Sukhchain Singh – Page 4 – OLD SITE

Unit of Study – Funding Fee

5 July 202310 February 2023 by Sukhchain Singh

Main Dashboard > Academics > Unit of Studies > Unit of Studies Burger Menu > Funding Fee

When you select the Funding Fee option, a UoS Funding Fee screen will open, where you can add Funding Fee Setup details by selecting the +Add button.

When you select the +Add button, a funding fee setup popup window will open as shown below:

Explanation of the fields below:

Fields	Explanation
Enrolment Type	From the dropdown menu, you can select the type of enrolment.
Funding Source National	From the dropdown menu, you can select the funding source national type.
State	Here you can select the state from the dropdown.
Delivery Type	Here you can select the delivery type of the subject from the dropdown.
Nominal Hours	Here you can add the nominal hours.
Hourly Rate	Here you can add the hourly rate of the fee, the total amount of the subject will be populated as it is a multiply of nominal hours with an hourly rate.
Active	Tick this box to make the funding fee setup active.

Unit of Study – Documents

20 February 202310 February 2023 by Sukhchain Singh

Unit of Studies > Unit of Studies Burger Menu > Documents

When you select the Documents option, the system will take you to Unit of Study Entry > Document screen will open, where you can add documents of the UoS.

When you select the +Add button, a popup window will appear where you can select the document which you want to upload for the unit of study.

Explanation of the fields below:

Fields	Explanation
Upload Date	This is the read only field and it will show the current date as auto populated
Notes	You can write notes for your own reference by selecting the notes icon.
Document Type	This is a user code and you can create a User Code as a document type in TEAMS.
Document Name	It will show the name of the document which you have selected.
Public Document	Select this box if you want to make the document public on the student portal.

Unit of Study – Subject

20 February 202310 February 2023 by Sukhchain Singh

Unit of Studies > Unit of Studies Burger Menu > Subjects

The Unit Of Study screen will show you all the subjects in the grid that are already linked to the UoS. You can also edit the subject by selecting the edit icon under the actions column.

You can add the subjects to the UoS by selecting the +Add button. When you select the Add button, A popup window will appear, where you can add UoS of Studies Subject details in fields.

Explanations of the field below:

Fields	Explanation
Select the Subjects	It is a magic search field, where you have to write the initials of the subject code and then you can select the subject code from the suggestions.
Select the Subject Name	It is a read-only field, which will be auto-populated when you select the subject code.
Seq No	Here you have to write the sequence number of the subject. for eg if x,y, and z are three subjects then you can write seq no as x as 1, y as 2, and z as 3.
Subject Type	Select the radio buttons as core or elective.
Active	Select the tick box to make the Subject Active.

Unit of Study – Fee Help

20 February 20239 February 2023 by Sukhchain Singh

Main Dashboard > Academics > Unit of Studies > Unit of Studies Burger Menu > Fee Help

In the Details tab, there will be a field for FEE HELP Availability and there are radio buttons for:

VET Student loan (VSL)
Higher Ed FEE HELP
Neither

IMPORTANT: A Unit of Studies can only be one of the FEE HELP options it cannot be both.

When you select the Fee Help option, A popup window will appear, where you can add Fee Help details in fields.

Attendance Code – A code that identifies the mode of attendance by which the student undertakes a unit of study OR the mode of attendance for a preference or offered course as indicated by an applicant

EFTSL – Equivalent full-time student load (EFTSL) is the measure used to determine a student’s study load. The college sets a unit value for each of its units. One EFTSL is the amount of student load determined by the college to be equal to a full-time load at 100% intensity for one student for one year.

Discipline Code – A code that uniquely identifies the discipline to which a unit of study is classified by the Provider

Unit of Studies – Entry Screen

27 February 20239 February 2023 by Sukhchain Singh

Main Dashboard > Academics > Unit of Studies > Unit of Study Button

To add or edit a unit of study, start by selecting the + Unit of Study button. This will take you to the Unit of Study Entry screen, where you’ll find various fields to complete. Make sure to enter all the necessary information in each field, including the code and name of the unit of study, its descriptive code and descriptive name, the campus name and other relevant details. Once you’ve filled in all the required fields, select Save. This will ensure that your unit of study is properly recorded and can be easily accessed and managed in the future.

Explanation of the fields on the Unit of Study Entry Screen is below:

Fields	Explanation
UoS Code	This is a mandatory field and this field cannot be left blank
UoS Name	This is a mandatory field and this field cannot be left blank
Descriptive Code	You can write UoS Descriptive Code in this field.
Descriptive Name	You can write UoS Descriptive name in this field.
Unit of Study to All Campuses	Select this box if you want to link the UoS to all campuses.
Campus	You can select desired campuses manually from this dropdown.
Results Type	From the dropdown, you can select the result type as Competency Based, Descriptive Based or Grading Based
UoS Currently Active	Select this box to make the UoS active.
FEE-HELP availability.	This field has two three radio buttons: VET Student Loans (VSL), Higher Ed FEE HELP and Neither. Select the desired option.

