Tag: what’s New

Change Introduced – Adding customised and formatted text for each course to the ESOS Schedule of Fees by Course/Study Periods

In this article

Change Introduced
Things To Note

With this change, where you upload a document with the formatted text in it against a course, the system will then merge that formatted text into this report where the course is linked to it.

Change Introduced

Some clients have asked us how they can produce ‘special notes/text’ for different courses that can show in this report but also be formatted with bullet points etc.

Previously the only option you had was to use the Course Notes section in the Course/Qualification screen on the Settings tab and then use the merge field for {Course Notes} in this report. However, these course notes were merged as plain text, which was not very practical.

To make this work you must follow these steps:

Step 1 – Create a document with the text that you wish to insert in the ESOS report for a specific course.

For example, for qualification SIT60316 C – Advanced Diploma of Hospitality Management (Commercial Cookery) we want to create a word document with the formatted text as follows:

Step 2 – When you save this document you MUST make sure you save it as a Word 97 – 2004 Document as below:

Step 3 – Log into TEAMS and select TEAMS > Setup > Academic > Course and when the course screen opens use the lookup to search and find the course that you wish to upload the document against.

Step 4 – Go to the Documents tab of the Course/Qualification screen and upload your formatted document in this tab. You MUST remember to select the Document Type of Offer Letter Attachment, as shown below, when uploading your document. This will tell the system to use the text inside this document when you generate the ESOS Schedule of Fees by Course/Study Periods report for the course/qualification.

Step 5 – once you have ADDED the document to the grid, as shown below, don’t forget to select SAVE.

You need to follow the above steps for any course/qualification that you wish to insert formatted extra text into this report before you try generating the ESOS Schedule of Fees by Course/Study Periods.

How the system will merge the extra formatted text into the ESOS Schedule of Fees by Course/Study Periods

Because this report can have multiple courses/qualifications merged into it, we have set the report to merge the extra formatted text after each table that shows the course/qualification break down of fees, as shown below.

First Course

Second Course

Changes introduced – Commonwealth Assistance Notice (CAN)

In this article

Change Introduced
Things To Note

Change Introduced

We have made two changes in this report that include:

New merge fields – we have added the following new merge fields to this report:

{Current Date}

{Student No}


{Course Code}

{Course Name}


{First Name}

{Middle Name}

{Last Name}

{Address Line 1}

{Address Line 2}

{Address Line 3}



{Post Code}



New columns in table – we have added two new columns in the table for Unit of Study information. The new columns include:

Date to send CAN

Date CAN Issued

New Screen – Student AVETMISS Data Clean Up

A new screen ‘Student AVETMISS Data Clean Up’ has been created in TEAMS which gives a list of current student enrolments for which important AVETMISS settings such as AVETMISS flag at student level, AVETMISS State, Started Flag, Module Start and End Dates are missing. This screen is present in TEAMS > Setup > Organisation.

How to use this screen

Step 1 – Go to TEAMS > Setup > Organisation > Student AVETMISS Data Clean up screen. Select Calender Year for which you wish to see a list of Current Students and press SUBMIT button.


Step 2 – After pressing SUBMIT button, the screen will refresh and a list of current students will appear according to the enrolment dates. The list of student enrolments will be displayed on 2 tabs, Started and Not Yet Started based on whether a student enrolment is flagged as started or not. This list will display Yes/No in the Student AVETMISS column depending whether a student is flagged as an AVETMISS student or not in the Student Entry screen. There is a column for Enrolment AVETMISS State which displays what state has been linked to an enrolment and if there is no state linked, then a blank will appear.

The last column ‘Module/Competency has Start and End Dates’ displays that how many modules of that enrolment do have module dates in the Enrolment Subject/Module screen and how many do not have any dates entered. For Ex:- Y:9/N:1 means that there are 9 modules for this enrolment which have module dates linked to them and 1 module does not have any module dates.

A user can click on the Student number or the Enrolment number to open the relevant record for fixing their data.


Step 3 – Three radio buttons have been added on the screen so that a user can select if they wish to see only those students for which either there are no module dates, or student is not flagged as avetmiss or avetmiss state is empty for an enrolment. For Ex:- If first radio button i.e. ‘Show me students which do not have module start and end date’ is selected then the screen will only show student enrolments which do not have module dates in all of their modules. Same is the case for other radio buttons.


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!

Whats New – February no 1 – Transitioning a Student: new process within Enrolment Centre

Transitioning a Student: new process within Enrolment Centre
How do I transition a student from one qualification to another in TEAMS?


There is a new process in TEAMS that allows you to keep only one enrolment and transition a student from one qualification to another. Let’s say you were moving from the old THH training package to the SIT training package and there are students that you won’t teach out but rather you want to move them to the new SIT qualification, you would use this screen to complete this process.

To do this you must follow these steps:

Step 1: make sure the new qualifications are setup in your TEAMS site with the correct competencies/modules linked to them.

Step 2: open the relevant enrolment in the Enrolment Centre and then go to the Action button and select the option of Transition Student as below:

Step 3: the system will open the new Transition Student screen as below:

Step 4: You must enter the Transition Date (this will become an inactive date for the current modules/competencies linked to the enrolment). You then need to select the new course from the dropdown and select the GO button. The system will then load all the COMPULSORY competencies/modules linked to the selected course as below:

where the new course/qualification has competencies/modules that were in the old course/qualification and the enrolment had a result the system will show this as in the example highlighted above.

Step 5:  You can mark any results, for example RPL, DCT etc that you wish for any competency/module listed in the screen and then save the entry. The system will use the Transition Date as the result date for any results you have entered for the new competencies/modules. At this point you have completed the transition of a student from one qualification/course to another within the one enrolment. It is important that you understand some business rules the system has applied for the competencies/modules, results and attendance for the original enrolment.

Business Rules :-

1.You will still be able to see the results for the old competencies/modules in the Student Results screen but they will be read only as below:    

Read only entries will show the competency/module code in black. Any module/competency that was in both the old and new qualification/course will still be active and can have the result changed etc.

2.In the Enrolment Subject/Module screen you will still see the old competencies/modules but as with the student results screen they will be read only and cannot be deleted as below:

3.In the system and viewable in the Enrolment Centre > Attendance tab you will still be able to see the old entries of attendance but you can delete them as below:

4.In all report parameter screens where a report displays the competencies/modules you will see a tick box for Show Inactive Modules/Competencies and Subjects as below:

Only if you select this tick box will the system print all the old competencies/modules for the original enrolment. If you do not select this it will only print the new qualification/course competencies/modules and subjects

5.For the SRC (Student Resource Centre) there is a new system setting For Transition Enrolments Display and you have to select one of the following options that are:
a)All modules/competencies and subjects (including active ones)
b)Only current active modules/competencies and subjects

IMPORTANT :  The system will NOT delete any old competency/module or subject when doing the transition process as they can/will be linked to ATTENDANCE and RESULTS.