Category: Admin

Intervention Screen

When you initiate an intervention with a student for one of their enrolments, this screen allows you to capture and monitor the level of intervention they are placed on, when it commenced and what the outcome is. 

The Intervention Status screen can be accessed from the Enrolment centre > Academic button > Intervention menu option. Based on client’s feedback, we have introduced the following new fields on this screen –

  1. Warning based On

  2. As At Date

  3. Warning Start Date

  4. Warning End Date

  5. Next Appointment Date

  6. Last Appeal Date

Warning Based On – Warning based on would be used to identify that you have placed a student on a trial or warning period and there would be an outcome to this period. This field allows you to define that period of time with either a finish date using an As At Date or for a period of time with a start and end date. The options in this dropdown are system coded, which means you cannot add or remove them.  The options are: 

As At Date – when you select this option the As At Date field will show and it will be mandatory and you won’t be able to add the entry into the grid to save until you have entered a date.

Warning Period –  when you select this option the date fields for Warning Start Date and Warning End Dates will show and they will be mandatory. You will not be able to add the entry to the grid to save it until you have entered dates into both fields.

Next Appointment Date – where you are meeting with the student to monitor their intervention you can use this field to enter when you next meeting is with them so that it can be used as a merge field in your email, SMS and report templates to send the student messages or a letter.

Last Appeal Date – by entering the last date for appeal for the intervention you can then use the merge field in your email, SMS and report templates to send the student messages or a letter.


Where you initiate and add an intervention status to the grid and save, the system will then display an “i” icon in the Enrolment Centre > Enrolment Summary > Compliance Information & Alerts section at the bottom. Only when you update the intervention entry in the Intervention screen with an Intervention Outcome that is successful will the i icon on the Enrolment Centre disappear.

Prospects Entry Screen

You can watch the video below and also read the step by step guide.

Details tab

Local or Overseas Student field – Previously when a user selected the option for Overseas and did not select anything for the sub option of Onshore or Offshore and tried to save the entry, the system would not let them save their changes.

We have changed this so that if the prospect student is NOT flagged as AVETMISS but they select the Overseas option, they will be able to save without having to select Onshore or Offshore.  This option only becomes mandatory when the prospect student is flagged as AVETMISS.

Preferences tab

We now have added a new label to Multi select the Accommodation Preferences and this label can be found under TEAMS > Marketing > General > Prospect Entry. Once the screen loaded, the new label will only appear when you tick the Require Accommodation tick box under Preferences Tab.

A user can select more than one Accommodation Preferences from this lookup and the system will display the selected values as comma separated.

 

In addition to the above, the above selected Accommodation Preferences (Accommodation Provider categories) will get selected by default on Accommodation Provider Search screen (Path: Proposal Wizard > Accommodation Tab > Search Accommodation Provider screen) which will be accessible from package Proposal screen. You can search, allocate and select fees as per usual while creating the Proposal.

Student Entry Screen

We have made a number of changes in this screen that include:

Details tab

Local or Overseas Student field – previously when a user selected the option for Overseas and did not select anything for the sub option of Onshore or Offshore and tried to save the entry, the system would not let them save their changes.

We have changed this so that if the student is NOT flagged as AVETMISS but they select the Overseas option, they will be able to save without having to select Onshore or Offshore.  This option only becomes mandatory when the student is flagged as AVETMISS. 

Overseas Information tab

We have added a new date field in this tab for Passport Expiry Date.

This date field has also been included in the following screen:

  • Enrolment Centre > Visas tab

We have also added a new merge field for {Passport Expiry Date} in  the Enrolments Mail Merge Report.

Test Results tab

This is a tab where colleges can log any results of testing students in a simple way. For example a CRICOS colleges could store the IELTS or PTE score that a student received and added as part of their application process. Or if you have a non-ELICOS (English) type test, you could setup the Test Name and mark an overall score of it and ignore the columns for L:, R:, W:, S: & G: etc.

In this tab we have added a number of new fields for:

G: Score – this would traditionally be used as part of the L: (Listening), R: (Reading), W: (Writing) and S: (Speaking) fields that an ELICOS or any RTO that wishes to record ELICOS scores for a student. G is for Grammar.

