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Current Students Report Data Columns

9 February 20236 February 2023 by Mani Gill

The below table will explain about the explanation of the columns that will get printed in the report.

Columns	Explanation
Student No	Student Number generated by TEAMS
Student Name	Student first name, middle name, last name
First Name	Student’s First Name
Family Name	Student’s Last Name
DOB	Student’s date of birth
Mobile	Student’s mobile number
Phone	Student’s phone number
Work Phone	Student’s work phone number
Campus Name	Name of the campus linked to the enrolment
Enrolment No	Enrolment Number generated by TEAMS
Enrolment Type	This is a user code and the system will print the enrolment type from the Enrolment Dashboard > Edit enrolment details screen
Visa Type	It will show the Visa type selected at the Student and Enrolment level
CRICOS Code	This is the CRICOS code of the Program updated on the Program Entry Screen
Program	Program Name updated on the Program entry screen
Start Date	Enrolment’s Start Date
End Date	Enrolment’s End Date
Duration in Weeks	The system will show you the total number of the Enrolment’s week i.e. sum of study and academic holiday weeks
Agent	Name of the agent linked to the enrolment
Employer Name	Employer name linked to the enrolment
Employer Email Address	Employer’s email address
Employer Phone	Employer’s phone number
Nationality	Nationality of the student
Country	Country of the student
Account Manager	Displays Account Manager’s name linked to enrolment
Timetable	Timetable name linked to the enrolment
Marketing Source	The system will print the marketing source selected while processing the application
Last Class Attended on	This is the date of the last class attended by student
AVETMISS Student	This will show Yes if the student is selected as AVETMISS
Client ID	This will show the client Identifier entered at Student Dashboard > Edit AVETMISS information screen
Training Contract Identifier	This will show the training contract Identifier entered at Enrolment Dashboard > AVETMISS Settings screen
Ecoe Start Date	Start date of the CoE
Ecoe End Date	End date of the CoE
Sex	Gender of the student (Male, Female and other)
Recommencement Enrolment
Status	Status of the enrolment as Started, Not Started etc.
AAC Details
Program Code	Program code updated on the Program entry screen
Notes	Program Notes
Payment Type
Enrolment Outcome	The outcome of enrolment selected on the Enrolment Dashboard > enrolment details screen
User
Total Invoice	Total Invoiced amount of the enrolment
Total Receipt	Total receipted amount of the enrolment
Purchasing Contract	This is the Purchasing Contract number updated on the Enrolment’s AVETMISS settings screen
Funding Source – State	Funding source – state selected on the enrolment edit avetmiss screen
Level of Student	Level of student updated on the edit student details screen
Overseas	This is a tick box selected on the enrolment AVETMISS settings screen
VSN	This is the VSN number selected at the student entry screen
VSN Eligible	This relates to the VSN tick box and once you have selected the system will ask you for the VSN number on the student entry screen
Enrolment Started	The system will show you the status of the enrolment as Yes or No
AVETMISS State	AVETMISS state selected on the enrolment’s AVETMISS settings screen
Program Delivery Schedule
Total Tuition Fee	This is the total invoiced amount of the tuition fee
Special Needs	This is a tick box selected on the student entry screen
Special Needs Notes	This relates to the special needs tick box and once you have selected the tick box, the system will ask you for the special needs notes.
Has Disability	This will show Yes if the disability tick box is ticked on the Enrolments AVETMISS screen
Disability	This relates to the Disability tick box and once you have selected the tickbox, the system will ask you for the disability.
Language Spoken	Student’s language spoken at home
Field of Study
Skype Name	Skype ID of the student
CoE No	This is the number updated on the CoE details screen from the enrolment dashboard
Trainer	Trainer’s Name
Completed Qual	It will show the commencement status from the Training Plan and Results screen > Qualification Information tile.
Student Payment No
USI	Student’s USI number
USI Verified	It will show Yes if the USI is verified and No if not verified
Total No. of Units	Total number of subjects linked with enrolments
Last Date of Result
No. of Units Successfully Completed	Total number of subjects completed
School Name
Email Address 1	Student’s primary email address
Email Address 2	Student’s secondary email address
Email Address 3	Student’s additional email address
Program Notes	Program Notes
Future Programs	Student’s upcoming enrolments
Study End Date	Enrolment’s end date
Enrolment Notes	Enrolment Notes
Enrolment Date	Processed date of the enrolment
Application No	Enrolment’s application number

New Enquiry – Employer

2 April 20243 February 2023 by Siddharath Dugral

Main Dashboard > Student Management > New Enquiry Sub-Menu > Employer Enquiry

Overview

This screen allows you to enter enquiries (new leads) of the Employers, so you can track communication and the progression of discussions with them.

Follow the below steps to create an Enquiry

Go to the Main Dashboard and select the Marketing Menu.

