Creative Commons Licence
Creative Commons Licence

onCourse documentation copyright ish group. Licensed under CC BY 4.0. You are free to, share and adapt this documentation for any purpose, as long as you give appropriate credit.

I: Getting Started with onCourse

onCourse is the ERP system for all education providers. Integrate with everything and automate your manual processes. Create beautiful websites. Accounting. Document management. Learning management. Tutor wrangling. Student untangling. Government compliance reporting. ecommerce and so much more.

1. onCourse Cloud

1.1. What is onCourse cloud?

onCourse cloud is a hosted version of onCourse which ish manage and maintain on your behalf.

The benefits of a cloud hosted solution include:

  • Hosting of your onCourse server in a Tier 3 data centre located in Australia. ish directly manages the hardware and software, with the data centre providing redundant links to the internet. All networking equipment is fully redundant, and the database clustered across primary and slave machines. If your primary office loses power or internet, remote access to your onCourse server is still available from other sites.

  • Management of your onCourse server. ish supply and manage the physical infrastructure that hosts your server, provide offsite backups and manage the upgrade process for you when new versions are released. You do not need to engage your IT support company for any onCourse related issues or assistance as you may with a locally managed version.

  • Web Browser interface offers simplified user access. No software to install or maintain - you launch onCourse by going to a URL created just for you. The software looks and behaves the same as the locally installed version; although you launch the application from inside a browser, you aren’t restricted to the simplified user interface of a web application. The full onCourse user experience is available complete with multiple windows, printing and more.

  • No need to update and install new client software when your server is upgraded.New versions of the onCourse client software are applied automatically.

  • Staff access to onCourse from anywhere with internet access via the browser. Home, remote training venues, other offices - there is no need for you to set up and manage VPNs or software installation on multiple machines. Access is to onCourse is secure from any venue and encrypted with SSL at the same level of encryption as banking systems.

  • A unique database instance for your training organisation. Every onCourse cloud customer has their own instance of the onCourse server application running. This means we can upgrade your software when you are ready, and your data is not locked into our solution - your database can be handed over to you for self management at any time should you choose to leave the ish Cloud for a locally managed onCourse option, or if you just want to get at your database.

The onCourse Cloud Demo

If you would like to trial the onCourse cloud hosted application you can find it at https://demo.cloud.oncourse.cc/

This demo is designed for people who wish to explore the onCourse user interface and features and give onCourse a test run to see if it is the right solution for use in their training organisation. Existing users who want to trial onCourse functions in a test database, provide training to new staff members provide or test the difference in performance between their locally hosted onCourse application, and a cloud hosted onCourse are also welcome to access the demo.

The demo contains sample data that is refreshed weekly, and which is shared between all current demo users. This demo database is not designed for users to enter real classes, students or enrolments.

The username and password for the demo are:

  • username - demo

  • password - demo123

Accessing onCourse from your browser

  1. You’ll be given the URL to access your college’s instance of onCoruse on sign-up. It’ll look like https://yourcollege.cloud.oncourse.cc. The 'yourcollege' part will be replaced by whatever code your college is given in our system, which we’ll let you know about at the time.

  2. When you go to the URL you’ll be greeted with the following login window. Use your email address assigned to your user and your password to login. If you are the first user of onCourse at your college, ish will make your login. For every other user, they will be managed by the college’s assigned admin users. ish cannot create or manage individual user accounts.

    demo login screen
    Figure 1. In the onCourse demo,use the username and password provided above. For your own college,use your email address and the password provided to by your college administrator.
  3. After initial login you will also see a second splash page encouraging you to use Two-Factor Authentication (2FA), however it can also be skipped by clicking the 'Skip' button. It will display each time you open onCourse until 2FA is enabled.

    2fa notification
    Figure 2. This two-factor authentication page will appear every time you open onCourse until it has been enabled on the account accessing the system
  4. After you successfully login, onCourse will load to the normal splash screen. Proceed to use onCourse as normal, or if this is your first time in the software, explore the user and interface and press all the buttons to see what they do! On many screens you will see a help icon in the bottom left-hand corner - this will take you directly to the part of the user documentation that relates to that part of the software.

    dashboard blog
    Figure 3. If you make it to this screen you have logged in successfully. Well done!

2. Installing onCourse on your server

onCourse is also available as an installed, standalone application, rather than the cloud version hosted by the vendor.

In order to download and install the standalone application:

  • Go to https://www.ish.com.au/download

  • Download onCourse Server. There is one application bundle which will work on OSX, Windows, Linux and Unix platforms. Unzip it to any suitable folder on your application server.

  • Install and set up MariaDB 10.3 or higher on your system. Consult their docs to see how to do that. MySQL, Amazon RDS, MS-SQL and Postgresql should also work, but we only test MariaDB for every release. Install your database server, create a database and a user with full access rights to that database, including the ability to create schema.

  • Make sure you have Java 11 or newer installed on your onCourse Server operating system. We typically use the AdoptOpenJDK distribution here, but any distribution should work OK.

2.1. onCourse.yml

By default onCourse.yml looks like this:

http:
    port: 443
    ip: 127.0.0.1
    path: /

db:
    uri: 'jdbc:mariadb://127.0.0.1/onCourse?user=onCourse&password=password'

license:
    max_concurrent_users: 99
    admin_password_reset: false

At a minimum, you’ll want to set the ip address to a reachable address on your server. Perhaps you’ll have onCourse behind a firewall or load balancer or exposed directly to the internet on a public IP address. That’s up to you.

The database connection is fairly self obvious. The mariadb JDBC driver should work fine with mysql, but if you want to use Microsoft SQL server you’ll need to add the jtds library to your classpath.

Finally the license section allows you to limit concurrent users and force the admin password to be reset on next startup.

2.2. SSL Certificate

Then you’ll need to create a certificate for your browser to connect to onCourse with. For testing you can use a self-signed certificate, but in production you’ll definitely need a properly signed certificate for your domain. First create a PEM formatted certificate and key pair named "onCourseSSL.pem", complete with all intermediate certificates.

openssl genrsa -aes256 -out onCourseSSL.key 4096

Enter any password at the prompt.

openssl req -new -x509 -key onCourseSSL.key -out onCourseSSL.pem -days 825

Answer all the questions. The Common Name should be the fully qualified domain name of the onCourse Server you are deploying. At this point you should get this key signed by Let’s Encrypt or another certifying authority. Then continue conerting the certificate and key to pkcs12 and then to a keystore:

openssl pkcs12 -export -out onCourseSSL.pkcs12 -in onCourseSSL.pem -inkey onCourseSSL.key -password pass:ish2008

keytool -v -importkeystore -srckeystore onCourseSSL.pkcs12 -srcstoretype PKCS12 -destkeystore onCourseSSL.keystore -deststoretype PKCS12 -srcstorepass ish2008 -deststorepass ish2008 -noprompt

keytool comes bundled with the Java JDK. The final result is a file called onCourseSSL.keystore which you should put in the same directory as onCourse.yml.

2.3. Launching server

Run onCourse using either the bin/server.bat Windows script file or bin/server for all other platforms.

Once it is running, you should be able to connect with your browser. Make sure you use https, any special port you’ve chosen and your browser will need to support HTTP/2. Login with username "admin", password "admin".

2.4. Memory allocation

Edit the value of DEFAULT_JVM_OPTS in the bin/server or bin/server.bat. The parameter -Xmx specifies the largest amount of heap memory allocated to the application. Java will allocate a bit more than this for compiling code and running the JVM itself. It is very important that you don’t allocate more memory than the machine actually has available or else everything will run incredibly slowly as the operating system swaps to disk.

More memory generally helps onCourse run faster.

2.5. Log files

onCourse will create a logSetup.xml file in the same directory as onCourse.yml when it starts up. This is a standard log4j2 configuration file and you have full access to all the configuration of how logs are output, rolled over and the logging levels.

By default logs are output to a folder called 'logs' in the same directory as the application.

2.6. Upgrading onCourse

Shut down the server and replace all the application files. It is important to completely delete the old lib folder and remove old files; don’t just keeping adding the new ones. Really the only file you need to keep between releases is onCourse.yml.

3. Getting Started

3.1. Welcome to ish onCourse

Welcome to ish onCourse.

To help you use onCourse comfortably, this section will demonstrate the various windows, lists, records and other icons you’ll see. onCourse is designed to be flexible and easy to use, and you can have it set up to help you complete your tasks.

onCourse is customisable, so you can tweak the windows and layout for your own use. onCourse will open using the last layout used as your preference the next time you open it.

3.2. The onCourse Dashboard

The dashboard is the opening window of onCourse; it is the first thing you will see on your screen after you successfully login. The dashboard is made up of a three-column view window with a collapsible, global navigation quick access column containing two sub-tabs on the left (Favourites & Latest Activity) Enrolments & Revenue in the middle, and onCourse news on the right. There is also a logout button, a button to change your visual themes and, in some cases, and an Upgrade to onCourse Pro button for anyone using the free version of the software.

Columns can be resized by hovering your mouse over one of the cut-off lines, then clicking and dragging either left or right to decrease or increase the size of the column. You can also resize the window by hovering your mouse over the bottom-right corner, or the left or bottom edges of the window, then clicking and dragging to resize it.

The global navigation column can be collapsed by clicking the x in the top-left.

dashboard new
Figure 4. The onCourse Dashboard

Global Navigation

This is the left most column that appears on the dashboard. This column can also be accessed in numerous other windows in onCourse, allowing you to quickly access any part of the application in just a few clicks. Click the burger icon in the top left to display the column if it’s hidden. Click the x to collapse it.

global nav column
Figure 5. The global navigation column in the Classes window

Favorites

Favourites is the best way to gain one-click access to almost all the different areas of the application.

Initially, Favorites will only show Checkout (Quick Enrol), however if you click the All button it will change to show all the available windows and any on-demand scripts you have available. If you hover your mouse, you’ll see a heart icon appear next to it. Click it to add that window to your Favorites window, and click it again to remove it. Click 'Save' to save your changes.

Checkout (Quick Enrol) will always appear in Favourites.

dashboard quickaccess
Figure 6. Global navigation when opened in the Classes window

Latest Activity

This section will save and then display a history of the most recent records you’ve interacted with and their list views, including during previous logins, acting as a quick way to revisit screens you were just using. You can click any of the displayed windows or records to go directly to it.

dashboard latest
Figure 7. The Latest Activity column

On Demand Scripts

On Demands Scripts appear only for admin users, and can be triggered manually from here. They will appear here when three conditions are met:

  1. The script is set as on demand

  2. The script has no related entity

  3. The script is enabled

You can learn more about onCourse scripts and custom workflow in general.

on demand scripts dashboard
Figure 8. On Demand scripts in the dashboard view have the small file icon next to them. You can also see the Favourited windows with the

Find anything

At the top of the Dashboard, you’ll find a powerful search box called Find Anything. Here you can find all manner of data in onCourse and have it accessible at your finger tips with only a few keystrokes. Simply type in what you’re looking for, be it a contact’s last name, a course code or even an invoice number and the search results should populate as you type, filling out with any matching result.

The results should in order of newest to oldest record.

Feel free to experiment with what you can search for, it covers a lot of data!

find anything
Figure 9. Find Anything will help you find almost anything within onCourse quickly

Enrolments & Revenue

This column will give you a simple, graphical representation of your recent enrolments and revenue from the past four weeks in an easy-to-read graph. As well as the visual graph, you’ll also see the raw numbers of enrolments and revenue, as well as a breakdown of the number of courses you have set up in the system.

The course breakdown will show you the last courses enrolled in, the courses with the highest number of people on a waiting list, the number of courses open for enrolment, and a detailed look at the number of courses currently classed as in development, cancelled, commenced and completed.

enrolments revenue
Figure 10. The Enrolments & Revenue Column

onCourse News

This section shows the latest posts in the onCourse blog, and will also be updated with news about everything onCourse.

dashboard news
Figure 11. onCourse news will update every time you log in to the application

Themes & Log Out

themes and logout
Figure 12. The Themes and Logout icons.

In the top-right of the Dashboard there are two new icons, Themes and Log Out. Log Out is self-explanatory, click this to log yourself out of the system and return to the main login page.

