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VET Student Enrolment (VEN)

VET Providers approved under the Higher Education Support Act 2003 (HESA) must report data for students in approved, accredited vocational educational and training (VET) courses.

The data reported in each record in the VET Student Enrolment (VEN) File provide a profile of the student (eg date of birth, gender, home location, country of birth etc).

Each record in the file provides information for a particular student/course combination for a reporting period. Generally there is only one record for each student. However, if a particular student is undertaking more than one course there would be more than one record for that student in the VEN File.

All eligible students must be included in this file irrespective of whether they choose to access VET FEE-HELP assistance or not.

For more information please refer to the VET Provider Guidelines.

TIMING

The VEN File is one of three files incorporated in the VET Student Submission. The others are the VET Student Load Liability (VLL) File and the VET Commonwealth Assisted Students (VDU) File. For more information about these files please refer to their respective scope and structure documents.

Information about the structure and the elements in the VEN File can be found in the structure document on the HEIMSHELP website.

All documents related to data requirements, including the timing for the provision of the VET Student Submission, as set out in the Timing Matrix (PDF), are available for download from the HEIMSHELP website

RECORDS TO BE INCLUDED

Each record in the VEN File must have a unique combination of values for:

  • Student Identification Code (E313)
  • Course Code (E307)
  • Reporting Year/Period (E415)

Records with a matching value for E313 Student Identification Code must have consistent values for:

  • Date of Birth (E314)
  • Gender (E315) and
  • Commonwealth Higher Education Student Support Number (E488)

Unit of study records omitted from a previous student submission due to administrative error or change in study program can be included in the current student submission. The enrolment record on the VEN file must have a value for E415 Reporting Year/Period, equal to the Year component of E489 Unit of Study Census Date.

RECORDS TO BE EXCLUDED

Records with no matching Student Load/Liability records are excluded.

REVISIONS INFORMATION

Detailed information on how to revise previously reported VET FEE-HELP data is available in the VET FEE-HELP Revisions Guides on the HEIMSHELP website.

For more information about terms used in this document please refer to the Glossary on the HEIMSHELP website.

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