Certificates, Statements of Attainment and Transcripts

Creating VET certifications

onCourse includes the AQF recomended templates for full Qualification Certificates, Statements of Attainment and transcripts. Certificates can only be generated from units that students have undertaken at your college. If you wish to include Credit Transfer units, you will need to add these outcomes to the students record before you create the certificate. Go here for more information about adding outcomes.

Creating individual student’s Certificates

Statement of Attainment

1. Open the Certificate window and click on the plus sign to begin creating certificates.

2. Type the student name into the first field. This field is clairvoyant. They student must be in the database and the name entered correctly to proceed. The students suburb and date of birth will be displayed when their record is found.

3. Enter the National Code for the Qualification or Accredited Course you wish to use for the certificate. This is not limited to qualifications the student has attempted at your college, as many units are valid towards a number of qualifications.

4. If you wish to issue a full qualification, tick the box ‘Satisfies requirement for complete qualification’. If you do not tick this box, you will be creating a Statement of Attainment.

5. Select the plus sign to begin adding modules/units from the students record to the certificate. You can add as many as you need – and you must ensure that you only add units that meet the qualification packaging rules of the qualification you selected above. Modules/units selected can be added to this certificate only once, however they can be used again to create other certificates in the future.

6. When the information is correct, select save.

7. Created certificates appear in the summary window. From this window, you can print the certificates. Select file, print and choose which certificates you wish to print. If you have your own certificate paper, select the checkbox ‘use pre-printed paper’. You can also print to PDF to check the certificates manually first, then print the PDF file if it is correct. Each certificate generated is given a unique tracking number. Transcripts are automatically created as a second page to each certificate.

8. If a certificate is created in error, or has incorrect units included, it can be modified or even deleted before it is printed. Once a certificate has been printed, it can not be modified (this includes printing to PDF). If you open the certificate record you will see the date that the certificate was printed. If there was some error in the certificate creation, or if a student requests a reprint, you can revoke the original certificate and it’s certificate number certificate in this window. This security feature helps ensure that revoked certificates are not still considered valid should an employer or other organisation ever need to verify a students certificate with you in the future.

Creating Statements of Attainment for a class group

Creating certificates for a class

1. Open the class window and select the class(es) you wish to create certificates for.

2. Select the cog wheel option ‘Create certificates’. This will automatically create Statements of Attainment and transcripts for each student enrolled in the class. You can create the certificates, but not print them, until each of the outcomes are set. This option is only recomended if most of the students have successfully completed the course, otherwise, as some of the certificates you create will need to be deleted. Units can be added or removed from individual certificates as needed, but only prior to printing.

3. Open the certificate window and print the certificates as needed. Once they are printed they can not be modified.

Creating Certificates of Attendance for non-VET courses

Sometimes colleges run non-VET courses that are not eligible to receive official Qualifications or Statements of Attainment, however the students would still like to receive some recognition that they completed the course. In this case, you may wish to supply the student with a Certificate of Attendance. Please refer to the latest AQF Certification Guidelines regarding the issuing of non-VET certifications, available from your State Training Authority (i.e. VETAB).

1. Open the class window and select the class(es) you wish to create certificates for.

2. Select the cog wheel option ‘Create certificates’.

3. Select proceed and the certificates will be created on in a PDF file to the location you specify. You can then print these certificates as needed. The whole classes certificates are created in the one PDF file – if you only want to print a certificate for one student, locate it in the PDF and use your print functions to print the specific page.

4. You can re-create these certificates at any time – there are no records created in the certificate window as they are not VET certifications.