Creating Classes

Contents

onCourse Terms and Definitions
Working with Classes
Special Class Functions
Class Record Tabs
General tab
Tutor tab
Budget tab
Timetable tab
VET tab
Web tab
Notes tab
Enrolments tab
Attendance tab
Outcomes tab
Creating Classes
Adding RTO and VET data to class records
Publishing classes online
Working with classes that have enrolments
Marking Student and Tutor attendance

onCourse Terms and Definitions

Course

A course is the training product delivered by your organisation. For example: Computers for Beginners, Advanced Jewellery Making or MYOB for Professionals. A course can be given any course code to identify that course uniquely.

Class

A class is the instance of a course run at a particular time and date, led by one or more tutors and with a group of students enrolled. Classes may meet for one or more sessions depending on the subject outline and timetable.

Timetable

Each class has a timetable which represents each meeting between the students and the tutor(s). The timetable can link to rooms and sites and each session in the timetable has the flexibility to be allocated to a different tutor or a different room.

Students

A student is a person enrolled in a class.

Working with Classes

Navigating the list and record windows

All records in onCourse can be viewed in either a list view or record view. You need to open the list view to access individual records.

To access the class records go to either the splash screen and click on Class or the onCourse menu CoursesClasses . This will open the Class list view window.

The onCourse list view

  • Parts of the window - On the right hand part of the window are the class records listed in a summary view. The title bar shows you how many records you have. The top section of the window contains the search function and the add and delete records button. You will also find a cog wheel button that allows for special functions for one or more records in the list. In the left hand side of the list window are quick searches to enable you to work with groups of data.

  • Record Summaries - The list of records in this window allows you to enter a record by double clicking, or select the record to perform special functions by single clicking. A selected record will be highlighted. You can select one or more records in the list by using shift-click to select a range, or control-click to select a group of individual records.

  • Columns and sorting - Column headings can be used to sort records in the list. Click on the header to sort in alphabetical order. Click it again to sort by reverse alphabetical order. You can also drag the columns around and modify their width to set your preferred layout.

  • Quick Search - By typing the first few letters of the course name or code into the quick search field, you can reduce the list of records to those that match.

  • Advanced Search - Advanced search can be accessed by clicking on the Magnifying glass image in the quick search field. This will open the query editor to allow you to choose which fields and which data you want to search on. You can add multiple criteria to your searches.

  • Saved Searches - After performing an advanced search, you can choose to save the search parameters to allow you to quickly run the search again. To save a search, click on the cogwheel within the query editor and select 'save find'. The saved search will appear in the left hand part of the window.

  • Tag Groups - Any tag groups you have created that relate to classes or their parent record, courses, like Subject, will appear here. By checking any of these check boxes you will see the list of records on the right hand side reduced to records that match that criteria. You can tag records in bulk by selecting a group of records on the right and right clicking on a tag name on the left.

  • Core Filters - Core filters reduce the list of records to those that match the filter criteria. By default, most onCourse windows open with filters applied so you are only working with your current records. You can switch core filters on and off by ticking the checkboxes. By default, each time the class window opens the core filters of current classes and future classes are selected. You can check the other core filters as needed.

Tip

Filters and searches work together in onCourse. If you run a search and do not see the result you expect, this may be because a filter that is checked is preventing the record you are searching for from being displayed.

You can enter a class record by double clicking on it in the window.

The full class list view

Colour Codes

  • Red - This class is full and can no longer accept enrolments

  • Green - This class has reached the set minimum number of enrolments to go ahead, but there are still vacancies remaining for other enrolments.

  • Orange - This class has taken some enrolments, but not enough to fulfill the set minimum requirements to go ahead.

  • Grey - This class has yet to take any enrolments.

  • Cross - This class was cancelled.

Colour codes are a quick indicator of a class's popularity

Special Class Functions

The cog wheel - used to perform special actions to selected classes

On the classes list view you will see a cog wheel icon on the right hand side of the window. If you highlight one or more classes in the list and then click on the cog wheel, a drop down menu will appear offering a range of different options. Some of these functions are only available through the cog wheel, while others are options that you can set in an individual class, but though the cog wheel can set for a group of classes.

  • Send message to students from x class - This option allows you to send email and/or sms, or postal messages to students enrolled in the selected class or classes. You might use this option to let all the students enrolled in classes with a particular tutor know that their tutor is sick and classes this week are cancelled.

