Category: Academic

How to link a Module or Unit of Competency to enrolments in bulk

In this article

Before You Start
How To Link

This article describes how to link a Module or Unit of competency to enrolments in Bulk.

Before You Start

Sometimes there is a scenario where the unit of competency or module is superseded and the new version of that module or unit of competency has to be linked to the enrolments where the superseded modules needs to be there.

This can also be done manually for every enrolment from the subject module screen.

How To Link

Please follow the steps below to link Module/Unit of Competency in bulk.

  • TEAMS > Student > Academic >  Bulk Modules/Enrolments Allocation

  • The Bulk Modules/Enrolments Allocation screen opens. You can select the module which you want to link to the enrolments and enter the Enrolment Between dates for which you want to search the current enrolments for. Select the course from the Course parameter look up to make it easier to see as the specific enrolments.

  • Now click the search icon (magnifying glass).

  • The list of current enrolments appears with course BSB30112. Select all the enrolments for which you want to link this Module/Unit of competency and Save.

  • A dialog box appears stating that the screen could take more or less time to save the data. By pressing OK, your data gets saved and the screen refreshes itself. All the enrolments which were selected has this module linked with it.
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 create a Timetable in TEAMS

To create timetable in TEAMS goto:

TEAMS> Student> Academic> Academic Schedule Entry

The Timetable Step 1: screen opens, Type in the Code, Name, Descriptive Name, the code and the name could be anything based on your preference but it is recommended to use Course Code so that it is easy to allocate the students to the timetable based on the Course Name.

The Attendance dropdown has two options for Absence OR Attendance,  depending upon your need you can select either of the option eg, if you are marking Absence in the system then select Absence else select Attendance for marking Present.

Next is the Campus dropdown from where you can select the appropriate campus (in case you have multiple campuses) for which you are creating these templates.

Start Date and End Date is the date range for which you want to keep this timetable active.

Rest of the Tickboxes are based on your requirements, if you want to include Teachers or you have setup Teachers as Resources in TEAMS and you want to link Teachers to the classes or sessions, you can tick the Schedule Includes Teachers otherwise you can leave it as blank.

If you want to use this timetable for attendance marking and attendance calculation tick box, then you need to tick Schedule includes Module/Competencies? tick box so that you can link the modules/competencies to the classes as well.

Make sure to tick the Active tick box so that the timetable is active.

You can un-tick the Active tick box and tick the Schedule Not in Use tick box if you do not want to use it.

Click Next

Timetable Wizard Step 2: Timetable: Modules/Competencies screen will open, firstly you need to specify the Holiday Period so that the system does not create Classes or Sessions during that period.

for eg, put Xmas period in Holiday Name text box, enter the date range, click Active and Add.

Next is the Module/Competency Tab

You can open the lookup for Modules and list all the modules for the course to link to the sessions or classes.

once the Holiday Period and Module/Competencies are added, you can click Next.

The Timetable Wizard Step 3: Timetable Sessions screen will open. It is in a calendar view.

You need to create Classes or Sessions to complete the structure of the Timetable and then it can be used to link the enrolments.

Click on the class button to create a Class. Enter the Class Name, select the Module, enter the Current Class Date, Start Time, End Time.

Depending upon the type of session select one out of three options. for eg select the Weekly radio button. Enter the rest of the information such how often do you want this session to occur in Reccur Every text box. Select the days and now enter the Session End Date and Save.

The screen refreshes and the session displays. in a similar way, create another session for afternoon.


Once the classes are setup, you can click on Finish and the Timetable will be created.

The last step is to link the timetable to the course for which you need to go to:

TEAMS> Setup> Academic> Course.

Enter the Course code and Go

Once the course loads, click on the Academic Schedule tab

Link the new timetable

Click on Save after linking the Timetable. This is a very important step towards allocation of students to this Timetable. If you do not link the timetable to the course in the course screen then the allocation will not be possible in TEAMS.

How to do class allocation

In this article

How To Allocate Class

This article describes how to allocate classes to an individual enrolment and in bulk, what are the business rules for it.

How To Allocate Class to an individual Enrolment

Step 1 – Open the Enrolment for which you want to do the class allocation then go to

Enrolment Centre > Academic > Schedule/Session Allocation.

Step 2 – On the Schedule/Session Allocation screen, select the desired timetable sessions by clicking on the check-boxes or you can simply click on Select which will automatically select all the tick boxes and click on Save button.

Step 3 – On clicking the Save button, a warning message will appear. Click OK on this warning message.


Step 4 – Click Next > button and you will be redirected to the Bulk Schedule Allocation screen.


