academics

Instalment Plans

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Main Dashboard > Finance > Instalment Plans

Overview

An instalment plan is a financial arrangement that enables students to pay their tuition fees in smaller, more manageable amounts over a specified period of time, instead of paying the entire amount upfront. it can help make education more accessible and affordable for students who may not have the financial means to pay the full amount at once.

The instalment plans welcome screen is divided into two sections:
1) Filters/Parameters
2) Listing Grids

Filters/Parameters:

The filters/parameters section under the Instalment Plans welcome screen allows you to search for instalment plans using the Instalment Plan Name and Code in the search field. Additionally, you can choose to include inactive instalment plans by selecting the Include Inactive instalment plan tick box. The + Instalment Plan button allows you to add a new instalment plan to the system.

Listing Grid:

The listing grid displays all of the active instalment plans that currently exist in the database. Users can use this information to manage and track existing instalment plans, ensuring that they are being used effectively and efficiently.

Icons – Click here to learn more about how to use these icons

Intervention Process

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If you wish to manage your Intervention Strategy in TEAMS for your students and their enrolments, you can access this from the Enrolment Dashboard > Compliance Alerts tile.

Before using this screen you would need to setup your Intervention Statuses and Outcomes in the User Codes section of the system. Once you have completed the setup, you can then use this process from the Enrolment Dashboard as below.

Note: although intervention is a CRICOS specific compliance requirement, many of our clients that have domestic students want to use this process and it is available to those student enrolments as well.

How to create an Intervention?

To add an intervention to the enrolment, Select the + icon as shown.

This will open up a popup window for adding intervention. You can add the necessary details and save the screen. This will add a new intervention to the enrolment.

  1. Start Date of Intervention – by default, the system will today’s date, however you can change it. You cannot leave this empty as it is a mandatory field.
  2. Intervention Status – select the level of intervention you are placing the student on from this dropdown. This initiates the intervention in the system and until you add an Intervention outcome against it, the system will show the enrolment as having a current intervention in place. This is also a mandatory field, so it cannot be left empty.
  3. Last Appeal Date – this is only used if you need to keep a record of this date, generally only CRICOS colleges would use this.
  4. User Name – by default the system will load your name, if you have logged into TEAMS and are doing this entry.

IMPORTANT: Whenever there is an active Intervention for an enrolment the system will show the compliance warning icon . Only when you complete an intervention will this icon be removed from the Compliance Alerts tile of the Enrolment Dashboard. You can select this icon to open the intervention listing screen. This is where you can see a history of all the intervention/s, current and completed, that the student has for the specific enrolment.

Intervention Listing Screen

This is where you will see all interventions for the enrolment. This will include both current/active and completed (historical) entries. You can edit or delete any entry in the grid by selecting the relevant icon in the Actions column.

As mentioned above, once you have completed an active intervention by adding the intervention outcome to it, the system will remove the compliance warning icon. It will be replaced with the view icon which you can select to open the Intervention listing screen.

Parchment Issue date

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Earlier, the system was not letting you update the Parchment Issue Date after the enrolment end date but now we have made a change.

You can update Parchment Issue Date even when the date is after the Enrolment End Date while generating the Certificates.

Change in Report Menus

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Dashboard > Student Management

Dashboard > Compliance

We have relocated the Results Achieved and Student Results Listings reports to the Student Management menu.

Student Performance report to the Compliance menu.

Change – Template name for Academic Docs

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Enrolment Dashboard > Result and Progress Tile > Print icon

Dashboard > System Admin > Report Template

Student Dashboard > Current and Upcoming Enrolments Burger Menu

We have changed the template name from Academic Docs to Certificates in the system.

Now, you will see the report name as Certificates on the Enrolment Dashboard > Student Result Progress tile, Report Template screen and Current and Upcoming Enrolments tile.

Result and Progress Tile

Report Template Screen

Current and Upcoming Enrolments Tile

Report Dashboard Changes

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Earlier, you were only able to see the report name on the Report Dashboard but now with this new change, you will be able to see the name of the Template used to print that report with the report name.

Once the report gets generated, the system will show you the Template Name and Report Name as shown below:

TEAMS Icons

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This table will show you icons that are available under the Details column, Actions column, and Applicant/Student/Enrolment profile tiles.

Details Column Icons – When you move your mouse on any icon under the details column, it will show a tooltip with the icon showing its information.

Actions Column Icons – These icons will allow you to make an entry for any student data on your TEAMS site and will take you to the relevant screens and you will find these icons on many screens within TEAMS.

Applicant/Student/Enrolment Icons – Icons under these sections will allow you to add/edit the student data from each object’s profile tile. Also, you will be able to view the information by moving your cursor to any icon which will show a tooltip on the enrolment profile tile.