  • Send message to tutors from x class - You can contact the tutor from one or more classes using this options. You might use it to notify all tutors who are teaching this term of a staff meeting.

  • Duplicate x class - To create another instance of an existing class, the duplicate function will save you the effort of setting all the information again. Need to offer another class in a fortnight? Duplicate the class and move it forward by 14 days. You can also move a whole term of classes forward to the next term in one action. When duplicating a class with a payment plan, the payment plan structure is duplicated across as well.

    These options are saved separately for each user, so the next time you have to duplicate a class the previous selections you made should be saved and carry over.

    Duplicating a class

  • Cancel class - If a class is not viable, you can use this cogwheel function to cancel it and create credit notes for all the enrolled students. Students can't enrol in cancelled classes.

  • AVETMISS export - Exporting AVETMISS from the classes window allows you to export the data for one or more classes for a funding submission. A whole term or year's worth of data can be exported from the Export window.

  • Create certificates - For VET classes, this will create Statements of Attainment or Qualifications for all eligible students. For all other classes, this option will create a Certificate of Attendance for all enrolled students.

  • Generate payslips for x class - Use this option to create payslips for a selected group of classes.

  • Show class on website - You can add classes in bulk to your onCourse website with this option, instead of doing it one at a time in the individual class window.

  • Remove class from website - Use this option to remove classes in bulk from your onCourse website.

Class Record Tabs

General tab

This is a summary tab for the class showing information like the timetable summary, fee and applicable discounts, tutor summary and important notes regarding whether the Class running costs have been met. You can also flag a given Class as Self Paced, if the Class does not have a set timetable. This is a very important tab as it allows you to change the status of the class. You can select from the following options:

  • Enrolment disabled - this means no one can enrol in the class via QuickEnrol or your website.

  • Enrolment allowed - this means enrolment is allowed via QuickEnrol, but not online. This is the default value of a class when it is first created.

  • Enrolment allowed and visible online - displays the class on the web and enables enrolment everywhere.

  • Cancelled - all enrolments have been cancelled, and no new enrolments can be taken for this class. This option can not be selected from within the class record - use the cog wheel from the class list window to cancel a class. Cancelled classes will still display on your website unless you choose to remove them using the cog wheel.

As well as all this, the general tab has a handy summary above the status drop down menu:

  • Timetable Summary - including number of sessions, start and end dates (if applicable), Site and Room information

  • Budget Summary - including Class fee which can be adjusted via the edit link to amend the fee amount.

  • Discounts fee rates applicable to this Class

  • Indicative information on number of enrolments required to meet the Class running costs

  • Tutor Summary - listing all teaching staff assigned to the Class

  • Tags - any class specific tags that have been attached to this record

  • Message alert for operator - important information you wish to share with your fellow onCourse users about this class e.g. 'remind enrolling students there is no class on the Queen's Birthday long weekend'. The copy entered here will appear in red text inside QuickEnrol when this class is selected for enrolment. This information is not published to the web.

This overview and these calculations are designed to show you at a glance if the class is financially viable based on the budget expenses and current enrolment numbers.

You can also set minimum and maximum enrolment ages for the class in this window. These restrictions apply only for enrolment in this particular instance of the class, and will prevent students without a date of birth from enrolling in this class, as well as preventing students who don't meet the age requirements from enrolling.

Example of content within the Class general tab

Self paced classes

If you select Self Paced learning within the general tab, the tab will update to display additional fields for the operator to add the Maximum days to complete and the Expected study hours for this Class. You can also select a Virtual sitefor this Class. Please note that by nominating that the Class is to be self paced, the Class record will no longer display the Timetable tab, as this is not relevant for a Class with no set timetable. Any sessions you have previously created in the timetable will be deleted when you set a class to self paced.

Set the maximum days to complete and expected study hours within the General tab of the Class record

Note

When setting a given Class as Self Paced, the start date and end date for the student outcomes are set as follows:

  • Start Date is the date the student enrols in the Class

  • End date is the start date plus the maximum days to complete that has been set for the Class via the General tab.

Self paced classes display online similar to a timetabled class. The words 'self paced' appear in place of the start and end dates and instead of a fixed duration, show the words approximately xx hours' based on the expected study hours you set in the class general tab. As there is no start or end date, self paced classes will display online and available for enrolment until you choose to change their status and remove them from website display.