Themes will allow you to select a visual theme for the application from those that are currently available, Light, Dark & Monochrome. This setting is saved for each user, so if multiple users use onCourse on the same computer, it will remember their preferred setting.

The current available themes are:

Light

the standard orange & tan theme you see throughout most of the screenshots in this manual.

Dark

A dark background with light fonts

Monochrome

A light theme that’s mostly while backgrounds with dark text

High Contrast

Similar to Monochrome except makes more use of darker titles and some backgrounds.

dark theme
Figure 13. The Dashboard as it looks with the Dark theme
tag colours
Figure 14. The Tags window using the Monochrome theme
high contrast
Figure 15. The High Contrast theme

3.3. List View

onCourse’s list views appear when you open a window. For example, if you click on Classes on the home screen a list view will be opened showing a list of the current classes in onCourse.

By default this list is filtered to hide classes that are completed or cancelled. You can change this using the core filters on the left.

List views will display columns relevant to the window you’ve opened. Select a record by clicking on it, or select multiple records by holding shift (or cmd on Mac) and clicking on each.

Add new records by clicking the + button.

Column size can be adjusted by clicking and dragging the edges of a column from side to side. You can also customise the columns that appear by clicking the 'eye' icon and selecting your preferred columns.

Filters can be applied in the left-side column. Learn more about creating filters using tags in our Tagging chapter.

You can sort columns by clicking their header. You can sort by multiple columns by holding down the shift key and clicking each column. The sort will prioritise based on the order of the columns you click. List views offer a two-column and three-column view.

The three-column view will give you a detailed look at a specific record, while the two-column view will give you a better overview of more data.

Advanced Search will let you find records using a combination of conditions. You can learn more about Advanced Query Language (AQL).

3 column view
Figure 16. The Qualifications page using a three-column view
2 column list
Figure 17. The Qualifications page using a two-column view

Within the two-column view you can customise the columns visible to you by clicking the eye icon that appears, and then selecting the columns you want to be visible.

column select
Figure 18. The column select pop-up visible in the two-column view.

Help icon

This circular question mark icon can be found all throughout onCourse, and when clicked, will give you the choice of opening up the user manual to the relevant location, or to view the audit logs.

find in manual
Figure 19. The help icon

Searching in List Views

Advanced and simple searches are also available from the list view, and all record printing or exporting happens from the list view. You can learn more about Searching here.

Adding and removing records in List View

The list view is also where you can add and delete records. On most list views, you will see a plus + to create records. Click on the plus symbol to create a new record and fill out the fields and options fulfill the criteria needed for that particular record.

To delete a record, highlight the record you want to remove, click on the cogwheel, and select 'Delete record'.

Some records in onCourse cannot be deleted because they have formed relationships with other onCourse records, and it doesn’t make sense to be allowed to delete half of a record relationship. E.G. if you try to delete a class with one or more enrolments in it (even if those enrolments have been cancelled), you will get a message like the one below. In this instance, you would need to cancel the class instead of deleting it.

immutableClass
Figure 20. Trying to remove a class with an enrolment

However, if you tried to delete a class without any enrolments, you will see a message like the one below. Once you select 'delete' the record will be permanently removed from the database.

removeClass
Figure 21. Trying to remove a class with no enrolments

Printing and Exporting from the list view

You can print a report or export (CSV/XML/json/text or any other format) from any list view by selecting the records you’d like to include, then hitting the Share button. You can then select the type of output you want. If you choose PDF you can also select a background.

Learn more about Reporting and Export Templates.

listViewIcons
Figure 22. Records highlighted and ready to print or export

3.4. Cogwheel special functions

The cogwheel is a powerful and very useful tool in onCourse, as it can execute a range of complex tasks on groups of records that would otherwise take a while to achieve manually.

The cogwheel appears on most screens in onCourse, and the options that appear under it will largely be contextual to the screen you’re viewing. You can manually execute scripts, duplicate classes and courses, send messages to contacts, add or remove classes from your website and a lot more.

To use the cogwheel, highlight a record on the window you’re viewing, then click the cogwheel icon to see your options.

3.5. Record detail view

The onCourse record view appears once you open (double-click) on a record in a list view. It is how you edit things like contacts, courses, classes etc and contains tab groups. Depending on the records you’re viewing, the information displayed and how its shown can vary a lot.

To see a record view, go to a window like classes and double-click on a record in the list view. The screenshot below shows you what to expect in a typical class record view, remembering this varies depending on what kind of window you are in. All windows are laid out similarly in onCourse, with sections to group related data and navigate inside the record.

recordTabs
Figure 23. A typical tab layout in an onCourse record view

But the class record view alone is not enough to get an idea of how these sections work, throughout this documentation, there are detailed explanations of what each record view section means, for example see the classes chapter to learn about class record view sections in detail, or see the tutors chapter to learn about tutor record view sections.

When you make changes to a record, you can click the Save button to save your changes. If you click Close or try to navigate away from the page while you have unsaved changes, you’ll be prompted whether you want to discard your changes. Click Discard Changes to close the window and delete the unsaved changes, or click Cancel and then click Save to save your changes.

cancelButton
Figure 24. If you make any changes to the record, you will see this dialogue

Editing Text Fields

Numerous text fields in onCourse, like the description fields you find in Classes or Courses for example, power what displays on your ish website. These rich text fields are versatile in that they will let you select one of three markup varieties to work with; rich text (based on Markdown), legacy (textile-based rich text markup used by onCourse in the past) and advanced (html), for when you just want onCourse to get out of your way and let you type things out in HTML.

The Rich Text mode has a built-in visual editor that makes it very easy for all users to enter content. You can use the Write view to enter pure markup, or use Preview to see the correct formatting while you type.

You can learn more about the different types of markup modes, particularly rich text and legacy modes, in our Markup chapter.

richText description
Figure 25. Description box in rich text mode

IMPORTANT:

Currently this expanded selection of edit modes is only available in the Sites window. It will be added to other windows in a future release.

3.6. Open related records

The open related records icon will appear in various windows throughout onCourse and it does a couple of things, depending on where you find it.

When next to a field, clicking it will take you to the related record. Like in the example below, the icon next to the Invoice to field shows that it will take you to Brandon Benitez’s contact record.

openRelatedIconImage
Figure 26. The "open related record" icon
openRelatedIcon
Figure 27. The "open related record" icon on the right hand side of the field name

When you see this icon next to a section heading, it will take you directly to that window in onCourse, but without filters applied.

3.7. Mandatory fields

If you try to save a record that contains an empty field that has been set as mandatory, the Save button will appear with an exclamation mark in it, and when clicked, will scroll you to the field in question so you can enter the data before moving on.

You will not be able to save and continue before adding valid data to the field.

mandatory fields error
Figure 28. The Save button showing there

3.8. Offcourse Error

If you try to navigate to a page in onCourse that doesn’t exist, you’ll see the below error window. Click the Dashboard link to go back to the dashboard.

offcourse
Figure 29. You have gone offCourse

3.9. Audit Logging

Audit logs are created when a record is created, edited or deleted. When a script fails or an email key collision occurs, an audit log record is also created. You can find the Audio Logs window by typing 'Audit Logs' into the search on the Dashboard, or by clicking the question mark icon on a window in onCourse, then clicking 'View audit trail'.

The Audit Log list view window displays all entities edited or created by each onCourse user and the date and time of that action.

The advanced search function in Audit logs allows you to search for a particular type of log e.g. script failure or log from a particular user.

Double clicking on the audit log for a script failure or email key collision will provide additional information in 'message' field in the edit view. Edit, create or delete logs do not show any additional information in the edit view.

You can also access the audit logs for a particular record by using the 'find related' feature from any list view. For example, you can select a class and find the related audit logs for that one particular class, or from the user account record, all audit logs for one particular user.

audit log list view
Figure 30. The list view of the audit logs

4. Users and Authentication

4.1. Security Settings

You can access the Security window on the dashboard. Along with some standard security-related preferences, here you will find a full list of users with login access to your onCourse application and data, along with the different user roles you have defined within onCourse.

If you know the name of the record you’re looking for, type it into the Filter Items search at the top of the left-hand column. Otherwise just scroll the list until you find what you’re after.

security settings
Figure 31. The Security window

The first section is called 'Settings', containing onCourse’s main security related preferences, including rules around enforcing two-factor authentication. You have the following preferences to switch on or off:

Automatically disable inactive user accounts

this will disable accounts that haven’t logged in after a set number of days. This could be useful for disabling the accounts of past employees if you don’t have the time to manage it yourself.

Require better passwords

When enabled, this feature demands the use of a more secure password. When enabled, it will typically reject any common passwords and enforce a higher standard of password to be used by all users.

Require password change every <x> days

When enabled, this feature will demand users change their password every set number of days. You can change the number of days manually by clicking the number in the field.

Require two-factor authentication every <x> hours

When enabled, this will require all users to get a new authorisation via a third-party authorisation app after the set number of hours. You can change the number of hours manually by editing the number in the field. This only applies when the same user is using the computer. If another user signs in to their account on your computer, you will be required to enter your 2FA authorisation regardless of this setting.

4.2. Users

You then have the ability to add new users or edit existing users details such as their name, email address, access level or password. Only users with admin rights will be able to see, edit and add users, everyone else can only edit their own user settings. There are no limits to the number of users you can create in onCourse. Users should be deactivated if they leave your organisation.

Every person in the organisation who uses onCourse should have their own user account. We do not recommend users 'share' a login as various user layout preferences are saved against each user account. Important records created in onCourse like invoices, payments and enrolments are linked to the user who created them. If you need to follow up any discrepancies, this is made much easier when your staff each have their own login and their user name is something easy to identify the person by, like their first name.

  • Login - What you use along with the password to login into onCourse, usually something simple to remember like 'John'.

  • Password - this is where you enter a new user’s password. Only visible when creating a new user.

  • Reset Password - reset the selected user’s password.

  • First Name

  • Last Name

  • Bank cash/cheques to site - This should be the physical site where your staff are working. Select the site from the drop down menu. This is important if you take physical cash, cheque or EFTPOS payments at these venues and you need the site banking process to correctly tally the location balances.

  • Email - the users primary email address, also used for login (this email address will be used for the CMS login process).

  • Active - selecting this allows the user to login to onCourse. If active is not selected, the user will receive an "authentication failed" message at the onCourse login screen.

  • Admin - Checking this will allow the user to be an admin, they will have full access rights and can assign roles and rights to other users.

  • Last logged in - not editable, just tells you when that user last logged into onCourse.

  • Can edit CMS - this is a special permission that allows this user to login to your website via the CMS URL and make changes to the website pages directly. You do not need this permission to edit website content like courses, classes and products via onCourse.

  • 2FA status - displays whether this user has two-factor authentication enabled or not.

users screenshot
Figure 32. Viewing a user account

Changing passwords

A user can change their own password by typing 'change' on the Dashboard and clicking 'Change my password'. Once they do this a window will pop up asking them to enter what they would like their new password to be.

If your College has more than one Administration Centre, it is possible to switch between these centres whilst a user is logged in via the Users section on the Security window. Simply select the user from the list on the left, and select a choice from under the 'bank cash/cheques to site' heading.

reset admin site login
Figure 33. Switching the administration centre
Require password change

An administrator can request a user change their password at their next login by hitting the 'require password change' button under 'Users'.

require password change
Figure 34. When your administrator requests a new password,you
Require better passwords

If you have this setting enabled, the application will demand a better quality of password from your users, rejecting simple passwords e.g. a sequence of numbers or anything containing the word 'password'. If a user logs in and their password is deemed insecure, they will see a pop up prompting them to create a new one.

password minimum requirements
Figure 35. The prompt asking for a more secure password
Preventing users from logging in twice concurrently

If you try to log into onCourse with the same login credentials as a user that is already logged in, then a window will pop up asking you what you want to do. You will then have the option to quit your login attempt, or log in and kick the other user using the same log in details out. So to prevent this from happening it’s best to always have your own user name and password to log in with.

user already logged in
Figure 36. Users who try and log in twice concurrently will see this screen

4.3. User Roles

Access rights restrict what parts of onCourse users can modify, print, view or delete. This is an advanced feature, available for onCourse "Professional and Enterprise" customers.

