FAQs General questions about the VDS program

The program will modernise how VET student activity data is collected, managed, and utilised by the whole sector, focusing on improving national outcomes.

The key changes include:

• the introduction of a new VET Information Standard in which training providers will need to report against
• the development of new a data management and reporting tool called the Student and Training Activity Records System (STARS) that can be integrated with an existing Student Management System
• changes to the frequency some providers report data.

The objective of the program is to ensure that Australia’s VET education sector:

• remains globally competitive
• is resilient to emerging challenges
• is well positioned to harness the power of information to support economic growth and improved outcomes for Australia and its citizens.

Currently, the information needs of students, training providers and decision-makers in much of the VET sector are not being met. The way we collect and manage student activity data at the national level is multi-layered, complex and inconsistent.

To maintain its position as a global leader in VET training, it will be critical for Australia to:

• respond rapidly to emerging challenges
• address skill gaps
• take advantage of market opportunities. 

The ability to harness the power of information through modern systems and a new Information Standard will be a key enabler to achieving this goal.

The program will gradually be rolled out across the sector. By the end of 2022, the department will begin consulting with the sector on the system design with the changes to ICT system being gradually piloted and introduced over 2023 to 2024.

When and how your jurisdiction intends to introduce the changes, is collaboratively being worked through as the program progresses. To keep up to date, regularly check your state or territory training authority website.

The Australian Department of Employment and Workplace Relations (DEWR), in partnership with the National Centre for Vocational Education Research (NCVER), state and territory governments and sector regulators are working together to deliver the VET Data Streamlining program.

The program will introduce several changes relating to what student training activity information is collected, and how it is submitted. As a result, training providers may change the way they conduct their business, such as submitting data progressively rather than periodically. This may impact systems these providers use and how staff engage with these tools. 

There are 3 main pillars of work:

• the introduction of a new VET information standard, specifying national and state specific VET data elements to be collected from training providers
• the introduction of new technology to support more regular reporting of data
• changes to the legislative framework to support the provision of data at any time.

There are several anticipated benefits for training providers. This includes reduced reporting burden, faster validation of student information and the ability to submit data more frequently at a time that is convenient to them. However, it is important to note that these benefits may not be universal for all providers. This is due to the complexity and diversity of providers in the VET sector, many of whom have bespoke systems and business practices, differing information needs and competing priorities and objectives.

The program will be rolled out over several years. For some training providers this may mean they won’t see significant benefits for some time based on their circumstances. For others, the benefits relating to reduced reporting burden and faster validation of information will mean that they will benefit from the program sooner.

Some of the program benefits include:

• reduced duplication through the introduction of a national dataset (including state and territory elements) in a consistent and consolidated Information Standard
• the provision of data once which can be used many times
• easy to understand Information Standard that is supported by plain English data descriptions and validation rules, including fact sheets and user guides
• faster data validation of student information
• reduced validation burden by only returning records with errors if one occurs after submission rather than whole files
• more frequent updates to student information
• potentially faster funding reconciliation timeframes for some providers based on more frequent reporting to the government
• training providers are better able to support their students in timely, up to date records and information
• access to high-quality data and information will provide useful and timely insights on the VET sector (such as emerging skill requirements), which can lead to new courses and services being developed
• flexibility to make changes to the standard more quickly and at a lower cost in the future
• improved evidence-based decision making will result in better outcomes for the sector.

When fully delivered, students can expect to have:

• easy access to up-to-date records of their studies which they can use to demonstrate competencies and gain employment
• access to a wider variety of VET courses that meet national accreditation and quality standards
• access to courses that address high demand and emerging skills gaps thereby potentially supporting improved outcomes in the future.

The key benefit for governments and decision-makers is improved data quality and timeliness. Currently, VET data reporting arrangements and submission systems are demanding, multi-layered and complex. This can mean that decision makers are often relying on information that is sometimes over a year old. The rapidly changing global landscape we now operate in, means this is no longer viable if Australia is to remain globally competitive.

Modernising how we collect and manage data at the national level, means that decision-makers can use the insights to make better and faster decisions based on the most up to date information.

The program aims to ensure that Australia’s VET education sector remains:

• a global leader in VET education
• resilient to emerging challenges
• well positioned to harness the power of information to support economic growth and improved outcomes for Australia and its citizens.

