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ASQA Enrolment and Completion Data Report screen have a General Filters tab and the table will show you Filters with their Explanation.
General Filters
Explanation
Campus
If you have multiple campuses, it is possible to generate a report that includes data from all of them. To do so, you would need to select each campus you want to include in the report.
Program
The magic search field is referred to as a feature that allows you to search for and select multiple programs.
Intake
The magic search field is referred to as a feature that allows you to search for and select multiple Intakes.
Report Start Date
Select the start date from the calendar icon and the system will print the report accordingly.
Report End Date
Select the end date from the calendar icon and the system will print the report accordingly.
Exclude Cancelled Enrolments
Select this tick box if you do not want the report to print Cancelled Enrolments.
Enrolment Type
Select the Enrolment Type from the dropdown
Enrolment Outcome
Select the Enrolment Outcome from the dropdown.
Include inactive subjects (at the enrolment level for transitioned enrolments)
Select this tick box if you want to include Inactive subjects that are in the transitioned enrolments in this report.
Click on the “Print” Icon to generate the report. After clicking on it, the system will direct you to the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
This screen enables you to modify the start and end dates for multiple enrolments that have been bulk-enrolled in a single program. This screen is divided into three different sections:
Section 1
The bulk Update Subject Dates section contains various filters, and depending on the filters you select, the enrollment grid will display the corresponding data.
Campus – This field is mandatory and you must select the appropriate campus from the dropdown menu.
Program – This field is required, and you must select the program from the dropdown menu.
Subject/UoS – This field is mandatory and based on the selected program, you will be able to view the subject(s) linked to the program. You can select one subject at a time.
The other filters, such as Intakes, Timetable, and Classes, are not mandatory. If you wish to view data based on these filters, you can select them from the dropdown menu.
Show Records button – Select the Show Records button to view the corresponding record(s) in the enrollment grid.
Section 2
In order to select the start and end dates for subjects within the enrolment dates, you will need to first select the enrolments from the enrolments grid. Once you have done this, you will be able to use the designated section to choose the desired start and end dates. It’s important to note that this section is only accessible after selecting the enrolments from the grid, and cannot be used otherwise.
Section 3
This section is designed to display all enrolments based on the filters selected in the first section. This means that after selecting your desired filters in the first section, you can expect to see a comprehensive list of all enrolments that meet those specific criteria. The purpose of this section is to provide a clear and concise overview of all enrolments that fit the selected filters, making it easier for you to manage and organise your enrolment data.
This screen lets you enter the contact logs for the agent. You will be able to view the agent’s current contact logs on the grid and make edits or deletions as necessary.
You can add or modify the details of the agent’s contact logs using the screens provided below.
When you choose the “documents” option from the hamburger menu, a screen will appear where you can add documents for the agent by selecting the “+Add” button.
Once you select the “+Add” button, a pop-up window will appear on the screen where you can choose the document you want to upload for the agent.
The field’s name and explanations are given below:
Fields
Explanation
Upload Date
It will show you today’s date and will get auto-populated in the field
Notes
You can write any notes for your own reference.
Document Type
This is a user code in TEAMS and based on the User Code created in TEAMS, you can select the document type
Document Name
It will show the name of the document which you have selected.
Public Document
Tick this box if you want to make the document public.
Main Dashboard > Student Management > Class Allocation
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Bulk Class Allocation Step 2, we kindly request you to navigate to the History icon showing on the Bulk Class Allocation Step 1. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
The Bulk Class Allocation Step 2 screen is where you can see all the student’s enrolments and the classes that are linked to the timetable you picked in the Bulk Class Allocation Step 1. This screen will show you all the information you need to allocate the students to their classes.
Allocating classes to a student is an easy task. All you need to do is locate the checkbox located under the ‘Classes’ column that matches the name of the student you want to allocate the classes. Simply select the checkbox to allocate the classes to that particular student.
Note: If you find that you are unable to select a tickbox, the system will provide you with a tooltip explaining why you are unable to do so. One possible reason could be that the subjects are linked to the classes but not the enrolments. The tooltip will help you understand the issue and guide you on how to resolve it, so you can allocate classes to the student successfully.