Four pre-defined user roles are available within the system, Enrolment Officer, Administration Manager, Course Manager and Financial Manager. You can modify these and create new access rights groups as needed. Each user within your organisation can be given Admin access rights (full access) or be added to any of your access groups. Select the access rights when creating or editing user profiles, as above.

security user roles
Figure 37. Access rights can be set individually for each user role

Creating and Editing User Roles

To access User Roles, in onCourse go to File > Preferences > Security, then look under the User Roles heading in the left-hand panel.

Here you can create roles for users, such as "Administration Manager." Some default access roles have been created in onCourse however you should edit these and create roles applicable to your own organisation.

Each onCourse user should be assigned to a user role that defines their access levels, by default all new users created will have full admin access to all aspects of onCourse.

You can edit an existing user role by clicking on its heading in the left-hand panel, or create new access roles using the + button next to the User Roles heading in the left-hand panel.

Icon Definitions
  • Orange circle - This is the level of access enabled for this entity.

  • Orange circle with a padlock - This access level cannot be edited. This may be due to choices you’ve made in other areas around types of access, or more likely, we’ve recognised it as a level of access that should remain locked for technical purposes. i.e. you cannot ever delete enrolments, you can only cancel them, hence this access remains locked at all times.

  • Two dots connected by light orange lines - These are default access selections

  • Two dots connected by bold orange line - These were set by a user

User Role levels of access
  • View: A view permission only allows the contact to see data already created, but does not allow existing records to be edited or new records to be created.

  • Edit:Allows both edit and view rights.

  • Create: Allows the creation of new records, edit and view rights.

  • Delete:Allows record deletion where permitted by onCourse validation. Linked and locked records can not be deleted just because a user has delete rights.

  • Print: Allows printing of reports associated with this record type

  • Hide: Some processes only have one level of access - allow. If this option is not ticked, it means the ability to run the process is denied and the element is hidden from use.

What can you edit in User Roles?

Name

here you define the name of the role, e.g; "Administration Manager".

People and companies
  • Contact: this refers to all onCourse students, tutors and companies. Full create rights are recommended for any user who needs to process enrolments as new contacts are often created at this time.

Course Management
  • Course: permission to work with courses

  • VET course details: this only relates to adding or removing unit of competency details from a course

  • Class: permission to work with classes

  • Enrolment outcomes: only edit rights are editable. This allows the user to set outcome results or change the outcomes linked to a student’s record

  • Budget: viewing the class budget can be disabled

  • Session: this permission relates to sessions as they belong to classes

  • Waiting list: permission to work with all wait list records

VET Management
  • Qualification reference data: the only permission available here is edit, allowing you to add your choice of nominal hours.

  • Certificate: this relates to VET Statements of Attainment and Qualifications only. All contacts with class print permissions can create non-vocational certificates of attendance.

  • Print certificate without verified USI: This allows VET certificates to be printed when the student has a USI on record that has not yet been verified. A warning to the user will still be shown. This only applies to certificates created after 1/1/2015

  • Print certificate without USI: This allows VET certificates to be printed when the student has no USI on record. A warning to the user will still be shown. This only applies to certificates created after 1/1/2015

Resources
  • Site: view cannot be disabled, allows user to create new and edit current Sites.

  • Room: view cannot be disabled, allows user to create new and edit current Rooms.

Financial
  • Enrolment: Create permission needed for an onCourse user to use Quick Enrol

  • Custom enrolment discount: Allow permission gives the ability for any manual discount to be added to any enrolment processed through Quick Enrol.

  • Applications: Lets the user access course applications from prospective students.

  • Discount: This permission relates to the creation of discount strategies. Discounts will auto apply to any applicable enrolment regardless of permission here. Also the ability to link discounts to classes, corporate passes, concession types and membership types.

  • Tutor roles: These roles determine pay rates for teaching staff.

  • Tutor pay: This permission relates to the creation and editing of payslips.

  • Override tutor session payable time: allows user to unlock and modify a tutor’s payable time manually

  • Bulk confirm tutor wages: allows users to click the 'confirm now' button in the Generate tutor payroll sheet that confirms all the unconfirmed pay lines

  • Invoice: This permission relates to the creation of manual invoices (invoices not created as part of the Quick Enrol process).

  • Credit note: Allow the creation of manual credit notes. This permission is not needed for the creation of automatic credit notes during enrolment or class cancellation.

  • Payment In: Permission relates only to manual payment in records, not those created during Quick Enrol.

  • Payment Out: This permission is about creating refunds, usually processed in real time back to payer’s credit cards.

  • Payment Method: This allows the user to change the payment method when accepting payments.

  • Account: Account settings for onCourse chart of accounts

  • Transaction: general ledger transaction records created during all financial transactions. These can only be viewed, never edited or manually created.

  • Financial preferences: The onCourse preferences that set the default accounts for various transaction types

  • Banking: Allow permission to run the bank process

  • Reconciliation: Allow permission to reconcile payments

  • Corporate pass: Permissions relating to the creation or editing or CorporatePass. This permission is not required to process a website enrolment that uses a CorporatePass for payment.

  • Payment plan: Permissions relating to the creation or editing Payment plans.

  • Summary extracts: Permission that allows a user to export/print MYOB Export and Trial Balance from the Financial menu.

Special actions
  • Class duplication/rollover: Allow duplication of one or more classes from existing class(es)

  • Class cancellation: Cancellation process that prevents further enrolments and creates credit notes for existing enrolments

  • Exporting to XML: Export of class information for brochure production

  • Creating certificate from class: Bulk certificate creation process for VET and non-VET enrolments

  • Contact merging: Merge duplicate student records

  • Enrolment cancellation and transferring: Cancel or transfer individual enrolments and create a credit note

  • Export AVETMISS: Export training data for government reporting

  • Data import: import data into onCourse

  • Override tutor pay rate: Allow a local override at the class level to any manually set pay rate

  • Edit/Delete Notes: Gives permission to edit and delete record note items

Messaging
  • Email up to 50 contacts: This permission is useful for admin staff who may need to notify a class of students about changes at a time.

  • Email over 50 contacts: This permission is most appropriate to marketing staff who need to bulk email large amounts of students at the same time.

  • SMS up to 50 contacts: This permission is for admin staff who may need to notify a class of students about changes.

  • SMS over 50 contacts: This permission is most appropriate to marketing staff.

Web and content management
  • Documents: Permissions relating to documents used on the public website, inside onCourse and available via the portal

  • Private Documents: Permissions relating to documents set as Private within onCourse. Can only view, edit and create. Cannot delete or print.

  • Tag: Permission relating to all tag groups, including those that drive the website navigation. This permission is not required to add tags to records, only to edit tag groups.

Products
  • Product: This permission relates to the creation and editing of Products

  • Memberships: This permission relates to the creation and editing of Memberships

  • Vouchers: This permission relates to the creation and editing of Vouchers

  • Sales: This permission relates to the creation and editing of Sales

Other
  • Report: Permissions to view, modify and print reports.

  • Email Template: Permission to modify Email Templates.

  • Export Template: Permission to modify Export Templates.

  • Scripts: Permission to modify Scripts.

  • Audit logging: Allows user to access Audit Logs

  • Contact relation types: Permissions to view/modify contact types.

  • General preferences: Relates to onCourse application preferences that affects all users

  • Change administration centre: Allows user to change administration centre details

  • Concession type: Permission to modify available concessions. This permission is not needed to add concession types to contact records.

  • Require two factor authentication: If this is allowed then a user who logs in without two factor authentication enabled is immediately shown the "Enable two factor authentication" dialog

4.4. onCourse Login with Two Factor Authentication

Two factor authentication (2FA) is an added layer of security for users accessing onCourse cloud instances, in particular, but also useful for locally hosted onCourse servers with VPN access enabled.

At every login attempt you will be encouraged to enable 2FA, and only once it has been enabled will this warning stop. This can be ignored by clicking 'Maybe Later'.

2fa notification
Figure 38. Login window

2FA means that there are two 'secrets' a user needs to know to successfully log in to your onCourse application. One secret is the password set for the user account. The second 'secret' is a code that requires a device such as a smart phone with a TOTP (time-based one time password) application such as Google Authenticator installed, with an account linked to the onCourse user account. This service generates a unique code every 30 seconds. To login successfully you will need both the user password and a current token.

When 2FA is enabled, after initial login there is a third field that asks for the 6 digit code provided by your TOTP application. If you try to log in with the wrong Token or Password, then you will get an error message saying 'Authentication failed' and you should get an admin user to disable 2FA in order to regain access to your account. You can re-enable 2FA once you’ve regained access.

Enabling two factor authentication

To enable 2FA, simply click 'Enable' when prompted at the login window.

enter 2fa code
Figure 39. Window you see when trying to enable your own two factor authentication

Have your mobile phone handy while you do this as you will need to install the TOTP software as the first part of the process. Search for 'Google Authenticator' in your phone’s app store and install it.

When you first run the Authenticator app and click 'Begin setup' you may also be asked to install a QR code reader if you don’t already have one. You do not have to do this, as you can choose to manually add an account by selecting 'Enter provided key', however there is less chance of data entry error if you scan the code.

The account name you create in Google Authenticator can be anything you like, such as "My onCourse login". It does not have to match your onCourse user name.

googleAuthenticatorApp
Figure 40. Install Google Authenticator on your smart phone

You will be shown a six-digit code hat will change every 30 seconds. Enter this code into the authentication code field in onCourse and click Login.

Disabling or resetting two-factor authentication

If a user has two-factor authentication enabled and they wish to disable it, in the Security preferences click on the User’s account name, then click 'Disable 2FA'.

A window will appear confirming you definitely want to disable this feature and explaining how to re-enable it. To confirm, click on the 'Disable' button.

You should follow this process if you have bought a new smart phone and need to set up Google Authenticator again.

Disable two factor authentication message
Figure 41. Message window you see when trying to disable your own two factor authentication

An admin user has the power to change a users password or disable a users two factor authentication, for example, if they have forgotten their mobile phone. You can do this by going to the Security window, double-clicking on the user you want to change, then clicking on the 'Reset Password' button.

users screenshot
Figure 42. User edit view window

Once you click on the button 'Reset authentication' and the user has their two factor authentication disabled then the sheet that appears, as shown below, will only allow the admin user to reset their password.

Only the user can enable their own two-factor authentication.

An admin user can see a list of all users that have this feature enabled in the Security window by looking at the User accounts listed under 'Users'. Any user with 2FA enabled will have a small icon appear next to their name.

4.5. Emergency access

This section only applies to users with access to their own onCourse Server, not cloud-hosted customers.

Should you lock yourself out of your onCourse Server because you have lost or forgotten the last admin login, there is a way to recreate or reset the 'admin' user password.

You need to do the following:

  1. Add "admin_password_reset=true" to the onCourse.cfg file on the server.

  2. Restart the onCourse Server

  3. Watch for the following lines in the log file and write down the password (it will be randomly generated everytime)

    Administrator password reset command found in onCourse.cfg

    Account with name "admin" now has password "hggd74"

    onCourse Server will now shut down.

    Remove the line starting "admin_password_reset" before restarting

  4. Remove "admin_password_reset=true" from onCourse.cfg

  5. Start up onCourse Server one more time

  6. Log in with the user "admin" and the password as given above. TOTP will be disabled and this user will be made into an admin level account if they were not already.

4.6. Controlling User Access (authorisation)

Setting up Active Directory (AD) authentication and authorisation.

The below example has been completed with Windows Server 2003 R2 SP2 and onCourse 1.7.13. onCourse has the ability to use an external LDAP/AD server for authentication and authorisation, what we mean by this is that you do not need to use the onCourse user and group database but you can use your already setup AD database. Firstly on your Windows Server 2003 Machine go to "My Computer" right click and select "Properties" and you will find the following screen.

Windows 2003 system properties

Please take careful note of the "Full Computer Name" and the "Domain" as with this information you now have the building blocks for our configuration.

Now the next thing we need to get the LDAP/AD authentication working is either the Administrator password or, a user account which is a member of the Administrators group. This is because when a query happens on the AD server it is required to login first before it can do any searches on users. If your administrators want to lock it down further they are welcome to do so, we only need read access to all user and group objects in the AD as well as the passwords for all of those users. So now we enter "Active Directory Users and Computers" and create our user: and add it to the administrators group and remember your password!