Select the New Enquiry sub-menu.

Select the Employer radio button and select the Next button.

Enter data into the relevant fields and select the Save button.

Note: On the new enquiry screen when you select the save button, the enquiry will be created and you can see the Burger Menu icon beside the Save button in the top right corner which allows you to perform some important functions for that enquiry.

You can create a Communication Log and New Application from the burger menu.

New Enquiry – Student

2 April 20243 February 2023 by Siddharath Dugral

Main Dashboard > Student Management > New Enquiry Sub-Menu > Student Enquiry

Overview

This screen allows you to enter enquiries (new leads) of the students, so you can track communication and the progression of discussions with them.

Follow the below steps to create an Enquiry

Go to the Main Dashboard and select the Marketing Menu.

Select the New Enquiry sub-menu.

Select the Student radio button and select the Next button.

Enter data into the relevant fields and select the Save button.

Note: On the new enquiry screen when you select the save button, the enquiry will be created and you can see the Burger Menu icon beside the Save button in the top right corner which allows you to perform some important functions for that enquiry.

You can create a Communication Log and New Application from the burger menu.

New Enquiry – Agent

15 November 20233 February 2023 by Siddharath Dugral

Main Dashboard > Student Management > New Enquiry Sub-Menu > Agent Enquiry

Overview

This screen allows you to enter enquiries (new leads) of the agents, so you can track communication and the progression of discussions with them.

Follow the below steps to create an Enquiry

Go to the Main Dashboard and select the Marketing Menu.

Select the New Enquiry sub-menu.

Select the Agent radio button and select the Next button.

Enter data into the relevant fields and select the Save button.

Note: On the Agent enquiry screen when you select the save button, the enquiry will be created and you can see the Burger Menu icon beside the Save button in the top right corner which allows you to perform some important functions for that enquiry.

You can create a Communication Log and New Application from the burger menu.

New Enquiry

2 April 20243 February 2023 by Melissa

Main Dashboard > Student Management > New Enquiry Sub-Menu

Overview

This screen allows you to enter enquiries (new leads) so you can track communication and the progression of discussions with them. Based on the type of college you will determine what type of enquiry you are entering. There are three enquiry types that are –

Student – This option would be used by any college type.

Agent – This option is typically used by CRICOS colleges to track their marketing of potential new agents.

Employer – This option is typically used by domestic funded or fee-for-service (FFS) colleges, to track their marketing of potential new employers as a source of training their staff.

NCVER AVETMISS Student Data Submissions – Classic TEAMS Step 5

8 February 20233 February 2023 by Mani Gill

Subject Data

The Subject data is exported into NAT00060 file. this lists all the competencies/modules that are listed in the NAT00120 for the students and what their results are etc in 2022.

IMPORTANT – this is where you can get hundreds, sometimes thousands of errors (based on the number of enrolments in a competency/module that are listed in the NAT00120) when you do not setup your qualifications/courses in TEAMS with the correct AVETMISS settings. For each student listed in the NAT00120 with a specific competency/module (where there is a setting that is wrong/missing) that is how many times you will get the same error. So once you fix/add the correct setting for the competency/module in TEAMS those specific errors will disappear for those hundreds or thousands of rows in your next export and submission. The logic is fix in one spot and it will fix many rows of data in the NAT00120.

For example – you have module 10 that has 2 different errors as it is missing 2 different AVETMISS settings in TEAMS. For that module in the NAT00120 you have 700 students listed, this means each setting is a different error so you will have 700 rows of errors for one setting and for the 2 settings you will have 1400 rows of errors. BUT once you go to that module in TEAMS and add those 2 settings and do your next export and submission all 1400 rows of errors will not be there. This is a general rule but is NOT always the case.

To review and clean up any data for Subjects/module/competencies you need to go TEAMS > Setup > Financials > Bulk Module(s) AVETMISS Screen to updated the AVETMISS settings for the module in bulk.

Note – To update the Descriptive Code and Descriptive Name for the Module, you need to go to TEAMS > Setup > Academic > Module ( On this screen you need to search for the module and update the correct module descriptive code and name) and to update the Nominal hours for modules in TEAMS, you need to go to TEAMS > Setup > Academic > Module. On this screen you need to search for the module and then go to AVETMISS tab to update the Nominal hours.

The Module Descriptive Code and Module Descriptive Name is a mandatory field in TEAMS and you can update the correct descriptive code and Name from the TGA site (training.gov.au) and that’s what will print in a record of results. For the Subject Name field on the subject screen, you can have whatever you want as they are internal.

Public Holidays – New Radio Buttons (National or State)

3 February 20232 February 2023 by Mani Gill

We have added two new radio buttons (National and State) on a Public Holidays Screen in the system. By using these radio buttons, you can manage the National level and State level holidays for your RTO.

