using teams

screen by screen level posts that explain in detail how-to-use a certain part of the system

Edit Enrolment details

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Enrolment Dashboard > Enrolment Profile Tile > Edit Enrolment

This screen will show two tiles (enrolment summary tile where you can only view the information and edit enrolment dates where you can add and edit specific information for the enrolment such as Enrolment Start and End dates, study weeks and Holiday Weeks) and other fields related to the enrolment.

Note: You are responsible for ensuring that the study weeks, holiday weeks and enrolment dates are valid. Please change any such information with care.

Each field in the screen above is explained in more detail below.

ColumnExplanation
Start DateYou can edit the start date of enrolment.
End DateSelect the new end date of enrolment here if you want to change it.
Study WeeksIf you are editing the enrolment dates then you must change the study weeks as well.
Holiday WeeksYou must change the holiday weeks if you are changing the enrolment dates.
Account ManagerThis is a magic search field and you can search and select the account manager.
Enrolment OutcomeThis is a User Code in TEAMS and one can create an enrolment outcome in TEAMS from the User Code screen.
Was this an Upsell or Extension ?This is a tick box, If the enrolment is upsell or extension then you can select this tick box.
Application TypeThis is a User Code in TEAMS and one can create an enrolment outcome in TEAMS from the User Code screen.
Actual End DateIf a student fails to complete the course by the proposed end date then you can update the actual end date in this field.
Program NotesYou can enter the notes for the program here.
Does this Enrolment require Orientation?If the enrolment has any orientation you can select this option and can add the orientation date in the next field.
Type of StudentYou can select one option here, either the student is a New student or Returning student.
Please select Package TypeThis is a User Code in TEAMS and one can create an enrolment outcome in TEAMS from the User Code screen.
Application status codeThis is a TCSI field. By default, the system will show the current application in this field. You can change it to Application withdrawn by applicant option if needed.
Do not include in AVETMISS SubmissionIf you do not want to include the enrolment in AVETMISS Submission you can select this option.
TrainerYou can select the trainer which you want to link with the enrolment from the dropdown. If there is no trainer linked with the subjects, then the system will link this trainer to all the subjects on the Training Plan and Result screen.
Track EmployersTo track your employer, you can select this option.

Enrolment Profile Tile

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Enrolment Dashboard > Enrolment Profile Tile

This tile has three different types of information that are:

  • Summary information for the enrolment, such as campus, program code, start and end date etc.
  • Vertical icons that allow you to do transactions against the enrolment or navigate to other screens.
  • Horizontal icons that identify specific information linked to the enrolment such as the agent, employer, account manager etc.

Enrolment Summary Information

The summary information you will see in this tile will relate to the student and enrolment. The information specific to the student that is displayed includes:

  • Student number – this is the number directly under the student picture
  • Student picture, if uploaded the picture
  • The student’s gender and age
  • Mobile number
  • Email address – This is the primary email address linked to the student

Vertical Icons

Edit Enrolment

Start Enrolment

Finish Enrolment

Cancel Enrolment

AVETMISS Settings

Fee Help Settings

Reports

Horizontal Icons

Address Information

You can put your mouse over the icon and a tooltip will show any address added.

Overseas Information

A tooltip will show the passport number, passport expiry date and the international phone number of the student.

New Student

This flag is a marketing specific one that you can set in the application process or at the Edit Enrolment level. It is used in reports to identify a new student with their first enrolment (new) at your college or a returning one. If the enrolment is set as new it will show the icon in blue and if the enrolment is set as returning the icon will show in red.

AVETMISS Information

If the student is flagged as an AVETMISS student then it will show in grey. If however, the student is not set as an AVETMISS student but has an enrolment that has a VET program or subject in it, it will show in red.

Employer Tracking

It will open the employer tracking screen and will show you the name of the employer if linked. Click on the icon to know more.

Visa or CoE Information

It will open the edit CoE details screen. Click on the icon to know more.

Agent

This icon will display the linked agent’s name in the tooltip.

Account Manager

It will display the name of the account manager linked with the enrolment.

USI

This Icon will display the USI status of the student in the tooltip i.e. whether the student has no USI (black icon) and if the USI is verified( green icon) OR not (red icon).

Support Document Verification Service Information

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You will see different kinds of support documents that require for the USI verification and when you select any document from the dropdown, it shows you different fields related to the selected document.