Once you have substituted all of the settings as necessary press the "Test Connection" button to ensure that onCourse can bind to the LDAP server. Once that works, you can then go to the "Users" section of this configuration page and place "sAMAccountName" and (objectClass=user) for the search filter. Now test a user in your domain and see if it authenticates. If it works, congratulations you are now authenticating against your AD server!

AD Authorisation

Authorisation is the process of giving your users the correct rights when they are logged in, this has a direct relationship with the different roles you can setup or create within onCourse. If you wish to use your AD server to allocate roles to your users, complete the following:

At the top of your "Active Directory Users and Computers" create an "Organizational Unit" (OU) and call it "onCourse".

In that OU create security groups which reflect the names of the roles in onCourse. Say for example the roles which are build into onCourse (you can find this in the Security window in onCourse, under 'User Roles'):

  • Administration Manager

  • Course Manager

  • Enrolment Officer

  • Financial Manager

You can add or delete roles here as you wish, but a corresponding group must exist in AD for the authorisation/access rights to be allocated.

When you have created those groups in AD add the necessary users who belong to each group.

We can then turn it on the onCourse preferences under LDAP/Authorisation and Roles and set it up the same as the following picture:

LDAP AD authorisation settings

5. Sites and Rooms

5.1. onCourse Terms and Definitions

Sites

Sites are the physical venues where you offer classes at places like Newtown Arts Club, or Parramatta High School. A site will have one or more rooms. Sites can also be Administration centres where you take enrolments and payments.

Rooms

Rooms are where the classes will be held, a class may be held in one room all year, or may change. Rooms will have names like room 14, studio 6, the library. Rooms can have a seated capacity.

5.2. Working with Sites and Rooms

You can access both the Sites and the Rooms via the Dashboard.

Site Record Details

Double-click a record to open the Site details section.

sites three column
Figure 43. The Sites window in two-column view mode
General

Here you can set the site name and address details. You can access this site’s Kiosk view by clicking the Kiosk button in the top right of the record. You can also access the site’s Timetable view by clicking the Timetable button. Learn more about Timetables.

  • Administration centre - allows you to set that site as an administration centre, a physical site where your staff work. Administration centres are the only sites that can have money banked against them. Sites flagged as an administration centre can be selected as a site to bank cash/cheques in Users and Banking and Reconciliation.

  • Show this site on the website - allows you to show the site, and anything related to it on the website.

  • Virtual Site - refer to related section on Virtual Sites.

The following additional features can be managed via the General tab of the Site record:

  • By adding the street address, suburb, state and postcode, this information will automatically populate through to your onCourse website

  • You can set the relevant time zone for this particular Site by selecting the relevant option from the drop down menu in the General section

If you are running an integrated onCourse website, you will have access to full location searches and directions via Google maps. Just make sure you set the address details fully then the map will automatically generate.

site record general tab
Figure 44. View of general section of site record
Rooms

This small section within Sites is a quick view of the rooms detailed for this site. You can add new rooms here by clicking the + button, then adding a room name and the seating capacity. Clicking the More Options button will take you directly to the Room details window. See the Room Record Details section for more details.

Directions

This section allows you to display different types of directions for your students, if you input into any of the three text fields, it would be displayed on your website. The three types of text fields in the Directions tab are:

  • Driving directions

  • Public transport directions

  • Special instructions - like where the room or cafeteria is

There is also an attachment window beneath, this will allow you to add attachments that relate to the Direction tab. To add an attachment you must click on the + sign on the top right-hand side, to remove an attachment you will click on the - sign. There are three fields in the attachment window:

  • Name - the file name of the attachment

  • Web Visible - when checked, the attachment will be visible on your site

  • Size - the size of the attachment

Notes

This section is for internal notes about the site. It is not published on the site.

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.

Availability Rules

Availability Rules will allow you to set when the site is not available. By clicking on the + sign, you can set when the busy period starts and ends as well as the option to select "all day", this is good for something like construction. You can also add a description for the unavailability e.g; "construction on this site on 2/2/11".

Virtual Sites

onCourse allows a College to flag a given Site as a Virtual Site. These sites can be used in either of the following scenarios:

  • Classes that are delivered Online

  • Self paced learning where there is no set timetable

When you create a new Site within onCourse and flag it as a Virtual Site, onCourse will automatically assign a Virtual Room to that site. The reason for this is that Class enrolments must be assigned to a Room, they cannot be assigned to just a Site. Whilst this virtual room record is hidden within the user interface, it has been created automatically when the Site is flagged as being a Virtual Site.

You can also convert an existing Site to a Virtual Site by ticking this box within the General tab of the Site Record. Please note that if the existing Site which you wish to convert to a Virtual Site has more than 1 Room allocated against it, it cannot be converted to a Virtual Site.

Room Record Details

Double-click a record to open its details window.

room record general tab
Figure 45. The Rooms window in two-column view
General

Here you can set the Room name, the site to which the room is related , room capacity, room specific directions for once the student is at the site and add details about the facilities available in that room. There is also an attachment window available for things like images (see above for more on the attachment window).

You can view a Room’s Timetable view by clicking on the Timetable button. Learn more about Timetable’s here.

You will note that the Facilities and Directions fields within the Room record is part of the dynamic course content which is automatically published to your onCourse website.

rooms general
Figure 46. A detailed view of a Room record
Notes

This tab is for internal notes about the room. It is not published on 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.

Availability Rules

Here you can set room availabilities (see above for more on the availability rules).

5.3. Creating Sites and Rooms

The next step in setting up your onCourse program is entering sites and rooms. You can give each room a name, specific directions on how to get there, and describe the facilities that are available. It also allows you to make it possible for students to view detailed maps and instructions from your website about where their class will be held, saving your staff time with phone calls giving directions and saving students frustration when they can’t accurately locate the venue.

Creating sites and rooms is a valuable part of your training resource management. Every time you book a session in a room, the Classes timetable is updated and the room becomes scheduled. This means that if you try to book another session in this room at the same time, you will be notified that it is already booked within the Class > Timetable tab. It’s important to note that onCourse will not prevent you from double booking a room.

If you have a room or site that you hire on a casual basis you can also set the availability for it. For example, you may hire a public hall on Wednesday evenings. When you set up this room, you can specify it is only available for you to book between 5pm and 9pm. Course coordinators scheduling classes will an error message if they try to book a class in this room on another night, or to start before 5pm.

It is a good idea to enter the sites and rooms first so later when you add the courses you can easily assign them to a location.

How to set up a new site

  1. From the Sites list view, click on the + button. A new site screen will open on the details window in the general section.

  2. In the Name field enter the name of the site e.g. Waverley Campus. Remember the site is where the rooms are located and is not the rooms themselves, that comes later.

  3. Enter the street address of the site. If you report AVETMISS your sites must have accurate address suburbs and postcodes.

  4. Once you’ve entered the complete address, a Google Maps image denoting your sites location will appear.

  5. Move to the Directions section. If you have specific driving directions, public transport directions or special instructions like parking, you can add them here. This information is published to your ish website. Because these description fields are Rich Text enabled (the blue A indicates this) you can add hyperlinks to local bus timetables or other useful pages for your students, like transport infoline or your local equivalent.

  6. If you have any internal notes about the site, you can add them on the notes tab. These are not published to your ish website.

  7. To set an unavailability for the site, go to the Availability Rules section and click on the + button.

  8. Create a new availability rule by clicking the +and define the Start and End date and time. You can also select 'all day' instead of selecting a time period.

  9. Choose if you wish to repeat the unavailability and the end date of the repeats. You also need to add a description of why the resource is unavailable.

  10. Click save. Once you have saved your site, click Close to be returned to the list view.

How to set up a new Room

  1. From the site list, double-click on the site you want to add rooms to. Alternatively, you can open the Rooms list from the splash screen and click on the + button.

  2. Enter the name of the room e.g. Studio 1. If your venue only has one room, such as a community hall, you still need to create at least one room so you can link a class to it.

  3. Enter the seated capacity. This is how many people the room can hold. If you try to book a class into this room that has a maximum student number greater than the seated capacity, you will get a warning.

  4. On the Direction tab you can enter the directions to the room e.g. ground floor, level 3 and the room facilities e.g. tables and chairs, screen projector.

  5. If you have any internal notes about the room, you can add them on the notes tab. These are not published to your ish website.

  6. To set room availability, go to the Availability Rule section and click the + button.

  7. Create a new availability rule by clicking the +and define the Start and End date and time. You can also select 'all day' instead of selecting a time period.

  8. Choose if you wish to repeat the unavailability and the end date of the repeats. You also need to add a description of why the resource is unavailable.

  9. Click save to save the record, then click close to return to the list view.

  10. To edit any of the information you have entered simply click on the room or site that you wish to update. This will bring up the edit screen for that record. Make your changes and click save.

6. Creating and Modifying Contacts

This chapter looks at the Contacts window in onCourse; how to understand the data in a contact record, create a new contact, and the various types of data that flow from and through these types of records. These records are broken up into various sections, which when viewing the record’s edit view, will be displayed in the column on the right of the window - there’s a good example of this in the second screenshot on this page. Click any of these heading to be taken directly to that section of the page.

6.1. onCourse contact types

A contact is any person or organisation your business works with in relation to running classes. There are three categories of contact in onCourse:

contactCategories
Figure 47. Contact Buttons to select Student, Tutor or Company
Student

A person who has or intends on enrolling in your programs. You may need to collect AVETMISS data and will need to keep track of their enrolments, outcomes and payments.

Tutor

These are the people that facilitate your classes, supervise assessments or assist your instructors. You may want to enter their resume or bio details to display on your website. You want to know what classes they have been scheduled to deliver and what payments you have made to them. A tutor can also be a student. If a tutor has an employed end date in the past and is no longer active, then they will be greyed out in the contact list view.

Company

A business you may need to invoice, who may book their staff into your classes, or you may work with in partnership to deliver classes. Tutors can also be companies.

Contacts can be related to each other, e.g. employer and employee, friends, siblings, spouse, child or parent. You can manage these relationships using Relations.

6.2. Adding a new contact from the list view

  1. Open the contact window and select the plus (+) button in the bottom right of the window. This will create a new record.

  2. Select the contact type from the options as described above.

  3. Enter the contact’s name and contact details e.g. address, phone numbers and email.

  4. Add any relevant notes to the Notes section by clicking the + button next to the Notes heading and then adding your text.

  5. Add any relevant attachments to the Documents section by hitting the + button next to the Documents heading and searching for a document already added to the system, or adding a new document from your machine by dragging and dropping it into the window.

  6. For students, where needed, collect and enter the AVETMISS data, date of birth and concession card information.

  7. For tutors, where needed, add the resume information.

tutorNotes
Figure 48. A Contact with Notes

6.3. Adding a new contact in Checkout

When you look up a student name during the enrolment process, and the name cannot be found (the student is not an existing student) you are given the option to select 'New' from the drop down list.

Selecting new begins the process of creating a new contact record, as part of the enrolment process.

Just like creating a new contact from the list view, you have the opportunity here to collect all the contact details, answer the AVETMISS questions and set their marketing contact preferences. By default, all new contacts created during the checkout process are set to be 'students'. You can also add the tutor option to the contact record where relevant.

Please note that if you do not complete the enrolment process and save the record, the new student you were creating will not be saved either.

If you need to add another contact to the checkout process, you can simply just type in the additional contacts name in the 'Enter contact…​' field on the left side of the window. This will allow you to look up another existing contact, or to add another 'new' contact to the enrolment. In the example below I have started typing 'Smith' in the 'Enter contact…​' field. Additionally, if the added contact has an existing relationship with a related record, those records will appear automatically in the contact list upon clicking on the field for easy adding.

contact QE
Figure 49. Adding another contact to the enrolment process

6.4. Modifying contact details

In the contact record, or when you are processing an enrolment, you can make changes to any of the details you have previously collected. Just type the new information into the field.

Students and Tutors can also update their personal contact details via the skillsOnCourse Portal. If an existing contact changes their relationship with your college, for example, a past student becomes a tutor, there is no need to create a separate record - simply modify their current record and add in the additional information.