This is an example of a self paced class which has been enabled for online enrolment

Tutor tab

This tab allows you to add one or more current tutors to the class. If the tutor has an employment end date in the past, and is no longer and active employee you cannot select them in this tab. You will need to go to their contact and remove the end date before you can add them to a class.

Tutors roles can be selected, tutors can be confirmed and tutor payrates set. You can also choose if the tutor is to be published as part of the class promotional material, either online or in a printed format. Select the "Show this tutor in class information" checkbox to have the tutor appear on your onCourse website linked to the class and in any exports or reports you run.

If you show you tutors in your onCourse website, this also allows their associated profile picture, resume/bio and links to other classes they are teaching to be displayed.

Tutor roles are defined in the onCourse preferences > Tutor roles. This is where you can name the roles specific to your organisation and set the default pay rates that apply to a tutor of this role type. More information about this feature can be found in thePayroll Chapter. You can override the payrate that applies for this particular instance of the class where needed, while keeping the relationship to the original tutor role name.

Tutors can use their skillsOnCourse portal to confirm their availability to teach the class, or you can manually set the date they confirm in their tutor record.

If you select the option 'Add the selected tutor to all class sessions' the tutor will be ticked against each session. This will create a payroll line for the tutor for that session. You can check and uncheck each tutor per session in the timetable tab.

Edit view of Tutor window to allow a Tutor to be assigned and tutor role to be set

Budget tab

The budget feature is enabled with some paid onCourse support contracts. Check your college's support agreement to see if this feature has been enabled for your organisation.

Class budgets allow users to add additional income, expense and wages lines to assist your program coordinators to determine the profitability of a class. In addition to the income collected from your current enrolments, you can predict the income and expenses you will incur for any projected number of enrolments.

This function can be particularly useful for long term income planning. For example, if you are in a position to schedule your classes a year in advance, you can predict the income for each class based on the class budget. Throughout the year you can compare your actuals to your predicted income and see how you are tracking against the budget.

For more information about how to create a class budget and track expenditure and income for classes, visit budgets

Timetable tab

The timetable tab is used to create sessions for your class, from here you can set the following:

  • Site and room

  • Tutor(s) assigned to deliver each session

  • First session starts - The start time and date of the first session of the class

  • Session Duration

  • Payable time - the time payable to the tutor, for example this could be shorter than the session duration by 30mins to account for an unpaid break, or longer than the session duration to account for coordination duties

  • The session repetition schedule e.g. 10 sessions x 8 weeks

  • Training plan (for courses with multiple units of competency attached)

  • Private notes (for scheduling or equipment notes)

  • Public notes (for session content you want to publish to students and the web)

The timetable tab let's you view the class sessions in different visual formats, via switching the tabs on the bottom on the page between:

  • Day

  • Week

  • 8 Weeks

  • Month

  • List - offers a summary of all sessions and their attributes like start date and time, tutors and duration.

In the class timetable, you can also see if any sessions or resources you have chosen conflict with other existing bookings. This might be other classes in the same room, or with the same tutor, or unavailability bookings across the whole college, or linked resource.

If the parent course of your class is linked to multiple units of competency you can use the class timetable to create a training plan. By default, all outcomes will be set to be delivered on all sessions of the class, meaning the start and end date of each student outcome will default to the start and end date of the class. More information about creating training plans is available in the RTO chapter

Each session can also have it's own public and private notes. Public notes are designed for information you want to publish to students like the training content of each session. Private notes are for internal notes like resourcing or room configuration issues you want to record for the delivery of each session.

This class shows a number of sessions with double booked resources

Adding public and private information to class sessions

Click on a single session in the timetable tab to view the fields for adding public and private session information.

The public information will appear on your onCourse website, to provide additional information to students enrolling in the class about the content they will learn each session, or any special instructions for materials they need to bring for the session.

You can also use rich text in the public notes field, as per other web information fields, to format information into lists, or separate with headings. This information will also appear inside the student and tutor portal for the session. The tutor will also see the private notes.

The private information will appear on printed reports that your venue coordinators can be given. Private information may be useful for recording information like, TV & DVD player needed for this session. The report 'Class Timetable Report - Planning' can be accessed from the site, room or class print menu.

