Compliance Dashboard > AVETMISS Enrolment Tile > Enrolment is not flagged as overseas
IMPORTANT – if you are a 100% CRICOS VET college then this should say YES for all your students. For every student who is enrolled in a VET Program then you MUST make sure they are set as Overseas in two locations that are: Student Level – Edit Student Screen and Enrolment Level – Edit AVETMISS screen
Note: If the student is overseas then you must select whether the student is studying onshore or offshore on the edit student screen.
The AVETMISS Enrolments tile will show you the enrolments as a link that are not flagged as overseas. To flag the enrolment as overseas you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon
Select the hyperlink next to the Enrolment is not flagged as overseas
You will be taken to the Enrolment is not flagged as an overseas listing Screen, Check the ‘Overseas Enrolment’ box to fix the error in bulk.
You may select all the students at once by selecting the header tickbox.
Finally, click on the ‘Update’ button to mark the selected enrolments as overseas.
IMPORTANT – if you have enrolments that end in 2023, and they have no final outcome/result such as Competent, Withdrawn, CT etc then you will get errors. You can remove this error by updating the final outcome for each subject or updating the subject end date to 2023.
When there are results (Not Yet Started or Continuing Enrolment) and it has the result date within the calendar year 2023 selected then the system will show you the overdue results for the subjects. You need to select the correct result and result date falling in the submission calendar year.
Note: If you have the NYS and CE results for the subjects and these results don’t have final outcome then you need to update the result date as the future calendar year.
The AVETMISS Enrolments tile will show you the overdue results of the subjects that are without the results of the subject for the enrolments with the total count of the enrolments as a link. To update the results you need to follow the below steps:
Select This Calendar Year (2023) from the calendar icon.
Select the hyperlink next to the Overdue Result label.
You will be taken to the Overdue Result Listing Screen.
Select the enrolments that you wish to update the results.
It will open the Enrolment Dashboard, you then need to select the Group Training Plan icon.
On the Group Training Plan screen, you can update the results and save them.
Note: When you have updated the Overdue Result for the subjects of the enrolments, you need to refresh the Compliance dashboard screen to see the count of the overdue result.
Note – Once the applicant is converted to a student then you won’t be able to add/edit any details at the applicant level. However, you can do the changes from the edit student screen.
While creating an application, you can apply for holidays at the Applicant level from the Applicant Dashboard > Holiday icon. To do this, you need to follow the below steps:
Select the Holiday button on the Applicant Holiday Screen
In the popup box, update the holidays with the Start and End dates and Holidays Types
Below is the explanation of the tick boxes in the popup window:
Apply holidays to this application- If you select this tick then the added holidays will get linked to the application.
Extend Application dates – If you select this tick box, the application end date will get extended as per the selected date range for the holidays. If the application start date is 08/05/2022 and the end date is 06/08/2023 and you have applied the holiday dates for 3 weeks, then the application end date will extend to 27/08/2023 as 3 weeks will get added to the application.
Extend application subject dates? – When you select this tick box, the Application’s subject dates will get extended automatically.
When all the above steps are done then you will see the applied holidays on the holiday screen, also if you want to edit or delete the holidays then you can select the edit icon or delete icon.
IMPORTANT – Once the application is converted to a student then you won’t be able to add/edit any details at the applicant level. However, you can make the changes from the Edit student screen.
NOTE – Once the holidays are applied to the Applicant, then the holiday’s icon will change to red color
Also, the Holiday type is a dropdown and if you want any holiday type to be set up on your TEAMS site then you to go to the User codes screen.
The AVETMISS Student Tile will show you the MissingGender of the students in the system. To update the missing GENDER, you need to follow the below steps:
Select This Calendar year from the Calendar icon
Select the hyperlink next to the Missing Gender.
You will be taken to the Student-Missing Gender Listing Screen.
Select the student number link to update the Missing Gender.
Note: When you have updated the Gender of the students then on the Compliance Dashboard, you need to refresh the screen to the count of the Missing Gender students.
The AVETMISS Student Tile will show you AVETMISS Flag Missing with the total count of the students as a link that is AVETMISS but not Flagged as AVETMISS in the System. To Flag them as AVETMISS, you need to follow the below steps:
Select This Calendar Year from the Calendar icon
Select the hyperlink next to the AVETMISS Flag Missing
You will be taken to the Student-Missing AVETMISS Flag Listing Screen
Select the tick box against the students that you wish to flag as AVETMISS
Then Select the AVETMISS tick box and then Update
Note: When you have updated the AVETMISS Student data then on the Compliance Dashboard, you need to refresh the screen to see the count of the AVETMISS flag missing.