Setting up Email, Phone and Mail Preferences

When creating a new contact or amending an existing one, you can also set the preferences for whether the contact wishes to receive marketing communications via email, SMS or via the post. You are also able to flag a contact method as 'undeliverable'.

You will note within the General section of the contact record each method of contact has a cogwheel icon to the left of the entry field. The operator can set the preferences for whether the student wishes to accept marketing material or not.

If there is a contact method (post, SMS or email) showing with no additional information labels underneath the contact field, this means that the client has opted in to receive marketing material.

If a client has requested that they not be sent marketing material, by deselecting this option within the cogwheel, the contact method will be labelled as 'no marketing'.

If a client nominates to opt out of receiving marketing material, this does not preclude them from receiving the automatically generated enrolment confirmation and tax invoice emails and SMS messages.

6.5. Relationships between contacts

Relationships between contacts can have relationships with other contacts to assist you with billing, contacts and marketing activities.

For example, a corporate customer may enrol and pay for their staff members to complete training at your college, employer and student details can be connected for traineeship management, parents contact details can be collected for minors, for billing and emergency contact details, and spouse and friend relationships can be captured for use in marketing campaigns e.g. 20% discount when you refer a friend.

Adding a relationship

In the contact window, you can add a relationship by clicking the + next the 'Relations' header. This opens a new sheet where you can type in the name of the contact you wish to add and define the relationship type.

add relationship 1
Figure 50. Adding a relationship to a contact

You can also define relationships through the checkout process so that if the enrolment process connects two existing, but unrelated contacts, you can add the new information. When you add a second or subsequent contact to an enrolment, simply go to the relations section of the contact record, hit the + button and search for the contact.

All contacts can have multiple types of relationships with many other contacts. Relationships can also be deleted as needed, using the trash icon next to the relation record in the contact edit view.

Adding different types of relationships

To add a type of relationship between contacts, go to the Preferences window and scroll the left-hand column till you see Contact Relation Types. Here you can create different types of relationship like; Parent to Child.

Searching across relationship types

If you are in the contact window and want to find someone with a relationship to the contact currently highlighted, simply click on the Find Related icon and select "Contacts related as…​", then select a specific contact type, or all related contacts. This will open a new contact window showing the results.

You can find either all records related to a contact via any relationship, or via a specific relationship type. For example, you could find all the students enrolled in 'Craft for Kids' and then find all the contacts related to them as parents.

Using relationships in Checkout

When relationships have been defined within contacts, they can be used to build enrolments quickly.

When a contact is added to checkout, the people they have relationships with are shown automatically if you click within the 'Find Contacts' field again. You can add these contacts to the same enrolment by clicking on them.

using relationships
Figure 51. Contact with relationships showing in checkout

Contact’s financial records

When a contact is invoiced, or makes a payment, an entry is made in the contact’s financial records. This is visible in the Financial section od the contact record.

Often, a student is invoiced and pays for their own enrolment. When this occurs, you will see the financial data in the student’s Financial section. When the enrolment is paid for by another person (often termed a 3rd party payment) the financial data will be on the payer’s Financial section, and not the student’s.

All the financial transactions are shown in creation date order, with a running total that shows the contacts balance at any point in time. Invoices, credit notes, payments in and payments out, will all show on the Financial section.

You will also note from the following example that each payment line of the financial section will identify if it was an incoming or outgoing payment. E.g. 'Credit card payment in (office)' reflects a payment in.

In the financial section you also have the ability to set some financial defaults that define settings when the conact is invoiced.

Invoice terms days: This will be show the system default as defined in your financial preferences, but can be unlocked and set to a value specific to this contact. For example, your default may be 7 days but some contacts may have 30 day custom terms.

Tax (override):By default, all contacts will be charged the tax rate set for the product or class. However, some contacts may reside overseas and may not be liabile to pay local taxes like GST. In this case, you can choose to override to N for no GST to be applied to any invoice line created for an invoice joined to this contact. Not this does not affect invoices created in the past - only invoices created after this setting is applied.

contact financial
Figure 52. The financial section of the contact record
Stored Cards

If you have stored card information for future payments for the contact, it will be displayed here. You can clear the card details by clicking the delete button.

Contact message history

In the Messages section you can see the contact’s entire message history. Almost all messages sent out of onCourse will appear here - only messages sent directly via custom scripts will not.

You can review the content of any message by double-clicking it.

Notes section

This section keeps a list of all notes you have relating to the contact. You can add a new note in the 'New note' field at the top of the section. 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.

When creating a new note, to save it, first either click the tick icon in the note card, or click elsewhere on the screen, and the tick will turn green. Once the tick is green you can click Save to save the record.

contacts notes
Figure 53. Notes section in a contacts record

Contact documents section

Drag and drop any new documents into the window to upload and attach them to the contact. If the document is already uploaded, click the + button and search for it.

All types of documents can be added to the contact record, such as copies of completed assessment activities, permission forms and signed declarations for funding agreements. The onCourse document management system will store and version control these records. You can click the document icon within the panel to view the document.

contact document
Figure 54. The documents section of the contact record
Adding Pictures to Contacts

Each contact (student, tutor or company) can have an identifying image attached to their record that is visible as part of their general information.

  1. To add an image, open a contact record and click on the image place holder.

    adding pic contacts
    Figure 55. Image placeholder: Click on the head and shoulders image to add a photo
  2. Select the image from your computer that you would like to use and press ok.

    adding pic contacts2
    Figure 56. Adding a photo to a contact
Gravatar images

Gravatar images will automatically load for contact records if the user has a avatar linked to their email address at https://en.gravatar.com. Gravatar images are overridden with locally uploaded profile photos.

To make sure you have a Gravatar licence enabled within onCourse go the Preferences window and scroll the left column till you see Licences. Click Licences and you should see it listed in the Enabled Features list.

preferences gravatar
Figure 57. Where to check if your Gravatar licence is enabled

These images will also display in the tutor portal on the class roll for student identification purposes.

gravatar portal
Figure 58. What the tutor sees when marking a roll

Availability Rules

You can set different availability rules for contacts, say in the example of when you know a student will be away on holidays.

Adding VET data to students

Contacts who are marked as students have a section labelled VET. In this section, you can record the answers to the standard AVETMISS student questions regarding their country of birth, prior educational achievement and other required detail. For customers using an onCourse website to take enrolments, these questions are asked of the student at the time of enrolment. Only valid answers can be entered into these fields, with most fields referencing look up data such as the ABS list of countries and languages, or the approved list of AVETMISS responses.

For Victorian and Queensland customers, the field to record the student number is also located in the VET section.

For CRICOS providers, additional fields are available to record the student’s passport, visa and health care details. This information is not reported as part of the AVETMISS standard.

Additional information, like the CRICOS student’s next of kin, emergency contact or home-stay provider can be captured using the contacts relationships feature.

If your students decline to provide information for one or more of these fields, we will automatically export the approved 'did not respond' code for that question, and ensure that validation errors, like students speaking English as their first language and reporting themselves as speaking it well, are not exported from onCourse to cause problems with your funding providers.

Please note that some student related AVETMISS questions are also located in their enrolment record, where the response is particular to that enrolment event e.g. their traineeship approval number or reason for study response.

studentAVETMISS
Figure 59. The VET section of the student record

Student’s Education history

The history of a students enrolments, outcomes, prior learnings and certifications is available in the Education section.

Enrolments are shown in a sub-list, with the associated invoice, time of enrolment, course details and status. If you click on the '+' symbol next to the Enrolment heading then this will pre-populate checkout with the students contact data. When a student’s enrolment has been cancelled and/or credited, the enrolment status will show cancelled or credited.

A complete enrolment history is retained for each student, including classes they have withdrawn from, so you will always have a full picture of their engagement with your college. Enrolments cannot be deleted, but they can be cancelled, a credit note created, and that credit applied towards a new enrolment.

The second list shows a list of any prior learnings that have been added to the record.

The third list component shows the outcomes for all the units linked to all the student’s enrolments. For non-VET enrolments, these will include non-assessable outcomes for their enrolments. You do not need to set anything for these enrolments, even if reporting them via AVETMISS, as an outcome’s status of 81 is always exported for unset statuses in these types of outcomes.

VET outcomes will show the national code and unit details and you can double-click on this outcome to make changes or update the status.

When an enrolment is cancelled, the outcomes linked to the enrolment are deleted, except if you have already assigned them a status or used them to create a certificate. In that case these outcomes will be retained on the student’s file.

The final list component of the enrolment record shows all the certificates (both Statements of Attainment and Qualifications) issued to the student. Unprinted certificates can be edited by double clicking on them, printed certificates can be revoked, but not edited. You can print certificates from the certificate window only.

contact enrolment
Figure 60. The Enrolment section of the student record

Education section

This section only appears if the contact is a student. This allows you to see all the enrolments they are currently enrolled in and have been enrolled in the past. If they are enrolled into any VET classes you will see information about the status of the modules and qualifications.

contact enrolment
Figure 61. Enrolment section in a students record

Custom fields

If you have added custom contact fields to your onCourse general preference, you will see these fields added to the General section of the contact edit view.

You will see all the custom contact fields you have created, and any response the student has provided during the online enrolment process or responses you have manually entered into their record.

If you wish to add additional custom fields to your database, either for Contacts or other record types, refer to the General Preferences chapter of the manual.

Special needs information can also be added to the student contact record and appears just below the custom record fields. These special needs could be additional information a tutor needs to know as part of the course delivery, such as the student needing access to a hearing loop, or information for dietary preferences and catering.

Student special needs can be printed to provided to a class tutor or coordinator via the class window, clicking Share and then selecting the 'Student special need report'.

contact custom fields
Figure 62. Custom fields appearing in the General section of a contact record

6.6. Finding contacts

There are multiple ways you can search for contacts in the onCourse database. The simplest method is to type the contact’s name in to the Dashboard search. This will find matching contacts based on the text you have entered. Clicking the results will tatke you to the Contact.

Int he contact list view, the filters and tag groups in the left-hand side of the window are also a quick way to find contacts. For example, if you have the core filter 'students currently enrolled' ticked, and select a subject tag, like 'computers' you will see a list of results returned showing all the students who are currently enrolled in a class for a course tagged with a computer tag.

You will see that some tag groups appear multiple times in the window, for example the subject tags (for students enrolled) and the subjects tag (for tutors teaching). You can use these tags on their own, or combination with other filters and queries to create a powerful range of search options.

If you wish to search for contacts based on other criteria, you can do an Advanced Search by typing a query into the search bar at the bottom of the window. These searches require you to type out the query, which can seem difficult at first, but we provide context sensitive search options via a drop down box that appears while you type to help make this much simpler. For more on how to effectively use Advanced Search to build queries, have a read of the Advanced Search section.

writequery
Figure 63. Finding contacts with first name

Creating an advanced search filter

You can save any search query you run in the Advanced Search box by clicking the green bookmark in the right of the search box, then clicking 'Save custom filer'. Give the filter a name and then click the save button to save the filter.

The filter will be available in the same window it was created—i.e. if you create an advanced search in the 'Contacts' window, the filter will only be visible in the Contacts window.

You can also search for information related to contacts by using the find related records icon which is located to the right of the search field.

find related icon
Figure 64. The Find Related Records Icon

This option can be useful for finding data related to one of more contact e.g. all the invoices for a company, or all the contacts related to a group of contacts with a particular relationship e.g. all the parents of a group of children.

As you can define the types of contact relationships you wish to collect, this query can be quite powerful. For example, if you know you regularly deliver training to students with additional needs who are supported by agencies, if you have set up this relationship type and made relationship joins between agencies and clients, you can then find all the agents you worked with recently, and send them information about upcoming courses that may interest their clients.

When you run a 'Find related…​' search, the results open in a new browser tab, and you can continue to run searches on that returned list of results to further refine your data.

