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VET Student Enrolment (VEN) scope

Version Details

Version: 6.1
First Year: 2017
Last Year:


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 data reported in the VET Enrolment (VEN) file provides a profile of each student (e.g. date of birth, gender, home location, country of birth). This file is used in the VET Student submission.

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

The VEN file can also include student records omitted from a previous VET Student submission due to administrative error.

For more information see the VET Administrative Information for Providers.

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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.

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Submission method

The VEN file is one of three files incorporated in the VET Student submission. The other files are the:

When reporting a VET Student submission it is recommended that you read the VLL 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.

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Information about the structure and elements in the VEN file is in the structure guidelines for the relevant reporting year.

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

These elements are the key identifiers for a student's enrolment record. Enrolment records must also have consistent values for:

A record to be revised will be matched on these elements.

All records reported on the VEN file must have a matching record on the VLL file where the Reporting year and period code (element 415) is equal to the year component of the a Unit of study census date (element 489).

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Enrolment data that has previously been reported to the department in a VET Student submission can be revised through a VET Enrolment Revision submission.

Revised data can be submitted at any time. For detailed information on how to revise previously reported data refer to the VET enrolment revisions (VER) file scope guidelines and the VET revision guides.

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More information

For more information about terms used in these guidelines see the glossary.

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