Details Column IconTheir Use
This icon indicates that the enrolment is a New Student
This icon shows that the enrolment is a Returning Student
This icon will show you the name of the Account Manager
This icon will show you the overseas information of the student
This will show you the Agent Name
This icon will show you the overdue amount for the Students/Enrolments
This icon will show you the tooltip as orientation required
Actions Column IconsTheir Use
To edit the data. You will see this icon on many screens for editing.
To approve/convert a pending application to enrolment.
To decline a pending application.
To reverse the declined application.
To send out emails
To send out SMS.
To create contact logs.
To delete an entry.
To print reports.
To cancel reports.
To create New Invoice.
To create Invoice Recreation.
To Edit the receipt.
To Transfer receipted money.
To refund the receipted money.
To send a pay request email for invoices.
Subject Mapping
To start an enrolment.
To finish an enrolment.
To Submission Review.
To download the document.
To Commence Subject.
To Uncommence Subject.
Subject Mark as inactive.
Main Menu’sand Sub Menu’sTheir Use
Complicance main menu.
Finance main menu.
Navigate to Student Search sub menu.
Navigate to Class Allocation sub menu.
Navigate to Attendance sub menu.
Navigate to Results sub menu.
To generate CSV report
To generate report in Excel.
To generate report in word.
Navigate to New Enquiry sub menu.
Navigate to New Application sub menu.
Navigate to Marketing Dashboard sub menu.
Navigate to Agent sub menu.
Navigate to Agent Dashboard sub menu.
Navigate to Commission Templates sub menu.
Navigate to Campus sub menu.
Navigate to Programs sub menu.
Navigate to Unit of Studies sub menu.
Navigate to Subjects sub menu.
Navigate to Academic Template sub menu.
Navigate to Group Training Plans sub menu.
Navigate to Timetable sub menu.
Navigate to Allocate Subjects/UoS sub menu.
Navigate to GTP Allocation sub menu.
Navigate to Intakes sub menu.
Navigate to Submission Review sub menu.
Navigate to Assessments sub menu.
Navigate to Subject Dates sub menu.
Navigate to USI Request sub menu.
Navigate to Compliance Dashboard sub menu.
Navigate to Avetmiss Export sub menu.
Navigate to Avetmiss Export History sub menu.
Navigate to Student Progress sub menu.
Navigate to Attendance Monitoring. sub menu.
Navigate to Training Location sub menu.
Navigate to TPS History sub menu
Navigate to Financial Dashboard sub menu.
Navigate to Agent Transactions sub menu.
Navigate to Instalment Plans sub menu.
Navigate to Fee sub menu.
Navigate to Site Setting sub menu.
Navigate to Report Dashboard sub menu.
Navigate to Organisation sub menu.
Navigate to Report Settings sub menu.
Navigate to User sub menu.
Navigate to Audit Logs sub menu.
Navigate to Employer sub menu.
Navigate to School sub menu.
Navigate to Classrom sub menu.
Navigate to Trainers sub menu.
Navigate  to Account Manager sub menu.
Navigate to Report Template sub menu.
Navigate to Email Template sub menu.
Navigate to SMS Template sub menu.
Navigate to User Codes sub menu.
Navigate to Notes Template sub menu.
Navigate to Notification Template sub menu.
Navigate to WebForms sub menu.
Navigate to Public Holidays sub menu.
Navigate to Term Breaks sub menu.
Navigate to Quiz sub menu.
Navigate to Question Bank sub menu.
Navigate to Alert System Configuration
Navigate to Automated Action sub menu.
Navigate to Automated System Actions sub menu.
Student/Enrolment Dashboard IconsTheir Use
To update student’s AVETMISS, Local and Mailing Addresses.
To update student’s next of kin/emergency contact details.
To show you that it’s an AVETMISS student and has a VET enrolment.
To show you that the student has a VET enrolment but you haven’t set the it as AVETMISS student.
To create/update the USI for a student when it is not updated.
To show you that the USI is there in TEAMS for the student but it is not verified
To show you that the USI is verified.
For you to add student’s holidays.
To show you that there are student’s holidays updated.
To add or edit student’s conditions.
To show that the conditions are updated for the student.
To link/edit the account manager.
To update/view student’s english proficiency.
To update/view student’s visa details or CoE details.
To show you that the visa has been expired for the student.
Application DashboardTheir Use
This icon navigate to edit Avetmiss Settings.
This icon navigate to Training Plan and Results.
This icon navigate to Fee Help Setting.
This icon navigate to Employer Tracking.
This icon navigate to Edit Applicant Visa Details.
This icon will show local address of student when you hover mouse on that icon.

Transition Process of an Enrolment

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Overview

The transition of enrolment means moving a student’s enrolment from one program to another. There might be a case where a program code has been superseded with a new code. In that case, we give a facility to our users to move that enrolment from the old program code to the new program code easily.

Example: A student who is enrolled in BSB51918 – Diploma of Leadership and Management program with a start date and end date as 03 Aug 2020 to 01 Aug 2021. Now the code BSB51918 got superseded by BSB50420 on the date 18 Oct 2020. Now it’s an RTO’s responsibility to update the new program code for all the students who are currently studying BSB51918 or are enrolled with a future start date. This is where you will be using the Transition feature.

The Transition Process has a number of different steps in it. To view this post you can choose to either use the next arrow below and you will be able to walk through each step OR you can select specific links below to go directly to the relevant step.

Transitioning of old to new subjects

Enrolment Dashboard > Transition Student