This field has also been included in the following screen:

  • Enrolment Centre > Test Results

Test Location – this is a new User Code field.

This means you can setup the options that you see in the dropdown in the User Code screen. The Code Type to use for this dropdown is Test Location.


Important: This dropdown and the options you create in this screen for it, will appear in the Student entry screen on the Test Results tab.

You can setup all of the different testing locations that your student have their testing for IELTS, PTE etc done or where you do internal testing at your college you could have an entry for that as well.

Notes – This is a notes box that you can just enter extra information regarding the test or what you have received from the student or agent relating to the test entry that are adding.


Important: You can also see the new fields under Student Centre and Enrolment Centre’s Test Results tab.

For more details, Please watch the video below:

How to create Email Templates in TEAMS

How to create Email Templates in TEAMS

To create email templates in TEAMS goto:

 TEAMS>> Marketing>> General>> Email Templates
 

 

The email template screen opens. Enter the Email Title, this is only visible to TEAMS user for eg, Test Email Template.

The next field is the Email Subject field, this is the subject line of the email which will be visible to the students/enrolments when they receive this email. You must add this field very carefully.

Template Type field lets you decide as to where you want to apply this template, i.e. for students, or enrolments. The student will not have the course information because he may have been enrolled in more than one course, so to create a very course specific enrolment template Enrolment must be selected.

Depending upon the Template Type parameter the Available Fields dropdown will display the values differently. If Student type is selected then the enrolments field won’t be visible here. Once all the parameters are selected, you can start typing the email along with the Merge fields or the Place Holders by adding them. For eg, you want system to pick First Name of every student at the start, after entering Dear search for the First Name place holder, put the pointer where you want to put the Place Holder for First Name and click Add.

You can add as many merged fields/place holders as you want like Student No, CRICOS Course Name etc and type your email content.

You can tick the tick box Display in Trainer Portal if you wish to use this template in Trainer Portal.

Click on the Save icon and email template will be created automatically.

You can use Email Merge screen to send emails.

Changes in Results Achieved Report

Following new changes have been made in the Results Achieved Report. This report is present in TEAMS > Student > Academic Reports III menu option.

  1. New multi-select look up for Module Code – A new multi-select look up icon for Module Code has been added in the report parameter screen from where a user can select one or multiple modules/units and generate the report. The system will look for all the student enrolments linked to the modules/units selected and present within the date range entered.

2. New tick box for Enrolment with Selected Module/s but No results – A new tick box for Enrolment with Selected Module/s but No results has been added on the report parameter screen.

If this tick box is ticked, the system will print a second section in the report which will only display enrolments linked to the modules/units selected above and within the date range entered but do not have any result marked for that unit.

3. New Group By option for Module Code – A new group by option for module code has been added by using which enrolments linked to a specific module/unit will be grouped upon report generation.

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 System Setting – Alt Seq # = 0 do not consider in new sequence checks

This article describes New System Setting – Alt Seq # = 0 do not consider in new sequence checks.

Change Introduced

In TEAMS, there is a system setting ‘Auto-populate training plan dates’ by using which training plan dates i.e. module start and end dates can be calculated by the system automatically.

However, some RTOs have reported a problem in this system setting. If this setting is turned on, then TEAMS calculates training plan dates automatically for all the units or modules regardless of the results linked to them.

This process is fine for units which a student must study within the course but for any RPL or Credit Transfer units, these auto generated training plan dates are wrong.

So, we have introduced a new sub-setting by using which the system will not calculate training plan dates for units or modules where alternate sequence # has been entered as 0 (zero). For all the other units (wherever the sequence # is present) the training plan dates will be calculated as per normal.

Things To Note

The new sub-setting will only be visible If –

  • The primary system setting ‘Auto-populate training plan dates’ is turned on.

  • Option for auto-calculation is selected as Enrolment Subject/Module screen (Alternate Sequence #) OR Both.

  • This setting will not appear for Course Sequence # radio 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!