To create a Unique Student Identifier (USI) you will need to use a valid form of Australian ID from the list below:

  • Birth Certificate (Australian) – A birth certificate can refer to either an original document or a certified copy issued by an Australian State or Territory. When using a birth certificate as a form of ID in the USI registry system, please be aware that: state refers to the state or territory in which the birth was registered.
  • Certificate of Registration by Descent – A certificate of registration by descent (RD) is issued by the Australian Government to a person who: was born outside Australia. has at least one parent who was an Australian citizen at the time of their birth.
  • Citizenship Certificate – A citizenship certificate is issued by the Australian Government and is proof that someone born outside Australia is an Australian citizen. The Acquisition Date is the date Australian Citizenship was acquired. The stock Number appears on the citizenship certificate.
  • Driver’s Licence – Your driver’s licence must be current, valid and issued by an Australian State or Territory to be used as a form of ID.
  • Medicare Card – Your Medicare Card must be valid and issued by Medicare Australia. Medicare Card Number appears above the name(s) on the Medicare card.
  • Visa (With Non-Australian Passport) – Non-Australian citizens intending to study in Australia require a visa issued by the Australian Government. The visa must be current and valid. If you select Non-Australian Passport (with Australian Visa) as your form of ID, please enter your Non-Australian passport number when creating your Unique Student Identifier.
  • Immicard – An ImmiCard is issued to certain visa holders who don’t have and can’t obtain a passport recognised by the Australian Government. An ImmiCard assists visa holders to provide evidence of their Commencement of Identity (COI) in Australia.

Edit USI

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Student Dashboard > Student Profile Tile > USI Icon

A USI is your individual education number for life. It also gives you an online record of your vocational education and training (VET) undertaken in Australia.

This screen will allow you to log the request to create USI and then verify it.

Note – When you select the Create USI button, the request gets sent to https://www.usi.gov.au/ and you can check the status of the USI on the USI Request screen.

If you already have a USI number then update it in the Unique Student Identifier field, also you need to update all the USI-related fields and then hit the save button. Once you select the Save button, the screen will refresh and will show you Verify button and Use Manually Verified tick box.

Note: Verify USI – When you select this button, the request gets sent to the https://www.usi.gov.au/providers/verify-student-usi site and you can check the status of the USI from the USI request screen in the system.

Use Manually Verified – You can select this tick box if you already have verified the USI from the https://www.usi.gov.au/providers/verify-student-usi site.

Select here to know mandatory details to verify USI.

Once it is verified, the Verify USI button will change to USI verified button and the red cross icon will change into a green tick.

English Proficiency – Edit Applicant/Student

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English Language Proficiency is the ability of Students to use the English language to make and communicate meaning in spoken and written contexts while completing their program of study.

This screen will allow you to update the English Proficiency level of the Applicants/students. You can add English Proficiency from the Applicant Profile Tile and Student Profile Tile.

Note: You cannot edit the English proficiency at the applicant level once it is converted to a student. However, you can edit the English proficiency details at the student level.

FieldsExplanation of Fields
Is English your first LanguageIf the English language is the birth language of the student, then select this tick box
Have you completed a formal English language test such as IELTS in the last two yearsBy selecting this tick box the system will show 3 different fields related to the IELTS. You can enter the location where the IELTS test is conducted, enter the bands of the IELTS and enter the IELTS result date here.
Have you studied an accredited English language course in AustraliaIf the student has studied the English course in Australia, kindly select this tick box and the system will ask for the name of the provider and the course name.
Have you completed English Language Assessment TestIf the student has completed the English Language Assessment Test, then select this tick box and the system will ask for the type of the test. If the test was conducted online, select the online option otherwise select paper based. Also, the system will show two fields that ask for the score of the test and the date of the test conducted.

How to enter information for a FEE HELP Applicant/Student

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If you wish to report a student as FEE HELP then you need to set up the student with the FEE HELP settings in TEAMS.

IMPORTANT: The student can over time be set as both VSL and HEd FEE HELP and should be enrolled in a program that has been set up for FEE HELP. However, an enrolment can only be one of the FEE HELP options, it cannot be both.

Also, FEE HELP uses the terminology of the Unit of Study that a student has a loan for. In TEAMS we also use the term for a group/cluster of Subjects that link to a Unit of Subject (UoS). However, if you do not use the TEAMS UoS but Subjects for a program then you need to remember when we discuss a Unit of Study for FEE HELP it is also relating to the Subjects for an application or enrolment.

Note: Before creating the application please make sure that the FEE HELP settings have been updated at the Program level and Subject/UoS level.

