Category: Academic

How do I enter Student Results in TEAMS?

Explanation:-  Results Entry is a screen you use to mark individual student results for Modules/Competencies as well as Subjects. The information entered within the Student Results screen will affect different areas of the program.

The Student Results screen is broken into two sections:

Section 1: This is where you will see the basic information for the student’s enrolment such as Enrolment Start and Enrolment End date, Qualification/Course code, Campus, DOB, etc.

Section 2: In this section you will see a number of different tabs depending on how you have setup your Course/Qualification structure. As you can see below in section 2 you can see two tabs for Subjects and Competencies/Modules Result History.

If you have setup Subjects and linked them to a course/qualification with no individual modules/competencies linked then you will see this version above. You would mark the subject results in this tab and if you wanted to view/mark results for the modules/competencies linked to the subjects you would select the button to the right hand side for Modules Result.

On the other hand if you have linked Subjects (with modules/competencies) as well as independent modules/competencies to a course/qualification then you will see the version below:

As you can see above you can see the Subjects tab, Competencies/Modules tab and the Competency/Modules Result History tab. The independent modules/competencies are listed in the tab for Competencies/Modules and that is where you mark their results and result dates.

How to:

  • Based on how you have setup your course/qualification structure and whether you have setup subjects or not will depend which version of how to enter results below you need to select.
  • Marking results for Modules/Competencies
  • Open the Results Entry screen.
  • Select the lookup in the top left hand corner of the screen (if you have not opened the results entry screen from the enrolment centre). A lookup will appear and from there select the student/enrolment you wish to enter results for. The selected enrolment will then load in the screen.
  • In the second section find the module/competency you wish to mark a result for and then select the dropdown list for the Result column and select the correct result type.
  • If you wish to enter a date the result was issued enter that date into the Result Date field.

Please note: if you are an AVETMISS college you MUST enter the result date.

  • If you want to enter a score for that module/competency then enter that number in the Score column.

Important: once all of the above information is entered please select the SAVE ENTRY icon in the top left hand corner of the screen.

Marking results for Subjects (where the result will filter to the modules/competencies linked to them)

  • Open the Results Entry screen.

  • Select the lookup in the top left hand corner of the screen (if you have not opened the results entry screen from the enrolment centre). A lookup will appear and from there select the student/enrolment you wish to enter results for. The selected enrolment will then load in the screen.

  • In the second section of the screen you will see the tab for Subjects, find the subject you wish to mark a result for and then select dropdown list for the Result column and select the correct result type.

  • If you wish to enter a date the result was issued enter that date into the Result Date field.

Please note: if you are an AVETMISS college you MUST enter the result date.

  • If you want to enter a score for that subject then enter that number in the Score column.

Important: Once all of the above information is entered please select the SAVE ENTRY icon in the top left hand corner of the screen. The result/result date you entered for the subject will then filter down to the Modules/Competencies linked to the subject. You can view this by selecting the Modules Result button on the far right hand side of the screen for the subject. A new window will open and you will see the modules/competencies for that subject and the results/result dates.

Marking results for Subjects (where the result will NOT filter to the modules/competencies linked to them)

  • Open the Results Entry screen.
  • Select the lookup in the top left hand corner of the screen (if you have not opened the results entry screen from the enrolment centre). A lookup will appear and from there select the student/enrolment you wish to enter results for. The selected enrolment will then load in the screen.
  • In the second section of the screen you will see the tab for Subjects, find the subject you wish to mark a result for and then select dropdown list for the Result column and select the correct result type.
  • If you wish to enter a date the result was issued enter that date into the Result Date field.
  • If you want to enter a score for that subject then enter that number in the Score column.
  • Then to enter results/result dates for the Modules/Competencies linked select the button to the left hand side called Modules Results and from there select the dropdown list for the column of Result and select the correct result type.
  • If you wish to enter a date the result was issued enter that date into the Result Date field.