Main Dashboard > Academics > Allocate Subjects/UoS
This screen provides the functionality to assign a subject to multiple enrolments simultaneously while specifying the start and end dates for the subject. Additionally, it allows you to select one or multiple subjects that are already linked to the enrolment, which can be deleted or removed as the new subject that you are allocating will replace them.
To do this, you need to follow three different steps on three different screens.
Step 1
The first step of this screen involves selecting various filters to narrow down the search for subjects that need to be allocated to enrolments. These filters include subject code, subject dates, campus, program, intake, and timetable. Depending on the radio button selected for Subjects and Units of Competency (UoC), the appropriate filter options will be displayed.
After selecting the appropriate filters, you must select the Apply button to view the grid displaying the student enrolments that have the subject linked to them. This grid will show all the relevant enrolment details, such as the student’s name, enrolment number, and enrolment dates. To allocate the subject to a specific enrolment, users must select the tick box against the desired enrolment and click on the “Next” button. This step is essential to ensure that the correct subject is allocated to the appropriate enrolment and to avoid any errors or confusion. By selecting the appropriate enrolment, users can proceed to the next step and complete the subject allocation process.
Step 2
During the second step of the process, you will be presented with the option to update the start and end dates for the Subject/Unit of Study that you have selected for enrolment. This will be presented to you in the form of two radio buttons, Yes and No.
When you choose to update the dates for selected subjects, the system will prompt you to enter the new Start Date and End Date in the provided fields. After entering the dates, you will need to select the Apply button. Once you do this, the screen will refresh and display two tabs: Subject/UoS dates cannot be updated and Subject/UoS dates can be updated. These tabs will show you a grid of enrolment for the subjects that you can and cannot update the dates for.
If you select No, it will indicate that you do not wish to make any changes to the subject dates. Once you have made your selection, you can proceed further by selecting the Next button.
IMPORTANT – There are enrolments you have selected that cannot have the Subject/Uos {Code – Name} deleted as it has a final result. The system will continue to complete the previous steps of allocating the Subject/UoS to the enrolments and where applicable updating start and end dates. However, you will need to go to the Training Plan and Results screen for the enrolment and delete this Subject/UoS manually.
Step 3
The final step in this process involves deciding whether you want to delete a Subject/UoS from the selected enrolments. You will be presented with Yes and No radio buttons to choose from. If you select Yes, a drop-down list of subjects will appear on the screen. You can then choose the subject you wish to delete and select the Finish button. This will complete the deletion process and remove the selected subject from the enrolments.
Based on what version of TEAMS you are using, will determine how you review your student data to identify missing or messy data that needs to be cleaned up. We have broken the data and steps to be completed in the same fashion for both versions, however the screens and/or reports you will use are different.
Please select the link below for the version of TEAMS you are using to follow the steps to review your student data.
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Search Bar, we kindly request you to navigate to the History icon showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
In the system, there are two distinct methods available for searching for students. The first option is to utilise the Student Search Bar, where you can input either the student’s name or student number. This approach enables you to directly access the Student Dashboard screen with the relevant information.
Alternatively, you can navigate to the Main Dashboard, then proceed to Student Management, and finally select Student Search. This pathway also leads to the Student Dashboard screen, allowing you to search for students by their name or number. These two approaches provide convenient ways to locate and access student records within the system.
While searching for the student from the search bar, you need to understand the below steps:
If the student is a new enquiry, the system will indicate this by displaying the student’s name accompanied by an enquiry icon in the search bar.
Once an enquiry has been converted into a New Application in the system, the search bar will display the student’s name along with both the enquiry icon and the application icon. This combination of icons serves as a visual indication to you that the student was previously an enquiry and has now transitioned into a new application status.
When an application is successfully converted into a student record in the system, the search bar will display the student’s name along with the enquiry icon, application icon, and student icon.
IMPORTANT: It is important to note that once an applicant has been converted into a student, any subsequent changes to the student’s information must be made at the student level rather than the applicant level. The applicant level will only provide a view of historical information related to the student’s application process. To update or modify the student’s details, it is necessary to navigate to the student level within the system.