Step 5 – On Bulk Schedule Allocation screen, there will be two tabs. One is Approved Allocations and other one is Non-approved Allocations.

NOTE: Make sure all the modules under the Approved Allocations tab are ticked and Non-approved Allocations tab should be blank. If there is any module appearing under the Non-approved Allocations tab then place the cursor on the check-box and you will see a message which will indicate the problem with the allocation. You need to fix the issue first then move to the next step.

Step 6- Click on the Finish button and close this screen.

You can go back to the Enrolment Centre and refresh the screen by clicking on Go button. You will see that Class has been allocated to the enrolment.

How To Allocate Class In Bulk

Step 1 – Go to TEAMS > Student > Academic > Bulk Schedule/Session Allocation

Step 2 – Update the following parameters:-

  • Campus Select the campus.
  • Course – Select the course for which you want to allocate the classes.
  • As At Date – Enter the date which should lie between class start date and end date which are linked with the above selected course.
  • Timetable – Click on Load Timetable(s) button and it will show you the list of classes, you can select the All Timetable tick box.

Step 3 – Click Next > button.

Step 4 – Choose the Enrolments on Bulk Schedule Allocation- Step 2 screen for which you want to do the class allocation by selecting the tick box appearing on the right hand side of every Enrolment. Step 5 – Click Next > button.

Step 6 – On Bulk Schedule Allocation- Step 3 screen, you will see list of students on the left hand side where you can choose the ‘x’ number of students by selecting the tick boxes.

On the right hand side, all the academic schedules will appear which are linked to the selected course. You can choose the classes by selecting the tick boxes which you want to allocate to the selected students.

Click on Save button after selecting students and classes. A warning message will appear, click OK.

Step 7 – Click Next > button.

Step 8 – Follow Step 6 & 7 explained for “How to allocate class to an individual Enrolment”.

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 update Attendance

In TEAMS, user only need to record absence of the student. To update the absence, follow the below steps :-

Step 1 – Go to TEAMS > Student > Academic > Weekly Attendance screen

Step 2 – Select the following parameters:-

  • Timetable – Select the timetable from the Timetable look up icon for which you want to mark the absence.
  • Start Date & End Date: Enter the start date & end date of the week for which you want to update the absence.

Step 3 – Click on the Get Classes button.


Step 4 – Choose the session/class from the Class drop down menu. Screen will get refreshed automatically on selecting class.

A timetable can have more than one class/session. You can’t mark the attendance for all the sessions at once so you need to select one session at one time and mark the absence for that session first, save the entry. Then select the other class/session and update the absence.

Step 5 – Click on the Get Students button. All the students which are allocated to this timetable will appear.Step 6 – To mark the absence for a student, you can select the tick box appearing against that student for the date on which the student was absent.

When you select the tick box, one number will appear which will represent the absent hours and will be equal to the class/session time. For example, If the class/session for which you are updating the absence is for 2 hrs then on selecting this tick box, 2 absent hours will appear.

If there is any case that student is absent only for specific time then you can edit the number of absent hours accordingly. For example: If student is absent for 1 hr from 2 hrs session then you can edit the number from 2 to 1 after selecting the tick box.

Step 7 – Save the screen after updating the absence by clicking on Save Entry button.

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 mark Results and generate Result Listing Report

In this article

For An Individual Enrolment
Results In Bulk
Student Results Listing Report

This article describes how to mark results for an individual Enrolment and in Bulk, How to generate Student Results  Listing Report.

Step 1 – Open the enrolment for which you want to mark the results from the Enrolment Centre (TEAMS > Student > Enrolment Centre).

Step 2 – Go to Student Result from enrolment centre

Enrolment Centre > Academic > Student Result.

Student Result Screen

Step 3 – Select the relevant result from the Result drop down list and enter the Result Date of the modules and then Save the screen.


Please Note – You cannot enter a Result Date that is in the FUTURE or greater (after) than the Enrolment End Date. A user can only mark progressive results with a future result dates i.e. Continuing Enrolment and Not Yet Started (reported under state requirements).

How to mark Results and generate Result in Bulk

Step 1 – To open the Bulk Module Results screen, go to

TEAMS > Student > Academic > Bulk Result

Step 2 – Enter the search parameters such as Enrolment Between dates, Module Code, Course, Timetable, etc and click on the Search icon (magnifying glass).

The screen will refresh and a list of students will be displayed.


Step 3 – Select the enrolment records for which you want to update the result. Also, enter the Result Date and select the Result Type.


Step 4 – Once all these parameters are selected, click Save. Screen will refresh and the results will be updated for the selected enrolments.

IMPORTANT:  Enrolments with overdue fees will appear in red color.

