Mani Gill

Search Bar Changes

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The Main Dashboard Search Bar has undergone recent changes, including the addition of icons against search results to help you distinguish between enrolments and students in the search results list.

In addition to the icons, the Main Dashboard’s Search Bar now also displays the current level of the searched object. This means that when you search for any object using the search bar, it will display its current level; whether it is an enquiry, applicant, student, or enrolment. This feature is designed to help you search for the specific record you are looking for by narrowing down the search results for you.

Also, the student’s email address, gender, and date of birth will now be visible when searching in the search bar.

AVETMISS Export History

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Main Dashboard > Compliance Icon > AVETMISS Export History

The AVETMISS Export History screen allows you to view a record of all exports made, including details such as the date of the export, **the format State and National used** and the specific data included. Additionally, you can download the exported files as ZIP files for easy access and storage. In addition to viewing and downloading previous exports, **the screen also allows you to edit their exports as needed.**

To do this, you can select the edit icon under the actions column next to the relevant export. From here, you can add submission information to the export, such as indicating whether or not the data has been successfully submitted, the date of submission, and the user name of the person who submitted it. These details can be important for keeping track of reporting requirements and ensuring compliance with regulatory standards.

AVETMISS Export – National Format

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When selecting the export option for National, you will be presented with different filters compared to the State option, as NCVER does not accept State-funded data submissions. You will need to choose the Calendar Year you want to export and submit the student data to NCVER. Additionally, you must select the campuses for which you want to export data. For instance, if you have an ELICOS campus, you should not choose to submit data to NCVER. Once you have chosen your filters, you can select the Export button to proceed with the export process.

Once you select the Export button, the system will refresh the screen and display the AVETMISS Export History hyperlink. However, since AVETMISS exports may take some time, the duration is dependent on the amount of data to be checked and exported. Therefore, you can choose to either access the AVETMISS Export History screen by selecting the provided link or wait for the system to email the zipped up export files to you.

FieldsExplanation
Calendar YearSelect the calendar year from the dropdown to generate the export.
Select enrolments to exportSearch and select enrolments, if you wish to generate the export for specific enrolments.
Enrolment TypeSelect the enrolment type from the dropdown.
CampusYou can select multiple campuses here.
ProgramsSelect Programs here.
Email AddressBy default, the email address will be displayed here.

AVETMISS Export – State Format

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When selecting the option to export at the state level, you will notice that the available filters are different from those for the national option. This is because a state-level export is typically done when your RTO is funded in that particular state, and therefore there are specific fields related to state contracts that need to be included in the export. If you are exporting data at the state level, be sure to use the filters that are relevant to your specific state and its requirements.

IMPORTANT – Even if you are making monthly submissions to a state and receiving payments on a regular basis, your data must be submitted based on the entire calendar year, rather than just a single month’s worth of data. Therefore, it is recommended that the dates you enter for your export cover the full calendar year, such as 01/01/2022 to 31/12/2022. Once you have selected the appropriate filters for your state-level export, simply select the Export button to complete the process.

FieldsExplanation
StateSelect the state from the drop down for Avetmiss Export
Start & End DatesSelect the dates if you are generating the export according to monthly or yearly basis.
Export Special Contract Only
Select enrolments to exportIf you wish to generate the Avetmiss Export for specific enrolments then you can simply search and select the enrolment number in the magic search field.
Enrolment TypesThis is a user code and based on the User Code created in TEAMS, you can select the enrolment type from the drop down.
CampusSelect the appropriate campus from this dropdown and if you are exporting for multiple campuses then you can select them by selecting the tick boxes.
ProgramsYou can select programs here.
Purchasing ContractsYou can select purchasing contracts here.
Email AddressThis field will show you the email address by default.

USI Request

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Main Dashboard > Compliance Menu > USI Request

On this screen, you will be able to view the history of your USI requests, including the status and relevant information displayed in a grid format. If you have multiple campuses, you can select the desired one from the dropdown menu.

Additionally, you can select the intake and specify a custom date range using the calendar icon. Once you have applied all the necessary filters, you will need to select the Apply button in order to display the filtered results. This feature allows for efficient tracking and monitoring of USI requests and their associated status updates.

Training Location

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Main Dashboard > Compliance Menu > Training Location

The Training Location Welcome Screen is a feature that displays a list of active training locations that are already in your database. You can easily search for a specific training location by either entering its Location Code or Name in the search field. Additionally, if you need to view any inactive training locations, you can select the Include Inactive Training Locations tick box.

This feature is helpful for you to quickly access information about training locations without having to manually navigate through the database. With the Training Location Welcome Screen, you can easily find the information you need. You can also add a new training location by selecting the +Add button.

Final Step Classes Preview

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In this step, you will be able to view all the classes that you have created or edited. Once you are satisfied with the changes, you can select the Finish button to complete the process of creating the classes. However, you can still make further edits and add any new class during this step. It’s important to ensure that all the necessary classes are created accurately and efficiently to avoid any issues in the future.

Copy Timetable Step 2 Select Classes

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In this step of the process, the system displays all the classes that were linked to the previous timetable. The information for each class remains the same, except for the start and end dates which will now be different. The system will automatically copy over the timetable dates entered in the previous step and apply them to all the classes.

In addition to displaying the previously linked classes, this step also allows you to create new classes and make edits to existing ones. This gives you the flexibility to make any necessary changes or additions to the class. Select all the classes that you wish to copy in this new timetable.

Copy Timetable Step 1 Information & Resource Selection

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During this step, the system will replicate all the data and resource selection from the previous timetable. However, the Timetable Code, Timetable Name, and Timetable Dates will not be copied. To complete this step, you will need to enter details into these four fields. Additionally, you have the ability to modify the information in other fields as well. This allows for flexibility in creating a new timetable while still retaining some of the previous data and resources.

Note – Please be aware that when you enter the start and end date for the new timetable, the system will refresh the information related to intakes, term breaks, and public holidays. This means that any changes made to these dates in the previous timetable will not carry over to the new timetable. It is important to review and verify all information related to intakes, term breaks, and public holidays to ensure that they are accurate the new timetable.

Application Process – Study Period Changes

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When using the study period start date as the invoice date or invoice due date while the application process, the system automatically calculates the study period dates for you.

To update the length of your study periods in your instalment plans, you can follow a few simple steps. First, navigate to the second step of the instalment plan settings, where you can edit the details of each instalment. You can enter the length of the study period in weeks for each instalment, based on the actual duration of your course or program. Once you have entered this information, be sure to save your changes.

By updating your instalment plan in this way, the system will be able to automatically use the invoice dates as the study period start date and will use the number of weeks specified as the study period length in the instalment plan to calculate the study period end date.

Note: if you still need any assistance in setup the study period length, you can contact our support team.