Subject Entry Screen

26 March 20249 February 2023 by Sukhchain Singh

Main Dashboard > Academics menu > Subjects Entry

When accessing the Subjects Entry screen, you will be presented with several fields where you can enter and edit subject details. It is essential to fill out all the required fields to ensure accurate and complete information.

Each field serves a specific purpose, such as the subject code, subject name, subject descriptive code, subject descriptive Name and subject prerequisites. By providing all the necessary information, you can easily manage and organise subjects and facilitate a smooth learning process.

Explanations of the fields are below:

Fields	Explanation
Subject Code	This code serves as a unique identifier for the subject and is used to differentiate it from other subjects. To ensure accuracy, it is recommended to search for the subject code from the training.gov.au website, which is a database of nationally recognised training and qualifications in Australia.
Subject Descriptive Code	You can add Subject Descriptive Code in this field.
Subject Name	The subject Name serves as a unique identifier for the subject and is used to differentiate it from other subjects. To ensure accuracy, it is recommended to search for the subject code from the training.gov.au website, which is a database of nationally recognised training and qualifications in Australia.
Subject Descriptive Name	You can add Subject Descriptive Name in this field.
Subject Currently Active?	When adding or editing a subject, there is typically an option to select a box indicating whether you want to make the subject currently active.
Subject links to all campuses	There may be an option to select a box indicating whether you want to make the subject available for all campuses. This means that the subject can be studied at any campus location where it is offered.
Type of Subject	This is a User Code in TEAMS and you will see two subject types under the dropdown. Unit of Competency (UoC) – Nationally Accredited – is the smallest component of a Training Package that can be assessed and recognised. It gives a description of the skills and knowledge required to perform effectively to a specific standard in a particular workplace role or function. Subject – Other -By choosing this particular option, you will gain the ability to access an additional field known as Result Type for the subject labeled as other. This option provides an opportunity to further refine and specify the type of results you are seeking for the given subject.
Result Type	This dropdown will show you three different results Competency Based, Descriptive Based and Grading based.
Credit Point	In this field, you can enter the credit point value for the given subject. This value represents the number of credits that the subject is worth in a particular academic program.
Taught over study days	You can enter the total number of days that you have studied or will study a particular subject
Taught over study weeks	In this field, you can enter the total number of weeks that a particular subject is taught over.
Default amount	If you prefer to only raise invoices based on subjects then select this option instead.
VET Student Loans (VSL)	This tick box is used to indicate whether the subject is eligible for VSL (VET Student Loans) or FEE-HELP. VSL FEE-HELP is an Australian government loan program that helps eligible students pay for their education-related expenses.
Higher Ed FEE HELP	This tick box is used to indicate whether the subject is eligible for FEE-HELP (Higher Education Loan Program) financial assistance.
Neither	This tick box is used to indicate that the subject is not eligible for FEE-HELP availability.

NCVER AVETMISS Student Data Submissions – Classic TEAMS Step 4

24 January 202324 January 2023 by Sukhchain Singh

Qualifications Issued

The Qualification Issued is exported into NAT00130 – Program Completed. This will show you all of your students who completed their enrolments and if you issued them a qualification (Certificate) or statement of attainment (SoA) – it really should match your Qualifications Issued Register.

The very first step you need to do before you do the AVETMISS Export

You need to go to the TEAMS > Student > Academic > Qualification Issued Register screen where you need to put in the calendar years dates from the first of first to 31st of December of the coming year that you are reviewing your student data. For example 01/01/2022 to 31/12/2022 and if you have different campuses for the academics then you can select Campus as All or, you can select the campus as you require and then select the search button. OR
You can run the Qualification Issued report with the same parameters and then you can open each enrolment and confirm if the results are there and if not there then you have to run the finishers report for 2022 and see all the finishers and compare it, which enrolment that are in the finishers but is not in the finishers list.

When would you select SOA, FULL and NA

FULL – When the student has Successful results of competent. Credit transfer. RPL then all the subjects needed to be issued that qualification.

SOA – Where you do not have successful results for all of the subjects (if you are withdrawing) but have some subjects with competent then you issue a Statement of Attainment.

NA – This is where you do not have absolutely no results and student has never successfully achieved anything and they withdrew and you want to write the entry to the register to show then you can select NA and results issued.

It’s our recommendation, even if you’re not issuing a Certificate or statement of attainment, all the qualification to still select this Result issued as Yes have the completion Type as NA (not applicable) because it will show in the registered and to the auditor that you have processed as it was withdrawn or they have overdue fees.