The public and private notes fields in the session

The public notes showing in the session information hover on the website

The public notes showing at the end of the class page on the website

The tutor portal view shows both the private and public notes recorded for each session

VET tab

This tab relates to RTOs. AVETMISS reporting defaults and VET Fee Help funding source information can be set here for the whole class group, and modified on a student by student basis via their enrolment or outcome records as needed. You can also suppress all data related to this class, including it's enrolments and outcomes from reporting by choosing the 'Do not report for AVETMISS' checkbox.

Please note some of these reporting fields are state specific. This is indicated in the field label. The default values of the 'Delivery mode' and 'Funding source national' can be set in the general preferences AVETMISS tab.

The Qualification and nominal hours shown here are based on the values set for the qualification and units attached to the parent course. A summary of the classroom hours (from the timetabled sessions) and student contact hours (nominal hours multiplied by the number of students enrolled) is also displayed.

You can override the hours reported for this class by editing the reportable hours field. It will default to reporting the nominal hours, or the classroom hours if no nominal hours have been supplied. The reportable hours field allows you to enter numbers with decimal places, but this value will be rounded to the nearest whole number during the AVETMISS export process, as per the requirements of the standard.

The class vet tab, with the VET Fee Help fields displayed

Web tab

You can add class specific web information to this tab to appear in the public website, in the student or tutor portals or as part of your private record keeping for this class. Class specific documents and attachments can similarly be uploaded and cloud-stored in this tab to be displayed either publicly, in the student portal or privately hosted for internal use.

Most advertising information will come from the course record's marketing tab. Content added to the class web tab will appear in the class display box with the heading: Important information. It is recommended that you only use this field for limited content, like 'Funding available for existing workers' or 'This class is assessment only for RPL/RCC candidates'.

Example of content in the class Web tab displayed within the class summary

Notes tab

This tab allows you to make your own internal notes regarding the class. These are not published to the website.

You can add a new note in the 'New note' field at the top of the tab. Below this will show you a list of previous notes created, these fields are not editable. Each of these entries has the date and time it was created, along with which user created it.

Enrolments tab

You can see a list of the students enrolled on this tab. The list view is quite simple, it shows you four columns:

  • Name

  • Class

  • Course name

  • Status

Only students who currently have a status of active are enrolled in the class. Student's you see on this list with statuses of cancelled or credited have withdrawn from the class and are no longer counted in the enrolment totals.

You can click on the open record icon next to the student's name to open their full record and confirm details of their payment status, contact details or previous enrolment history.

Double clicking on a record in this list opens the students enrolment record for this class, allowing you to change details relating to the student's outcomes, funding or fees.

Enrolment tab of Class Record including links to student records

Shortcuts in the Enrolment tab

You can open up Quick Enrol with a pre-populated class by clicking on the '+' symbol at the top right side of the enrolment tab.

Opening Quick Enrol with a pre-populated class from the enrolment tab of a class edit view

You can also open up the 'cancel an enrolment sheet' by highlighting an active enrolment and click on the '-' symbol at the top right side of the enrolment tab. This process works the same way as if you were doing it from the Enrolment list view. More information about this can be found in the Cancelling Enrolments chapter.

Attendance tab

For each session created, and each student enrolled or tutor attached to the class, an attendance record will be created. Both students and tutors can be marked and you can add notes to the attendance record. The percentage attendance will be calculated. Tutor attendance is used for payroll calculations. You can mark a tutor or student with the following drop down options by clicking on 'mark all tutors' or 'mark all students or by clicking the individual dates listed:

  • Attended - accompanied by a green tick

  • Absent with reason - accompanied by a grey cross

  • Absent without reason - accompanied by a red cross

  • Partial attendance- accompanied by a clear tick

  • Not marked - accompanied by little icon of person

You can also add notes to attendance records e.g. provided medical certificate. You will also see a calculation of the percentage the class the student has attended, to monitor the student's attendance requirements.

Sessions that are marked as attended, partially attended (minutes of attendance) or absent with reason will contribute to the student's positive attendance percentage calculation. Sessions that are marked as partially attended (minutes of non-attendance) and absent without reason will contribute to the student's negative attendance calculation. Sessions not yet marked do not contribute to the overall calculation of attendance, nor do sessions marked in advanced (attendance marking for days after today).

When a student's attendance percentage is 80% or higher, a green tick will accompany the calculated result.

