Understanding AVETMISS Student Fields

Complete guide to AVETMISS student data fields required for NCVER reporting.

Last updated 16 Oct 2026

Understanding AVETMISS Student Fields

AVETMISS (Australian Vocational Education and Training Management Information Statistical Standard) requires specific data about students for national reporting. This guide explains each field and how to complete them correctly.

Access required

Choose the task you are doing. Each row is a separate action.

Task	Required access
See a student's AVETMISS fields	Students: View
Change those fields	Students: Edit

Why AVETMISS data matters

AVETMISS data is:

Required for government-funded training
Mandatory for NCVER reporting
Essential for compliance audits
Used for national VET statistics

Warning

Incomplete or incorrect AVETMISS data can cause your NAT file submission to be rejected. Take time to understand each field.

Student identifiers

Unique Student Identifier (USI)

USIRequired

A 10-character alphanumeric identifier issued by the USI Registry. Every student undertaking nationally recognised training must have a USI.

Format: Exactly 10 characters (letters and numbers)

Example: 3AW88YH9U5

Students can:

Create their USI at usi.gov.au
Provide an existing USI
Authorise you to create one on their behalf

See USI Verification for verification steps.

An international learner completing all training outside Australia may use the enrolment-scoped INTOFF exemption instead of a USI when they have an overseas usual-residence address and are not an Australian resident. Australian citizens and permanent residents studying overseas still require a USI.

AVETMISS Client ID

Client ID

Your organisation's internal identifier for the student (max 10 characters).

Example: STU00001

If left blank, RTObase automatically generates one. Use this for:

Integration with other systems
Internal reference numbers
Migration from legacy systems

If duplicate student records are merged, the merged record inherits the Client ID of the record chosen as the identity to keep, so previously lodged AVETMISS activity keeps matching, see Merge Duplicate Students.

Name for Encryption

Name for Encryption

The name used for matching in the USI Registry. Usually the student's name as it appears on official ID.

QCAA Learner Unique Identifier (LUI)

QCAA Learner Unique Identifier (LUI)

The 10-digit identifier the Queensland Curriculum and Assessment Authority gives Queensland school students. It is reported to Queensland and is separate from the USI.

The field shows on the student's AVETMISS fields when the Funded VET module is on, or when a LUI is already recorded. Queensland-funded VET in Schools activity cannot be generated without it. See Funded VET Reporting.

Personal demographics

Date of Birth

Date of Birth

Required for age-based reporting. Format: DD/MM/YYYY

Used for:

Age group statistics
VET in Schools eligibility
Concession verification

Gender

Gender

Options based on AVETMISS Release 8.0:

M: Male
F: Female
X: Other/Non-binary
@: Not stated/unknown

Indigenous Status

Indigenous Status

Self-identified Aboriginal and/or Torres Strait Islander status.

Code	Description
1	Aboriginal
2	Torres Strait Islander
3	Both Aboriginal and Torres Strait Islander
4	Neither
0	Not stated

Note

This question must be asked sensitively. Explain that responses are voluntary and used only for statistical purposes.

Language and country

Language Identifier

Language ID

The language the student first learned to speak as a child (4-character code).

Common codes:

Code	Language
1201	English
7101	Italian
6101	Cantonese
6102	Mandarin
5203	Hindi
4202	Arabic
0000	Not stated

Full list available in the AVETMISS documentation or via the Language dropdown in RTObase.

Country Identifier

Country ID

Country of birth (4-character SACC code).

Common codes:

Code	Country
1101	Australia
2100	United Kingdom
5101	India
6101	China
9999	Unknown
0000	Not stated

Education history

Highest School Level Completed

Highest School Level

The highest year of secondary school completed.

Code	Description
12	Year 12 or equivalent
11	Year 11 or equivalent
10	Year 10 or equivalent
09	Year 9 or equivalent
08	Year 8 or below
02	Did not go to school
@@	Not stated

Prior Education Achievement

Prior Education ID

Highest qualification completed before this enrolment.

Code	Description
008	Bachelor degree or higher
410	Advanced diploma or associate degree
420	Diploma
511	Certificate IV
514	Certificate III
521	Certificate II
524	Certificate I
990	Other education
@@	Not stated

Employment status

Labour Force Status

Labour Force Status

Current employment situation at time of enrolment.

