Over the last month (July 2018) ASQA has asked three of our CRICOS clients to provide them student data in a specific form called an S26. These clients contacted our product support staff to ask what reports in TEAMS they could use to provide the data to ASQA or how could we help export the data from their TEAMS database to provide to ASQA.
On review of the data required by ASQA, it was revealed that there was no report/s in TEAMS or no way to export the data from their TEAMS database because of the way each client was using TEAMS. One of the very specific pieces of data that ASQA wanted each client to produce was:
• For each competency/module linked to a student enrolment (between a specific date range) how many classes was the student meant to attend?
• For each of those classes for a student’s competency/module that they were to attend, how many did they actually attend?
As these were all CRICOS clients, we know that they would be using timetable with classes and marking attendance, which meant we should have been able to assist them with getting the answers to these two questions. However on reviewing how they were setting up their timetable and classes, they were all cheating the system and there was no way TEAMS via reports or our development staff via sql queries, would have been able to come up with accurate counts and answers for the questions.
Cheating the system means one of two simple setup scenarios that clients are using in an effort to quickly create timetables. These scenarios are:
• Linking EVERY module/competency or subject linked to course/qualification to the classes. This means if a Certificate III in Business has twelve (12) competency/modules to complete they are linking ALL 12 to each class in the timetable that they will allocate the students to.
• Linking one/generic module/competency or subject to all classes. This means, a user has picked one generic competency/module or subject or created a dummy one that won’t be in their AVETMISS submissions or print on certificates etc. and linked it to ALL the classes in the timetable that they will allocate the students to.
We then went to other CRICOS clients and reviewed what they were doing and also asked questions and the main reason people were ‘cheating’ the system with timetables and classes was due to:
a) It was cumbersome and time consuming searching and finding all the relevant competencies/modules or subjects to link accurately to classes.
b) There was no importance up to now to be able to link competencies/modules or subjects directly with attendance and report to ASQA on it.
Change has done to assist with point A above
To solve the issue that clients have been facing in point A above we have made a simple change as follows.
In the Timetable creation (Academic Schedule Entry screen) which is located in TEAMS > Student > Academic menu option, a new Course lookup icon has been added in step two of the wizard.
Previously in step 2, where you wanted to add modules or subjects to classes for a timetable, users had to search each competency/module or subject one by one and add it to the grid. By adding the new Course look up, it allows users to select this lookup, search for any and all courses/qualifications that have the modules/competencies or subjects linked to them that they wish to use in the classes and once they select them and add them, the system will go and add all the competencies/modules or subjects linked to the grid saving time.
It is important that you understand how the system will add the competencies/modules or subjects to the grid based on settings you set in step 1. The following two scenarios explain how the system will behave.
If you wish to link modules/competencies to the timetable, select ‘Schedule includes Modules/Competencies?’ on Timetable Wizard Step 1 and select the NEXT button.
In step 2 you will see the new icon for ‘Add Modules linked with Qualifications/Courses’. When you select this icon you can search and select the relevant qualifications/courses from the lookup and then once they are listed in the field you can select the ADD & SAVE button. Once you have selected the ADD & SAVE button, the system will update the grid below with all the compulsory competencies/modules linked to the qualification/courses you have selected and refresh. You can then select the NEXT button to move to step 3 where you create the classes for the timetable.
If you wish to link Subjects to the timetable, select ‘Schedule includes SUBJECTS?’ on Timetable Wizard Step 1 and press NEXT button.
In step 2 you will see the new icon for ‘Add Subjects linked with Qualifications/Courses’. When you select this icon you can search and select the relevant qualifications/courses from the lookup and then once they are listed in the field you can select the ADD & SAVE button. Once you have selected the ADD & SAVE button, the system will update the grid below with all the compulsory Subjects linked to the qualification/courses you have selected and refresh.
You can then select the NEXT button to move to step 3 where you create the classes for the timetable.
Change has done to assist with point B above
It is strongly recommended that all VET clients using timetables and classes accurately use timetables and classes and do not try cheating the system. TEAMS will not give you correct information if the data setup and entered is not correct. Nor can our support or development staff assist you to get correct information, if the data is not correct.
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