Category: Academic

Survey Changes in TEAMS (Learner Questionnaire)

In this article

Before You Start
Change

This article describes the changes made in the survey section of TEAMS.

Before You Start

Currently in TEAMS, we have a survey creator feature that has the two surveys (questionnaires) that RTOs are meant to send to their Learners (students) and Employers (where applicable, funded RTOs that do apprenticeships and/or traineeships) as part of their compliance requirements as an RTO.

Traditionally this was always done via paper in most RTOs. We built this section many years ago and many users of TEAMS do not know about this system.

On review of the current functionality available, we have introduced some changes and new functionality to simply the survey process in TEAMS.

For more information on how to use survey functionality in TEAMS, have a look at the below video.

Change in Survey Form Format

Following change has been introduced in the Survey functionality in TEAMS:-

The format of the Learner Questionnaire has changed to match the ASQA requirements. Earlier, the answer options used to be under each question which made the form lengthy. This has been changed to the following view to make the form compact and simple to use.

Earlier, the Learner Questionnaire used to be a multiple page form but it has been changed to a single page form.

Changes on View Request Tab  

In the Survey Creator screen, the View Requests tab displays the information about the status of surveys which have been sent so far from TEAMS. (i.e. Pending or Completed).

Following new columns have been added in this section:-

Resent Count – If a survey has been sent multiple times then the resent count will be displayed here.

Last Sent On – If a survey has been resent then the date on which it was resent will be displayed here.

Resend – If you wish to resend a survey, then this button can be pressed and the system will take the user to the compose email screen from where the survey can be resent.

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!

Course look up icon added in Timetable Wizard Step 2

This article describes how to link Modules/Competencies or subject to the qualification/Courses by using the new introduced Icons.

Problem Identified

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 Introduced

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.

 

 

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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.

Scenario 1

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.

 

Scenario 2

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.

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!

How to remove or add units/modules in an enrolment

Step 1 – Open the enrolment in the Enrolment Centre for which you wish to remove or add the units from.

 

Step 2 – Go to Enrolment Subject Module screen from Enrolment Centre > Academic.

 

Step 3 – Once the Enrolment Subject Module screen opens, select the units/modules which you wish to remove from the enrolments record and press SAVE button on the top left hand side corner. The screen would refresh and the selected units/modules will be removed.

 

Step 4 – Once the units are removed, select the new units which you wish to link to the enrolment from the ‘Add Elective Other Competencies’ look up icon.

 

Please Note  – If you are unable to find new units/modules in the look up icon, that means either the unit code which you are searching is incorrect or that unit/module is not present in your TEAMS site. In such case, please call TEAMS Support at 1300 85 0585 or send an email to support@rtosoftware.com.au

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!

Results Issued

In this article

Change Introduced

This article describes how to use new screen ‘Results Issued Process’, what the business rules are for it and explanation of its parameters.

Change Introduced

A new screen has been introduced for managing the results issued process in TEAMS.

For any client that is doing AVETMISS data submissions, this is a critical screen and process that you MUST introduce into your business. When used correctly, this screen tells the system whether a student has had their qualification issued or not and this impacts the NAT00130 file for AVETMISS exports and submissions. If you do not use this screen and follow the instructions then TEAMS will NOT export the correct data in the NAT00130.

This screen is present in TEAMS > Student > Academic menu.

Following parameters are present in the screen:-

Finishing Between – This is a date range field in which a user can enter a date range and the system would search for all the enrolments which have an end date in between the date range entered.

Campus – This is a multi-select option where the required campus can be selected.

Course Name – This is a key-ahead search function and a user can search a course by typing first letters of Course Code and Course Name.

Timetable – This is a multi-select lookup icon where the required timetables can be selected.

Class – The classes linked to the timetables which are selected above will be displayed in this drop down.

Enrolment Type – This is a multi-select option where the required Enrolment Type can be selected.

Enrolment Outcome – This is a multi-select option where the required Enrolment Outcome can be selected.