IMPORTANT – If you are using this screen to move students from one timetable or class to another, you will need to pay attention to the date field. This field allows you to specify the date when you want the student to start attending the new class or timetable. Ensure that you enter the correct date to avoid any confusion or errors in the student’s schedule. This will ensure that the student’s enrolment details are updated accurately and in a timely manner.
Before selecting the Finish button, it’s a good idea to double-check all the information you have entered to avoid any errors. Once you have completed all the necessary steps, you can allocate the enrolments to the classes by selecting the Finish button. This will finalise the allocation process and ensure that the students are correctly assigned to their respective classes.
Main Dashboard > Student Management > Class Allocation
IMPORTANT – We believe that staying informed about the latest developments in our software is vital for optimising your experience and maximising the benefits of using our system. To view the latest updates and modifications on the Bulk Class Allocation Step 1 and Step 2, we kindly request you to navigate to the History icon showing above. By selecting this icon, you will gain access to a detailed log of all the recent changes made to the software.
This screen provides a convenient way to allocate classes to students’ enrolments in bulk, which can save time and simplify the process of managing student schedules. The screen is divided into two sections where you can apply filters to make the allocation process more efficient.
Section 1
Start Date of Class Allocation – The “Start Date of Class Allocation” is mandatory and refers to the date when students will begin their studies in the classes that are being allocated. This could be the first day of the term or semester when classes are scheduled to commence. For instance, if the academic term begins on March 1st, then this would be the appropriate start date for class allocation.
Timetable code or name – This field is mandatory and requires you to select the timetable that contains the classes you want to allocate to students. It’s important to ensure that the correct timetable is selected to avoid any confusion or errors when allocating classes to students. By choosing the appropriate timetable, students can be assigned to the correct classes and attend them at the scheduled times.
Section 2
In this section, you select the filters for the system to use, to search and find the relevant student enrolments you wish to allocate to classes.
Campus – Selecting the correct campus is important to ensure that classes are allocated to the appropriate location. For example, if you have multiple campuses, you would need to select the correct campus where the classes are scheduled to take place.
Search & Allocate based on – There are three radio buttons for this field.
Programs – When you select this option, the system will display three different fields: “Search Programs,” “Intakes,” and “Group Training Plans.” These fields allow you to filter classes based on the specific program, intake, or group training plan that students are enrolled in. By updating the information in these fields as required, you can allocate classes to the appropriate students and ensure that they are enrolled in the correct program, intake, or training plan.
Subjects – When you select this option, the system will display a field where you can search for Subjects. This option can be helpful if you need to allocate classes for a particular subject.
Unit of Studies – When you select this option, the system will display a field where you can search units of studies. This option can be helpful if you need to allocate classes for a particular unit.
Enrolments to Include – This is a dropdown menu that allows you to select between two options: “Current” and “To Start Enrolments.” Selecting Current will filter the search results to display classes that are currently ongoing or in progress and selecting To Start Enrolments will filter the search results to display classes that have not yet started but are scheduled to start in the future.
Enrolment Type – The enrolment type dropdown menu typically includes options such as “CoE” (Confirmation of Enrolment), “Non-CoE” (Non-Confirmation of Enrolment), “VSL” (VET Student Loan), and other relevant enrolment types.
Once you have selected the relevant filters, you can select the Next button to proceed to the next screen. The system may take some time to process the selected filters and load the results.
On the Results screen, you can bulk mark results for any subjects or units of study that are linked to enrolments. This means that instead of marking each result individually, you can mark them all at once. It’s a handy feature that can save you a lot of time and effort.
Steps to use this screen
To select whether you want to mark results for subjects or units of studies, you can select the radio buttons provided. These buttons are typically located on the Results screen, and they allow you to choose between marking results for individual subjects or for entire units of study. Simply select the button that corresponds to your preferred option, and you’ll be able to proceed with marking results for the relevant subjects or units of study.
Select the Campus and Program from the drop-down as these are mandatory fields. These fields are often mandatory, meaning that you cannot proceed until you have selected an option from each of them.