State Holidays

When you select the radio button for State, the system will show you a dropdown next to the State radio button and you can select states manually by selecting the tick boxes. Once you select and save, you will be able to see those selected states in the grid on the public holidays screen.

National Holidays

When you select the radio button as National holiday , it will display National in the State column on the holidays screen.

Applications Processed Report Data Columns

15 February 20231 February 2023 by Siddharath Dugral

Below is the table that will show the columns and their explanations.

Columns	Explanation
Student No	Student number generated by TEAMS
Student Name	Student name entered on the edit student details screen
Campus	Campus name in which the student/applicant is enrolled
Enrolment No	Enrolment number generated by TEAMS
Enrolment Type	It will show you the enrolment type selected on the Edit Enrolment details screen
CRICOS Code	CRICOS code updated for the programs
Program	Program name
Start Date	Start date of the Enrolment/Application.
Processed Date	Processed date of the Enrolment
Started	This column will display as *Yes* if the enrolment is started and No if the enrolment is not started
Finished	This column will display as *Yes* if the enrolment is finished and No if the enrolment is not started
End Date	End date of the Enrolment/Application
Duration Weeks	The total duration of the programs linked to the enrolment in weeks
Study Weeks	The total study weeks of the Enrolment
Account Manager	The Account Manager linked to the Student/Applicant
Agent	The Agent linked to the enrolment
Nationality	The Nationality of the student/applicant
Visa Type	Visa type of the Student/Applicant selected on the Visa Details screen
Enrolment Date	Enrolment processed date
Amount Owing	The Amount Owing by the Student/Applicant.
Tuition Fee	Total Tuition Fee of the Student/Applicant
Country	The Country of the student/applicant selected in the Edit Student
User	User name by which the Student/Applicant has been created.
Agent Address	Address details of the agent linked to the student/applicant.
Marketing Source	The Marketing Source (Social Media, Word of Mouth etc)
Level of Student	The Level of student/applicant selected in the Edit Student
Enrolment Outcome	It will show you the enrolment outcome selected on the Edit Enrolment details screen
Region	Region of the Student/Applicant
Skype Name	Skype name of the student/applicant
Email	Email address of the student/applicant
Mobile	Mobile number of the student/applicant
Phone	Phone number of the student/applicant
International Phone	International number of the student/applicant
Employer	The Employer name linked to the Student/Applicant.
Enrolment Status	The Enrolment Status (started, not yet started) will display under this column.

Applications Processed Report Filters

4 July 20231 February 2023 by Siddharath Dugral

Below are the filters and their explanation for the Applications Processed Report.

General Tab Filters	Explanations
Report start date	Select the report start date from the calendar
Report end date	Select the report end date from the calendar
Campus	Select specific campus from the dropdown.
Program	This is a magic search field and you can search and select the program
Enrolments to include	This dropdown will show you (current, to start and finished). You can select them as you required
Group By	Please see TEAMS Basics
Sort by	Please see TEAMS Basics
Asc/Desc	Please see TEAMS Basics
Advance Tab Filters
Enrolment Type	You can select the Enrolment Type from the drop-down

Select the “Print” Icon to generate the report. After clicking on it, the system will direct you towards 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.

Application Status Report Data Columns

15 February 20231 February 2023 by Siddharath Dugral

The below table will show you the columns and their explanation that will get printed in the report.

Columns	Explanation
Application Creation Date	Creation date of the application
Application No	Application number generated by the system
Applicant Name	Applicant name updated on the Edit applicant details screen
Date of Birth	Date of birth of the Applicant
Campus	Campus name under which the applicant is enrolled
Program	Program name under which the applicant is enrolled
Preference
Nationality	Nationality of the Applicant
Agent	Agent name linked to the applicant
Employer Name	Employer name linked to the applicant
Start Date	Start date of the program
Duration	Duration (in weeks) of the program
Total Fee	The total fee of the program
User	User name
Application Type	Application type (CoE or Non CoE) selected in the system
Application Status	The current Application status (Current or Converted) will display under this column
Student No	The student number generated by the system
Marketing Source	The marketing source of the applicant (Newspaper, agent etc)
Account Manager	The account manager’s name selected at the Applicant level
Total Tuition Fees	The total tuition fees of the program
Total Other Fees	The total amount of other fees will display under this column
Program Name	Name of the program
Level of Student	The Level of the applicant selected in the Edit Student screen
Region	Region of the Student/Applicant
Phone No	Phone number of the applicant
Mobile No	Mobile number of the applicant
Email Address	Email Address of the applicant
International Phone No	International phone number of the applicant
Last Contact	The last contact log that has been made in the system
Agent Email ID	Email address of the agent
Skype	Skype ID of the applicant
Onshore/Offshore Status	Onshore or Offshore status of the applicant
Agent Commission	Total agent commission