Please note: if you are an AVETMISS college you MUST enter the result date.

  • If you want to enter a score for that module/competency then enter that number in the Score column.

Important: in the top left hand corner of the screen there is a printer icon that prints the Student Results Listing report for the enrolment you have open in this screen.

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 out of the screen before selecting SAVE ENTRY your entry will NOT be saved. Also, to create a new entry you MUST select the NEW ENTRY icon in the top left hand corner of the screen so the screen can 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.

How to use Enrolment Module/Subject Templates in TEAMS?

Pre-requisites

The pre-requisites for Bulk Results by Subject are:

BP – Course Progress
UG – Enrolment Module/Subject Templates
RG – Student Performance Report

Introduction:

This document explains what Enrolment Module/Subject Templates are; it identifies any important information and will show you how to setup Enrolment Module/Subject Templates .

Aim of this Guide:

To provide an explanation of how to use Enrolment Module/Subject Templates .
To explain the importance of Enrolment Module/Subject Templates .
Show the functions available from Enrolment Module/Subject Templates

Explanation:

This screen allows you to apply a Module/Subject Date Template you have setup to a group/intake of students enrolled into a specific course in bulk. Remember you can do this as part of the proposal or enrolment wizards step 2 > Competencies tab.

By applying a template of module/competencies or subject start and end dates it allows you to successfully follow the TEAMS business process for Course Progress that helps you to manage your compliance for the National Code 2007 Standard 10 Monitoring Course Progress.

How to:

WARNING: If you are wanting to the use the Student Performance report to accurately give performance percentages you MUST make sure the module/competencies have start and end dates and that you follow the TEAMS business process of Course Progress correctly.

Step 1: Open the Enrolment Module/Subject Templates Screen (TEAMS > Student > Academic > Enrolment Module/Subject
Templates).

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Template Name

Step 2: Select the lookup beside the field for Template Name as highlighted above and it will load the relevant parameters for the template as follows:

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Template Name, Student

Step 3: Select your search parameters for the enrolments you wish to apply the dates to. Remember the more specific your parameters are the less time it takes the system to do the search and also the more accurate the enrolments listing will be.Select the Generate Students icon in the top left hand corner of the screen as highlighted below.

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Template Name, Student, Student Name, Search

Step 4: In the grid where the enrolments are listed select the tick box in the Select column for the enrolments that you wish to apply the dates to as below:

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Template Name, Course, Student, Student Name, Date, Start Date, End Date, Save

Step 5: Select the SAVE entry icon in the top left hand corner of the screen as highlighted above. You can then open an enrolment the Enrolment Centre and then select the Academic button and the Enrolment Subject/Module menu option and when the screen loads you will be able to see that the dates have been applied as below:

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Student, Student Name, Course, Campus, Start Date, End Date, Competency, Module, Qualification, Competency Code, Competency Name, Core, Elective, Subject

TEAMS, Enrolment Module/Subject Template, Module, Campus, Enrolment Academic Schedule, Template Name, Subject, Competency, Qualification, Subject Code, Subject Name, Core, Elective

How to setup Resources- class rooms

Step 1: Open the Resource Entry screen by going to TEAMS > Resources > Resources Entry.

Step 2: Select the Resource Type you would like to setup by clicking on the Resource Type drop down and based on the Resource Type follow the below instructions:

Step 3: Enter the Resource Code and Resource Name.

Step 4: Select the Campus/s the Class room is available at.

Step 5: If you are charging for the Class room select the Is Billable tick box and choose the Fee Payable Template and Fee Chargeable Template from the two lookup icons.

Step 6: If the Class Room can have more than one student in the class room select the Multiple Allocations tick box and enter the maximum number of student’s able to study in the class at one time in the Maximum Allocations field.

Step 7: You may have notes you can enter against the Class Room. If you do make sure you enter these into the Notes box.