For Application and Enrolment

Follow the below steps to enter FEE HELP:

  • While creating the application in TEAMS for a FEE HELP applicant then you need to tick the FEE HELP tick box option in the New Applicant screen when you are doing a new application.
  • Once the application has been created then you need to open the Application Dashboard and click on the Fee Help Settings icon from the applicant profile tile. The system will take you to the Fee Help settings screen and you need to enter the data in the field.

Note: There is a tick box called “This is a Fee Help Enrolment” which should be ticked if you want to report this student enrolment as a FEE HELP after approving it.

  • When the application is approved, all the settings that you have updated on the “Fee Help Setting” while creating the application, the system will carry forward them to the enrolment level FEE HELP Settings.
  • On Enrolment Dashboard > FEE HELP Settings, all the UoS or Subject level settings will appear on the UoS FH setting tab under the grid. You can edit and update them by clicking on the edit button from the action column.

After, clicking on the edit icon, the system will open a floating window of Edit Fee Help settings from where you can edit and update the settings and then select the SAVE button in the bottom right-hand corner of the screen.

Fee Help Loan screen

Follow the below steps to enter FEE HELP

  • On Enrolment Dashboard > Fee help loan screen, all the UoS/subjects will be visible which are linked with the enrolment. You can edit the Fee help loan by clicking on the edit icon from the Action column.

After clicking on the edit icon, the system will open the floating window from where you can edit and update the settings and then select the SAVE button in the bottom right-hand corner of the screen.

Note: In the above screen, you can see the Unit of studies is visible on the Fee help loan screen/Fee Help setting screen. There is a system setting which is called Loan calculation based on. Under this system setting, you can choose a Subject or Unit of study to calculate the loan amount. On the selection of UoS, the system will show all the linked units of studies with the enrolment on the Fee Help loan screen and Fee Help setting screen. Same as if the subject set is chosen then the system will show the linked subjects with the enrolment on the Fee Help loan screen and fee Help setting screen.

For existing Applicant and Student:

Note: Depending on what stage your student is at in TEAMS i.e. Applicant & Application or Student & Enrolment, determines where you need to go and update FEE HELP information you do not need to do it at both levels if it is a student with an enrolment. Just go to the Student Dashboard and update from there.

If you wish to flag an existing applicant or student as a FEE HELP student then you need to tick the relevant FEE Help option as explained below:

Also, on the Student Dashboard from the student summary tile, the user needs to click on the edit VSL student to update the TFN #, CHESSN # and other information related to the student and select the Save button.

Edit AVETMISS – Applicant

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Applicant Dashboard > Applicant Profile Tile > AVETMISS Icon

The first thing to know is that AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is the national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.

The below screen allows you to add/edit the AVETMISS information of a applicant. Some of the fields are very important in the AVETMISS submissions. For example, if you do not select the survey contact status, you will get errors in NCVER submissions. We will recommend you to enter all the AVETMISS fields to avoid compliance issues.

IMPORTANT – Once the application is converted from the applicant 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 Student Profile Tile.

Note – On this screen, you will see dropdowns for the fields and these dropdowns are user codes in TEAMS. Please select here o know more about User Code.

Explanation of the Fields

ColumnExplanation
IndigenousIt is a UserCode dropdown field where you can select the indigenous status of the applicant.
Country of BirthSelect the country of an applicant.
Language spoken at homeSelect the language that the applicant speaks at home.
Last school level completedYou need to select the last school level completed year.
School completed in yearSelect the completed year of the school.
Survey Contact StatusIt is a UserCode dropdown field used to update the survey contact status of the applicant.
Client Identifier (Delta No)In this field, you can enter the Delta number of an applicant.
Learning Unique Identifier (LUI – QLD)It is a 10 digit learner unique identifier number used to log in learning account.
WAAMS No (WA)In this field, you can enter the WAAMS number of the applicant

APD – Financial Tile

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This tile will show you all the application’s financial details under the Student and Agent tabs. You can edit the invoice from the edit icon and you can also print the invoices.

IMPORTANT – You are only allowed to make the changes from this tile if the application is not converted otherwise you can make changes from the Enrolment Dashboard.

Student Tab

On the Student tab, only student-related financials will be visible and you will be able to see the Invoice date, description of the invoice, Total amount and Balance amount also there will be an action column that includes edit, online payment, and print the invoice.