At a glance, for a single contact, be it a tutor, student or company, you can find all their related enrolments, drill down through all their invoices and payments, check the printing or revoked status of each of their certificates or analyse the mailing lists they have subscribed to. For a group of contacts, this search function provides powerful marketing opportunities, and the ability to analyse your student base in a variety of ways.

relatedsearch
Figure 65. List of search options available from the

6.7. Merging contacts

Occasionally you will find two contacts records in onCourse that belong to the same person. This can happen for a variety of reasons, such as a typo in a name, a change of name between enrolments or via an online enrolment where the returning student uses a different email address. When you notice a potential duplicate, it is easy to compare and merge the records.

The merge process allows you to choose the preferred contact details of the student, and then merge together the enrolment, outcome, prior learning and financial history of the two students into a single record.

To merge to contacts, in the contact list view, single click to highlight both records. Go to the cogwheel option in the top right-hand corner and select 'merge 2 selected contacts'.

list merge contacts
Figure 66. Selecting two

A new merge window will open. In this window differences between the two records will be displayed, and you’ll also be shown a predicted match score as a percentage. You can choose which data to retain by selecting either option A or B. Any choices without a selection will be marked with red text prompting you to make a selection. You can also hide the already matching fields by switching the 'Only show differences' switch to on.

Selected options will display themselves with a highlight and a green tick. Any further changes to fields that are blank will need to be completed after the merging process is done.

Once you have confirmed the data choices for the contact is correct and all relevant fields have been selected, the Merge button will highlight. Choose 'Merge' to perform the final merge. Please note that there is no undo option, so you must be certain before finalising the merge.

When contacts have been merged, a note will be auto-populated into their record saying 'Merged student (student number) by onCourse (user name) on Tue 1 Sep 2015 12:08pm'. You can search contact notes for the words 'merged' or a specific student number if you need to find a contact who has been merged.

onCourse includes special validation to prevent the merging of contacts who both are enrolled in the same class or have different verified USIs. Otherwise, any two contacts can potentially be merged into one. If you have contacts where you have located records in triplicate or more, then you will need to merge two of records at a time until you are satisfied with the one final record.

merge contacts view
Figure 67. Selecting the data from each record to merge

7. Tutors

7.1. Working with Tutors

Access Tutor records by searching for 'Tutors' on the Dashboard. The Tutors window is just the Contacts window with the Tutors filter pre-selected. It operates exactly the same as the Creating and Modifying Contacts window does.

Tutor Records

You can open a tutor record by double-clicking on it in the list view window.

General

The general section is an important section that holds a lot of information about the tutors. Once in the general section, you will be able to edit things like:

+ image::images/tutor_record_general_tab.png[]

+ * Tutor Name * Tutor Address * Tutor phone and fax numbers * Tutor email * Message (alert for operator) * Tutor Date of birth * Tutor Gender * Memberships * Tutor Honorific * Relation Window - From this window, you can set relationships to that tutor

+ image::images/tutor_general_relation.png[title='The "relation" window in the tutor general section']

Financial

This section shows you the financial transactions your company has with the selected tutor. Here you will see invoices issued or received and payments made to the tutor listing all the relevant information and providing links these records.

Messages

This section lists all messages sent to the tutor from onCourse via email, SMS and post

Notes

This section keeps a list of all notes you have relating to the tutor and any web visible or private documents like resume, certificates and references.

Documents

This section is where any documents from the onCourse document management system have been linked to the record.

Availability Rules

If you’re aware of any set days where the tutor will not be available to attend, you will be able to set them here. Tutors will not be available for selection during the time periods you define in this section.

Resume

This is where you store the biographical information about the tutor you wish to publish to your ish website

Tutor

This section shows a list of the classes the tutor is scheduled to teach. This section will also information about the working with children check. The Children Check number is required when expiry date is specified and vice versa. A warning gets shown when adding a tutor with status 'Barred' or 'Interim barred' to a class.

There is also a Timetable button in this section. This button opens the timetable window and shows all the sessions for the selected tutor in a calendar layout. Read more about the timetable in our timetable chapter.

wwcc
Figure 68. The "relation" window in the tutor general section

7.2. Creating Tutors

You will need to keep your tutor’s contact details on file and what classes and sessions they are scheduled to teach each term. If you are an RTO you will also need to keep copies of their resume and qualifications on file. onCourse allows you to do this using the Documents sections. Each tutor has their own personal file in onCourse which is easy to access and update.

If you have a large number of casual staff who work at a variety of different venues, it can be difficult to manage communication with them as you might not see them in person very often. Tutors listed in onCourse can be emailed or SMS’d easily and all messages sent out of the system are tracked in the tutors record helping you to keep all communications listed and organised.

  1. With the Contact window list view open, click on the + button in the bottom right-hand corner of the screen. A new contact screen will open.

  2. Set the contact as a Tutor. You will see that an additional section for tutor resume is added to the record.

  3. Enter the First Name and Last Name of the tutor.

  4. Enter the Address and other contact detail for the tutor. If you add an Email address, your tutors can log into your SkillsonCourse Portal to check their class schedules and you can email them directly from onCourse. If you enter a Mobile phone number, you can send SMS to your tutor from onCourse.

  5. For each contact method (mail, email and SMS) you have the option to opt the contact out of marketing communication. The default setting is to "accept marketing material," so when you click on the cog wheel above these fields, you will see this option is highlighted with a tick. This means that when you have marketing mail outs, this address will be on the mailing list. To change this setting simply click on the cog wheel and select the option "opt out from postal marketing material" if the person dosen’t want to receive marketing communication from you. The other option is "undeliverable", meaning that no mail is to be delivered to this address because it is incorrect, or in the case of an email address, has received an undeliverable response from the mail server.

  6. The field message (alert for operator) is for any special notes that are important or relevant to this contact for eg. they might allow their phone number to be given to students.

  7. Use the resume section to create a publicly listed biography for the tutor. This screen shows that information which is displayed on your website. Be aware that this is an automatic function. For example, you might post a brief description for this particular tutor, their background and experience and how it relates to the courses they are teaching. As this information will be visible to students and general public on the website, it is recommended that you obtain permission from the tutor to publish this information. You can enter the text directly into the screen or cut and paste from another source. The text in the field can be formatted using Rich text.

  8. Move to the Notes section to add notes to the tutor record. The text in the notes field is private.

  9. To attach documents in the Documents section, click on the + sign next to Documents, then click Browse to find a file on your computer, or if the file is already in your onCourse, type the name you gave it when you first added it. Once you add the file it will appear here. You can also add a photo of the tutor by clicking the blank head in the top left corner of the page. This will open a browser window where you can select the image off your desktop.

By creating a new tutor record and entering the email address for that tutor, the system will automatically create a new account for the Tutor to access the Skills onCourse Portal. You can then instruct your tutors to go to the Skills onCourse log in page and enter their first name, last name and email address and click on the Forgot Passwordlink. They will then receive an automatically generated email with their new password.

7.3. Contacting tutors by email or SMS

You may wish to notify individual tutors if their course is running or cancelled, or groups of tutors with information about activities and event at the College. If you create and send the message from onCourse, the history of the message is stored within the tutor’s record on the messaged section.

You must have set up an SMS and email gateway with ish to use this feature. For information on how to do this, read the General Preferences documentation.

  1. Open the tutor window and search for the tutor/s you’re after using the search functions.

  2. Highlight the tutors you wish to contact in the list. To do this select the first contact name, hold down shift then select the last contact name and click on the cog wheel icon on the bottom right-hand side of the window.

  3. Choose "send message" and the messaging window will open.

  4. Choose the template you want to use - the type of template determines whether you’re sending an email or SMS.

  5. Select a template, and then if you need to, fill out any of the required fields. The fields required will be defined by the template you select. You should see a preview build in the right side of the window as you type.

  6. Check the number of contacts being sent to. You can send to suppressed contacts also by clicking the checkbox under the count.

  7. Press send.

sending message to contact
Figure 69. Sending a message to a Tutor via the cogwheel function

7.4. Tags specific to Tutors

Tutors have some specific tags that can be added to their records relating to pay periods and their tutor status. You will see a + button just below where you set the contact as a Tutor. Click on this and a drop down menu of different tags will display, among the selections is "payroll wage intervals" and "tutors." These aren’t required but can be useful when used.

Payroll wage intervals - Gives you a choice of weekly, fortnightly and monthly payment schedules. Select one.

Tutors - offers you the choice of contract tutors - those tutors who will invoice your business, pending tutors - those tutors who are not yet working for you, and vet tutors - vocational education and training tutors.

Make your selection then the tag will appear on the record.

7.5. Contacts and Documents

Documents provide a way of adding web visible or private documents like resumes, certificates and references to a contact. Learn how to attach documents in our Documents chapter.

8. Creating Courses

A course is the subject being delivered. They may be accredited or non-accredited, part-time, full time or just one time.

For example, a course might be Jewellery Making for Beginners, a Diploma in Business or MYOB for Professionals. A course can have many classes and each class can run for one or more sessions. Students enrol in classes, but can add themselves to the waiting list for courses.

8.1. Working with Courses

To access the course records, go to the Dashboard and type Courses into the search, then click the result, 'Courses'. The Courses list view can display both Courses and Traineeship Courses.

course list view
Figure 70. The course list view showing the core filters and tag filters

The course cogwheel

From the list view, the course cogwheel on the right-hand side of the window offers a few different functions.

Duplicate <x> Course

Lets you duplicate the course. This copies all the marketing and attached record data from a course into a new course with the same name, and a '1' added to the end of the course code. The feature is of particular use when a training package updates and course units need to be adjusted for future enrolments. This does not duplicate classes within the course.

Bulk edit

Bulk editing tools for Courses allow you to set the enrolment type, course status, data collection rule, and add and remove tags for multiple courses at a time.

Delete record

Allows you to delete the course record. You cannot delete courses where classes with enrolments exist.

Creating a new course

  1. In the Courses window, click on the + icon in the bottom right-hand corner of the screen. A new course screen will open, focused on the general section.

  2. Enter a name for your course, and a course code in the relevant fields. Your course code must be unique, that is a code not used by any other course already created. Please note that the course code must not have any spaces between characters. So the course code for 'Dancing for Beginners 1', written using the first letter of each word, must be entered as 'DFB1' and not 'DFB 1'.

    You need only enter the course name and course code to create your courses in onCourse, you can return to the record later more information, like a description for your website or print marketing.

    The code used will also become the course page URL on your website e.g. www.mycollege.com/course/DFB1. You can enter up to 32 characters in this field, so if you wish to create good URLs for SEO purposes, you could make your code longer, for example DanceClassStage1 to create the URL www.mycollege.com/course/DanceClassStage1

  3. Add course tags. You can add one or more tags to your course record by clicking the Tags field below the Course Name, and entering the tag name. The default tag group used to drive your onCourse website is called 'Subjects'. If you add a tag from this group, your course will be available to users browsing your website. More information is available about in our Tags chapter.

  4. Choose an enrolment type. There are two choices of enrolment type that relate to enrolments processed over the website. Open enrolment means students can enrol and pay directly on the web. This is the default setting. Enrolment by Application means there is an approval required by your office staff before a student is offered a place and can enrol and pay on the web. Set the enrolment type appropriate to your course. All classes from this course share an enrolment type.

  5. In the Status field, the Enabled option will be selected by default. This allows you to create classes for this course. If you want to show this course on the web, change it to Enabled and visible online. If you decide to retire this course from your list of offerings you can change this to Course Disabled. Courses that are disabled can still have new classes created for them but appear greyed out in the list view.

  6. Set data collection rules. You’ll need to choose a set of Data Collection Rules from the Data Collection drop down box, to display to students when enrolling online. These are useful for when you need to gather data for a VET course, or for when you simply want to gather some information on your students for future marketing use. You can learn more about Data Collection Rules and how to create your own in our Data Collection chapter.

  7. You can mark this course as a Traineeship by clicking the Traineeship checkbox. If you want students to be able to go on the waiting list for this course check the allows waiting lists box. This box is checked by default.

  8. Below is the print brochure description box. There are two options for entering descriptions: print brochure description on the general tab, and web description in the Marketing section. Usually, print materials are limited to descriptions of two or three lines, whereas on the web, your space is unlimited. If you do not intend to use onCourse to create a print based brochure, you do not need to enter any information in the print brochure description field. Use the InDesign Brochure XML Export to get it ready for import into a print design product like Adobe InDesign.