Code	Description
01	Full-time employee
02	Part-time employee
03	Self-employed: not employing others
04	Employer
05	Unemployed: seeking full-time work
06	Unemployed: seeking part-time work
07	Not employed: not seeking employment
08	Not stated

At School

At School Flag

Whether the student is currently enrolled at a secondary school.

Code	Description
Y	Yes: currently at school
N	No: not at school
@	Not stated

Important for VET in Schools (VETiS) reporting.

Disability

Disability Flag

Disability Flag

Whether the student identifies as having a disability, impairment, or long-term condition.

Code	Description
Y	Yes
N	No
@	Not stated

Note

If Yes, you may collect additional disability type information. RTObase supports multiple disability categories per the AVETMISS standard.

Geographic data

Residential address country

Address country

The SACC country for the student's usual residential address. This is separate from Country ID, which records the student's country of birth.

Overseas addresses are entered manually. For AVETMISS, RTObase projects an overseas residential postcode as OSPC and state identifier 99; the learner's actual postal code and region remain stored on their profile.

Statistical Area Level 1 (SA1)

SA1

An 11-digit geographic code identifying the student's residential area.

Used for fine-grained geographic reporting. Can be determined from the student's address postcode.

Statistical Area Level 2 (SA2)

SA2

A 9-digit geographic code for broader area reporting.

RTObase can auto-populate this from the student's postcode where possible.

Survey and contact

Survey Contact Status

Survey Contact Status

Whether the student can be contacted for follow-up surveys. Queensland-funded activity cannot be generated until it is recorded.

Code	Description
A	Available for contact
B	Deceased
C	Not available: no longer at contact details
D	Not known: contact attempted but unsuccessful
E	No longer enrolled: left without forwarding details

Collecting AVETMISS data

Via student portal (recommended)

The student portal collects AVETMISS data automatically as part of the onboarding flow. Students must complete these steps before they can access courses:

LLN assessment (if required for their course), completed before enrolment is confirmed
AVETMISS survey: a 5-step form collecting personal details, education, employment, and background data
USI entry: student enters their 10-character Unique Student Identifier

All data flows directly into the student's RTObase profile. Because these steps are mandatory gates, AVETMISS data is captured before training begins, reducing incomplete records at reporting time.

Tip

Enable reminder emails for students who haven't completed the survey before your reporting deadline.

Manual entry

For in-person enrolments or where students need assistance:

Open the student profile
Click Edit
Complete the AVETMISS fields
Save

Paper forms

If collecting on paper:

Use the standard AVETMISS form
Transfer data to RTObase manually
Store the paper form as per your records policy

Confirm details from an existing form

When a learner already gave you their AVETMISS details on an enrolment form, staff can stop the portal asking for the survey again:

Check the student record against the form you collected.
Open the student's Overview. In Student readiness, click Confirm beside AVETMISS survey. If the student has no date of birth, click Add DOB and add it first.
Confirm the dialog.

The item then reads AVETMISS details confirmed by staff and counts as ready on the student and their enrolments. RTObase records this as a staff confirmation, separate from a survey the learner submits.

Validation

RTObase validates AVETMISS data when:

Saving: Warns about missing required fields
Generating NAT files: Blocks invalid data
Reporting: Highlights incomplete records

Common validation errors

Error	Solution
Invalid USI format	Must be exactly 10 alphanumeric characters
Missing Indigenous Status	Ask student or record "Not stated" (0)
Invalid postcode	Must be 4 digits and exist in Australian postcodes
Labour force status missing	Required for funded students

Privacy considerations

AVETMISS data is sensitive:

Store securely (RTObase encrypts all data)
Only collect what's required
Explain why data is needed
Allow students to decline where permitted ("Not stated" options)
Follow Privacy Act requirements for handling personal information

Warning

Never share individual AVETMISS data outside reporting requirements. Aggregated statistical use only.

Keep going

How to Add a Student →

Create a new student record with personal details and AVETMISS compliance data.

How to Edit a Student →

Update student details, contact information, and AVETMISS data.

Generating AVETMISS NAT Files →

How to generate, validate and lodge fee-for-service AVETMISS NAT files through NCVER AVS.