Version Details
| Version: | 5.1 |
|---|---|
| First Year: | 2014 |
| Last Year: | 2014 |
About
VET providers (providers) approved under the Opens in a new window: Higher Education Support Act 2003 (HESA) are required to report data for all eligible students in approved VET courses.
The data reported in the VET Enrolment (VEN) file provides a profile of each student (e.g. date of birth, gender, home location, country of birth). This file is used in the VET Student submission.
All eligible students are required to be reported whether or not they access VET FEE‑HELP assistance.
Each record provides information for a particular student/course combination for a reporting period. Generally there is only one enrolment record in the VEN file for each student. However, where a particular student is undertaking more than one course in the same reporting period there may be more than one record for that student in the VEN file.
The VEN file can also include student records omitted from a previous VET Student submission due to administrative error.
For more information see the VET Administrative Information for Providers.
Timing
Timing of submissions is detailed in the reporting schedule for the relevant reporting year.
There are up to four deadlines for each reporting year which depend on the census dates for unit(s) of study offered by a provider. Data can be submitted at any time after a census date. A provider may submit more than one submission for a period.
The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date.
Submission method
The VEN file is one of three files incorporated in the VET Student submission. The other files are the:
- VET Student Load Liability (VLL)
- VET Commonwealth Assisted Students (VDU) (in a validated HELP Due submission).
When reporting a VET Student submission it is recommended that you read the VLL and VDU file scope guidelines in conjunction with these scope guidelines.
Submissions are made using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT User Guide Part 2.
Structure
Information about the structure and elements in the VEN file is in the structure guidelines for the relevant reporting year.
Each record in the VEN file must have a unique combination of values for:
- Student identification code (element 313)
- Course code (element 307)
- Reporting year and period code (element 415).
These elements are the key identifiers for a student’s enrolment record. Enrolment records must also have consistent values for:
- Student identification code (element 313)
- Date of birth (element 314)
- Gender code (element 315)
- Commonwealth Higher Education Student Support Number (CHESSN) (element 488).
A record to be revised will be matched on these elements.
All records reported on the VEN file must have a matching record on the VLL file where the Reporting year and period code (element 415) is equal to the year component of the a Unit of study census date (element 489).
Revisions
Enrolment data that has previously been reported to the department in a VET Student submission can be revised through a VET Enrolment Revision submission.
Revised data can be submitted at any time. For detailed information on how to revise previously reported data refer to the VET enrolment revisions (VER) file scope guidelines and the VET FEE‑HELP revision guides.
More information
For more information about terms used in these guidelines see the glossary.