?
Data provided through AVETMISS is finalised by the National Centre for Vocational Education Research (NCVER) around 28 April each year, then uploaded to the online system. The Competency Completion Online System will be available from early May for data entry and reporting.

How can I use this information for quality improvement?
Based on the data provided, RTOs can view and generate reports using the Competency Completion Online System. RTOs can only view and create reports for their own organisation. This information could be used for benchmarking against another RTO or for creating goals for increasing competency completion rates in the years to follow.

How secure is the competency completion information?
RTOs are only able to view and create reports using data from their own organisation. Other RTOs are unable to access these data. The Competency Completion Online System requires a password and valid email address that is registered with an RTO in order to login. It is recommended that you change your password every 30 days. For information on how to access the system and change your password, please refer to the Competency Completion Online System Guide.

How do I access help or user guides?
For further information on the Competency Completion Online System, please refer to the Competency Completion Online System Guide. For further assistance contact NCVER on 08 8230 8468 or email your query to aqtf2007@ncver.edu.au.

Commonly used terms - Competency Completion Online System

What is an enrolment?
A qualification enrolment is when a learner enrols in a program of study associated with a unit of competency or module that is designed to lead to an Australian Qualifications Framework (AQF) qualification, statement of attainment or accredited course.
A Unit of Competency and Module Enrolment is when there is a valid enrolment by a learner in a nationally recognised unit of competency or module within the collection year. The learner must have enrolled and participated in the learning processes associated with the enrolment for a minimum of one hour. Evidence must also exist for educational engagement by the learner within the unit of competency or module.

What is a completion?
A qualification completion is when a learner is issued with formal certification for the successful completion of a recognised Australian Qualification Framework (AQF) qualification. The completion is to be reported within the year of issuance, even though the training activity may have occurred in a previous year.
A Unit of Competency and Module Completion is the satisfactory completion of all requirements for a unit of competency or module by a learner who has been issued with an AQF statement of attainment. The completion is to be reported within the year of issuance, even though the training activity may have occurred in a previous year.

What is meant by offshore?
Offshore refers to training that happens in a country other than Australia. The Offshore Indicator applies to nationally recognised VET delivered by RTOs in an overseas location to learners who are not residents of Australia.

What is the AVETMISS collection?
The VET Provider (AVETMISS) Collection is an annual administrative collection of all publicly-funded VET activity at the unit record level. Information is collected on students, the courses they undertake and their achievement from student enrolment forms and through state training authorities. This information is collected under the framework of the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) to ensure nationally consistent data.
Those RTOs in receipt of public funding, which includes TAFE and other government providers, multi-sector higher education institutions, community providers and private providers, submit AVETMISS-compliant record unit data to their state training organisation, which in turn submits to the National Centre for Vocational Education Research (NCVER) at the end of March each year.

Overview of the Competency Completion Online System

What is the Competency Completion Online System?
The Competency Completion Online System is an online system that has been designed to support the collection, interpretation and reporting of the Competency Completion Quality Indicator data. For more information, please refer to the Competency completion resources page in the Quality Indicators Resources Package.

How do I access the system?
Open your web browser (e.g. Internet Explorer) and type http://rto.ncver.edu.au in the address bar. For further information, refer to page three of the Competency Completion Online System Guide in the Quality Indicators Resources Package.

How does the Competency Completion Online System work?
Data provided through AVETMISS are prepared by the National Centre for Vocational Education Research (NCVER) around early May each year, and are uploaded to the online system together with NTIS-sourced information for each RTO and their scope of registration. Reporting for data provided through AVETMISS/NCVER submission will be available mid May each year. Based on the data provided, RTOs can view and generate reports using the online system. For further information, refer to pages two and three of the Competency Completion Online System Guide in the Quality Indicators Resources Package.

What are the options for inputting data into the Competency Completion Online System?
RTOs can provide their data by:

using the AVETMISS submission (in full)
using the AVETMISS submission (in part) and data enter additional activity in the Competency Completion Online System
importing files from your student management system (SMS) directly into the Competency Completion Online System, or
entering it directly into the Competency Completion Online System.

For further information, refer to page two of the Competency Completion Online System Guide in the Quality Indicators Resources Package.

Who has access to my Competency Completion data?
RTOs can only view and create reports based on their own organisation’s Competency Completion data.

What do I do if I require further assistance?
If you require further assistance, contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

Accessing the Competency Completion Online System

How do I log in to the Competency Completion Online System?
In the login screen type your email address and password and then click Login. When successfully logged in, the home page will be displayed. For further information, refer to page three of the Competency Completion Online System Guide in the Quality Indicators Resources Package.

What do I do if I can’t log in to the Competency Completion Online System?
Contact your System Administrator to arrange access. If you require further assistance, contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

How can I find out who my system administrator is?
Refer to the Day2Day contact details for your Registered Training Organisation on the NTIS website www.ntis.gov.au. If these details are incorrect, you will need to report this to your state Registering Body. If you require further assistance, contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

Can I change the system administrator for this system?
Yes. Under RTO Details in the blue menu, click on ‘Contact Details’. Update the Day2Day Contact details as required. Note that this will not be reflected on the NTIS. You will need to request the change to the NTIS directly through your state Registering Body.

Why can’t I update my contact details?
Only the system administrator for the system can make changes to contact details.