When a student's attendance percentage is between 70% and 80%, a yellow alert icon will accompany the calculated result.

When a student's attendance percentage is less than 70%, a red warning icon will accompany the calculated result.

Clicking on each of the individual icons will cycle between attended (green tick); absent without reason (red cross); and back to the unmarked (person icon) options. To enter an absent with reason or partial attendance option, right click on the icon. A sheet will drop down allowing you to specify more information.

Students showing different attendance statuses and percentages

Outcomes tab

This is a tab relevant to RTOs. The summary of the training plan created in the class timetable is displayed in the top half of the window.

For each enrolled student, all the applicable outcomes for the class are shown here. For each unit of competency set in the parent course, the students enrolled will have an outcome record. Outcomes can be set and modified here. The list view contains the following columns:

  • Module/Course - the name or the module or unit of competency

  • National code - code of the module or unit of competency

  • Name - enrolled student's name

  • Status - click on this field to select and set and outcome status. By default, all outcomes will be set to 'not set' until a value is defined.

  • Start date - the default value in this field is inherited from the class training plan e.g. the first session date where this outcome is selected. Click in this field to override the start date for an individual outcome.

  • End date - the default value in this field is inherited from the class training plan e.g. the last session date where this outcome is selected. Click in this field to override the end date for an individual outcome.

  • Delivery mode - the default value in this field is inherited from the class VET tab. Click in this field to override the value for an individual outcome.

Each of these columns can be used to sort the list of data, and each record can also be double clicked on to see and edit more options relating to the outcome.

You can also select a series of outcomes and right click to set the outcome status to 'Competency achieved/pass' in bulk.

Creating Classes

Creating an instance of a course

It is very important that before you try to create a class you have already created a course.

Through the classes screen you can:

  • Create classes and make them ready for enrolment

  • Allocate rooms

  • Assign Tutors

  • Set the price of classes and applicable discounts

  • Create sessions and timetables

  • Keep check of enrolments

  • Update budgeting information

  • Enter and update your VET funding information

  • Enter student outcomes and mark attendance

  • Publish your classes on your website ready to take online enrolments

When you create a class, you bring together all the different elements of data that you have already entered into onCourse. Information relating to tutors, courses, sites and rooms etc. gets linked through the classes screen to create the event that is your class.

For example when you assign a tutor to a class through the class screen, this information is also duplicated on the tutor's contact screen. So when you look at that tutor's screen you will see what class, which location and when the tutor is scheduled to teach.

Once you have created a class, if you wish to offer the same program again, but starting on a different date, it is a simple process to duplicate the class. This allows all the information you have already set up to be copied into a new class, but moves the sessions forward to your new start date. You can also manage class duplications in bulk, copying all your classes from one semester to the next.

Tip

Many colleges develop special codes to assist in identifying classes in groups like categories or regions to make them easier to remember and search on. A simple method is to number or alphabetise the classes. For example if your course is Dancing For Beginners and the course code is DFB, you may wish to create the class code for the first class of this course as "01". This will then allow future classes in this same course to be listed in order i.e.. 01, 02, 03. When you duplicate the class the final number will automatically increment.

Example 8.1. How to create a new class

  1. Open the class list window, click on the + button in the top right hand corner of the screen. A new class screen will open to the general tab.

  2. All classes must be linked to a course you have already created. Begin setting up your class by typing the course name and select it from the drop down list. Once you have entered the course name you will see that the course code is automatically displayed in the 'Course code' field.

  3. The next available class code will be automatically assigned, however you can change it to a code of your choice. Your class code must be unique; that is a code not used by any other class already created for that course. Please note that the class code must not have any spaces or hyphens between characters. The pink coloured field will change from invalid (pink) to valid (white) once you have entered your information correctly.

  4. Complete any relevant fields on the General tab, such as if the class is self paced, has an aged based enrolment restriction or requires a message alert.

  5. By default, your class will be set to a status of 'Enrolment allowed'. Change it if needed to another status.

  6. Now go to the tutor tab. This is where you can assign tutors to classes. Click on the + sign on the right hand side of the screen. A drop down sheet will appear. Type the tutor's name in the tutor field, surname first. This is an auto complete field so once you start typing, a selection of tutor's names you have previously entered will be listed. Select the tutor you want from the list and complete the appropriate information in the tab.