How to generate Student Results listing Report

Student Results Listings Report is used to generate a list of results based on Enrolment Dates, Result Dates or Result Entry Dates.

Step1- Go to TEAMS > Student > Academic Reports III > Student Results Listings Report.

Step 2 –  Following are the parameters which are present on the report parameter screen:-

General Tab

  • Print Based On – A user can select that how this report should be generated i.e. Enrolment Dates, Result Dates or Result Entry Dates. Based on the option selected, the system will search for proposals within the specified date range accordingly.
  • Start and End Date – This is a date range field and a user can enter a date range for report generation. Once a date range has been entered then the system looks for any results which falls during the date range period specified by the user based on the print option selected.
  • Report As At Date – This is a date field and the system will look for all student results which have been marked as at date entered by the user in this field.
  • Enrolment # – This is a look up option from which a user can select a specific student enrolment for which this report has to be generated.
  • Campus Name – This is a multi-select option for which a user can select one or more campuses.
  • Course Name – This is a drop down look up option for which a user can select one or more courses for report generation.
  • Module – This is a look up icon and the report will only display results for the module which has been selected.
  • Timetable – This is a look up option from which a user can select a specific timetable/academic schedule for which this report has to be generated. The timetable listings in this look up option change depending upon the radio button selected i.e. Active, Inactive or Both.
  • Session – Once the timetable is selected, the classes/sessions will load in the drop down menu. A user can select a session and the report will print only those enrolment records which are linked to the selected class or session.
  • Employer – This is a look up option from which a user can select a specific employer for which this report has to be generated and only those student enrolments will appear which are linked to the selected employer.
  • Print Modules – A user can print this report either for All modules, With Results modules, With Unsuccessful Results OR With No Results.
  • Show Inactive Modules/Competencies and Subjects – This is a tick box and if it is selected then the Inactive Units or Subjects i.e. Transitioned Units or Subjects will also appear in the generated report.
  • Print Attempt Records – This is a tick box and if it is selected then the attempt records will also appear in the generated report.
  • Include Enrolments – This is a drop down option and a user can select options such as ALL, TO START, CURRENT and FINISHED. Depending upon the option selected, student enrolments will appear in the report.
  • Group By – This is a drop down option and a user can select how they wish to group the generated list of student enrolments i.e. By Campus Name, Course Name, etc.
  • Sort By 1 – This is a drop down option and a user can select how they wish to sort the generated list of student enrolments i.e. By Campus, Course Code, etc. User can also specify that whether they want to sort their search results in Ascending or Descending order.
  • Sort By 2 – This is a drop down option and a user can select how they wish to sort the generated list of student enrolments i.e. By Campus, Course Code, etc. User can also specify that whether they want to sort their search results in Ascending or Descending order.
    Please Note – You cannot select same sort by option in Sort By 1 and Sort By 2. The selected option must be different.
  • Generate in CSV Mode – A new tick box Generate in CSV Mode has been added on the parameter screen for this report. While generating these reports, a user can tick this tick box and click GENERATE, the report will be generated in .csv format.
  • Schedule Report Generation – A tick box for Schedule Report Generation has been added in the report parameter screen for every report that can be generated server side. A user can tick this tick box and can select Overnight or Deliver By option. If Overnight option is selected then the system would generate the report for the user overnight and if Deliver By option is selected then a user has to define a date and time at which the report has to be generated in the future.

    Please Note – The time which you are entering would be the QLD time because that’s where our servers are located.
  • IMPORTANT – Only those reports can be scheduled for future generation which are being generated on our servers (i.e. server side). Those reports cannot be scheduled for future generation which are being generated on your computer (i.e. client side).
  • Template – A user can select the report template from this drop down. Customised report templates can be added in the Report Template screen (TEAMS > Setup > Organisation > Report Template Screen) and selected from this drop down.

Advanced Tab

Enrolment Type – This is a multi-select option from which a user can select one or more enrolment types for report generation. The enrolment type user code listings in this look up option change depending upon the radio button selected i.e. Active, Inactive or Both.

Step 3 – Click the Generate button to generate the report and report will be submitted to the server for generation. You can view/download the report from the Report Centre (TEAMS Workplace > Quick Links > Report Centre)

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 allocate Timetables to enrolments individually?

Step 1 – Open the enrolment for which you want to allocate the Training Plan. (TEAMS > Student > Enrolment Centre)

 


Step 2 Go to Enrolment Centre > Academic > Enrolment Subject/Modules screen.

 




Step 3 Enter the Start Date and End Date for the each unit in the date fields.

 


Step 4 After updating all the dates, save the screen by clicking on the Save Entry icon on the top left hand side of the screen.


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!