  9. Next is the marketing section where you can edit the web description field. Text in the web description field will display as the course description on your website, and can be written in rich text format. A guide to using rich text can be found in our web manual. You can also attach images, files or documents to the web page. To advertise this course online, select Enabled and visible online in the general tab. Visit our section below on course marketing.

  10. The Notes section can be used to add internal notes about the course that will not be published to the web.

  11. The Documents section can be used to create a link between any documents that have been uploaded to the onCourse document management system, and the course you are creating. Either click the + button to search for documents already uploaded to your system, or drag-and-drop a file on the window and it will upload and attach to the course.

  12. Next is Classes. During the course set up stage, there will be no information available in the Classes section. After you schedule some classes you will see them here.

  13. If you’re creating a VET course, you can set either a full qualification package from under the VET heading by clicking the Qualification drop down box and making a selection. You can also add create your own part qualifications in the Modules/Units of Competency section. Read more in VET portion of this chapter.

  14. When you have entered your information, click save. You will be returned to the course list page.Notice that the course you have entered is now listed. You can return to edit this course at any time by double clicking on it.

Field Validation

You will notice that before entering data, the course and code box is coloured red. Once you have entered valid text the colouring disappears. Should the box remain red, it means that you have not entered the data correctly and need to review your entry. You will not be able to save the record as the save button will be disabled. There will be a warning icon that will provide you with information as to why the data you have entered is not accepted if you hover over it.

Traineeship Courses

Traineeship Courses are a special type of course. To mark a course as a Traineeship Course, click the 'Traineeship' checkbox at the top of the course edit view when creating your course. You will be required to select a data collection rule and a VET Qualification in the VET section at the bottom of the course edit view.

course traineeship
Figure 71. The Traineeship field already ticked. It cannot be unticked once you

Editing and Updating Courses

After a course has been created, you can create its classes. Click on the + next to 'Classes' in the course window to open a new class record. You can also edit a course record simply by opening it and editing the field, then saving it.

course general tab
Figure 72. The course edit view
Creating course and product relationships

onCourse allows you to link related courses and products to a given Course. This is an invaluable tool from a marketing perspective as it enables you to cross sell related or similar courses. You can add related Courses via the following steps:

  1. Inside the course record, scroll down till you get to the Related Courses/Products section and click the + button next to the section header.

  2. To select a product to add as a relation, click in the 'Find Products' section then type out the name of the product you want to add. Similarly, to add a Course, type a course name into the 'Find Courses' field. There are no limits to the number of relations you can add.

    The fields for adding products and adding courses are different. Make sure you’re using the right one for what you want to find.

  3. Search results will appear and will auto-filter the more you type. Click the 'Add' button to the right of a selection to add it as a relation, then make sure you click Save to save the changes.

    You can also add related products, vouchers or memberships to a course to encourage their purchase. A related product may include the course textbook, a related voucher may be a bundled set of courses that includes this one for a special price, and a related membership may be one that provides a discount on enrolment in this course.

AddingRelatedCourseEditView
Figure 73. Adding Related Courses and Products

Any related Courses that you set up must be web visible and open to enrolments in order to display with the original course on the website.

Adding thumbnail images to /courses pages on your website

You have the ability to add thumbnail images to all your courses. These will appear on your website on any courses list view page, so that’s any URL that contains /courses after your domain name e.g. www.acme.com.au/courses or www.acme.com.au/courses/business/computing. More information about it can be found in the attachments chapter of the web manual.

thumbnail image
Figure 74. Adding thumbnail images to courses

8.2. Viewing Qualifications and Units of Competency

You can view all the Qualifications and Modules/Units of Competency (including skill sets) by opening the Qualifications window via the Dashboard. This has been merged with the Unit of Competency window as well, so all of these are able to be viewed and reviewed together in the one place.

You can switch between the three-column view or a list view by selecting the switcher at the bottom of the window.

quals 3column view
Figure 75. The Qualifications/Units of Competency window in three-column view mode
quals listview
Figure 76. The Qualifications/Units of Competency window in list view mode

8.3. Writing course descriptions for the web

The onCourse website is a powerful marketing tool for promoting your products to the public. Your ability to explain your product point of difference and entice students to enrol is determined by the copy you write in your course Marketing tab.

What does a good course description include?

  • The first sentence or two of your course description should contain your hook. This is the copy that displays in the course list results and 'reels in' the customer, enticing them to click on the [more…​] link.

Avoiding using headings in the first paragraph for the same reason - it won’t render well in list views or make sense to readers browsing your site.

  • Think about all the questions potential students ask about this course, and provide answers in the course copy. onCourse already helps answer the 'where and when' questions with google maps embedded, and a full class timetable.

  • Break up your copy with headings. It’s difficult to scan large blocks of text, so put your rich text skills to good use and separate content with headings like 'What to bring', 'What you will learn', 'What past students say'.

  • An image is worth a thousand words. Show, rather than tell, what your students can achieve if they enrol in this course. Learning Thai Cooking? Show them a dish they will cook in class. There are thousands of enticing stock photography images available for purchase online, and the onCourse system makes it easy for you to attach them to a course and upload them to your website.

  • Keep the technical language to a minimum. If you are selling vocational training it’s easy to fall into using acronyms and terms that only make sense to people within the industry. Your potential students are here to learn - don’t scare them off enrolling by assuming they have the same industry knowledge you have.

  • Avoid negative language. Your course description is not the place to tell people they can’t access refunds if they change their mind after enrolment. Save it for your Terms and Conditions page.

What is SEO and why is it important?

SEO stands for Search Engine Optimisation and having a website with 'good' SEO should mean your site appears near the top of the list for searches that are most relevant to your product. A large part of SEO is technical - i.e. can the Google bots that crawl the internet read and understand your website’s content? The technical framework that underpins the onCourse web engine does most of this hard work for you, but one thing we can’t automate is the creation of your website content.

There are plenty of companies out there who will try to sell you an SEO solution, but the one thing most of them lack is an experienced copy writer who knows your product and your market.

Writing enticing copy is a skill. Making sure this copy hits on appropriate keywords and still reads well is an art.

Keywords are the terms people use when they are searching for your product. If you have an AdWords account with Google, they have an excellent Keyword Planner tool that allows you search for keywords and find related terms people search for, with their relative search frequency.

Tips for writing SEO copy

  • Your key search term belongs in your course name, which in turn becomes your website page title and heading level content in the results pages. Words appearing in titles and headings are ranked higher than text on the page. For example, the course name 'Learn Microsoft Excel' would be a higher ranking course name for SEO purposes than 'Excel 101'

  • The first paragraph of text on the page should reuse your primary keywords and add in your top related keywords, while remaining readable to humans. Say for example you chose the primary keyword Microsoft Office Excel with related keywords MS excel, formulas, spreadsheets, help, online, free, and your generic location. Your first paragraph would read: "Our Canberra CBD courses in Microsoft Office Excel are the solution to learning excel formulas and other spreadsheet functions. MS Excel training will help progress your career in almost any industry. Online classes for Excel are also available, or you can attend classroom tutorials and then access our online Excel course for free."

  • If you’re selling education, keywords like learn, course, class, training and tutorial belong in every course description you write.

  • If you’re selling face to face training, make sure you use location based keywords that relate to your training venues in the course copy, don’t just rely on the class location to 'sell' to the local market.

  • Encouraging people to link back to your content is also a great way to improve your native page ranks. Consider providing content beyond the sales pitch - some Excel hints and tips may be just the trick to keep visitors returning.

8.4. VET Courses

If you are an RTO who offers short accredited programs, or full qualifications, you will appreciate the ease in which you can set up your courses with the right unit and qualification details. This then flows through to recording outcomes, creating transcripts and certifications, and generating AVETMISS compliant data.

In this section when we talk about Qualifications we really mean "Qualifications, Accredited Courses or Skillsets". And when we say "Unit of Competency" we also include "Modules". Although the words are different between state and commonwealth accreditation regimes, the processes in onCourse are exactly the same.

You must ensure that in the Preferences > AVETMISS section you have the 'show RTO related screens and menus' checkbox option enabled. This makes the VET section in the course and class records and the AVETMISS section in the student record visible for data entry.

In the VET tab of the course record you can select the Qualification and the Units from the built in NTIS data for your chosen course. If your course is VET, but not from a training package or accredited course, you can also flag it VET here and allocate its Field of Education ID. This is something you may need to do as part of your government funding requirements for non accredited courses.

Do you deliver state accredited courses? You will find the course listed in onCourse but not the modules that make up the course. This is because they are not publicly available on NTIS. You can add these manually in the Qualifications window in onCourse. Set them up as a Local Skill Set to have them export in a NAT00030A file during AVETMISS 8 export.

onCourse does not contain the qualification packaging rules, so it is up to you as the RTO to ensure that you are compliant with your own scope of registration and the requirements of the training packages you are authorised to deliver. You should refer to these requirements when creating your courses and only select those units which are allowed to contribute towards that particular qualification.

Examples of VET Courses are:

  • A full Qualification where you know all the units the students will complete in advance i.e. all students will complete the same core and elective units. Students will graduate with a complete Qualification.

  • A full Qualification where all students will undertake the core units, but may all select different elective units. Students will graduate with a complete Qualification.

  • A short course which has one or more units of competency embedded within it. The units may or may not all contribute to the same Qualification. Students will graduate with a Statement of Attainment.

  • A short course where you know which qualification a student will be working towards in advance, but the students in the class will complete a variable number and selection of units. Some may achieve a Statement of Attainment, some may be working towards a full Qualification, and some may simply receive a non-vet Statement of Attendance.

  • A course which is not linked to any national or state accredited training packages or accredited courses, but has a vocational learning outcome. Depending on your reporting requirements, these courses may also contribute towards your annual VET delivery.

In onCourse outcomes (records of undertaking and achieving a unit of competency) flow down from the course to the student via an enrolment in a class. If a course has 15 units attached to it, when a student is enrolled in a class for that course, the student will have 15 outcomes created for them - one for each unit. You can always modify the units for the student in their own enrolment, for example if they change to a different elective. What this means is that you can save yourself a lot of data entry work if you set your course up with all the units to begin with.

Creating a VET Course

  1. Follow the instructions to create a new course. Once completed with all the naming and initial settings, scroll the course record to the VET section.

  2. Enter the National Code. The fields are clairvoyant, so as you type in them, onCourse will search for and list the qualifications in the built in training.gov.au database. Select the qualification by clicking on it. You can also search for qualification by name in Qualification. Omit the words 'Certificate in' or 'Diploma of' in your search. For example, search for the 'Certificate IV in Aged Care' by typing 'Aged Care'.

  3. You can then add modules and the units in the section titled Modules/Units of Competency. Click the + icon next to the section heading. This will open a search bar.

  4. Enter the National Code or Title. These fields are also clairvoyant so will populate as you type. To make your selection, click the Add button to right of the selection you want to add. You can choose multiple modules to add. You will then be returned to the course screen where you will see the modules and units listed. To add more units simply click on the + sign and repeat the process. To delete any units, hover your mouse over the unit you’d like to delete and click the trash icon that appears to the right of the selection. When you are done, click save.

vet course tab
Figure 77. The VET section of the course record, showing a full qualification with selected units
Changing units in a course with enrolments

Once a course has a class with an enrolment in it you CANNOT change the units of competency assigned to the course. This is because onCourse has created an immutable relationship with this data - if you changed it at the course level, every student ever enrolled in a class for this course would have their outcomes changed.

However, you can always retire the old course and create a new course to use for future enrolment using the 'duplicate course' option in the list view cogwheel. The new course can have the same name but will have to have a different course code. You may choose to change the code of the old course instead, so the new course can use the existing code, which is advantageous for your SEO. Make sure to set the status of the old course to 'course disabled' and when you are ready, the status of the new course to 'enabled and visible online'.

You may also want to duplicate one of the classes from the old course and assign it to the new course to use the same timetables and teaching schedules.

You cannot actually add a Unit of competency to a course if it already has enrolments (see the caution above), you can only cancel the old course and then create a new course with the additional unit of competency you want included. This is because changing the units of competency changes the very nature of the course, but the history of the old course and its previous students need to be retained.

