Enrolment Centre Summary Re-design

This article is regarding general and compliance information of student summary section, Enrolment summary section and explaination of their icons.

Before You Start

In TEAMS the Enrolment Centre Summary section looked like this:

Over the years we have added more and more fields to this section and it has now become overwhelming to users. Also a lot of the data is not really relevant anymore and with newer compliance requirements we are being asked to display more information here. So, in a similar way that we have done the new Student/Enrolment Dashboard in TEAMS Lite, we have cleaned up and displayed only relevant data in a refreshing and user friendly way.

Student Summary Section

The new summary section will display the following information:-

Student Name
Student Number
Gender
DOB
Mobile #
Phone #
Email Address – If the email address shows an asterisk * after it, it means that the student has more than one email address.

Icons

House – This icon will display if a student has a local or mailing address along with a tool tip that display the address information in the below format:-

LOCAL ADDRESS

Address Line 1
Address Line 2
Address Line 3
Suburb State Post Code
Country

MAILING ADDRESS

Address Line 1
Address Line 2
Address Line 3
Suburb State Post Code
Country

Phone Icon – This icon will display if the Next of Kin (NOK) information has been entered for a student.

Globe Icon – This icon will display if the student is flagged as an ‘Overseas’ student.

Employer Icon – This icon will display if an employer is linked to the student. The tool tip will display the Employer Name. If you click on the icon, it will then open the Employer in the Employer Centre.

Special Needs Icon – This icon will display if ‘Special Needs’ tick box is set as Yes in the Student Entry screen. If there are any Special Needs notes entered they will display in the tooltip for this icon.

AVETMISS Icon – Where a student is flagged as AVETMISS (Student entry screen > Details tab) this icon will be grey. If the student is NOT flagged as an AVETMISS student BUT enrolment is linked to a course/qualification flagged as VET then this icon will be red.

VSL Icon – Where a student is flagged as VET Fee Help/VSL (Student entry screen > Details tab) this icon will be grey. If they are not flagged as a VET Fee Help/VSL student BUT the enrolment is flagged as a VFH enrolment in the Edit VFH screen > This is a Fee help Enrolment = Yes, then this icon will be red.

USI Icon – Where the student has a USI but it is NOT verified then this icon will be red. Where the USI for the student is verified then this icon will be grey and where the student does NOT have a USI but has an enrolment that is linked to a course flagged as VET then this icon will be red. The tool tip for this icon will change based on the colour as follows:

Tooltip to display when USI is there but not verified (icon is red)

The student has a USI but it is not verified. Please go to Student Entry Screen & verify the USI of the student. If you do not do this, it will cause errors in your AVETMISS data submissions.

Tooltip to display when USI is NOT there but they are enrolled in a VET course/qual (icon is red)

The student is enrolled in a VET course/qualification but does NOT have a USI, this will cause problems for your AVETMISS submissions.

Enrolment Summary Section

The new summary section will display the following information:-

Campus Code
Course Code
Enrolment Start & End Dates
Total Weeks, Study Weeks,  Holiday Weeks
Enrolment Outcome – This is an editable field
Attendance Percentage
Commenced Qual and Completed Qual Status – This is an editable field

Icons

General Information

Started & Finished – S and F icons will permanently appear in grey colour but when a user sets the enrolment as started, the icon colour will change to green and same for finished i.e. when it is set as finished, the icon will change to green.

Agent Icon – This icon will display if there is an agent linked to the enrolment. If you click on the icon it will open the Agent in the Agent Centre. There would then be a tooltip showing:

Agent Code, Agent ID, Agent Name

Account Manager Icon – This icon will displays if there is an account manager linked to the enrolment. A tool tip will show the Account Manager name.

Trainer Icon – This icon will display if there is a trainer linked to the enrolment in the Enrolment Subject/Module screen > top section NOT in the grid. A tool tip will show the Trainer Name.

OSHC Icon – This icon will display if there is an OSHC Provider linked to the enrolment. A tool tip will show the OSHC Provider name.

Accommodation Icon – This icon will display if there is an accommodation provider allocation linked to the enrolment. A tool tip will show the Accommodation Provider name. Where there is multiple accommodation provider allocations, the most current one will be displayed. If you click on the icon it will open the Accommodation Provider in the Accommodation provider entry screen.

Enrolment Summary – Compliance Information & Alerts data to display

Attend– This field displays the ‘Rolling Attendance – Current’ and ‘Rolling Attendance – Overall’. ‘Rolling Attendance – Sick’ will only appear if absence timetable is linked to the enrolment. It will not appear if presence timetable is linked to the enrolment.

Student Progress – This field displays 3 counts that are:

#/## – This is the same as what you see in the student results screen at the bottom of the grid, which is Total results/Total modules.

SP % {##} – The system will do the study period course progress calculation that it would use if the user went to the TEAMS > Student > Academic Reports III menu > Student Performance Report and selected the parameters of:

Subjects or Competencies – Competencies
Module Start & End Dates – use the enrolment’s current study period start & end dates
Report As at date – use today’s date

EP % {##} – The system will do the study period course progress calculation BUT uses the enrolment start and end date to do the overall progress % for the entire enrolment period for the student, not just the study period date range. So EP stands for Enrolment Period.

Total Points: {##/##} – This is already in enrolment centre as Total Points Achieved/Required. It will show the numbers and then have a tool tip that shows as follows:

This is the Total Points Achieved/Required counts.

This icon will not show if the course/qualification linked to the enrolment has NOT been setup with the Total Points Required.

Contract Type – This field will only show if there is a purchasing contract linked to the enrolment in the Edit AVETMISS tab.

Program Status ID – This field will only show if the enrolment has an enrolment AVETMISS state = Victoria. It is an editable field.

Comm. Qual Status – This is the current Commenced Qual field, it is also an editable field.

Comp. Qual Status – This is the current Completed Qual field, it is also an editable field.

Results Issued – This is an editable tick box.

Parchment No & Date – This label and data only shows if the information has been entered.

Finance Icon – When an enrolment has any student financials linked to it, then the finance icon will display permanently. The tool tip will display the following information:

Total Owing/OVERDUE: $##,###.##/$##,###.##

Total Invoiced/Receipted: $##, ###.##/$##, ###.##

First Installment: $##,###.##

This icon will appear RED in color if there is an overdue invoice present for the enrolment, otherwise it will be grey.

Intervention Icon – This icon will display if there is an active intervention. A tool tip will show the intervention name and information.

Visa Icon – If the enrolment loaded has visa information linked to it then this icon displays and in the tool tip the Visa/eCoE information is displayed.

LLN Icon – If a user clicks on this icon, two editable tick boxes will appear i.e. LLN Required and LLN Support Plan created.

Compliance Warning Icon – This icon will only appear if there are some settings missing for the student which will impact compliance-related rules and regulations such as AVETMISS, VSL, and USI, etc. Once a user clicks on this icon, a pop-up screen will open with a brief summary of all the compliance warnings.

Things To Note

If the enrolment does not have any modules/competencies linked to it, then the student progress cannot be calculated so the enrolment center summary section will display as shown below:-

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!