How to create a course

A course is not always linked to a National Training Package. Usually this is in  relation to an English Language College that has courses such as General English, English for Academic Purposes. It may also be a State Accredited course such as Certificate I in Spoken and Written English. It could also be a short course such as MYOB or Quickbooks etc. If you have these types of courses then you will need to manually set them up in the course screen.

Step 1: Go to TEAMS > Setup > Academic > Course

Step 2: On Details tab, you can enter the information as follow:

Course Code & Course Name: If you have internal or abbreviated codes that you want your users to see in the screens such as the proposal or enrolment wizard then you can enter those codes/names in these fields. These abbreviations are not what you would want printing on Certificates and other letters, etc. that you hand to your students.

Course Descriptive Code & Course Descriptive Name: In these fields you can enter the official information and you MUST remember to use these merge fields in report templates.

Agent Commission Type:  If you group agent commission amounts based on a group of courses such as English or VET, etc. then you would need to use this field. This allows you to have a different commission amount/% per Agent Commission Type (group).

Please note: To select an option from the dropdown list you MUST first setup the different options in the User Code screen with the code type of Agent Commission Type selected.

CRICOS Course Code & CRICOS Course Name:  If you are CRICOS registered then you will have a special CRICOS Course code that you wish to identify on Letters of Offers, etc. Enter this information into the CRICOS Course Code field. If the CRICOS Course Name is different to the Course Name then you can enter that in the CRICOS Course Name field, if it is not different then you can simply copy/paste the information into this field from either the Course Name or Course Descriptive Name field.

Please note: If you have multiple campuses who have different CRICOS codes for the one course, you will need to enter the CRICOS code into the Campus screen on the Course tab. This CRICOS code is what will be printed in reports. If you enter the CRICOS Code at the Course level the program will use this code to print on reports where you use the merge field of {CRICOS Code} in the report templates.

Delivered via Subjects: If you have selected in the Organisation Details > System Settings screen to use Subjects and you would like to use subjects for this Course then you need to select this tick box of Delivered via Subjects on this screen. By selecting this tick box the Subjects tab will become enabled for you to select subjects.

WARNING: If you select to link Subjects to the Course you must NOT link the competencies to the Course in the Competencies tab. When you link the Subjects, the program will automatically load the competencies into the Competencies tab for you.

When you tick the Delivered via Subjects tick box, a new tick box Filter Subject Results to Modules will appear. If you tick this tick-box then any result entered against the subject in a students enrolment will have all the modules/competencies linked to that subject in the enrolment updated with the same result and result date.

If you do NOT select this tick box then when a user will enter a result at the subject level for a students enrolment they will then have to manually enter the results and result dates for each of the modules/competencies linked to the subject for the enrolment.

Step 3: Go to the Settings tab to setup the course settings. This is an extremely important step in cleaning/setting up a Course. Below are the settings you need to setup with a short explanation of what they will be used for:

Result Type: You must select what type of result you want to mark for the modules/competencies linked to the course.

Please note: If you are NOT going to link any modules against the course then you select Not Applicable for the result type. An example would be if you have an English course and you will only mark an Enrolment Outcome against the enrolment. If on the other hand you have an English course that you are going to setup the skills of Listening, Reading, Writing and Speaking as modules and want to mark results against them then you would have to select the result type you wish to use.

WARNING: TEAMS has two different result types that are AQTF Result Types that are hard coded in the system and are only used/forced for Qualifications and Competencies. For any Course you MUST select the second type of result which is a Non-AQTF Result type from this dropdown. You MUST also then go to the User Codes screen and setup the options you wish to display in the selected Non-AQTF result type. If you do NOT do this a user cannot enter results for any modules or even subjects linked to the course.

Total Study Weeks: This is the # of study weeks of the Course. This will be used to calculate the end date of a students proposal or enrolment. If you have a course that can vary in the number of study weeks then you can put a minimum number of weeks that a student must study in this field and if the student will be studying for longer you can then change the # of weeks at the proposal or enrolment stage.

WARNING: This duration in weeks total should not include academic holiday weeks.

Hours per Week: This is the number of hours per week the student must do supervised study. This is important as it is used in the Attendance calculations. Even if you are not recording attendance in TEAMS it is always a good idea to have all the information at one central point of reference so everyone knows where they can find all the information for a Course.

WARNING: For CRICOS registered colleges as a rule you MUST always have the minimum hours/week that a student on a ‘Student Visa’ must study entered into this field. If the number entered is greater than this number that is fine.

