Automated submissions to STARS

Student management system (SMS) suppliers are responsible for the design, implementation and operation of systems that enable submission of VET Information Standard (VET IS) data from registered training organisations (RTOs) to STARS. How each SMS supplier chooses to enable this is at their discretion, as long as their system supports the core national reporting business outcomes which enable RTOs to adequately meet their reporting obligations under the Data Provision Requirements (DPRs).

The VDS program recognises that automation may support efficient and timely reporting of VET IS data, and current policy settings do not prohibit SMS suppliers from developing functionality that enables automated submission workflows.

RTO accountability

Regardless of how an SMS enables data submission, the RTO remains accountable for the data submitted. This includes responsibility for ensuring that data is complete, accurate and compliant with the VET IS and DPRs.

To support RTOs in managing their reporting obligations, SMS suppliers may consider how their solutions, or supporting guidance:

  • provide visibility of when and how submission occurs

  • enable user review of data prior to submission

  • allow RTOs to exercise control over when data is submitted

  • control which users can access, input or edit data that will be submitted

  • enable RTOs to understand what data has been submitted

  • enable RTOs to update or delete data that has been previously submitted

SMS suppliers must ensure that RTO users are clearly informed of their obligations in relation to submitted data. This may include appropriate notices, acknowledgements or disclaimers that make clear users are responsible for monitoring, reviewing and managing submissions made through the SMS.

Attribution of submissions

Each submission of VET IS data to STARS must record the responsible RTO user’s identification and contact details (username and email), so that submissions can be attributed and, where necessary, followed up. SMS suppliers are responsible for ensuring that automated submission functionality accurately records and submits the details of the RTO user whose action triggered that submission.

SMS suppliers should also confirm that their RTO users understand how attribution will be recorded for automated submissions.

Solution assurance

The VDS program is not in a position to provide legal or regulatory assurance in relation to how SMS suppliers design or implement automated submission functionality, if they choose to do so.

If required, SMS suppliers should seek their own legal, compliance or technical advice when designing automated submission approaches to ensure they meet all relevant obligations and risk considerations.