Main Dashboard > Finance Menu > Fee Icon > +Add button
The Fee Entry screen enables you to add new fees to the system or edit existing ones. If you want to create a new fee, you’ll need to input the relevant details related to the fee into the appropriate fields. Once you’ve provided all the necessary information, you can save your new fee by clicking the save button. This process allows you efficient and organised fee management, as you can easily create and modify fees as needed.
Below is the explanation of the fields:
Field Name
Explanation
Object Type
This is a mandatory field and cannot be left blank as the system will create the fee based on the object type selected. Select the appropriate object type (such as Organisation, Campus, Subject, UoS or Program) from the dropdown to create the fees.
Fee Type
This is also a mandatory field and based on the fee type created in TEAMS, it will populate in the dropdown.
Fee Code
This is also a mandatory field and you can add the fee code in this field.
Fee Name
This is also a mandatory field and you can enter the fee name (Name of Fee (generally a combination of Fee Type and Student Fee Name)in this field.
Fee Amount
This is also a mandatory field and you can enter the fee amount (If this fee has GST applied to it, you must enter the excluding GST amount in this field) in this field. Only enter the amount with numbers, do not enter any currency symbols such as $.
Apply GST
Select this tick box if the fee has GST applied to it.
Pay Commission
Select this tick box to apply pay commission.
Is Rate Fee?
Select this tick box if the fee is rate based fee.
Active
Select this tick box to make the fee active.
Show as Revenue
When you select this tick box, the system will pop up the drop down namely (When is revenue Taken up). Based on the user code created for the revenue, you can select it from the drop
The SMS Template screen displays a grid containing a list of all available SMS templates. To locate a specific template, you can enter its code or name in the search field. The search function will return any matching results that match your criteria. Additionally, you can edit a template by selecting the edit icon located under the Actions column in the grid. This will allow you to make changes to the template’s content, format, or other details.
Main Dashboard > Compliance Menu > Qualification Register
The qualification-issued register is a record-keeping system used to track and manage the qualifications that you have issued to students. Its primary purpose is to help manage and track the qualifications that have been issued to students who have completed a particular course or program.
This screen is further divided into two sections:
Parameters Grid
Listing Grid
Parameters Grid:
There are different fields available under the grid from which you can filter out the Qualification issued to the students as per your own requirement. Further explanation of these fields is provided below:
Field Name
Explanation
Campus
If you need qualifications-issued register for multiple campuses, you can select the tick box for each campus from the dropdown.
Intake
Select Intakes from the dropdown field
Program
Select various programs from the dropdown field
Employer Name
Select employer from the drop-down field
Enrolment Type
Select enrolment type from the drop-down.
Enrolment Outcome
Select the enrolment outcome from the drop-down.
Student Name
Enter the student’s name in this field.
USI
Enter the student’s USI in this field.
Completed Status
Select the completed status from the drop-down field.
Listing Grid:
The Listing grid will show you the qualifications-issued register as per the parameters that you have selected. In the listing grid, you can see the qualifications that you have issued to students and other information related to the qualification of the students.
This screen provides you with the ability to view all the users that have been previously created in the system. You can easily search for a particular user by using their login name or username. If you want to limit your search to only inactive users, you can check the ‘Include Inactive Users’ box before clicking on the Apply button. This will filter the results and show you only the inactive users.
To add a new user to the system, you can select the +User button located at the top right corner of the screen. This will take you to the User Entry Screen where you can input the necessary information and create a new user account.
Main Dashboard > Compliance Menu > Attendance Monitoring
An Attendance Monitoring screen can greatly assist in keeping track of student attendance. It provides an easy and efficient way to monitor both the current and overall attendance of students.
