2024 Annual Activity Submission: Don’t Let Your RTO Fall Behind (Or Worse, Shut Down) Leave a comment

Alright, let’s get real for a second. If you’re running an RTO, you know compliance is everything. It’s not just paperwork—it’s the backbone of your business. And guess what? The 2024 Annual Activity Submission deadline is coming at you fast: 28 February 2025.

This isn’t optional. This isn’t something to push to the side. This is a hard deadline. Miss it, and you’re looking at regulatory action, damage to your reputation, and a world of pain trying to catch up.

You don’t want to end up on ASQA’s radar for the wrong reasons. So, let’s break this down into plain, actionable steps to ensure you’re audit-ready, compliant, and still in the game come March.

What’s the Big Deal About the 2024 Annual Activity Submission?

Think of this submission as your RTO’s report card. It tells NCVER everything they need to know about the training you delivered in 2024. If you skip this or mess it up, it’s not just an inconvenience—it’s a red flag to regulators.

Here’s what you need to submit:

• All training activity data: Every unit, every student, every outcome.
• Nil returns: If you didn’t deliver training, you still have to say so.

If you don’t submit, or worse, submit incorrect data, you’re risking compliance breaches, penalties, or even losing your registration.

What Happens If You Get This Wrong?

You might think, “It’s just a submission. What’s the worst that could happen?” Let me paint you a picture:

1. You Miss the Deadline
   • Regulatory Action: ASQA could start asking questions, and trust me, you don’t want to be on the wrong end of those emails.
   • Fines and Penalties: Non-compliance isn’t free—it comes with a price tag.
2. Your Data Is Incomplete or Incorrect
   • Imagine this: Your submission is riddled with errors because you didn’t double-check the data. Now NCVER’s flagging you, and your name ends up on their list of “problematic providers.”
   • Students’ records end up wrong, and they’re calling you because their USI transcripts don’t match. That’s not just bad press—it’s a compliance nightmare.
3. Your RTO’s Reputation Takes a Hit
   • News spreads fast in the VET sector. If your RTO is caught slipping, your students, partners, and future enrolments will start questioning your credibility.

Common Compliance Pitfalls That RTOs Fall Into

Let’s talk about where most RTOs screw this up so you can avoid it:

1. Trainers Not Updating Student Submissions

Your trainers are the front line. If they’re not marking assessments on time or updating records in the SMS, you’re setting yourself up for disaster.

• Non-compliance risk: Missing or delayed updates lead to incomplete data submissions.

2. Outdated Student Records

Every unit, every module, every outcome needs to be accurate and reflect 31 December 2024. No exceptions.

• Common mistake: Updating 2025 records before the 2024 data is locked in. This creates validation errors that will have you pulling your hair out come February.

3. Nil Returns Overlooked

Didn’t deliver training in 2024? Cool, but you still have to submit a nil return. Some RTOs think no activity means no action. Wrong.

• Result: Failing to submit a nil return can trigger compliance investigations.

4. Errors in Outcome Codes

Using the wrong codes for training outcomes? That’s an easy way to get flagged.

• Example: Marking students as ‘continuing’ (70) when they should have completed in 2024. This error will haunt their USI transcript and make you look sloppy.

5. Failing to Finalise Submission

This one’s brutal because it’s so avoidable. Validating your data isn’t enough—you’ve got to hit submit, complete the declaration, and receive that confirmation email.

• Non-compliance risk: You think you’re done, but NCVER hasn’t received your data.

How to Nail Your 2024 Submission (And Sleep Easy)

Here’s your game plan. Follow this, and you’ll be good to go:

1. Finalise 2024 Training Activity

☑️ Make sure trainers have marked all student submissions and updated them in your SMS.

☑️ Review every student’s activity data to confirm it’s complete, accurate, and reflects the 31 December 2024 status.

☑️ Check for any gaps, errors, or inconsistencies, and fix them before submission.

2. Validate Your Data in AVS

☑️ Log into the AVETMISS Validation Software (AVS) early and run your data through it.

☑️ Address any validation errors before the rush. Remember, NCVER is slammed in February, so waiting until the last minute is a rookie move.

3. Submit Nil Returns (If Needed)

☑️ If no training was delivered in 2024, use AVS to submit a nil return. Don’t assume this is optional.

4. Check CEO Contact Details

☑️ Ensure the CEO’s email on training.gov.au is current so you receive updates and reminders from NCVER.

5. Finalise and Submit

☑️ After validating your data, hit the ‘Finalise submission’ button in AVS.

☑️ Complete the declaration, tick the boxes, and confirm your submission.

FAQs: What You Need to Know

Checklist: Stay on Track

Here’s your ultimate checklist. Print it out, stick it on your wall, whatever you need to do.

📝 2024 Annual Activity Submission Checklist

• Trainers have marked all assessments and updated the SMS.
• All 2024 training activity data is accurate and finalised.
• No 2025 data is entered into the SMS before submission.
• Ran data through the AVETMISS Validation Software (AVS).
• Submitted a nil return if no training was delivered.
• CEO contact details are updated on training.gov.au.
• Finalised the submission and received confirmation from NCVER.

Final Thoughts: Don’t Wait. Act Now.

This isn’t something to procrastinate. The earlier you prepare, the fewer headaches you’ll have in February. Start now, double-check everything, and make sure you’re audit-ready.