Reporting
Pre-accredited program reporting
The Adult, Community and Further Education (ACFE) Board funded program reports are submitted to the Regional Office for review.Regional staff review all reporting against the corresponding delivery plan to ensure contractual compliance, prior to making any payment.
Learn Local organisations with annual revenue under $200,000
Learn Local organisations with revenue under $200,000 (and/or assets under $500,000) are required to submit the following reports and statements within one month after the Annual General Meeting:
- The most recent annual financial year statements, including a Statement of Income and Expenditure (identifying ACFE funds as a discrete line item within the Statement)
- Balance Sheet - Assets and Liabilities Statement
- A copy of the Independent Accountant’s Certificate.
Learn Local organisations with annual revenue over $200,000
Learn Local organisations with revenue over $200,000 or assets over $500,000, are required to submit:
- The most recent annual financial year statements, including a Statement of Income and Expenditure (identifying Regional Council funds as a discrete line item within the Statement)
- Balance Sheet - Assets and Liabilities Statement
- A copy of the Independent Accountant’s Certificate
- Accounts audited by a registered company auditor, an independent accountant that holds a certificate of public practice issued by the Australian Society of Certified Practising Accountants or the Institute of Chartered Accountants in Australia.
Accredited program reporting
Monthly reporting
All registered training organisations (RTOs) are required to submit monthly statistical reports to Higher Education and Skills Group. The data files required to be included in the package are:
- Training organisation data
- Course data
- Student data
- Student postal details
- Student disability data
- Student prior educational achievement
- Completed qualifications
- Training organisation delivery location
- Module and unit competency
- Enrolments
The ten files are specified in the File Structures section on page 13 of the VET Student Statistical Collection Guidelines.
VET Student Statistical Collection Guidelines (PDF, 718.09 KB)
Quarterly reporting
Student enrolment details are to be submitted quarterly via the SVTS website.
Other reporting
Other records are required to be submitted to Higher Education and Skills Group throughout the year. The records include:
- Receipt of income and fees for tuition
- Payment of refunds of tuition fees
- Records and evidence to support compensation claims resulting from granting concessions or exemptions including student who are internal staff.
Submitting data to Higher Education and Skills Group
The VET Student Statistical Collection Guidelines detail the reporting requirements. To submit data, go to the secure SVTS website.
VET Student Statistical Collection Guidelines (PDF, 718.09 KB)
Reporting tip
- Report all ACFE funded delivery using the VET flag (Y).
- All Victorian programs must not be linked to Australian accredited or pre-accredited program.
Practical placement
If you are required to offer practical placements to learners as part of a course it is your responsibility, as the RTO, to ensure the placement is a meaningful experience for the learner. An agreement between the employer, the RTO and the student must be entered into, which is legally binding and must include:
- the number of practical placement hours – If the placement is longer than 240 hours, documentation should be kept outlining the reasoning behind the additional hours
- payment arrangements – the rate of pay under ETRA is $5 per day
- relevant skills to be developed, reinforced and assessed during placement
- signatures of the student, the employer and the RTO.