  7. Repeat these steps to enter an additional tutor or course supervisor.

  8. Go to the Budget tab to set the class fee. It is important if your college has multiple income accounts to select the correct account for the class during the setup phase.

  9. To set a student fee for the class firstly, select whether or not to charge GST for the class or N for no GST. Make your selection then either enter your student fee exclusive of tax in the field 'Amount' or enter in the total fee including tax in the 'Amount inc tax' field. Which ever field you enter, the value of the other field will be automatically calculated.

  10. Add any applicable income, expense or wage items using the + button in the top left hand corner of the budget tab.

  11. Your class will automatically have the default minimum and maximum enrolment numbers as per your general preferences. Update these numbers as applicable for this class, and enter the number of your predicted enrolment numbers in the 'Projected' field.

  12. Add any class specific information that is required to the web tab or notes tab.

  13. For a self paced course, save and close the record. For a class with timetabled sessions, move on to the timetable tab and complete the steps from the example 'How to create sessions'.


Example 8.2. How to create sessions

The following is a detailed example of how you would add sessions for a class on different days of the week. This example will use the scenario of a user wanting to add 10 sessions on consecutive Mondays and Wednesdays and a final session for assessment on a Saturday.

  1. On the timetable tab enter the start date and time for the first Monday session. In onCourse, the date and time share a field, so you need to type something like 22/9/2014 9am. You can also click on the calendar icon to use the date selector tool to find the start date of your choice.

  2. Enter a duration for the session in hours and minutes e.g. 8 hrs. If the tutor will not be paid for the full duration for the session (e.g. an unpaid lunch break) change the value in the payable time option. Note that changing this value will effect all tutors attached to this session who are paid at an hourly rate.

    Select from the tutor list any tutor(s) you wish to assign to these sessions.

    You can have a different value for the session duration and for the sessions payable hours

  3. Choose how many times this session will repeat. For this example we will enter 5, for the five sessions on the Monday and select the option every 1 week.

  4. By clicking on the option 'week' you can change the repeat to hourly, daily, weekly, monthly or yearly, and make the repeat every 2 weeks or 3 months, for example. If you choose a daily repeat you can choose to skip weekends.

  5. Press the button 'create sessions'.

  6. Now you need to do all of this again (from step 1 to 4) for the Wednesday sessions. Go the tab on the timetable labelled 'New' to add these new sessions to your existing Monday sessions.

  7. Do it all again with a single session on the Saturday and save and close the record.

If you create any sessions in error, save and close the record before you re-open the class record and delete or edit the sessions. You can single click on a session to change the date, room, duration, payable time or tutors assigned.

The eleven class sessions for the scenario described above.

You can also had either public or private notes to a session. These fields can be used for free notes to add training plan information, catering information or other resourcing requirements.

To edit the training plan or session notes you need to click on each session to see these fields.

Adding public and private notes to sessions


Adding RTO and VET data to class records

To assist you in reporting accurate AVETMISS data, some information can be set and collected at the class level. You can always modify information at the individual student or outcome level later if needed. The information you set at the class level is the usual case scenario e.g. the main funding source for this particular group of students.

The VET information can all be found on the VET Tab - most of these fields are only relevant to RTOs and businesses who report AVETMISS statistics as part of a government funding arrangement. If this doesn't apply to you, you can safely ignore these fields.

Example 8.3. Setting the VET information for a class

  1. In the "delivery mode" field choose the delivery mode of the selected class from the drop down menu. Do the same for the "funding source national" field. The options in the list are set by the AVETMISS standard. Note that this information can be updated per student once you have enrolments.

  2. Enter your "funding source state" (this field is only used by some states, check with your reporting body for the appropriate codes for your state)

  3. There are two NSW only fields here, DET booking identifier (NSW only field) and Course site identifier (NSW only field). If you are in NSW and submitting data to the Training Market, they will supply you with the data required for these fields for each of your contracts.

  4. Purchasing contract identifier and Purchasing contract scheduler are fields is used by some states. You should check with your reporting body for the appropriate codes for your state and the circumstances where you are required to supply them.

  5. Both your nominal hours and classroom hours will be calculated. Nominal hours are calculated based on the hours you set at the unit of competency level. Classroom hours are based on the timetabled hours for the class. The nominal or classroom hours multiplied by the number of students enrolled is used to calculate your student contact hours. Where you have provided them, your reportable hours will default to the nominal hours, or classroom hours if nominal hours haven't been set up. If you wish to report different hours, override the data in the reportable hours field with the numbers of your choice.

