student mgmt

Starters Report Filters

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The Starters Report filters have two tabs General and Advance and the below table will show you Filters with their explanation.

General FiltersExplanation
Report Start & End DatesThe system will always look at enrolment start dates only to find enrolments between the date range.
CampusIf you have multiple campus then you can generate this report by selecting multiple campuses.
ProgramThis is a magic search field and you can search and select multiple Programs.
Enrolments to IncludeThis field has three radio buttons and you can select any of them one at a time. For example:
Show only Started – If you select this, it will only show you started students.
Show only to Start – It will show you students that are about to start.
Both – by selecting both the report will print Started and to start students.
Show only Overseas studentsBy selecting this tick box, the report will print overseas students only.
Include Cancelled EnrolmentsThe system will only consider enrolments with start dates within the specified report period that have been canceled using the cancel enrolment function. It will not include enrolment outcomes marked as canceled for this purpose.
Include ApplicationsThe system will always display enrolments in the report. If you choose this option, it will also include applications with a current status and an application start date within the specified report period.
Group ByPlease see TEAMS Basics
Sort ByPlease see TEAMS Basics
Asc and DescPlease see TEAMS Basics
Advance FiltersExplanation
Timetable and ClassesThis is magic search field and you can search and select multiple timetables.
Print class names for enrolments in report?To see the class names associated with enrolments in the report, select the tick box. Please note that generating the report may take longer because an enrolment can be linked to multiple classes, and the system will list all class names for each enrolment.
Enrolment TypeThis is a user code in TEAMS and one can create the user code in TEAMS as you required. You can select multiple enrolment type from the dropdown.
Enrolment OutcomeIf you have setup the enrolment outcome on the User Code screen then it will appear under this dropdown.
Visa TypesSelect the Visa type from the dropdown.
AgentSearch and select multiple Agents in this field.
EmployerSearch and select multiple Employer in this field.
Account ManagerSelect multiple Account Manager from the dropdown.
CountrySelect multiple Campus from the dropdown.
NationalitySelect multiple Nationality from the dropdown.
Marketing SourceSelect multiple Marketing Source from the dropdown.
Level Of StudentSelect multiple Level Of Student from the dropdown.

Click on 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.

Student Management

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Main Dashboard > Student Management icon

Upon selecting the icons from the main menu for Student Management, a comprehensive list of icons will be displayed, offering easy access to various screens and reports specifically designed for effectively managing your students on a day-to-day basis. These icons serve as shortcuts, providing efficient navigation to different sections where you can oversee and handle various aspects of student management. Whether it involves tracking attendance, managing Results, or generating reports, these icons offer a streamlined approach to efficiently carry out your student management tasks.

Student Search

Class Allocation

Attendance

Results

Reports

New check on Training Plan and Results screen – History

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In the Enrolment Dashboard, we have introduced a new check on the training plan and results screen. This check will make it easier for you to mark results when you get a pop window for Common Units and Superseded Units.

Common units: Let’s take an example, a student who is studying more than one program with you and there are some units that are common in both programs. Now that the student has studied and successfully completed the program 1’s all units and when you will open program 2, then the system will give you a popup window to show you all the common units and their results. From that popup itself, you can mark the results for those units such as credit transfer etc in one go. The popup window which will appear every time the, system will find common units between student’s enrolments:

Superseded Units: Other than the common units, there might be some units that are superseded, and now you will be able to see on the training plan and results screen if any unit is superseded. The system will do the mapping for you. we have 2nd tab called “Mapped Subject for student”.

The 2nd check which is for superseded units, will only work if you have updated the subjects at the Subject Welcome Screen. On the subjects screen which you can access from Academics > Subjects, you need to search for the unit which has now been superseded.



Edit Enrolment AVETMISS Settings

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Enrolment Dashboard > Enrolment Profile Tile > AVETMISS Icon

history of changes

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 Edit Enrolment AVETMISS Settings screen, we kindly request you to navigate to the History icon history of changes showing above in the top left corner of the screen. By selecting this icon, you will gain access to a detailed log of all the recent changes made to TEAMS.

Overview

The first thing to know is that AVETMISS stands for the Australian Vocational Education and Training Management Information Statistical Standard. It is the national data standard that ensures consistent and accurate capture and reporting of Vocational Education and Training (VET) information about students.