Step 8: If there are any times throughout the year where the Class Room will not be able to be used, you should enter these dates into the Unavailable tab. To do this:

Enter the Start Date of the period the room will not be available.
Enter the End Date of the period the room will not be available.
Select the Reason icon to enter the reason why the room will not be available.
Select the Add button to add the entry to the grid.

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!

How to create a Module

A module does NOT have to be part of a National Training Package. Typically a module would be linked to an English language course or a State Accredited course. Modules for English Language courses maybe be skills such as Listening, Reading, Writing and Speaking. If you are managing VET Courses such as Certificate I in Spoken and Written English or Qualifications and they have State accredited Modules linked to them, then you will need to set then up in this screen so that you can mark results against then.

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

Step 2: On Details tab, enter the Module Code for the module you are setting up.

Please note: This code is shown in screens throughout TEAMS so your staff/users need to understand the code. It also can be printed on reports as well.

Step 3: If you want to use an abbreviated/internal module code that is different to the official code for the module then you can enter the official code in the Module Descriptive Code field and have the abbreviate/internal code in the Module Code field.

Please note: The Module Descriptive Code field is NOT shown on screens in TEAMS but can be printed in specific reports.

Step 4: Enter the Module Name for the module you are setting up.

Please note: This name is shown in screens throughout TEAMS so your staff/users need to understand the name. It also can be printed on reports as well.

Step 5: If you wish to use an abbreviated/internal module name that is different to the official name for the module then you can enter the official name in the Module Descriptive Name field and have the abbreviated/internal name in the Module Name field.

Please note: The Module Descriptive Name field is NOT shown on screens in TEAMS but can be printed in specific reports.

Step 6: Using the Campus tick boxes select which Campus the Module will be studied at. You MUST select a Campus for the Module otherwise user cannot search and select the Module in relevant screens.

Step 7: You do have to select a result type at the module level.

WARNING: You MUST make sure that result types are then setup in the User Code screen for the relevant result type you have selected so that staff/users can then mark results for the module.

IMPORTANT NOTES ABOUT RESULT TYPES: there are three options to select from the dropdown that are:

Competency Based – Select this for any State Accredited Modules that need to be included in the AVETMISS export. In the User Codes screen make sure that when you setup a result for this Result Type that you also MAP it to the AQTF Result type that is most relevant in the dropdown of the User Codes screen. For example if you setup a result of Comp or Competent then in the dropdown for AQTF Result Type you need to select Competent for it. If you DO NOT do this then no Outcome Identifier will be exported in the NAT files for AVETMISS. It is important to note that in the User Code screen in the Code Type dropdown you need to look for Competency Result Type NOT Competency Based.

For the remaining two Result Types of Descriptive Based and Grading Based it is up to you which ones you use. Most clients separate their Result Types based on Academic Streams, for instance if you have ELICOS and Higher Ed then for ELICOS you may select Descriptive Based result type against any ELICOS module and for Higher Ed you could select Grading Based for any Higher Ed module. That way when a user is selecting a result for Higher Ed modules they won’t see ELICOS result types and vice versa.

Please ignore fields such as Supervised Hours, Unsupervised Hours, Total Hours (they were once used in AVETMISS but now you must enter the nominal hours for the module, where it needs to be included in any AVETMISS Export, on the AVETMISS tab). You should also ignore Has Sub Modules as it is an old feature that is not being supported anymore and will be removed.

Also ignore tabs for Interdependent Assessment, Skills and Knowledge and only if you have setup Assessment Tasks in TEAMS would you see them listed in the Assessment Tasks tab.

Step 8: If your Module is required to be in the AVETMISS export then go to the AVETMISS tab and select or enter the relevant AVETMISS settings for it. IMPORTANT: If you leave this information/setup empty you will get errors in your AVETMISS data submissions.

Step 9: If you have any documents related to the Module, it is a good idea to save them in the documents tab on this screen so you can always access them from anywhere.

Step 10: After entering all the information, select the Save Entry icon in the top left hand corner of the screen to save what you just have entered.

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!