AVETMISS Compliant Student Management System

AVETMISS RAPT VET Student Loan CRICOS and USI Compliant RTO Software

Training Providers are not just compliance machines. You’re first and foremost a business. That means you need systems that support you to: deliver a great high-value product at a profit AND you need to shout it from the roof tops.

What is an AVETMISS Compliant Student Management System?

As of January 2018 some new and important changes are underway in the Australian VET Sector: the introduction of AVETMISS 8.0 brings some additions to and deletions from reporting fields in the NAT files, introduction of the new Vet Student Loan (VSL) system, revision of the ESOS National Code 2007 and the introduction of the Cloud Authentication & Authorisation (CAA) system, a more cloud-friendly authentication process for the USI web service. If you think this is all so-what techno-babble that you don’t really need to know about, you’re partly right. Because (a) Bluegem takes care of these details for you, and (b) because we’ll provide the information to help you demystify these complex and crucial changes as a natural part of our support service. ASQA has also introduced a new auditing process , which will hopefully clarify and simplify registration processes.

What’s our commitment?

Our commitment to our clients is that Bluegem will continue working hard to ensure your system remains compliant and up-to-date. That means staying in communication with the various standards committees, attending technical briefings, communicating with RTO consultants and advisers, implementing specifications, running reams of test cases and updating volumes of documentation. There’s no easy way round the problem – we just get on and do it.

Check out our solution by requesting a demo

You can also contact us at any time for a Demo.

The Student Management System - SMS

There are a number of considerations here. The Student management System – SMS, also referred to as the Learning or Training Management system (LMS or TMS) has generic responsibilities to maintain student information and training records regardless of any regulatory reporting requirements in the Australian VET Sector. The highest priority here is to ensure that the training organisation can administer the key processes in student administration: set up courses, enrol students, deliver training, assess competencies, mark results, issue awards, report to stakeholders. We refer to these as ‘core system components’ in our product specification. But as a business the training provider also needs to manage and report: financial transactions, resource allocations, continuous improvement, professional development, and information management of items like course-ware, timetables, assignments, etc… These are fundamental ‘business system requirements.. Their importance and implementation differs significantly between training providers. The next level looks at items that are essential for many but not all providers. For example:

  • Enterprise RTOs deal with employees / contractors or professional memberships and have a need to integrate employee training with HR Records, Licences and Permits and generally they need to provide hierarchical stakeholder access to information for authorisations and approvals as well as visibility of related records. So there is generally a strong need for long-term consolidation of competency reporting as well as business system integration.
  • Public RTOs or Government owned institutions, such as TAFE colleges deliver publicly funded training in large numbers and have a high focus on batch compliance and reporting.
  • Private RTOs are the most common and operate the most varied business models, often specialising in specific industry sectors delivering targeted nationally accredited and non-accredited courses. Private RTOs deal with corporate clients as well as individuals and have additional obligations, levels of information visibility, and custom reporting to satisfy their industry partners, regulators and customers. As with the other groups, compliance reporting is a given.

Of course any RTO could be any combination of all 3 types. They may or may not also be Vet Student Loan, CRICOS or ELICOS providers. Bluegem’s approach is described in the Bluegem Editions, the Features and Benefits pages of the website and in our product brochure. We’ve addressed the business and reporting needs of a broad range of training providers and optimised modular solutions to fit. When looking for an SMS to address your needs it’s important to know that you can use modules and customisation to achieve any type of system you want. This document is a complete checklist of the things you should look for in a good training management solution (recommended bedtime reading for RTOs). But while customisation is one route, it will always be faster and cheaper to start off with an out-of-the-box system that is close to what you need. In that sense our approach has been to create template solutions that deliver key functionality out-of- the box, and can be minimally customised if necessary to exactly meet your requirements.

Unique Student Identifier - USI

The Unique Student Identifier (USI) was a SCOTESE initiative implemented in 2014, created to provide national consistency in the way students are identified, funded and administered, and to give students access to a life-long online transcript of any and all training undertaken. The USI is centrally administered in a national database by the USI Task Force and the web service specifications were fully implemented by Bluegem in late 2013. After that day all students had to have a USI number before they could be issued a certificate. Bluegem has since implemented Version 2.0, the most recent specification of the USI Web service. The USI test system was also updated last year, enabling us to rigorously test all features to the latest build standards. This government FAQ may be helpful.


AVETMISS 7.0, soon to be replaced by AVETMISS 8.0 was primarily about the introduction of the USI. It made a new field available to record the USI and at the same time implemented other changes from AVETMISS 6.1. AVETMISS 8.0 concentrates on tighter reporting of USI and gathering additional information for better statistics. At the same time it gets rid os fields that offer little statistical value.

SRTO 2015 - Standards for RTOs

The Data Provision requirements specified in the Standards for Registered Training Organisations – SRTO 2015 consolidated RTO standards that had been in place since 2013 into a clear set of guidelines with detailed templates for self-auditing. Over a series of software releases, Bluegem implemented features and tools to help RTOs meet the standards and conduct successful internal audits.

VSL - VET Student Loan

The VET Student Loan (VSL) was implemented in Jan 2017 to replace VET FEE-HELP. VFH underwent many years of, complex and often irrelevant regulation, and gross misuse of loans by unscrupulous providers to offer unrealistic incentives and irrelevant courses to unsuitable candidates. The Turnbull government decided to abandon the scheme in 2016. The VSL is expected to be a fairer system, more tightly regulated with more rigid entry rules and fewer courses. At this stage we have no spcifications or advice that suggests that the the HEPCAT reporting system and structures will change. Bluegem has fully implemented all the VET FEE-HELP reports, as well as many tools and features to assist VSL and VET FEE-HELP Providers deliver high quality data and perform student management tasks.

CRICOS - Commonwealth Register of Institutions and Courses for Overseas Students

CRICOS providers deliver a list of CRICOS approved courses to overseas student studying in Australia and abroad and must comply with the Education Services for Overseas Students (ESOS) National Code 2007 (currently under review). CRICOS providers interact with the PRISMS system to report student enrolments and progress to ensure compliance with student visa conditions. The ESOS framework outlines the providers obligations to the student, as well as the reporting system by attendance and / or course progress. Among other requirements, the standards identify processes for managing students at risk, insurance obligations, reporting visa violations and put a strong emphasis on transparency in marketing, billing, and student – provider agreements. Bluegem has implemented a comprehensive range of tools, notifications, registers and workflows to streamline provider responsibilities throughout the entire student engagement and training participation period.


As part of your due diligence we invite you to book a demo of Bluegem today and find out how a well crafted compliant Student Management System can meet and hopefully exceed your business and reporting needs.