The screen will show you two tabs namely Enrolment AVETMISS Settings and Subject AVETMISS Settings.

The Enrolment AVETMISS Settings tab will allow you to update the AVETMISS settings for the enrolment whereas the Subject AVETMISS Settings will show you subject level AVETMISS settings.

Enrolment AVETMISS Settings Tab

The below table will explain each and every field of Enrolment AVETMISS Settings:

ColumnsExplanations
Include in National ExportTick the box if you want to include enrolment in national export.
Purchasing ContractYou can select the purchasing contract from the dropdown.
State Training AuthorityFrom the dropdown menu you can select State Training Authority.
Fee ExemptionFrom the dropdown menu, you can select the fee exemption.
Any DisabilityBy marking this option you can select the disability of the student.
At SchoolBy marking this option you can select the school type and enter the school name.
Proficiency in EnglishFrom the dropdown menu you can select the english proficiency of the student.
Study ReasonYou can select the study reason from the dropdown menu.
Funding Source NationalFrom the drop down you can select funding source national.
Funding Source – State Training Authority NoYou can enter the funding source – state training authority no in this field.
Current Labour StatusYou can select the current labour status from the dropdown.
Prior Educational achievementsBy marking this option, you can select the educational achievements of the students. When you select the level of prior education, for example, a Bachelor’s degree, etc, you can also select if the level of education is equal to Australian(A), Australian Equivalent(E), and Internation(I).
Special ContractFrom the dropdown menu you can select special contract.
Training LocationFrom the dropdown menu, you can select the training location.
Competency EnrolmentTick this option if the enrolment is competent.
Student Still At SchoolTick this option if the student is still in school.
Full Time StudentTick this option if student is studying full time.
Training Contract IdentifierYou can enter the training contract identifier number in this field.
Overseas StudentTick this option if student is from overseas.
Date Program CompletedFrom the calendar, you can select a date when the program is completed.
Smart and Skilled enrolmentFor smart and skilled enrolment.
AASNFrom the dropdown menu, you can select the student’s Australian Apprenticeship Support Network.
ANPFrom the dropdown menu you can select student’s Apprenticeship Network Provider.

Subject AVETMISS Settings Tab

The below table will explain every field of Subject AVETMISS Settings:

FieldsExplanations
Internal PercentageYou can add Internal Percentage in this field.
External PercentageYou can add External Percentage in this field.
Workplace PercentageYou can add Workplace in this field.
Pre-dominant Delivery ModeIt will automatically be filled based on the Internal Percentage.
This icon will allow you to edit Subject AVETMISS Setting.
This tick box will allow you to select subjects in bulk.
This icon is displayed in two sections. In the grid and in the grid header.

If you are excluding a particular subject from AVETMISS then you can select this icon against that single subject and the system will show you a pop message ensuring confirmation as OK to exclude the subject from AVETMISS. If you wish to exclude multiple subjects then you can simply select tick boxes against the subjects and select the icon above the grid in the blue ribbon.

Please note – Once you have excluded the subjects from the Avetmiss submission, then the icon will turn red colour.

Classes and Attendance Tile

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Enrolment Dashboard > Classes and Attendance Tile

This tile will show you the attendance percentage for the current study period and the average percentage of enrolment. From this tile, you can create classes, mark attendance, and can allocate classes to the students. You can also see Current, Past and Future classes from the tabs.

Tabs

Current – This tab will show you the name of the current timetable, current study period dates, and their current and overall attendance percentage.

Past – This tab will show you the past study period start and end dates and their current and overall attendance percentage.

Future – This tab will show the upcoming study period start and end dates.

Dials

Current Attendance Dial

The current attendance dial shows the percentage of the current study period

Overall Attendance Dial

The overall attendance dial shows the percentage of enrolment from its start date to the end date

Vertical Icons

Classes

Attendance

Class Allocation

Reports

Changes on Training Plan and Results screen – History

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The training plan and result screen will give you an overview of the subjects linked to enrolment and their results. We have made some latest new enhancements changes to the Training Plan and Results Screen.

In the new look of the Training Plan and Results screen, You will see three new tabs on the screen above the grid.