This screen is further divided into two sections:
Filters/Parameters
Listing Grid
Parameters
There are different fields available under the grid from which you can filter out the attendance of the students as per your own requirement. Further explanation of these fields is provided below:
Field Name
Explanation
Current Attendance
Select this radio button to filter out the current attendance of the students
Overall Attendance
Select this radio button to filter out the overall attendance of the students
As at Date
As at date is always today’s date and this field cannot be left blank as it is a mandatory field
Attendance Percentage – From
Enter the minimum attendance percentage in this field.
Attendance Percentage – To
Enter the maximum attendance percentage in this field.
Campus
If you are monitoring attendance for multiple campuses, you can select the tick box for each campus from the dropdown. This field cannot be left blank as it is a mandatory field
Programs
This dropdown will allow you to select multiple programs. this field cannot be left blank as it is a mandatory field
Status
Select the enrolment status such as Current and Finished
Exclude Enrolments with past Enrolment End Date
Select this tick box if you want to exclude the enrolments with past enrolment end date
Advanced Filters – The advanced filters are non mandatory filters and if you see the relevant information you can select (Intakes, Group training Plans, Overseas/Local Students, Account Manager, Trainer, Enrolment Type, Timetable and classes from the dropdown.
Listing Grid:
By selecting certain parameters, you can view detailed information about a student’s attendance history in the listing grid.
To know more about the icons under the actions column, select here
Main Dashboard > Compliance Menu > Student Progress
Student progress refers to the assessment and measurement of a student’s academic growth and development over a specific period of time. It involves tracking a student’s performance, and interventions over a specific period of time. The Student Progress screen assists you in keeping track of your student’s progress. With this screen, you can easily keep track of the progress of both their Subjects and the Unit of study.
This screen is further divided into two sections:
Filters/Parameters
Listing Grid
Parameters Grid:
There are different fields available under the grid from which you can filter out the progress of the students as per your own requirement. Further explanation of these fields is provided below:
Field Name
Explanation
Monitor at the Subject or UoS level?
There are two radio buttons under this field namely Subject and UoS. Based on your requirement you can select one of these radio buttons to monitor student progress.
Subject/UoS Start Date
The system will always look at Subject/UoS start dates only to find enrolments between the date ranges.
Subject/UoS End date
The system will always look at Subject/UoS end dates only to find enrolments between the date ranges.
Completion % between – From
Enter the minimum completion percentage you want to list in this grid
Completion % between – To
Enter the maximum completion percentage you want to list in this field.
Campus
Select a Campus from the dropdown
Program
Select various programs from the dropdown
Intake
Select Intakes from the dropdown
Group Training Plan
Select the Group Training Plan from the dropdown
Overseas/Local Student
Select Overseas or local student type or both from the dropdown
Advanced Filters – The advanced filters are non mandatory filters and if you see the relevant information you can select Account Manager, Trainer, Enrolment Type, Timetable and classes from the dropdown.
Listing Grid:
The Listing grid will show you the details related to the student’s progress as per the parameters that you have selected. You can see the student’s progress-related details that are required to help you monitor other basic details of the student.
On this screen, there is a grid below which displays all the classrooms that have been created. You can search for specific classrooms by entering the classroom code or name in the search bar and selecting the campus from the dropdown menu. Once you have entered your search criteria, click on the apply button and the grid will display the classrooms that match your search.
If you want to add a new classroom, you can simply select the +Classroom button and which will take you to the Classroom Entry Screen. This makes it easy to manage and organise your classrooms in one place.
Main Dashboard > Finance > Instalment Plans > + Instalment Plan Entry
Overview
An instalment plan is a financial arrangement that enables students to pay their fees in smaller, more manageable amounts over a specified period of time, instead of paying the entire amount upfront. it can help make education more accessible and affordable for students who may not have the financial means to pay the full amount at once.
The Instalment Plan entry screen enables you to create new instalment plans for programs or if you wish to edit the existing instalment plan, you can select Edit Instalment Plan.
Below is the explanation of the fields:
Fields
Explanation
Instalment Plan Code
This is a mandatory field and it cannot be left blank.
