The Subjects welcome screen will show you the total number of subjects with the total number of active subjects for all the campuses.
To find a particular subject, you can search for it using either its code or name. If you want to see subjects that are no longer active, you can choose to include them in your search results by ticking a box and clicking the apply button. This can be useful when you need to manage both active and inactive subjects.
IMPORTANT – It is recommended that when creating any new subject, you need to check whether the subject is already in the system and it is superseding with the new subject code.
To do this, you need to search the subject by the subject name in the search field. If the subject name is already in the system with the old subject code then you need to create the subject with the New Subject Code and Name from the Subject Entry Screen.
Once you have created the Subject, you need to come back to the subject welcome screen, search the subject with the subject name, the system will show you both the old and new subject in the grid. There you need to go to the old subject’s supersede icon , the system will show you a pop window where you can search and add new subject and save. This will supersedes the subject with the new subject. Once you have done this, you will be presented with new supersede icon which will show you that this subject has supersedes the old subject (with the old subject code).
NOTE – For your upcoming students/enrolments, you will be using the new subject for the program and it recommended to untick the compulsory tick box if it is linked with the Program from the Program Entry Screen.
Icons under the Actions column
Edit Icon – If you want to make any changes to the subject then you can simply select this icon to edit the desired subject.
Supersede Subject Icon – This icon is used to supersede the subject and when you select the icon, the screen will open the pop window where you add the new subject code and select save.
Subject Supersede Icon – When the subject gets superseded, the grey icon will turn red and you can select the icon and the screen will open the pop window where you can see the superseded subject.
The Academic menu icon provides access to various screens related to student academics. When you select this icon, you will be presented with a list of icons that allow you to navigate to different screens associated with academic information. These screens include setting up the campus, program structures, subjects, and the academic calendar.
Each of these icons represents a specific aspect of the academic system and enables you to manage and configure various academic-related functionalities. Whether it’s defining the campus layout, organising program structures, managing subjects and courses, or planning the academic calendar, these icons provide a convenient way to access and modify academic information within the system.
In the Enrolment Dashboard, we have introduced a new check on the training plan and results screen. This check will make it easier for you to mark results when you get a pop window for Common Units and Superseded Units.
Common units: Let’s take an example, a student who is studying more than one program with you and there are some units that are common in both programs. Now that the student has studied and successfully completed the program 1’s all units and when you will open program 2, then the system will give you a popup window to show you all the common units and their results. From that popup itself, you can mark the results for those units such as credit transfer etc in one go. The popup window which will appear every time the, system will find common units between student’s enrolments:
Superseded Units: Other than the common units, there might be some units that are superseded, and now you will be able to see on the training plan and results screen if any unit is superseded. The system will do the mapping for you. we have 2nd tab called “Mapped Subject for student”.
The 2nd check which is for superseded units, will only work if you have updated the subjects at the Subject Welcome Screen. On the subjects screen which you can access from Academics > Subjects, you need to search for the unit which has now been superseded.
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.
Enrolment Dashboard > Classes and Attendance Tile > Class Allocation icon
This screen will show you all the Current and Past Classes of an enrolment. You can simply add the finish date of the classes in the current classes tile or you select the Next button to allocate the class to enrolment.
Tiles
This Tille will show you the basic details of the enrolment and all the icons in this tile are read-only.
This Tile will give you an overview of the class allocation screen.
This will show you all the current classes that are linked to an enrolment. By default, the start date will be selected in the tile and you can edit the start date and end date of the class.
This will show you all the past classes
You need to select the Next button and once you select it, it will open the Class Allocation Step 2 screen from where you can allocate the classes to enrolment.
This is the second step of the Class Allocation. This screen will allow you to allocate classes to an enrolment.
Follow the below steps to Allocate Classes:
Search for the class date by selecting the start date and end date from the choose new classes for allocation tile and then select the Show Classes button.
The classes that are available, are the current classes that you can allocate to the enrolment by selecting the tick boxes and then hit the Next button.
You will be taken to the Classes selected for allocation preview screen where you can see the classes that are allocated and the maximum capacity of the classes.
When all the above steps are done, select the Finish button to complete the allocation.