Current – Subjects currently linked to the enrolment will be shown under this tab.

Inactive – In this tab, you will see all the subjects flagged as inactive. To make any subject inactive, select this icon  under the actions column in the current tab. And the system will ask for your confirmation and by selecting OK, the system will move the subject from the current tab to the Inactive tab and flag the subject as inactive. To reinstate any inactive subject to active you can select this icon  and again the system will ask for your confirmation. Confirming the same the system will flag the subject active and move it back to the current tab.

Delete – To Delete a subject from the current or inactive tab, select this icon you can see the deleted subject under the deleted tab. You can also restore the deleted subject by selecting this icon  under the actions column. Once you have given the system confirmation, it will restore the subject to the tab from where it was deleted. It can be either inactive or current. Also, If you have added and saved notes for any subjects on this screen the system will show you the notes in green color.

Withdrawing or canceling a Student

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Process for Canceling a student in TEAMS

The only time you can use the Cancel Enrolment process in TEAMS is when students are meant to start on a specific date, they got their visa and they are expected to show up but don’t show up. And if they don’t show up then the college has to inform the department and in that way, you can cancel the enrolment.

IMPORTANT – If you have set up an enrolment type or an enrolment outcome of cancelled enrolment, please understand that’s a just displayed option and it does nothing in the system. As that is just a text word on a screen for you and your staff to know that the enrolment is cancelled. It doesn’t tell the system to do anything special and it absolutely will not show the canceled in red. Just by selecting, an enrolment outcome, or an enrolment type of cancelled enrolment. That is just the status that you have set up. It does not do anything to the program or the system at all.

Process for withdrawing a student in TEAMS

Scenario 1

If a student commences their study, it doesn’t matter whether they’re CRICOS or domestic FFS, the moment the student commences one subject and attends the class and also commences their assessment online then you have to submit that enrolment and that subject in the NAT files based on the enrolment start date and end date and all the subjects date. Or If they never start a subject, they never show up to a class. They never start an assessment online, they do not study for it whatsoever then that subject does not have to be in the NAT files.

For example – If you have started the enrolment and the student would have started at least one subject then you need to change the subject to continuing enrolment and the rest of the subjects can be Not Yet Started. For let’s say a student wants to move to another course or to a different college then you need to change the end date of the subject to the last date of study with the result from continuing enrolment to Withdrawn has got continuing enrolment.

And for the ones that students never commenced at all that is NYS, you need to change the subject end date to the last date of study and save it. The system will update the result date for those subject end dates for NYS to the result date. Then you will edit the enrolment and set the end date of the enrolment to the last day of study date. Please note – You cannot change the enrolment end date first, you need to update all the result date first so that the results match inside the enrolment.

IMPORTANT – For all the Not Yet Started subjects, you need to go to the Enrolment AVETMISS Settings screen > Subject AVETMISS Settings tab and mark the NYS subjects as Do Not Include in AVETMISS because you don’t have to submit the NYS ones. You only need to submit the Withdrawn to NCVER

Scenario 2

Let’s say the student did the orientation in the first week and then you have flagged the enrolment as started but the student didn’t start their first class or subject until the following week. Then the student comes in the second week and says they want to move to another course as they change their mind and you still have the enrolment flagged as started.

Then, in this case, you don’t have to put Withdrawn or NYS for the subjects because the student never studied and they just did the orientation. Instead of going to Enrolment AVETMISS Settings screen > Subjects AVETMISS Settings tab and marking the subjects as Do Not Include in AVETMISS, you need to go to the Enrolment Edit Screen and change the enrolment end date to the date when they are finishing and select the Do Not Include in AVETMISS tick box and save.

Scenario 3

This is where the first week of the enrolment is an orientation week only and the student will not study and whatever their class is they don’t commence and the student are taking themselves out of that course or moving to another college then you need to change the enrolment end date to whatever their last date is. Then you go to the Training Plan and Result screen and update the result issue as NA for the qualification Information and marked the enrolment as do not include in AVETMISS because you not going to issue anything.

That way you can show that the student did not show up and didn’t commence any study and whatever the reason was there, you can have it in the enrolment outcome. You can also do a contact log to explain why the students have left, so there was no reason to have them in the NAT files.