From late 2022
Progressively release STARS technical specifications and aspects of the VET Information Standard

From early 2023
Publish revised Data Provision requirements, guidelines and user support

Early 2023
STARS core capability release supporting end-to-end testing

From mid-2023
STARS capability connecting to NCVER

From late 2023
Commence STARS connecting to STAs. Support RTOs and SMSs to connect to STARS

Throughout 2024
Continue sector transition

The program will be gradually rolled out nationally over the next few years. This will give providers time to adjust to the new arrangements. The switch over itself, will be relatively quick in that you will move from submitting data at your current rate, to the new submission timeframe of within one month of the training activity occurring.

If you are using an SMS, your SMS provider will advise you when their system is going to switch to the new VET Information Standard and the new submission timeframes.

If you report to your state or territory government, they will advise when the changes take effect in that jurisdiction. If you don’t have an SMS or report at the jurisdictional level, you should continue to use the existing NCVER data submission system until the new portal is up and running.

The National Centre for Vocational Education Research (NCVER) will progressively release user information on the new VET Information Standard from early 2023. There will be a period of consultation with the sector before the standard is finalised.

The technical solution will be available for testing and integration with Student Management System vendors and state and territory training authorities in the second half of 2023.

There are a few things you can do to start to prepare for the changes depending on your circumstances.

One of the first things you could do is consider how a change to reporting frequency of VET Student activity data may affect your business. Currently, how often VET training providers report data varies across the sector. Some providers submit reports once a year, while others report once every 6 months. Many providers have already accommodated frequent reporting into their normal business processes.

The VET Data Streamlining program will ask providers to report any VET student training activity data within a month of the event occurring. This means providers can choose to submit a report on or near the same business day each month. Others may choose to adopt an event-based approach to reporting which means they may report several times a day or at a time that is convenient for them if it is within the 1-month timeframe.

For training providers who are used to reporting once or twice a year, VET Data Streamlining will be a significant change and will require them to review and adjust their current business processes. This could significantly impact staffing levels and systems within these businesses.

Find out more about [submitting  data].

Other things you can do to prepare:

• You can reach out to your Student Management System (SMS) provider to ask them about what changes they plan to introduce to support the VET Data Streamlining program and when they plan to introduce them.
• If you receive government funding, you can reach out to your state or territory training authority about the reporting arrangements for your jurisdiction. Depending on how your state or territory training authority has agreed to implement the program, it may influence how you submit your data.
• If you don’t currently have an SMS system, you may like to consider whether a student management system is right for your business moving forward. If you report directly to the National Centre for Vocational Education Research (NCVER) or your state or territory training authority, a new portal into the Student Training Activity Reporting System (STARS) is currently being developed so you will be able to meet your reporting obligations that way once it is operational.

The Department of Employment and Workplace Relations (DEWR) is committed to engaging early and often with the VET sector. DEWR has established several groups with representatives from across the sector and each jurisdiction. These include the External User Reference Group and many sub-groups which focus on user design, technology and systems, training and support, change management, stakeholder needs and analysis.

The External User Reference Group is held approximately once a month The group is attended by representatives from each state and territory training authority, VET peak bodies, regulators, TAFEs, large and small training providers and fee for service training providers.

The department has also commissioned research into the VET sector to better understand the current reporting arrangements and pain points for providers.

The department has also commissioned KPMG to conduct a comprehensive Regulation Impact Statement which included extensive consultation across the sector in August 2022.

There are several different ways you can get involved in the program. DEWR is committed to engaging early and often with the VET sector and has established several groups with representatives from across the sector and each jurisdiction.

These include the External User Reference Group and several sub-groups which focus on user design, technology and systems, training and support, change management and stakeholder needs and analysis. If you are interested in participating in one or more of these groups (or registering your interest in participating in a pilot), email the program team at VETDataStreamlining@dewr.gov.au for more information.

DEWR is working closely with all the state and territory training authorities to introduce the changes gradually over the next few years. For now, you can access general information about the program on the department’s website. If your organisation has reporting obligations at a state or territory level, we expect information about the program and how it will be implemented in that jurisdiction will be available soon.

The timeframes for organisations moving to the new arrangements are still being worked through. As this becomes clearer, information will be available on the following websites:

Commonwealth—program related information

The Department of Employment and Workplace Relations

National reporting

The National Centre for Vocational Education Research