IMPORTANT – There are tick boxes that are frozen and you cannot select the tick boxes for the classes due to the following reasons:
Reason 1 – Classes cannot be selected because subjects are linked to the classes but not to the enrolment. Reason 2 – Classes cannot be selected because the enrolment is already allocated to the Friday class.
Enrolment Dashboard > Result and Progress tile > Test Result icon
In the system, we do have a screen from where you can enter the IELTS, PTE, TOEFL, and (etc) scores. You can find this screen under Enrolment Dashboard > Result and Progress Tile > Test Results icon.
Once you will select the Test Result screen the system will open the screen in a new tab that will show you the test results that you have entered into the system for that enrolment.
To add a new test result, you just need to select the +Add button.
By selecting the +Addbutton the system will open a floating window where you can enter the results.
In the below table all the fields that are on the test result floating window, have been explained:
Fields
Explanation
Test Date
In the Test Date, you can select the date of the test for which you want to enter the scores.
Test Name
The Test name is a dropdown field from where you can select the type of test.
Test Location
The Test location is a dropdown from where you can select the location of the test. This is a User code screen and you can add other locations also in the dropdown.
L: Score
In the L: Score you can enter the score for the listening.
R: Score
In the R: Score you can enter the score for the Reading.
W: Score
In the W: Score you can enter the score for the Writing.
S: Score
In the S: Score you can enter the score for Speaking.
Use of English
Preparation.
G: Score
In the G: Score you can enter the score for the Grammar.
Overall Score
Enter the Overall Score in this field.
CEFR Level
Select CEFR Level from the dropdown.
Other English Level
Enter Other English Level in this field.
Notes
In the Notes, you can enter the notes for the test results.
The only time you can use the Cancel Enrolment process in TEAMS is when students are meant to start on a specific date, they got their visa and they are expected to show up but don’t show up. And if they don’t show up then the college has to inform the department and in that way, you can cancel the enrolment.
IMPORTANT – If you have set up an enrolment type or an enrolment outcome of cancelled enrolment, please understand that’s a just displayed option and it does nothing in the system. As that is just a text word on a screen for you and your staff to know that the enrolment is cancelled. It doesn’t tell the system to do anything special and it absolutely will not show the canceled in red. Just by selecting, an enrolment outcome, or an enrolment type of cancelled enrolment. That is just the status that you have set up. It does not do anything to the program or the system at all.
Process for withdrawing a student in TEAMS
Scenario 1
If a student commences their study, it doesn’t matter whether they’re CRICOS or domestic FFS, the moment the student commences one subject and attends the class and also commences their assessment online then you have to submit that enrolment and that subject in the NAT files based on the enrolment start date and end date and all the subjects date. Or If they never start a subject, they never show up to a class. They never start an assessment online, they do not study for it whatsoever then that subject does not have to be in the NAT files.
For example – If you have started the enrolment and the student would have started at least one subject then you need to change the subject to continuing enrolment and the rest of the subjects can be Not Yet Started. For let’s say a student wants to move to another course or to a different college then you need to change the end date of the subject to the last date of study with the result from continuing enrolment to Withdrawn has got continuing enrolment.
And for the ones that students never commenced at all that is NYS, you need to change the subject end date to the last date of study and save it. The system will update the result date for those subject end dates for NYS to the result date. Then you will edit the enrolment and set the end date of the enrolment to the last day of study date. Please note – You cannot change the enrolment end date first, you need to update all the result date first so that the results match inside the enrolment.
IMPORTANT – For all the Not Yet Started subjects, you need to go to the Enrolment AVETMISS Settings screen > Subject AVETMISS Settings tab and mark the NYS subjects as DoNot Include in AVETMISS because you don’t have to submit the NYS ones. You only need to submit the Withdrawn to NCVER
Scenario 2
Let’s say the student did the orientation in the first week and then you have flagged the enrolment as started but the student didn’t start their first class or subject until the following week. Then the student comes in the second week and says they want to move to another course as they change their mind and you still have the enrolment flagged as started.
Then, in this case, you don’t have to put Withdrawn or NYS for the subjects because the student never studied and they just did the orientation. Instead of going to Enrolment AVETMISS Settings screen > Subjects AVETMISS Settings tab and marking the subjects as DoNot Include in AVETMISS, you need to go to the Enrolment Edit Screen and change the enrolment end date to the date when they are finishing and select the DoNot Include in AVETMISS tick box and save.