No. of Core modules & No. of Elective modules: This is where you enter how many core and elective competencies the students enrolling in this Course must be enrolled in. You also have two options to set whether the number entered is either:

Minimum – If you select minimum this means a student MUST complete this number or more Core/Elective competencies to complete the Course. If you select this option you then must attach the minimum amount or more competencies onto the Competency tab as stated in these fields.

Fixed – A student MUST complete the exact number of Core/Elective competencies as stated to complete the Course. If you select this option you need to then attach the same amount of competencies in the Competency tab.

WARNING: The system uses these above numbers in the Proposal and Enrolment Wizard Step 2 and wont let a user finish processing the proposal or enrolment if the required number of modules or competencies are NOT linked to it. It is only recommended if your administration staff know what to link, where competencies/modules are electives and not inherited automatically at the time of the proposal/enrolment. If they do not know this information it is recommended that you leave the number 0 in both these fields.

No of Semesters:  Enter the number of semesters this course has. This is just a number and is only used in merge fields in reports. It does not affect proposals or enrolments linked to this course.

Is this Qualification part of a national Training Package?:  If you have state accredited course/s that you are entering and wish to use the AQTF hard coded result types (instead of setting up your own result types in the user code section) you MUST select this tick box.

WARNING: If you select this option and SAVE the course it will be changed to a Qualification and this is what tells TEAMS to use the AQTF hard coded result types for the modules/competencies linked to it. You CANNOT reverse it back to a course after saving.

Is this an ARC Course: If you wish this course to be selected by the Agents in the ARC (Agent Resource Centre) new enrolment wizard then you MUST have this tick box selected.

Step 4: The next step is to go to the Competency/Module tab.

If you have modules/competencies that you want to link to the course as a Core or Elective module/competency then select the lookup for Add Core Modules or Add Elective Modules. A dialog box will appear and from there you select the tick box next to the modules/competencies you would like to add on the first page and select the Update button. It is important to remember that if you are moving from one page to another in the lookup you must always select update prior to going to the next page. Failure to do so will cause the items you have ticked on the current page not to be added. Once you have finished selecting and updating the Subjects, select the Close button to close the lookup..

If there are any Competencies a student MUST do to complete the Course select the Compulsory tick box to the right side of the Module/Competency. If you have put numbers in the # of Core/Elective Competencies field on the Settings tab then you must make sure the number of Competencies added follows the rules for these fields.

Please note: If a module/competency has been linked as the wrong type (core or elective) and it needs to be changed. You can select the dropdown for Module Type and change it and then save the entry.

If you wish to sequence the order in which modules/competencies are studied or should show in transcript reports or on the screen enter a sequential number against each of the modules/competencies in the Seq# field. The first number MUST always be 1 and subsequent numbers must be sequential from there.

Step 5: The next step is to go to the Fee Chargeable Templates tab and link the Fee Chargeable Templates to the Course.

Select the Fee Chargeable Template Code lookup to select the Fee chargeable template field. A lookup will appear and from there you can select the hyperlink for the Fee Template Code that you would like to link to the course. The Fee Chargeable Template code and name will then be added to the row that the lookup is on.

If you would like to automatically charge students all the fees in a Fee Chargeable Template when they do a web enrolment or when an Agent does a web enrolment from the ARC you need to select the Default tick box against that Fee Chargeable Template as highlighted below. Please be aware that when you select Default the program will automatically raise ALL the fees in the template.

Please note: You can only have ONE Default Fee Chargeable Template linked to a course.

If you wish a Fee Chargeable Template to be visible in the proposal, enrolment and web enrolment wizards or anywhere they can be displayed then you MUST have selected the Active tick box. If in the future you do not wish to use a Fee Chargeable Template for a course you MUST edit the entry and unselect this tick box. By doing this the Fee Chargeable Template will no longer display in these wizards.

Select the ADD button to add the entry to the grid below.

Repeat the above steps to add all the relevant Fee Chargeable Templates to the course.

Step 6: If you have any documents related to the Course, you can save them in the documents tab on this screen so you can always access them from anywhere.

Step 7: Don’t forget to select the Save Entry icon in the top left hand corner of the screen to save what you have just entered. If you close the screen before selecting SAVE ENTRY your entry will NOT be saved.

To create a new entry you MUST select the New Entry icon in the top left hand corner of the screen so the screen will be refreshed and ready for the next entry. If you leave your current information in the screen and type over it you are MODIFYING the entry.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!