Scenario 4

When a student initiates their enrolment and enrols in a course consisting of 10 subjects, their progress is closely monitored. In this scenario, let’s assume the student successfully completes 5 out of the 10 subjects. However, circumstances may change, and the student might decide to alter their course of study, discontinue their education at the college, or encounter other reasons for leaving the program or the college cancels the student due to non-payment, low progress etc. In such cases, it is essential that the college takes appropriate action.

To ensure accuracy and proper documentation, if the college issues any Statement of Attainment (SOA) certificate to the student, it is highly recommended to promptly update the Qualification Issue status on the Qualification Screen. By doing so, the college maintains up-to-date records of the student’s academic progress and qualifications obtained.

Result and Progress Tile

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Enrolment Dashboard > Result and Progress Tile

This tile provides an overview of a student’s progress in their course of study, based on their study periods. This tile offers a variety of functionalities, such as navigation to the training plan and result screen, as well as the ability to transition the enrolment to a new program. Additionally, all certificate reports, training plans, and student performance reports are generated from this tile. This allows for a comprehensive view of the student’s progress and achievements, making it easier to monitor their performance and make informed decisions about their future studies.

Tabs

  • Current – This tab provides you with students’ current status in their training plan. It displays the name of the group training plan the student is enrolled in, as well as their current and past study period dates. Additionally, the tab shows the student’s course progress percentage, giving a clear indication of how much of the course they have completed so far.
  • Past – This tab provides information on a student’s completed study periods. It displays the start and end dates of each past study period, allowing for easy reference and tracking of progress over time. Additionally, the tab shows the student’s course progress percentage for each past study period, giving a clear indication of how much of the course they completed during that time frame.
  • Future – This tab provides information on a student’s upcoming study periods. It displays the start and end dates of each future study period


Course Progress Dial

This dial will display the percentage of the course progress of the particular study periods. For example, if there are 4 subjects falling in the date range of the study period and 4 of them have successful results against them. Then the course progress will be calculated as (4/4)*100 i.e. total successful subjects falling in the study period divided by total subjects multiplied by 100.

Vertical Icons

Training Plan and Results

Test Result

Transition Student Screen

Reports

Refund

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Enrolment dashboard > Financial tile > Refund Icon

history of changes

The sum amount of money that is paid back to the student is called a refund. In the system, you can refund from the two screens:

Follow the below steps to create the Refund:

  • Select the Refund icon from any of the screens and the system will open the refund screen.
  • Select the Refund all Check box to refund the full receipted amount.
  • For a partial refund, you have to manually enter the amount in the Refund Amount field.

Tiles

This Tile will show you the basic details of the enrolment and all the icons in this tile are read-only.

This tile will show you the New Refund No. along with the total refund amount. You can add the Refund date, Reference, Payment method of refund, refund charges, and bank account details in this tile.

This Tile shows you the Receipt details against which the refund can be created. It depends on the total number of refundable receipts according to which the number of tiles will be visible on the refund screen.

After deciding on the refund amount you need to update the details/data in the other fields that I have shown and explained below:

Field NameExplanation
Refund dateThe refund date will be the date on which the refund has been made.
ReferenceIf you have any reference number against this Receipt then you can update it in this field.
Via payment methodThe payment method needs to be selected so that you can get to know how the refund payment method like is it cash, check, or any other method.
Bank AccountYou can select the bank if you want to have an entry of refund in the bank.
Refund chargesIf you are charging any refund amount then you can update that amount in this field.

Note: Select the Refund and Cancel tick box if you want to cancel that refunded amount from the total invoice amount. For example, if you have an invoice for $5000 and the receipt amount is also $5000. When you do a refund on the receipt amount of $5000, if you select the tick box for Refund and Cancel, then the system will create the refund entry and also cancel the invoice as well. Whereas, the same invoice is for $5000 but there is a receipt for only $3000 and you want to refund that receipted amount. The system will do the refund entry for $3000 and cancel out $3000 from the invoice so the invoice amount will then be only $2000.

After updating the details in the required fields you just need to select the Save button to do the refund.

The system will reload the screen, the system will take you to the enrolment dashboard and you can check the refund by going to the student financial details screen.