To select a date range for enrolments, you will typically need to specify both a start date and an end date. This is often a mandatory field, meaning that you cannot proceed until you have provided this information. Once you have selected your preferred date range, the system will show you all enrolments that fall within that time period. This is a useful feature that can help you quickly and easily locate the information you need.
To select a timetable and classes, you will typically need to choose these from the drop-down menus provided. This will allow you to specify the specific timetable and classes that you are interested in. It’s important to choose the correct timetable and classes, as this will ensure that you are viewing the correct information and that your queries or requests can be processed accurately.
If you select the “Show Only Current Student” tick box, the system will only display enrolments that are currently active or current in the system.
The “Subject/UoS” field will typically display a list of all the subjects or units of study that are linked to the program you have selected. This will allow you to mark the results for each subject individually, one by one. By selecting the relevant subject from the list, you can then proceed to mark the results for that subject specifically.
In addition to selecting the campus, program, date range, timetable, and classes, you may also have the option to choose the intake and group training plan from the drop-down menus. The intake typically refers to the specific period of time during which a group of students commence their studies
Note: It’s important to note that if you do not select all of the mandatory fields, including Campus, Program, Enrolments between, and Subjects/UoS, the system will not display any records of enrolments. This is because these fields are required to filter and display the relevant data, and the system needs all of this information to be able to generate the results you are looking for. Make sure that you have selected all of the necessary fields before attempting to access or view enrolment records, to avoid any errors or issues.
After you have selected all the desired filters and fields, you will need to select the “Show Records” button to load all the enrolments that match your selected filters. This will typically generate a list of enrolment records that meet your selected criteria, allowing you to review and manage the data as needed. The “Show Records” button is an important final step in the process, as it triggers the system to retrieve and display the relevant data for you.
Once you have generated the list of enrolment records that match your selected filters, you will need to select the relevant enrolments by selecting the tick boxes next to them. After selecting the enrolments you want to update, you can then choose the desired Result/Outcome from the drop-down menu and specify the Result date. You may also have the option to add any relevant notes or comments using the Notes icon or field. Once you have made all the necessary changes and updates, you can then select the “Save” button to store the updated data in the system.
After you have selected all of the relevant parameters and fields, and updated the enrolment records as needed, the system will refresh the screen and update the results in the Enrolments grid. Additionally, the updated results should also be reflected in the Enrolment Dashboard > Training Plan and Results.
Before using the pending payment welcome screen or processing any pending payments, there are several important business rules that you should follow to ensure accuracy and efficiency. These include:
Sr No.
Rules
1
If you are not seeing the pending payment welcome screen and instead are seeing the Commission payment screen, it could be because the system setting is not enabled for your site. The pending payment welcome screen is a feature that displays pending payment batches that have not been paid or approved yet.
2
To enable this feature, you will need to contact support to turn on the system setting for your site. Once the setting is turned on, you should be able to access the pending payment welcome screen and view all pending payment batches that require processing or approval.
3
The pending payment welcome screen is a system feature that displays all pending payment batches that have not yet been paid or approved. Once a payment batch has been marked as paid or approved, it will no longer appear on the pending payment welcome screen.
When you finish creating an Agent Pending Payment, the corresponding screen will load to confirm the final details. This is known as the Agent Pending Payment Final Confirmation screen. Essentially, this screen serves as a summary of the information you just entered, allowing you to review and verify all of the details related to the pending payment. By reviewing this information, you can ensure that everything is accurate and correct before submitting the payment for processing.
The Agent Pending Payment Final Confirmation screen displays some buttons which are explained below:
Process Another Payment: This button allows you to initiate another payment for the agent, taking them back to the Agent Pending Payment screen where they can create a new payment.
Print Invoice: This button allows you to generate an invoice for the pending payment made to the agent. When selected, a pop-up window appears where you can select the invoice template and generate the invoice.
View Agent Dashboard: This button takes you directly to the Agent Dashboard, where you can view all the details related to the agent’s account, including their pending payments and transaction history.
to generate the report. After clicking on it, the system will direct you to the report dashboard screen. You can see the report status over there if it’s generated or not. Once it’s generated, download the report.
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