On the Enrolment Dashboard, Under the Student Profile Tile 2nd vertical icon allows you to start the enrolment. It has three different colors – white, red and green- indicating whether enrolment is yet to start, not yet started or started. You can start the enrolment by clicking on this icon.
The white icon indicates the enrolment is yet to start i.e. enrolment start date is in the future.
The red icon indicates that the enrolment’s start date was in the past and it is not yet started.
The green icon indicates that the enrolment is started.
On the Enrolment Dashboard, Under the Student Profile Tile, 3rd vertical icon allows you to finish the enrolment. It has three different colors – white, red and green. You can finish/ unfinish the enrolment by clicking the finish icon.
The white icon indicates the enrolment is yet to finish i.e. enrolment end date is in the future.
The red icon indicates that the enrolment’s end date was in the past and is not yet finished.
The green icon indicates that the enrolment is finished.
This will give you an overview of a student’s study for a particular program that they are currently or have previously studied with you. Like all dashboards, it is comprised of a number of different tiles that will allow you to navigate to different screens and information linked to the enrolment.
Tiles
Here are all the tiles present on the enrolment dashboard. You can learn more about each tile by clicking on the image of the tile.
Note: It will give you the count of all the communication you have done so far with the student, agent or employer (depending upon the screen you are using the communication tile for). If you have sent new emails or SMS or have created any contact logs today and anyone who is viewing the dashboard today, then the system will show a red bubble with a count for the new log/s.
How to use Communication Tile
Select the communication.
It will open the communication log screen for you. You can see all the communications via emails or SMS that you have with the student from TEAMS. If you have entered any contact logs, it will show you those logs as well in this tile.
If you wish to send an Email, SMS or create a contact log, click on the Burger menu.
You will see three options:
Click on the below links to learn more about the options and how to use them:
Each RTO has to monitor their students be it based on attendance or course progress. To make it easy for you to read and understand a student’s progress, we have dials on the Enrolment Dashboard to provide you with information about a student’s progress in a program. These dials are called Progress Dials.
For the subjects which lie within the current study period week and have results marked, the system will do a calculation and provide you with the progress percentage for the current study period. For instance, there are 5 subjects that have start and end dates within the current study period week, and out of those 5 subjects, 3 subjects have final results marked be it Competent, Not Yet Competent or Credit Transfer. The system will divide the successful results with the total number of subjects for that specific study period i.e. Successful Results/Total Subjects * 100. So if there are three successful results out of 5, the system will show the progress percentage as 60% (3/5*100). This progress dial gives you a tooltip too to see the results for subjects that belong to the current study period. Click on the dial and you will see a tooltip.
Classes and Attendance Progress Dials
If you have marked the attendance for the student, the system will display the attendance percentages in the dials. One dial represents the current attendance percentage and another dial represents the overall attendance percentage. The current dial will calculate the attendance as of today’s date i.e. from the start date of the current study period till today’s date and the Overall dial will calculate the attendance for the whole current study period i.e. from the start date of the current study period till the end date of the current study period.
Important points to note about Progress Dials
You will not see any attendance calculation in the dials under the Classes and Attendance tile if the enrolment is not started, even if you have marked attendance for the student. Moreover, If the timetable is not allocated to the enrolment, then also, you will not see any attendance calculation. The dials will show you 0% by default.
For the enrolment with a future start date, you will not see these dials at all.
You will only see the progress percentage in the Results and Progress dial if the results are marked for the subjects for the current study period.
For the progress percentage in the Results and Progress dial, the system will only count Competent as a successful result. Other results such as Credit Transfer, Recognition of Prior Learning granted, and Recognition of Current Competency granted will not be counted as successful results.
You will only see the attendance percentages in the Classes and Attendance dials if there is attendance marked for the current study period. Otherwise, the system will display 100% as attendance in both dials.
TEAMS has a documents tile on every dashboard/setup screen that we have, be it an Applicant Dashboard, Application Dashboard, Student Dashboard, Enrolment Dashboard or Agent Dashboard. The documents tile works the same way on every dashboard. This tile allows you to manage your documents for students, agents, employers, trainers and even for programs and campuses as well. This post will help you to understand the documents tile.
How it looks on the setup screens
Setup screens such as the campus entry screen, program entry screen, and trainers entry screen will show it under the Burger Menu. However, the process to upload documents is the same everywhere.
