SMS provider feedback
Supporting document #1
Background
NCVER will be making minor updates to the Client first given name, Client family name (formerly known
as Client last name) and Name for encryption fields within the AVETMISS Data element definitions:
Edition 2.2. These changes are designed to provide instructions on how to input information for clients
with only one name.
The additions to the data elements are shown in this document in blue. The changes detailed here will be
published in November 2015.
Client first given name
Relational attributes
RULES
Client first given name must not be the client's family name even if it is their first name.
When the client has only one name this name should be recorded under Client family name and the Client first
given name should be left blank in student management systems. If the Client first given name is blank, the
Client family name should be used to populate both the Client first given name and the Client family name
fields when exporting data to create the Name for encryption field in the Client (NAT00080) file to submit to
the National VET Provider Collection.
GUIDELINES FOR USE
Not applicable
Other systems, such as the USI Registrar's Office, may collect additional characters for Client first given name,
resulting in a longer field length in student management systems. For the purposes of reporting AVETMISS data
the Client first given name should be truncated to 40 characters when creating the Name for encryption field in
the Client (NAT00080) file to submit to the National VET Provider Collection and VET in Schools Collections.
Client family name
Relational attributes
RULES
Client family name must contain the client's family name (i.e. surname) even if the client's family name is
usually written first.
When the client has only one name this name should be recorded under Client family name and the Client first
given name should be left blank in student management systems. If the Client first given name is blank, the
Client family name should be used to populate both the Client first given name and the Client family name
fields when exporting data create the Name for encryption field in the Client (NAT00080) file to submit to the
National VET Provider Collection.
GUIDELINES FOR USE
Not applicable
Other systems, such as the USI Registrar's Office, may collect additional characters for Client family name,
resulting in a longer field length in student management systems. For the purposes of reporting AVETMISS data
the Client family name should be truncated to 40 characters when creating when creating the Name for
encryption field in the Client (NAT00080) file to submit to the National VET Provider and VET in Schools
Collections.
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Name for encryption
Relational attributes
RULES
Name for encryption must be recorded in the following order: Client family name (maximum 40 characters)
(comma) (space) Client first given name (space) followed by the client’s second given name (maximum 40
characters).
When the client has only one name it should be used for both the Client first given name and the Client last
name fields when exporting data to create the Name for encryption field in the Client (NAT00080) file, to
submit to the National VET Provider and VET in Schools Collections. For example, if the Client’s name is Jackson
and this is their only name, then the Name for encryption would be Jackson, Jackson.
If the full name for encryption with commas and spaces exceeds 60 characters, enter client’s full name in the
order above and truncate at 60 characters.
Name for encryption must contain the full name of the client. It should not include initials and must not include
a title.
Correct spelling is important for the Name for encryption.
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