academics

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.

Column	Explanation
Start Date	You can edit the start date of enrolment.
End Date	Select the new end date of enrolment here if you want to change it.
Study Weeks	If you are editing the enrolment dates then you must change the study weeks as well.
Holiday Weeks	You must change the holiday weeks if you are changing the enrolment dates.
Account Manager	This is a magic search field and you can search and select the account manager.
Enrolment Outcome	This 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 Type	This is a User Code in TEAMS and one can create an enrolment outcome in TEAMS from the User Code screen.
Actual End Date	If a student fails to complete the course by the proposed end date then you can update the actual end date in this field.
Program Notes	You 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 Student	You can select one option here, either the student is a New student or Returning student.
Please select Package Type	This is a User Code in TEAMS and one can create an enrolment outcome in TEAMS from the User Code screen.
Application status code	This 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 You can change it to Application withdrawn by applicant option if needed.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 Submission	If you do not want to include the enrolment in AVETMISS Submission you can select this option.
Trainer	You 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 Employers	To track your employer, you can select this option.

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

Horizontal Icons

Application / Enrolment Dashboard > Employer Icon

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:

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

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:

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

Enrolment Dashboard > Enrolment Profile Tile > Re-Instate Icon

Follow the Below Steps to Re-Instate an enrolment:

• To Re-Instate an enrolment mean to un-cancel the enrolment. You can do this by clicking on the Re-Instate icon.
• After clicking on this, a pop-up message will appear on your screen asking you about un-canceling the linked invoices to the enrolment.
• If you want that all the linked invoices with this enrolment are also re-instated then click on OK, otherwise click on Cancel. A message will appear on your screen confirming the re-instate of an enrolment.

IMPORTANT: If you click OK, then the system will reinstate all the canceled invoices linked to that enrolment not only those canceled during canceling enrolment.