VET providers are required to report data for all students studying in approved VET courses who are eligible to apply for a VET student loan or VET FEE‑HELP assistance.
The VET Student Load/Liability (VLL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study or part of a course undertaken in the reporting year. This file is used in the VET Student submission.
The VLL file can also include student records omitted from a previous VET Student submission due to administrative error.
For more information see VET Administrative Information for Providers.
Timing of submissions is detailed in the reporting schedule for the relevant reporting year.
The submission date in the reporting schedule is the final date by which data should be received by the department. Data can be submitted at any time after a census date has passed. A provider may submit more than one submission for a period.
The VLL file is one of three files that are incorporated in the VET Student submission. The other files are the:
- VET Student Enrolment (VEN)
- VET Commonwealth Assisted Students (VDU) (in a validated HELP Due submission).
When reporting a VET Student submission it is recommended that you read the VEN and VDU file scope guidelines in conjunction with these scope guidelines.
Submissions are made using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT User Guide Part 2.
Information about the structure and elements included in the VLL files is in the structure guidelines for the relevant reporting year.
Each record in the VLL file must have a unique combination of values for:
- Student identification code (element 313)
- Course code (element 307)
- Unit of study code (element 354)
- Unit of study census date (element 489)
- Commonwealth Higher Education Student Support Number (CHESSN) (element 488).
These elements are the key identifiers for a student's unit of study or part of a course. A record to be revised will be matched on these elements.
VET data that has previously been reported to the department in a VET Student submission can be revised through a VET Student Revision submission.
Revised data can be submitted at any time. For detailed information on how to revise previously reported VET load liability data see the VET revision guides.
For more information about terms used in these guidelines see the glossary.