Instalment Plan Name
This is a mandatory field and it cannot be left blank.
Number of Invoices
Add the number of invoices (instalments) for a program.
Split Tuition Equally in instalments
If you wish to split the tuition amount in instalments then you can select this tick box
Instalment Plan Selected By Default
If you wish the instalment to be selected by default, you can select this tick box
Invoice Due Date Calculated automatically
If you have selected this tick box then the invoice due date will be calculated automatically for the program
Campus
Select the Campus/s from the dropdown for which you want to create the instalment plan.
Program
Select the Programs from the dropdown that you want to link to the instalment plan.
Active
By selecting this tick, you will able to see this instalment while creating applications.
Don’t allow two invoices in the same month
By selecting this tick box, the system will not show two invoices in the same month.
The Attendance and Results screen will show you two sections as follows –
Section 1:
This section displays information about the selected class, including the class name, date range, and timetable. In this section, you can mark attendance or absence for the students on a daily or weekly basis by selecting the appropriate radio button. Additionally, you have the option to modify the dates as per your requirements.
In the Summary section of the class information, two icons have been included for the options of Change Class and New Timetable. This will make it easier for users to access these features and make any necessary changes to their class schedule.
Change Class Icon – The Change Class icon allows users to select a different class to mark attendance for. Selecting this icon will redirect the user to the previous screen, where they can select a new class and continue marking attendance.
New Timetable Icon – The New Timetable icon provides you with the option to select a different timetable and date range for attendance. Selecting this icon will redirect the user to the previous screen, where they can select a new timetable and date range
Section 2:
Allows you to mark attendance or absence for the students under the Attendance or Absence tab. You can also record the student’s results under the Results tab.
Can’t see a SAVE button on the screen?
Unlike other screens in the system, this screen will auto-save when you enter or edit data in it.
Attendance Tab
In the Attendance tab, you can record whether a student is present or absent, depending on how the timetable was set up. To do this, select the checkbox next to each student that you want to mark attendance or absence. Check the box for Attendance if the student is present or Absence if the student is absent.
When you select the checkbox for a student in the Attendance tab, the system will display a number in two boxes next to the checkbox. These boxes are for hours and minutes, and the number displayed will be the total hours and minutes of the class for which you can mark attendance.
If a student attended or was absent for only part of the class, you can modify the numbers in the hours and minutes boxes accordingly. However, the modified values cannot be greater than the original number displayed in the boxes. The system only allows you to mark attendance or absence for the actual amount of time the student was present or absent in the class.
Can’t select the tick box for a student to mark attendance?
If you are unable to select the tick box for a student, it may be because the student has a student holiday entered in the system, and it has been linked to their specific enrolment. In this case, you cannot mark the student as attended or absent for the duration of the holiday period.
Results Tab
In the Results tab, the top section of the screen displays a summary of the subjects or units of study linked to the class. In this section, you can see what subjects or units of study are associated with the class. For each student enrolled in the class, the system displays the subjects or units of study they are linked to, as well as any results that have been recorded for those subjects or units of study.
To mark a result for a particular subject or unit of study for a student, select the Result dropdown for that subject or unit of study. This dropdown will be located next to the student’s name in the Results tab.
Note: There are a few results (Recognition of prior learning, Did not start, etc.) that are in red. You should only see them when you are reviewing historical enrolment results. They are inactive results that you may have linked to a subject and you need to see them so that you can change them where needed. If you do see them in the list, do not use them as they will not be accepted in your National Student data submissions, and you will get errors.
Result date is mandatory and you don’t record dates?
As part of your AVETMISS compliance requirements, your student results require result dates.
To protect your data for AVETMISS data submissions the system will make the result date mandatory where:
1. Any Subject set with Type of Subject is Unit of Competency (UoC) – Nationally Accredited in the Subject entry screen OR
2. Any Unit of Study that has a VET subject linked to it and meets the requirements in point 1 above.
