In TEAMS, academic docs consist of students’ certificates, transcripts, record of results, statement of attainment, completion letter and any summary document for a student’s units. You were only be able to generate the academic docs from Enrolment Dashboard only. However, now you will be able to generate the academic docs in bulk from the Student Dashboard as well.
The option is available on the student dashboard > Burger Menu > Academic Docs
This new option is available under both the tiles – Current and Upcoming Enrolments and Historical Enrolments
To use this option, select your enrolments for which you wish to generate the Academic Doc in bulk.
Important to Consider before using this option: This option can only be used if you are going to generate the academic doc for the same program. Let’s take an example, a student who started studying SIT30816 in Jan intake and in between the studies, he wanted to have a break for let’s say 2-3 months due to some personal reason. In that case, some RTO keep the same enrolment and apply student’s personal holidays with that enrolment. However, that’s not the case with every RTO. Some RTO terminate that enrolment and create a new enrolment into the same course for remaining units which student hasn’t completed in the previous enrolment. They create it when student arrives after his holidays. Hence why, in such cases, there will be more than 1 enrolment for that student into the same course.
After student finishes both the enrolments and asks for a certificate or transcript etc, it becomes difficult for an RTO to issue such documents. They manually have to edit it to have all units in one transcript because some results are marked in one enrolment and some in another enrolment.
To make it easy for such RTOs, we have introduced this feature, where they can generate the academic docs in bulk for these cases.
After you have selected your enrolments, go to the Burger Menu > Academic Docs.
The system will direct you towards another screen as below:
More Details about the screen: This screen will show you some basic details for the enrolments that you have selected to generate academic doc. It will also show you the results for the enrolments for each unit.
To demonstrate, a student has two enrolments in the same course SIT30816 and there are total of 25 units for SIT30816 each enrolment. The 1st enrolment, in which the student completed some of the units, has a final outcome and 2nd enrolment has final outcome for remaining units. This screen will show you 50 units in total – 25 each enrolment. It will show you what the result and result date are for each unit. However, it will print only 25 units in the academic doc that you are going to print. It will not populate the units from the 2nd enrolment if it already has a final outcome in the 1st enrolment. Logically, a transcript will have just 25 unique units for SIT30816 that student has completed with your RTO.
Select your parameters/filters that you usually use to generate the academic docs. Update Parchment Issue date and Parchment number as well. Select your template.
After you have updated your parameters/filters, hit the Print icon.
The system will direct you towards the report dashboard screen from where, you can download the generated report.
This is how you can generate the academic docs in bulk from the Student Dashboard.
If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us on support@rtosoftware.com.au