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.
It’s important that you understand the data that the system is showing you. The data is actually divided into two parts. The 1st 4 columns are showing the units’ information from the old program code in which the student is currently enrolled into. It will show you units, their descriptions, what the result is for each unit and result dates.
The 2nd part (the last 4 columns) will show you units from the new program code in which you are going to move the student’s enrolment.
The column Action Taken which is placed in between these two parts will give you the data in three ways:
From this screen, you can update the result for all the units that are linked with the new program code.
Important
1) If a unit has a successful, unsuccessful or progressive result in the old program code, then the system will automatically update the same result and result date in the new program code for those units. This can include all the units that are same in both the program codes or are superseded. However, you are still given the facility to update the result if there is any need.
2) If the units are newly added, then you can update the result and result date manually.
After you are done selecting the result and result dates, you need to hit the Save button, so that the system can transit a student’s enrolment from the old program code to the new program code.
After you hit the Save button, the system will change the icon color to green and will give you a tooltip upon moving your mouse cursor over the icon. It will also show you the transition date in the profile section.
This is how you can move a student’s enrolment from the old program code to the new program code.
On the training plan and results screen, the system will show all the current units from the new program code in the current tab and inactive units from the old program code will appear in the inactive tab.
On the Training plan and Results screen, where you can see all the units’ related and other information for a student’s enrolment, we have some set of business rules that you must follow to avoid certain errors/issues. This post will explain to you all those business rules.
1. The unit’s start and end date should be within the enrolment dates. For instance, if an enrolment’s start and end dates are 11 Jan 2021 and 16 Oct 2022 respectively, then all the units linked with that enrolment should have their start and end dates within these dates. The system itself will not allow you to enter the dates out of enrolment dates. The calendar will strikethrough the dates which are outside of enrolment dates. See the below screenshot:
2. A unit’s end date cannot be lesser than its start date. The system will throw an error if any user by mistake have clicked on the end date which is before its start date. And as a result, the end date will be updated the same as the start date of the unit.
3. A unit’s start date cannot be greater than its end date. If any user by mistake has clicked on the start date which is after its end date, the system will update the end date the same as the new start date.
4. Result date cannot be after the enrolment’s end date. If an enrolment’s end date is 16 Oct 2022, then the result date cannot be after this date. However, the result date can be after the unit’s end date.
5. You cannot delete a unit if it has a final outcome such as Competent, Credit Transfer, Competency not achieved/fail etc. The delete icon will disappear under the Actions column for such units.
6. Always update the final outcome for all the units once a student has completed the course to avoid errors in AVETMISS reporting. For instance, if a unit’s result is Continuing Enrolment and the end date has passed, then there will be an error for that unit in the AVETMISS reporting.
7. In case of a superseded unit, always link the new unit with the enrolment and delete the one that is no longer required to avoid errors/warnings.
8. If you are using TEAMS for assessments as well, make sure the final result is updated for the unit after you have marked the result for that unit’s assessments.
9. Update the Qualification Information section very carefully after a student has completed a course, so that the enrolment can be reported correctly.
10. All the units will display in a seq, based on the seq no. updated at the program > subject screen.
Note: If the seq no. is not updated, then the units will display in the ascending alphabetical order based on the unit code.
If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au
In the system, we have introduced the new merge field called {Results} for the enrolment object. This merge field will be used in the email template body and it will print a table that will include the below columns:
This merge field will only work if you set the email template type to Enrolment from the dropdown as shown below:
Then select and add the new merge field (Result) from the Available field dropdown as highlighted below in the screenshot.
Note: It will print all the Subjects linked to the enrolment in the table and will show only final results. Where a subject has a progressive result of Not Yet Started or Continuing Enrolment, it will print in the table but the columns for result and result date will be empty.
As you can see in the below screenshot, the enrolment has Progressive and final results and results with it’s result dates. So when sending an email from the enrolment dashboard > Communication tile > Send an email, the system has only printed the subject’s code and name for the Progressive results (BSBCUS501 and BSBCMM401).
This how the table will show in the email.
You can also use this merge field from the main dashboard tiles to send emails in bulk, compose email part is the same as you use to do earlier you just need to select the email template in which the {Results} merge field has been added.
The system shows you two numbers in this column such as 23/30.
The first number is how many students are currently allocated to the class (23 in the above example).
The second number is the maximum capacity for the class (30 in the above example).
For the currently allocated number showing in red above, the system is identifying that the class has not reached its minimum capacity. For example, Room 808 has been setup with a minimum capacity of 26, however only 23 students have been allocated to the class and that is why 23 is in red.
The system will also show the maximum capacity number in red if the total students allocated to the class is more than the maximum capacity set for the class room