    If you are reporting to Queensland or Victoria it is vital you set the nominal hours for each unit of competency you deliver. The nominal hours are used to calculate the student fee per unit by dividing the class fee by the total nominal hours and multiplying it out again to each unit based on it's hours. If you have zero hours, you will always report $0 student fees for that unit.

  6. There are additional AVETMISS funding fields in the student enrolment record that you can set for each individual you report. These include Study reason, Fee exemption/concession type, Client identifier: Apprenticeships, Training contract: Apprenticeships and Full time flag (QLD only).


Publishing classes online

How and where the class is visible and/or available for online enrolment depends of the value of the course status and class status, and in some instances, what the course record is tagged with.

If you have multiple onCourse websites, you will also have a tag group that defines the courses that appear on each of your websites. Courses MUST be tagged with a tag from the website defining tag group (even if that tag is set not to show on the web) for these publishing rules to apply.

If you only have a single onCourse website, courses do not need to be tagged with any tag for these rules to apply, however for the course to be available in your site navigation, it should be tagged with at least one tag from your primary navigation group e.g. subjects.

The combination course and class rules which drive the website visibility are:

Table 8.1. Web availability rules

Course StatusCourse URL availableClass StatusClass URL availableWebsite valueExample use
Enabled and visible onlineYesEnrolment disabledNo - 404 not foundCourse is included in the search results but the class is not visible on the websiteFor courses where you want students to add themselves to wait lists before you choose to publish a class to enrol into.
Enabled and visible onlineYesEnrolment allowedYesCourse is included in the search results, but the class is hidden from the list and results views. The class page can be accessed directly via the class URL but there is no option to enrol. Enrolments can be processed via Quick Enrol only.Once you have closed online enrolments for the class, the URL in the enrolment confirmation will still return the class details.
Enabled and visible onlineYesEnrolment allowed and visible onlineYesCourse and class are included in the search results and online enrolments are available.Normal class product available for sale.
Enabled and visible onlineYesCancelledEither - use cog wheel to remove or show on webCourse is included in the search results. If the class is still shown on the web, the enrol now button will be replaced with the word 'Cancelled'. No enrolments can be taken.Where classes have been published in other mediums like print, it is useful to keep the class on the web to prevent people from trying to enrol via phone when they can't find the product they want online.
EnabledNo - 404 not foundEnrolment disabledNo - 404 not foundNo information is available online for the course or class.For products you are not currently selling or seeking expressions of interest for.
EnabledNo - 404 not foundEnrolment allowedYesThe course and class are hidden from search, but the class page can be accessed via the URL directly. There is no option to enrol online, enrolments can be processed from Quick Enrol only.Once you have closed online enrolments, the URL in the enrolment confirmation will still return the class details, even if you no longer display the course on the web.
EnabledNo - 404 not foundEnrolment allowed and visible onlineYesThe course and class are hidden from search, but the class page can be accessed via the URL directly. Online enrolment is available.An option for semi-private classes - you can send the class URL directly to the people you want to offer enrolment to, but visitors to your website won't find it via browse or search.
EnabledNo - 404 not foundCancelledEither - use cog wheel to remove or show on webThe course and class are hidden from search, but provided the class has not be removed from the website the class URL will still be available; The enrol now button will be replaced with the word 'cancelled' and no enrolments can be taken.For students who enrolled prior to the class being cancelled, the URL in their enrolment confirmation will still return a valid web page, showing the class as cancelled.

For both courses and classes, it is advisable to ensure all the advertising details are correct prior to publishing. Until this is the case, the course status should be 'enabled' and the class status should be 'enrolment allowed'.

The marketing information for most of your programs will be located in the course web tab. Only where there is information particular to this instance of the class would you need to add information to the class web tab. For example, if each instance of the class required students to bring different materials because they worked on new projects each term, would you publish this information in the class tab.

Classes can be published online by selecting the option on the general tab 'enrolment allowed and visible online'. You can also add or remove classes to the website in bulk using the cogwheel function in the classes list view.

Only current and future classes will show online. Classes that are not self paced, but have no timetable set will not be published, and classes that are complete i.e. the end date has passed, will be automatically removed from your onCourse website. onCourse does not prevent students from enrolling once the class is commenced, but commenced classes are clearly marked on the website.