ColumnsExplanations
Invoice DateThis column will show you the invoice dates.
Description This column will show you the number of instalments for the application. You can also select more… to view the invoice details.
TotalThis column displays the total amount of a particular invoice.
BalanceIt will show you the balance amount if any deposit due is updated while creating the application after subtracting the deposit due.
ActionsUnder the action column, there are 2 actions listed for each invoice the Edit icon and the print icon.

Agent tab

The agent tab will show you the invoice amount related to the agent.

On the agent tab, the system will show you the agent invoice date, description, invoice amount and balance amount.

Edit

This icon will allow you to edit the invoice

Print

This icon will allow you to print application invoice

New Invoice

This icon will allow you to create a new invoice for the application

Invoice Recreation

This icon will allow you to recreate the invoice for the application

Conditions – Applicant and Student

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Applicant/Student conditions are the prerequisite conditions where a student has to full fill the requirements before continuing their study. The conditions can be applied at the applicant level from the Applicant Dashboard > Applicant Profile Tile and student level from the Student Dashboard > Student Profile Tile

For example – An IELTS score of 6.0 or equivalent is required for entry into this program. The document(s) must be provided within the X number of days from the date of the offer letter to make this offer valid.

Note: Student condition is a user code and if you want to add student conditions to the system then you need to go to the user codes screen in TEAMS.

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 do the changes from the edit student screen.

How to Add Conditions

  • You can add conditions by selecting the Applicant/Student conditions icon from the Applicant/Student profile tiles as shown below:
  • Once you selected the icon, the screen will show a popup window and you can select the conditions from the dropdown and select the +Add button.
  • Upon selecting the +Add button, the condition will show up in the grid on the same window and also you will see a pop message in green on top of the screen (condition is added successfully).

After adding the conditions, the conditions icon will turn in red which will show you a tooltip saying view applicant conditions on the applicant Applicant Profile Tile and view student conditions on the Student Profile Tile.

Employer Tracking

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Application / Enrolment Dashboard > Employer Icon

history of changes

This screen is primarily used by funded clients, specifically for User Choice contracts, to track the employer/s linked to the student’s enrolment. Non-funded clients can also use this screen to add employers for work placements, however, no matter what type of college you are in, you need to set up Employers in the system first. Once you have set up employers, you can then use this screen to add an employer to the enrolment or application.

This screen can be accessed from the Enrolment Dashboard’s profile and Application Dashboard’s Profile section.

Where you are adding an employer for a Funded enrolment:

Explanation of the Fields:

Field NameExplanation
Employer RoleSelect the Employer role under this field.
Employer NameType in the name or code of the employer under this magic search field.
Start DateEnter the start date of the purchasing contract that your college, employer, and student have.
End DateEnter the end date of the purchasing contract that your college, employer, and student have.
Client IdentifierThis is typically known as the Delta number from the government’s Delta system for User Choice contracts, however, if it is not a User Choice contract enter any other number, specifically identified as the client identifier, that relates to the specific funded contract linked to the enrolment.
Training Contract IdentifierDepending on which State the enrolment is funded in will determine what number you enter here. In QLD this number is the same as the Client Identifier whereas if you are in Victoria, typically there is a different number you enter here. You would need to look at your contract and the State specific requirements to see what number you should enter here.

Employer Role – you will see three options to select as follows:

  1. GTO – only select this if the Employer is the GTO which means the system will also consider this employer as the Legal employer as well.

    Note: You will not be able to add another employer to the enrolment with an employer role of Legal when you select this employer role.

  2. Host – typically this option would only be used where you have a GTO Employer linked to the enrolment. The GTO employer contracts the student out to a ‘host’ employer and you need to add the information for that employer to the enrolment.

  3. Legal – if the employer is not a GTO, then you would enter an employer with an employer role of Legal.


IMPORTANT: for your funded enrolments, where you have an employer linked with the purchasing contract information, the system will only ever use the employer role of GTO or Legal to export information in the NAT files for the enrolment. The Host employer role will be ignored for AVETMISS purposes.

Note: where a student leaves an employer (legal or GTO) then you may need to change the end date against the enrolment. If you will be adding a new employer, then you must change the end date of the first employer to the last date they were contracted to the employer, before entering a new employer against the enrolment. You cannot have overlapping start and/or end dates for each employer in this scenario.

Where you are adding an employer for Work Placement:

Explanation of the Fields:

Field NameExplanation
Employer NameType in the name or code of the employer and select it.
Start DateUpdate the start date for the work placement with the employer.
End DateUpdate the end date for the work placement with the employer.

IMPORTANT: There is no save button for this screen as it will autosave when you select the Add button.