What if the email address on the NTIS is blank or is wrong?
You will need to report this to your state Registering Body. If you require further assistance to arrange access the system, contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

What if the email address is attached to more than one RTO?
If your email address is attached to more than one RTO, you will need to select which RTO you are logging in for. Relevant error messages will be displayed if you are not authorised to access the online system or the login details that you entered are incorrect.

What do I do if I can’t remember my password?
In the login screen type your email address and then click ‘Forgotten password?’ An email with your login and password details will be sent you. If you require further assistance, contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

How can I change my password?
Once you are successfully logged in you will be able to change your password. Standard security practice recommends that passwords be changed every 30 days. To change your password, go to Administration in the blue menu, click Change Password. Type your Current Password, your New Password and your new password again (at Confirm New Password). Click Change Password.

Can I allow additional users to access this system?
Yes, although only the system administrator can add additional users.. Under RTO Details in the blue menu, click Contact Details. To add a new user, enter their details in the next blank row. An email will be sent to each new user with their login details. To delete a user, delete the Name, Telephone and Email fields then tick their corresponding box to the left and click Delete.

Importing files

What is the import file feature?
You can import a set of data files generated from your student management system (SMS) for activity in a given year. Note that data contained in the imported files will overwrite any existing data in the system for the specific year. It is recommended that you generate and view or print reports for the appropriate year prior to importing your data.

How do I upload my import files?
Under Administration in the blue menu, click ‘Import file’ and select a year. Select the individual state/territory you wish to import, otherwise select ‘All’. Browse for the file location and select the file (do this for each file you want to import). Click Import and follow the prompts. Please refer to the Competency Completion Online System Guide, Page 18-21 for more information.

What do I do if I can’t upload my import files?
Ensure you have your exported data files from your student management system (SMS) in the correct format and they are ready for importing. Three files can be imported: Organisation Details, Qualification Activity, and Units and Modules Activity. Please refer to the Competency Completion Online System Guide, Page 18-21 for more information or contact NCVER on 08 8230 8468 or send an email to aqtf2007@ncver.edu.au.

NTIS scope table

What is the difference between ‘NTIS scope’ and ‘Other nationally accredited’?
RTOs that provide their data using the AVETMISS submission will have their data uploaded to the online system in early May each year. These data will appear in the NTIS Scope table. The qualifications and units of competency listed in the NTIS Scope table should reflect your scope of registration. All other qualifications and units of competency/modules relate to ‘Other nationally accredited’ activity.

Why can’t I add qualification or Units of Competency to my scope?
The scope information is reliant on the NTIS information being correct, as it is the definitive source for scope information. So, if at the time of sourcing the NTIS data into CCOS there are some anomalies then, RTOs must enter the scope data into the 'Other nationally accredited' area. RTO contacts can either follow the user guide instructions or contact NCVER for assistance. An appropriate comment should be included to notify the registering body.

The qualifications and units of competency listed in the NTIS scope table do not reflect my scope of registration. What should I do?
In both of the following occurrences, you should contact your Registering Body. If there are any qualifications or units of competency missing from NTIS Scope table, then manually enter them (or use the look-up key) into the ‘Other nationally accredited’ table. If there are any qualifications or units of competency incorrectly appearing in the ‘NTIS Scope’ table, then clear any associated activity ( i.e. check the box next to the qualification or unit/module code and click delete). Please note, only the activity, not the individual qualification or unit of competency will be cleared.

What are data broken down by state/territory?
Data should be reported against the state/territory of registration or where the activity was delivered. This allows RTOs operating from multiple states additional options for entering or uploading data (depending on their systems). Examples:

State separate system – an RTO delivering in both WA and Victoria, can arrange for its WA office to enter (or upload) their WA operations and its Victorian office to do the same for their Victorian operations.
Centralised system – an RTO delivering in several states can upload data using the import data function from its central student management system (SMS), reporting against each state.

How do I clear or delete records?
To clear the enrolments for a qualification or unit of competency from a NTIS Scope table, tick its box and click Delete. This record will not be deleted; only the activity will be cleared.
To delete a qualification or unit of competency/module from the ‘Other nationally accredited’ table, tick its box and click Delete. This record will only be deleted if there are no corresponding enrolments and completions reported for it. Otherwise it will appear with blanked activity.

Why can’t I delete the selected rows of qualifications/units of competency?
Records cannot be deleted from the NTIS Scope table. Please contact your Registering Body if qualifications and units of competency are incorrectly appearing. The records from the ‘Other nationally accredited’ table will only be deleted if there are no corresponding enrolments and completions reported.

Creating reports in the Competency Completion Online System

What is the reporting feature?
Based on the data provided, RTOs can view and generate reports. It is advised that you review and, if required, update your data before running any reports.

How do I view and print reports?
Click Reports in the menu. Select a Year and click on the required report. A new window will open displaying the report. Click on the print icon in the tool bar. For further information, refer to page 16 of the Competency Completion Online System Guide in the Quality Indicators Resources Package.

Can I export my report?
Yes. From the menu, select File, Save as. Select a suitable file format. Alternatively, you may opt to cut and paste the report contents and save into another suitable application.

Who has access to my reports?
RTOs can only view and create reports for their own organisation. You may, however, wish to share your reports with your Registering Body.

How do I send my reports to my Registering Body?
At the top of each report there is a button, ‘Send directly to your Registering Body’, which once clicked will send to your Registering Body. Once confirmed, you will receive a confirmation on screen that the report has been sent and an email will also be sent to the Day 2 Day contact confirming receipt of the report.

Australian Quality Training Framework (AQTF) 2007

FAQs - Competency Completion Online System