You can choose to change the class status from 'Enrolment allowed and visible online' back to 'Enrolment allowed' for classes which have commenced, but you no longer wish to allow online enrolment for,

The minimum and maximum places you set in the class are also used on your onCourse website to show students if there are places still available. The website will not show students the maximum number of places, or how many students have already enrolled. This is what the website will display:

  • if the class is full: it will read 'class full'

  • If the class has been cancelled it will read 'Cancelled'. If you have published class information in a hard copy brochure, we recommend leaving cancelled classes on the website so perspective students can see that the class they are looking for is not available.

  • if there are six or more places available, it will read 'places available'

  • if there are between one and five places available, it will give a count of the places available, for example it may read '3 places available'.

Providing an enrolment count when their are less than five places available creates a sense of urgency: The student knows there are only a few places available, so they will hopefully be motivated to enrol as soon as possible, so they don't miss out on joining the class.

Working with classes that have enrolments

After you have set up your classes and taken enrolments, there is a range of additional information available to you in the class record.

Visit the enrolment tab to see the list of students enrolled in the class. The list will be automatically updated each time a new enrolment is processed in onCourse. Where you can see the student's names listed, you will see a small icon to the right of their names. When you click on this icon the selected student's contact screen will be opened so you can access their contact details and other history with your college.

Only student's marked as Active are currently enrolled in the class and are counted towards the class numbers. Students marked as credited or cancelled have been removed from the class list, but their name still appears here for historical record keeping purposes.

Double clicking on a student's name in the class Enrolment tab will cause a drop down screen to appear. This is their Enrolment record. You can also access the Enrolment record from the Enrolment window. This screen will open on the General tab and will show the student's name and their enrolment details. The top half of this screen are display only fields and will show information which has already been entered during the enrolment process. Here you will see the course-class code, the course name, the status of the student and the source, whether or not a discount has been applied and the price of the class before the discount. There is also an invoice hyperlink. Click on this and the invoice for the student and this class will open. This is also accessible through the invoice screen.

Keep in mind that the invoice for a particular student may not be in the enrolled student's name. For example, if a company pays for a team of their staff to attend a class, the invoice will be to the company.

The bottom half of the enrolment screen contains fields particular to RTOs who submit AVETMISS data. These include Study reason, Fee exemption/concession type, Client identifier: Apprenticeships, Training contract: Apprenticeships and Full time flag (QLD only). You can set this information for each student as it applies to them.

In addition to the enrolment records, the class window now contains a list of outcomes for each student enrolled. See the RTO Guide for more information about setting and modifying outcomes.

You can also see and mark student and tutor attendance in the class window.

Marking Student and Tutor attendance

Attendance tracking is both useful for calculating tutor wages and also to determine the overall attendance percentage for a student. This is particularly relevant if you are required to meet CRICOS overseas student attendance requirements.

Attendance can be marked inside the onCourse class record, or via the online portal by the class tutor.

For every session you create for a class, a corresponding attendance record will be created. Each session can be marked as Unmarked, Attended or Absent without reason by simply clicking on the icon for the student for the session.

Alternatively, you can mark all students for a session or all sessions for a student by clicking on triangle next to the date or student's name and choosing one of the options.

As you begin to mark attendance for a student, a percentage attended will be calculated and displayed. When attendance reaches 80% or less a yellow notice icon will be displayed. When attendance reaches 70% or less a red warning icon will be displayed. These will assist you in monitoring if students are meeting the course attendance requirements.

You can also mark attendance as Absent with reason and Partial attendance by right clicking on the attendance icon. For both of these attendance types you also need to record a note against the student's record as to why they are absent, and for partial attendance you need to record the time that was attended so the percentage attendance calculation can be recorded. Absent with reason will still be taken into account as an absence for the purposes of determining percentage attendance.

When you run a tutor's payslip, you will have the option to count all scheduled sessions towards their payment, or only those you have marked as attended or partially attended.

A 'Class Attendance' CSV export is available from the class window to export all the session attendance, notes and dates of who marked the session into a format you can open in Excel.

A printed report available from the contact window 'Student Attendance Averages' will calculate the student attendance percentage for each month of the last twelve months. Ongoing student attendance percentage data is also available in the student and tutor portals.