For Example – If you have an enrolment where you have a competent result and a credit transfer, and the students have overdue fees and you’re not going to issue, but they’re finished, and they’ve left. If you don’t write to the register, the qualification issue register that they did, It’s not applicable you issued that you’re not going to do one and the auditor may question you on why aren’t there. Because they have a competent result or a credit transfer? That way. At least there’s an entry in the register that it’s not applicable. You didn’t issue it because they have overdue fees. Or they withdrew.

Important actions to complete on the Qualification Issued Registered

Review each enrolment and confirm that all their results and the qualification issued is completed.

Status is correct for the results and result Issued tick box is ticked.

Completed qual is selected correctly.

Training Plan and Result – History

13 April 202319 January 2023 by Sukhchain Singh

Here are some of the latest changes that we have made in the Training Plan and Result screen.

Date Updated	Changes made
17 Nov 2022	Training Plan & Results – Subjects and Assessment Result New Check
14 July 2022	Changes on Training Plan and Results screen
30 June 2022	Training Plan and Results Screen > New look – History

Agent Details Report Columns

15 February 202310 January 2023 by Sukhchain Singh

Columns	Explanation
Agent Code	Agent’s Code entered in the system.
Agent Name	Agent’s Name entered in the system.
Agent Type	It is a user code dropdown field. One can create multiple agent types in the system and can use them while creating agents.
Comm. Paid	If the Pay Commission tick box is selected on the agent Entry screen then the report will show you Yes otherwise the report will show you No.
Commission Template	It will show the default commission template selected on the agent entry screen.
Contract Renewal Date	It will show you the Contract Expiry Date selected on the Agents entry screen > Details tab.
login	Agent login is present on the agent entry details tab. This is used as the username in the agent portal.
Agent Password	The agent admin password is present on the agent entry details tab. This is used as the password in the agent portal.
Vendor Code	Vendor Code of the Agent.
Purchase Order Amount	It will show you the Purchase Order Amount selected on the Agents entry screen > Details tab
Active	It will show you Y if the agent is active and N if the agent is inactive.
Campus	If the Agent is linked to more than one campus then this column will show you all linked campuses as comma separated. And if all campuses are linked to the agent then the system will show you “All” in the column.
Pre-deducted Commission	If the Pre-deducted Commission tick is selected for the Agent on the agent entry screen > details screen then it will show you Y otherwise It will show you N.
Charge GST	If the Charge GST tick box is selected on the Agent Entry screen then it will show you Y otherwise it will show you N.
Phone #	Agent’s Phone number.
Mobile #	Agent’s Mobile number.
Fax #	Agent’s Fax number.
Email Address	This column will show all the Email Addresses as comma separated i.e primary email, secondary, and additional email addresses.
Web Address	Website address of the Agent.
Local Address	The local Address of the Agent added on the Agent Entry screen > Local Address Tab.
Mailing Address	The Mailing Address of the Agent added on the Agent Entry screen > Local Address Tab.
Country	Country of the Agent.
Contact	This column will show you the contacts added in the burger menu on the agent entry screen.
Email Address	Email Address of the Agent
ABN	ABN details added on the Agent Entry screen.
Total Students	Total Students linked to the agent.
Total Enrolments	Total Enrolments linked to the agent.
Acct Manager	Account Manager linked to the agent on the agent entry screen.
Region	Region of the Agent.
Agent ID	This is a system-generated field

Agent Details Report Filters

15 February 202310 January 2023 by Sukhchain Singh

Below are the filters and their explanation for the Attendance Hours Report.

General Filters	Explanations
Print	This label has three Radio Buttons: Show All – if you select this radio button the system will show you all the active and inactive agents in the system. Show Active only – This will show you only the Active agents. Show Inactive Only – This will show you only the inactive agents.
Print Based on	This label has two radio buttons: Agent – By default, the Agent radio button is selected and if you want to print the report based on the agent name then you can select the agent name in the magic search field. Agent Type – If you wish to print the report based on the Agent Type then you can select the agent type from the drop-down. (Agent Type is a user code and you can create the agent type from the User Code screen.
Account Manager Name	This is a magic search field and you can select multiple account managers in this field.
Campus	You can select multiple campuses from the dropdown.
Country	If you select any country or countries from the dropdown then the system will pull out the agents that are linked to the selected country or countries
Exclude Unsubscribe	This filter will exclude all the agents that have unsubscribed tick box selected on the agent entry screen > Contact Information Tab.
Only Display Default Contacts	The system will display all the agents with their primary contacts only. It will exclude all the contacts who are not selected as primary contacts for those agents.
Group By	Group by is used to group the report according to Group by selected for example Country, Agent Type, Commission Paid etc.
Sort By	Sort by is used to sort the report according to Sort by selected for example County, Agent Name, Agent Type etc.
Asc/Dsc	Select the Ascending or Descending radio button.

Select the “Print” Icon to generate the report. After clicking on it, the system will direct you towards the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.