Loading...

ITR File Guidelines

Only Learners enrolled in courses that have the Course Offer Specialisation Name field set to ITR will appear in the reports. The following tables outline the logic of which Learner enrolments are collected in the ITR reports. They are based on the data requirements, processing, and technical validations document from the Industry Training Register page.

 Disclaimer

The information provided is based on our interpretations of the requirements. It is your responsibility to ensure that you are compliant. If you have any concerns or suggestions please contact us.

Create TA stands for Create Training Agreement. Run 11013 ITR Create TA report to download and report data on new learners and their training agreements.

To claim funding from the TEC, a trainee must have a valid training agreement which is a formal agreement between the trainee, employer and ITO. In the past, the TEC has captured details about a training agreement along with details about the programme(s) that the trainee is enrolling on. ITR has adopted a new approach where ITOs have to supply information about a Training Agreement and Enrolment as separate entities.

The difference between a Training Agreement and Enrolment are:

  1. Training Agreement records information about the agreement between the trainee, employer and ITO; and
  2. Enrolment records information about the programme(s) the trainee is enrolled on within the scope of the Training Agreement.

Please note:

  1. Field: Course Offer Specialisation Name
    • Must be set to ITR
  2. Field: Position
    • This is the Employment type code. It identifies the nature of the learner’s employment
      relationship with their employer. Must be set in Settings > Dropdown Lists > Position according to Page 78 of the  ITR schema definition document.
  3. Field: Last School Attended
    • When the last school attended is Overseas School then it is mandatory to complete the Last School Attended Country field under the Learner Profile > Demographics page
  4. Field: Position start date
    • Must be set to the appropriate date as this is reported as the Training Agreement Date

The following table lists all the fields in the 11013 ITR Create TA report mapped to Wisenet.

This file is submitted to ITR as soon as a training agreement is placed on hold temporarily to reflect that the trainee is not actively training but intends to resume training. Run 11014 ITR Place On-hold report to submit this data.

Note: TEC expects ITOs to report trainees as on hold as soon as they become aware training has been temporarily halted.

Please note:

  1. Field: On-Hold Reason
    • The On-hold reasons are important to be setup under Settings > Dropdown Lists > Enrolment Status Reason.
  2. Field: On-Hold Status
    • The course enrolment status must be set to Partial Attendance for learners placed on-hold.
  3. Field: Pause Date
    • The pause date is reported as the last status change date where the enrolment status = Partial Attendance.
    • The pause date must be less than the position start date and less than or equal to today’s date.

The following table lists all the fields in the 11014 ITR Place On-hold report mapped to Wisenet.

This report is submitted when the trainee returns and restarts the training agreement for funding purposes. Run 11015 ITR Restart TA report to submit this data.

Note: You much report trainees as restarted as soon as they have commenced training again to ensure the STMs start accruing for the related enrolments.

Please note:

  1. Field: Re-start Date
    • The re-start date is reported from the course enrolment > re-enrolment date.
  2. Field: Enrolment Status
    • The course enrolment status must be set back to Current for learners who have resumed their studies.

The following table lists all the fields in the 11015 ITR Restart TA report mapped to Wisenet.

This file is submitted to ITR as soon as a learner withdraws from the course enrolment. Run 11019 ITR Withdrawal report to submit this data.

The ITR allows an ITO to withdraw a training agreement when the agreement between the trainee, employer and ITO ceases before the related enrolments have been completed. The effect of withdrawing a training agreement is to also withdraw all enrolments within the agreement that have not yet been completed or withdrawn.

Please note:

  1. Field: Withdrawal Date
    • The withdrawn date is reported from the course enrolment > actual end date.
  2. Field: Enrolment Status
    • The course enrolment status must be set back to Withdrawn for learners who have withdrawn from their studies.
  3. Withdrawal Date must be greater than or equal to the Position start date.
  4. Withdrawal Date must be less than or equal to Today’s date.

The following table lists all the fields in the 11019 ITR Withdrawal report mapped to Wisenet.

This file is submitted to ITR for any updates to the enrolment information. Run 11018 ITR Update TA report to submit this data.

The purpose of the Update Training Agreement report is to allow ITOs to inform the ITR of changes to a trainees training agreement, for example typos or other mistakes not involving change in employer. Update Training Agreement must not be used if the employer has changed. Please withdraw the training agreement and re-enrol with the new employer’s details.

The following table lists all the fields in the 11018 ITR Update TA report mapped to Wisenet.

This file is submitted to ITR for any learner detail updates especially the NSN number. Run 11017 ITR Update Learner Details report to submit this data.

ITOs will have the ability to update a learner’s details. This can either be done as part of a learner create event by submitting the Create Training Agreement report, or as a standalone report if only the learner’s details are required to be updated. The main purpose of the standalone report is to allow ITOs to update the NSN of the learner. If a user changes the NSN of a learner, the ITO must submit the Update Learner Details message to the ITR which will be validated against the NSI. Keeping NSNs up to date will help ensure ITR successfully detects completions recorded on the Record of Achievement (RoA).

Changes to other learner details can be submitted the next time the ITO submits an update to the ITR.

The following table lists all the fields in the 11017 ITR Update Learner Details report mapped to Wisenet.

This file is submitted to TEC for any simple updates to the enrolment information. Run 11016 ITR Update Enrolment report to submit this data.

In addition to being able to update Training Agreements, the ITR also allows ITOs to update simple enrolment information. The Update Enrolment report is used to provide a snapshot of the enrolment after the changes have been applied within Wisenet.

The following table lists all the fields in the 11016 ITR Update Enrolment report mapped to Wisenet.

Was this Resource helpful?