How to upload documents
Select the documents tile and It will open the documents log screen for you.
You can see all the documents that are already there. (Please note, some of the documents that are already there are system generated documents such as certificates, offer letters etc).
Select the Add button to upload document/s.
Select one or multiple documents from your system to upload.
You can enter notes for the document/s that you are going to upload by selecting the Notes icon.
Select your document type from the dropdown. This will help you to identify the types of documents you upload.
IMPORTANT: The document type is a user code and if you cannot see a specific document type then you can create one from the User Code screen
Select the tick box for Public Document if you wish to show this on the student portal.
Select the Upload button to upload your document/s.
This tile will show you the basic information about the applicant. You can update and edit the AVETMISS settings, Group Training Plans, FEE-HELP, and Employer Tracking, and many more fields related to the application.
Note – In the horizontal icons, Some of them Address, Overseas information, AVETMISS Student, etc. have tooltips and once you move the cursor on the icon, it will show you the information about the icon. To know more about the tooltip icons you can see the information on the Applicant Profile Tile and Student Profile Tiles.
Also, once the application is converted to enrolment, you cannot make any changes from the application dashboard. However, you can make changes from the Enrolment Dashboard.
Student Dashboard > Current and Upcoming Enrolments Tile
Overview
This tile will show you all the current and future enrolments of the students along with the basic details of the enrolment. With each enrolment listed in this tile, we are showing some basic details of the enrolments like enrolment start & end date whether the enrolment is not yet started, started, finished etc
IMPORTANT: It is not necessary that you will be seeing all the icons above the bar. It will only show the icons related to the enrolments.
For example, If there is no overdue fee for enrolment then you will not see the overdue fee icon.
To know more about the Current and Upcoming Tiles, please see below:
Once you place the cursor on the dark blue bar, the system will show you the arrived status of the enrolment in the tooltip that X number of weeks have been completed out of Y number of weeks.
The dates under the bar are the start date and the end date of the enrolment which will be visible for each enrolment listed in the Future and Upcoming enrolment tile. According to the arrived weeks, the system will calculate the enrolment completed percentage which is showing as 57% for the enrolment and also according to the count of successfully completed subjects, the system will show you the completed subjects / total subjects, for example, 5 subjects have been successfully completed out of a total of 13 subjects.
If a student has more than 3 active/current/upcoming enrolments then only 3 enrolments will be visible on the “Current and Upcoming Enrolments” rest of the enrolments will be hidden. To unhide the other enrolments you need to click on the highlighted arrow and the system will expand the tile and show you the other enrolments too.
Also, you will be able to see a burger menu on this tile so that you can easily send SMS, email, print offer letter and edit enrolment dates.
This error occurs when the enrolment is a VET enrolment and it is not selected as Include in National Export at the enrolment level. If you want the enrolment to be reported to NCVER then must follow the below steps:
Go To TEAMS > Enrolment Centre > Actions Tab > Edit AVETMISS Screen.
Select the Include in National Export tick box and then save.
Application Dashboard > Application Profile Tile > Training Plan and Results Icon
This screen is all about the subjects/modules/units linked to the application, their start and end date, results and results date. It is visually distributed in 3 tiles (Applicant Profile tile, Group Training Plan, and Training Plan and Results tile) for Training Plan and Results tile, you can edit the dates, results, and many more.
Group Training Plan Tile
This tile displays the information related to how the system is populating subject dates. You can also change the subject dates by using one of the given options in this tile. Also, it will allow you to allocate a group training plan to the application.
When selecting the icon , the pop window will appear on the screen and you can select the appropriate GTP from the dropdown and select the SAVE button.
Once you select the save button, the screen will show you the pop message on top of the screen with your site name saying the below-highlighted message. Select OK to continue or Cancel.
Training Plan and Results tile
This tile will show you all the subjects and different columns related to the subjects. You can edit the results and their dates, send emails and SMS from the Actions column.
Note – You can also add new subjects, when you select the + icon, the pop window will appear.
There are two radio buttons and you can select the desired radio button and update the filters accordingly.
Program linked to the Application or – You can select this radio button if you want to add the subject that is linked to the program. It will show you drop down for the subject code that is linked with the program
From the full list of Subjects in the system – You can select this radio button if you wish to add the subject from the list of subjects in the system. This is a magic search field and you can search for the desired subject.
Please note – Other fields are very basic and self-explanatory and you can update those fields accordingly.