Scenario 3
This is where the first week of the enrolment is an orientation week only and the student will not study and whatever their class is they don’t commence and the student are taking themselves out of that course or moving to another college then you need to change the enrolment end date to whatever their last date is. Then you go to the Training Plan and Result screen and update the result issue as NA for the qualification Information and marked the enrolment as do not include in AVETMISS because you not going to issue anything.
That way you can show that the student did not show up and didn’t commence any study and whatever the reason was there, you can have it in the enrolment outcome. You can also do a contact log to explain why the students have left, so there was no reason to have them in the NAT files.
Scenario 4
When a student initiates their enrolment and enrols in a course consisting of 10 subjects, their progress is closely monitored. In this scenario, let’s assume the student successfully completes 5 out of the 10 subjects. However, circumstances may change, and the student might decide to alter their course of study, discontinue their education at the college, or encounter other reasons for leaving the program or the college cancels the student due to non-payment, low progress etc. In such cases, it is essential that the college takes appropriate action.
To ensure accuracy and proper documentation, if the college issues any Statement of Attainment (SOA) certificate to the student, it is highly recommended to promptly update the Qualification Issue status on the Qualification Screen. By doing so, the college maintains up-to-date records of the student’s academic progress and qualifications obtained.
We recently visually changed the look of the Training Plan and Results Screen. With this new look of the screen, it is now easy for a user to view all the subjects at once without having to scroll too much.
How the screen looks now:
The screen works the same as it used to work, it’s just the visuals that we have changed. You will no longer see the profile section for the student. However, you will be able to see the student’s name and enrolment number in the header.
Other sections such as Academic Template, Current timetable & Student Progress and Qualification Information are placed together on the top section of the screen and more.
Enrolment Dashboard > Result and Progress Tile > Training Plan and Results icon
This screen is all about the subjects linked to the enrolment, their start and end date, results and result date. This screen is visually distributed in 2 sections where you can edit the dates, and results, link the trainers, mark the assessments and many more.
The first section of the screen will show you three different areas where you can see Academic information, Current timetable, Student Progress and Qualification Information.
Academic Information
This section gives you the summary of the enrolment i.e. in which campus and course the student is enrolled. Also, it displays the enrolment start date and end date.
Apart from the summary of the enrolment, this section also gives information related to how the system is populating the subject dates. You can also change the subject’s dates by updating them using enrolment dates, academic templates, group training plans, and course definitions.
Current Timetable and Student Progress
This section will display the information related to the current timetable, and total classes. Also, the total subjects, successful, are yet to be completed and not counted due to CT, RPL, and RCG. Other than you can select Level Attained by selecting the icon next to the text.
Qualification Information
This section will display the information related to the parchment number and parchment date. Also, it will display whether the result is issued and the status of commencement and completion. You can also update the qualification information (such as Parchment number, Completed, etc) by selecting the icon.
In the second section of the screen, it will show you the Subjects, their dates and result dates. You can add new subjects from the + icon, and you can inactive or delete the subject.
Results Section
This section will display everything about the results. where you can edit the dates, and results, link the trainers, mark the assessments, and many more. You can also delete subjects, inactive subjects.
You will be presented with the Current tab, Inactive Tab and Deleted Tab.
Current tab – This tab will show you all the current subjects that are linked to the enrolment.
Inactive tab – This tab will show you all the inactive subjects that you have marked inactive from the current tab. Please note that you have the flexibility to mark the subjects as active from the active icon or you can delete the inactive subject from the delete icon.
Deleted tab – Whether you have deleted the subjects from the inactive tab or the current tab, those subjects will appear in the deleted tab. You can also restore the deleted subjects from the restore icon.
IMPORTANT – If you have removed the subject from the current tab and want to bring it back, restoring it will place it back in the current tab. However, if you have marked a subject as inactive, deleting it from the inactive tab won’t immediately return it to the current tab. Instead, it goes to the inactive tab, and you need to mark it as active again for it to appear in the current tab.
the system will show you a pop window where you can search and add new subject and save. This will supersedes the subject with the new subject.
which will show you that this subject has supersedes the old subject (with the old subject code).
– If you want to make any changes to the subject then you can simply select this icon to edit the desired subject.