Sort By – This is a drop down where the required option can be selected.

Once the parameters are selected and search is completed, the following screen appears

‘Finished’ Tab – Enrolments flagged as finished appear on this tab.

‘Unfinished’ Tab – Enrolments not flagged as finished appear on this tab.

Below are the column headings present on the Finished Tab:-

Student Number – Student number hyperlink appears in the column.

Enrolment Number – Enrolment number hyperlink appears in the column.

Name – Student name hyperlink appears in the column.

Campus/Course – Campus name and Course code appear in the column in read-only mode.

Start Date/End date – Enrolment Start Date and Enrolment End Date appears in the column in read-only mode.

Enrolment Outcome – Enrolment Outcome appears in the column in read-only mode.

Enrolment Type – Enrolment Type appears in the column in read-only mode.

Completed Qual – Completed Qual drop down option appears in the column which has been selected in the Enrolment Centre.

Total Competency Modules – Total No. of Units linked to enrolment will be displayed in the column.

Total Successful – Total No. of successful units for enrolment will be displayed in the column.

Total Unsuccessful – Total No. of Unsuccessful units for enrolment will be displayed in the column.

Results Issued column – This is a tick box which can be selected if a user wants to flag an enrolment as results issued. Once this tick box is ticked and the screen is saved then that entry will be recorded in the Qualification Issued Register.

Parchment Number column – The Parchment Number appears in the column which has been entered in the Student Result screen.

Parchment/Results Issued Date – The Parchment/Results Issued Date appears in the column which has been entered in the Student Result screen.

Date Program Completed – The date program completed appears in the column which has been entered in the Edit AVETMISS screen.

Below are the column headings present on the Unfinished Tab:-

Student Number – Student number hyperlink appears in the column.

Enrolment Number – Enrolment number hyperlink appears in the column.

Name – Student name hyperlink appears in the column.

Campus/course – Campus name and Course code appears in the column in read-only mode.

Start Date/End date – Enrolment Start Date and Enrolment End Date appears in the column in read-only mode.

Enrolment Outcome – Enrolment Outcome appears in the column in read-only mode.

Enrolment Type – Enrolment Type appears in the column in read-only mode.

Finished – If enrolment is flagged as Finished then Yes would appear in the column otherwise No.

Completed Qual – Completed Qual drop down option appears in the column which has been selected in the Enrolment Centre.

Total Competency Modules – Total No. of Units linked to enrolment will be displayed in the column.

Total Successful – Total No. of successful units for enrolment will be displayed in the column.

Total Unsuccessful – Total No. of Unsuccessful units for enrolment will be displayed in the column.

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!

‘Result Entry Date’ column in Students Results Listing Report

In this article

Change Introduced

This article describes how to use the new column ‘Result Entry Date’ in the Student Results Listing Report.

Change Introduced

A new column for ‘Result Entry Date’ has been added in the Student Results Listing Report which prints the date on which a result is entered in TEAMS.


For more details watch the video.

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!

New Result Type – 41 — Incomplete due to RTO closure

In this article

Change Introduced
Examples

This article describes how to use the new Result Type 41- Incomplete due to RTO closure.

Change Introduced

A result type/outcome identifier ‘41 — Incomplete due to RTO closure’ has been added in TEAMS as per NCVER specifications.

Outcome Identifier – 41 – Incomplete due to RTO Closure is reported when the training organisation ceases operations while training activity is still in progress.

Outcome 41 — incomplete due to RTO closure should be reported rather than outcome 40 — withdrawn/discontinued or outcome 70 — continuing activity to ensure that the client’s Unique Student Identifier transcript displays a final outcome indicating that the inability to complete the training activity was due to circumstances beyond the client’s control.

Examples

Examples of who may report Outcome identifier — national 41:

-> Training organisations (for all incomplete enrolments) when they know that their
organisation is ceasing operations before the training activity can be completed.

-> State and territory training authorities for incomplete enrolments received from training
organisations that have closed.

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!