The Student Training Enrolment Logistics Application (STELA) is an online application for training providers to complete their AVETMISS reporting requirements.
What's on this page
Apply for access to STELA
Apply for access to STELA Direct Entry and STELA NAT Upload via the online STELA application form.
If you experience any difficulties with requesting a login, please contact the STELA Helpdesk on 8226 3050 or email dsd.stelahelpdesk@sa.gov.au.
STELA Direct Entry
Specifically for RTO’s directly entering training activity into STELA.
STELA NAT Upload
If you have purchased privately developed AVETMISS compliant software, you will need to upload your data into STELA via NAT files.
Reporting requirements in South Australia
Information relating to AVETMISS reporting requirements in South Australia.
AVETMISS File Specifications (SA)
South Australia has their own version of the Training Activity (NAT00120) file and the Program Completed (NAT00130) file. All other files are identical to NCVER’s standards.
SACE related VET activity collection requirements
The Department of State Development collects all VET activity in South Australia related to school students where it counts towards their senior secondary certificate (SACE) and reports it to NCVER annually on behalf of the SACE Board.
To make the SACE related reporting as accurate as possible, please ensure you have the following information from the school about each student:
- A completed enrolment form with all required AVETMISS fields including a valid USI
- SACE Student ID number (e.g. 123456A)
- SACE School Location number (e.g. 034 – Brighton High School)
See List of School Locations (Excel).
Steps to report SACE related VET activity in STELA
STELA NAT Upload Users
- Enrol the student in your Student Management System (SMS) as normal against the relevant program and subjects
- Set the VET in School flag to ‘Y’
- Enter the School Location ID against each subject contributing to the student’s SACE (to be inserted in the Hours attended field at position 129 in NAT120 file)
- Enter the SACE Student ID against each subject contributing to the student’s SACE (to be inserted in the Associated course identifier field at position 133 in NAT120 file)
- Where the student has completed a full program, include the parchment number and issue date as normal
For information about your SMS in relation to the SACE Collection process, please contact your software vendor.
For technical documents about South Australian specific reporting requirements for software vendors, see Reporting requirements in South Australia.
STELA Direct Entry Users
- Enrol the student in STELA as normal against the relevant program and subjects
- Tick the VET in Schools box on the Funding Type and Delivery Method screen
- Enter the SACE Student ID and School Location on the Competency Details tab for each relevant subject contributing towards the student’s SACE
- Where the student has completed a full program, include the parchment number and issue date as normal
Audit Information
Provides information and guidance on how to meet your auditing requirements.
Reporting deadlines
DSD requires all training providers to report their VET Training Activity for South Australian students in STELA on a quarterly basis. Below are the quaterly reporting periods and the reporting deadline for each quarter:
| Quarter |
Date |
Deadline to report |
| Quarter 1 |
1 January - 31 March |
20 April 2018 |
| Quarter 2 |
1 April - 30 June |
20 July 2018 |
| Quarter 3 |
1 July - 30 September |
20 October 2018 |
| Quarter 4 |
1 October - 31 December |
31 January 2019 |
The VET Training Activity to be reported includes Government funded training, Fee for Service training and VET in Schools training. If you are not able to meet these quarterly requirements you need to advise the STELA helpdesk when you will be ready to meet the requirements.
Unique Student Identifiers (USI)
The USI is mandatory for reporting all nationally recognised course completions in STELA for South Australian students, unless they fall into one of the following categories:
1. Exempt RTOs or VET subjects
USI is not required where the RTO (or course) is deemed exempt by ASQA on:
- defence or national security grounds; or
- where emergency, fire, rescue or first aid training is delivered on a non-commercial basis (such as to staff or volunteers)
If you have students that fall into one of the above categories, please check with ASQA.
2. Subjects delivered over a single day or less before 1 January 2018
A USI is not required where a subject is delivered over a single day or less and a student is unable to provide a USI before completion of the subject.
If the student provides a USI, you must collect, verify and report it. If a USI is not provided you must report using code ‘SHORT’ in place of the USI.
3. Exempt Individuals
Individuals in the following scenarios are exempt from providing a USI:
- International students undertaking their entire VET course outside of Australia (also known as offshore training). Where a student has an overseas address please use the code ‘INTOFF’ (international offshore) in place of the USI;
- Students who have applied for and obtained an individual exemption in writing from the Student Identifiers Registrar because they have a genuine personal objection to being assigned a USI. In this case, please report using code ‘INDIV’ in place of the USI. NOTE: You must sight the exemption document issued by the USI Office for each of these clients;
- Students who completed their training prior to 1 January 2015 but have not yet been issued with a qualification or statement of attainment in respect of that training.
USI Reporting
As part of your registration requirements as an RTO, each USI you collect must be verified before using it for any purposes. There have been instances where USIs have been reported to STELA incorrectly, making it difficult for the Department to verify these records and in some cases, meaning the training activity is unable to be reported. Please note that training activity reported for students without a USI will not appear on the student’s online USI transcript.
The USI office monitors the correct usage of USIs and reports any significant issues around non-conformance to ASQA. For information on how to ensure accuracy when reporting, visit How do I verify a USI?
Where a USI has been identified as either missing or potentially reported incorrectly, the record will appear on the USI discrepancy report under the Submission Progress Page in STELA. If this occurs and your SMS does not verify USIs automatically, we ask that you review the report and update the discrepancies in your SMS as required.
Further Information
For any questions about the content, please contact the STELA Helpdesk on 8226 3050 or email dsd.stelahelpdesk@sa.gov.au.