If needed, you can also add units directly to student enrolments. This will not change the course units for new students enrolling, but can be used to correct or update the records of existing students.

If the unit change is substantial, you may want to consider creating a new class against the new course, and transferring all the students from the class linked to the old course to the class linked to the new course. This will remove all the old units from their record (provided outcomes have not yet been set), and with their new enrolment, add all the new units to their record.

Duplicating a Course

  1. First go to the "Course" list view and single click to select the old version of the course

  2. From the cogwheel, select the option 'duplicate course'. This will make another course with the same name and all the same content, with a course code with a 1 on the end.

  3. Courses can have the same name, but every course has to have a unique code. Because the course code is what forms your URL on the website, it is better for SEO purposes to change the code of the old course to something different before you disable it e.g. BCDCERTV could become oldBCDCERTV. Then you can change the code of the new version of the course from BCDCERTV1 back to BCDCERTV.

  4. Open the old version of the course and set the status to 'course disabled'.

  5. Open the new version of the course and make the required changes to the listed units of competency by adding or deleting from the current list on the VET tab. Note you will need to delete all the non-required units, save the record, and then reopen it to add new units.

  6. When you are ready to save and close the new course, set the course status to 'enabled and visible online'

Duplicating a class from an old course to a new course

  1. Open the class list view and locate a recent class from the old course. Following from the example before, this might be class oldBCDCERTV-90.

  2. Using the class cogwheel option, duplicate this class, making any changes to the dates as appropriate. This new class will have the code oldBCDCERTV-91 and be linked to the old course.

  3. Double click on the new class to open it. In the course code field in the top right-hand corner, change the code from the old course to the new course e.g. BCDCERTV. This has now linked the class to the new course. Save and close.

    You can only change the course a class is linked to before any enrolments are processed into the class. If a class has enrolments, even if those enrolments are cancelled, you can not change the course code it is linked to.

Courses which are complete qualifications or skill sets

When a course has the flag 'Satisfies complete qualification or skill set' checked on the VET tab, this means that if the student successfully completes all of the attached units, they will be eligible for a Qualification or Skill Set Statement of Attainment.

Using the automatic 'create Certificates' options from the class or enrolment cogwheels will look at the value of this flag and determine what type of certification to create.

This flag, for AVETMISS purposes, also signifies the student’s intent to complete a qualification. Outcomes linked to a class with this flag checked will be reported linked to the parent qualification, where courses where this isn’t selected will be reported as module only enrolments.

This value of this checkbox can be changed as needed after the course has been created, and even after students have enrolled.

Partial qualifications and Non-VET (non-accredited)

Remember that in onCourse a course is about the product you are selling to your students. Sometimes you may break a program of study e.g. full qualification into lots of short courses for students to buy, complete and over time, to work towards the final outcome of a qualification.

In onCourse, courses don’t have to be linked to a qualification or a unit of competency. They can just be a non-accredited course.

If students are working towards a unit of competency that they will complete in another course, you may like to indicate this in the program description that you use for marketing purposes. If the student only completes this course, they will only be eligible for a non-accredited Certificate of Attendance, not a Statement of Attainment.

You can set up this type of program in onCourse by attaching the Qualification that the student will be working towards in the VET tab of the course, but not adding any Units of Competency to the course. You do not have to add the Qualification at all - this is optional, and would not be appropriate if the program of study never led to any formal Qualification outcome.

When students enrol in this course, they will get a dummy outcome (used for reporting purposes in some states) with the name of the course. You can set this dummy outcome to pass (81) or fail (82). Using this outcome, you will then know when the student enrols in the next course (where the units have been attached) that they have successfully completed the part one component.

When you set up the second part of the course, you will add the qualification and the units to the VET tab, so when the student enrols they will get the appropriate units of competency added to their record. Then you are able to record their final outcome result as per the standard list of VET options.

In the example below, a student is working towards a cluster of units from the Certificate I in IT. Only when they have completed the second course, Understanding Computer Basics, are they eligible to be assessed against the unit outcomes. The first course, Computing Basics, has no units attached, and the second course has three units attached.

computing basics
Figure 78. 1st course: The Qualification is attached to the course,but the student has not completed any units of competency by completing this course
understanding computer basics
Figure 79. 2nd course: The Qualification and Units are attached to this course. After completing part 1 and 2 the student can now be assessed.

8.5. Showing courses online in bulk

You can put your classes online in bulk from within the Courses window:

  • Go to the Courses window

  • Highlight the courses in the list view you want to put online

  • Click the Cogwheel > select 'Bulk edit…​'

  • By default, the function will assume you’re only wanting to action the changes on the currently selected records. You can change this by clicking the 'found records' button before submitting. This will action on all records in the system. * A checkbox will appear inside the pop-up. If the checkbox is ticked, the classes will appear online. If it’s unticked, those classes will be removed from online.

  • Click Submit to finalise the changes

bulk online courses
Figure 80. The bulk edit view uses the same styling as sharing does. A checked box puts the classes online,unchecked removes them.

9. Creating Classes

A class is a group of one of more sessions delivered within a course.

class list view
Figure 81. The full class list view

9.1. Working with Classes

To access the class records go to the Dashboard and search for Classes. Click the result to view the Classes list view.

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

9.2. Special Class Functions

Cogwheel icon

cog
Figure 82. The cogwheel - used to perform special actions to selected classes

On the classes list view you will see a cogwheel 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 list 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.

Execute script

This option allows you to execute any script that is listed in the Classes entity.

Send message

This opens the Send Message window, allowing you to send an SMS or Email to students and/or tutors. Select a template from the list to populate your message, or type one of your own using the simple templates.

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.

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
Figure 83. 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.

Generate tutor pay

Use this option to create payslips for a selected group of classes.

AVETMISS 8 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.

Bulk edit

Allows you to make select bulk edits to the selected classes. You can enable enrolments, enable the class as visible online, and add and remove tags in bulk.

Delete record

Use this option to delete a class record entirely. You can only delete one class at a time. Deleted classes cannot be recovered. You cannot delete classes that are currently live.

9.3. Class Record View

General

This is a summary section where you can edit the Class Code, apply tags and control any restrictions around the age limits for enrolment, whether the class is visible online and controlling whether enrolment is even allowed or disabled.

You can click any of the heading in the right-hand column to be taken to that section of the record instantly.

You have the following options:

Restrictions

You can set the minimum and maximum ages for enrolment on a per class basis here.

Enrolments Allowed

If turned on, enrolments will be enabled for this class within onCourse.

Visible Online

When turned on, enrolments can be taken for this class on your website.

Message for operator

Any text put here will display as a red box warning in the Checkout when this record is attached to it. This is a good way to let other users in your organisation learn any must-know details for this contact.

Custom fields

Any custom fields you create for Classes will be displayed in General. You enter the data for these fields here.

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.

class general tab
Figure 84. Example of content within the Class/General section

Web

You can add class specific web information to this section to appear on the public website, and in the student and tutor portals for this class.

Most advertising information will come from the course record’s marketing section. Content added to the class web section 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'.

website class description
Figure 85. Example of content in the class Web section displayed within the class summary

VET & Training Plan

This section relates to RTOs. Default data for AVETMISS reporting 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 its enrolments and outcomes from reporting by choosing the 'Do not report for AVETMISS' switch.

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 section.

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.

You can also set the class as eligible for VET Student Loans by ticking the checkbox. Learn more about VET Student Loan handling in onCourse in our VET Student Loans & FEEHELP chapter.

class vet tab
Figure 86. The class vet section,with the VET Fee Help fields displayed
Training Plan

If the parent course of your class is linked to multiple units of competency you can use the class attendance 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.

The training plan looks the same as attendance, except instead of marking students or tutors, you’re marking which outcomes you’re planning to teach in each lesson. This is what forms the basis for your student training plan, setting start and end dates for each outcome as per how you plan it in this section.

More information about creating training plans is available in our RTO chapter.

Tutor

This section allows you to add one or more current tutors to the class.

Tutors roles must be selected, tutors can be confirmed and tutor pay rates are set by clicking 'Add Pay' when adding a new tutor, or 'Edit Pay' if they’re already added. You can also choose if the tutor is to be published as part of the class promotional material online by checking the 'Make tutor visible on web site' checkbox.

If the tutor has an employment end date in the past (set in the Tutor section of their contact record), they will not appear in the search results list. You will need to go to their contact and remove the end date before you can add them to a class.

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 window, under 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 Tutor pay. You can override the pay rate 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.

Tutors must be set per session; you can have multiple tutors assigned to a class and have them teach alternating sessions, or have two or more for an individual session, for example if you have a guest speaker. You do this in the Timetable section.

class tutor tab
Figure 87. Edit view of Tutor window to allow a Tutor to be assigned and tutor role to be set

Budget

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.

Click the + button next to the Budgets heading to add a new income, expense or tutor pay line.

You can also hover your mouse over the Budget section to be shown a rundown of the totals. This works when viewing the record in full screen, or when viewing it in three-column mode.

budget hover
Figure 88. Hover your mouse over the Budget header to see this brief rundown

For more information about the budget section, and tracking expenditure and income for classes, visit the Budgets chapter.

class budget tab
Figure 89. The budget section outlines all costs associated with a class,as well as income and profit margins

Assessments

The Assessments section allows you to set assessment records to the class, including the day of release, the due date and the tutors who are assessing them. To learn more about assessments in onCourse visit our Assessments chapter.

Timetable

The timetable section is used to create sessions for your class. You create sessions individually, although the fast way to create multiple sessions is to create one, and then duplicating the sessions. From here you can set the following for each individual session:

  • If a class is self-paced

  • Session times

  • Tutor(s) assigned to deliver each session

  • Session Duration in hours and minutes. You can also enter 3.5 for 3h 30mins

  • Payable duration - 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

  • Private notes (for scheduling or equipment notes)

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

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.

Each session can also have its 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.

class timetable view
Figure 90. This class shows a number of sessions with double booked resources
Creating multiple sessions

You can create multiple sessions quickly by using the duplicate function. You can duplicate any session by clicking the repeat icon, which sits directly to the left of the delete icon. Here you can set the number of times you want the sessions to repeat, and the regularity with which they repeat.

Duplicating sessions is the best way to create classes with more than one session.

You can repeat sessions every:

  • Hour

  • Day (excluding weekends)

  • Day (including weekends)

  • Week

  • Month

  • Year

duplicate session
Figure 91. Duplicating classes is the fastest way to create a class with multiple sessions
Self paced classes

If you select Self Paced learning within the Timetable section, the section will update to display different fields for the user to add the Maximum days to complete and the Expected study hours for this Class. You can also select a Virtual site for this Class. You can learn more about virtual sites in our Sites chapter.

Please note that by nominating that the Class is to be self paced, the Class record will no longer display a Timetable, as this is not relevant for a self-paced class. Any sessions you have previously created in the timetable will be deleted when you set a class to self paced.

class general tab self paced settings
Figure 92. Set the class as Self-Paced using the switch in the Timetable section

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 section.

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 section. 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.

self paced online
Figure 93. This is an example of a self paced class which has been enabled for online enrolment
Adding public and private information to class sessions

Click on a single session in the timetable section 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.

Any information added to public notes 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 either the site, room or class share windows.

session notes class
Figure 94. The public and private notes fields in the session
session hover
Figure 95. The public notes showing in the session information hover on the website
session class page
Figure 96. The public notes showing at the end of the class page on the website
portal private public notes
Figure 97. The tutor portal view shows both the private and public notes recorded for each session
Availability rules

All bookable resources in onCourse, such as sites, rooms and tutors can be given availability rules. After you have created these rules the unavailable periods will be highlighted in the timetable with a warning if you try to book the resources in a way that conflicts with their availability. Double bookings receive the same warning i.e. when you try to assign a tutor to two classes whose sessions overlap. onCourse does not prevent you from making double bookings as their may be legitimate reasons for you to do this, it just brings them to your attention.

You can flag a Tutor as not available, for whatever reason, in the following way:

  1. In an open tutor record, click the + button next to the Availability Rules header. This will create a new rule.

  2. Add the start and end dates and times. You can choose whether it will be all day and how often to repeat the record, e.g. you may have someone who is not available any Thursday, so you’d add a Thursday date, and then repeat every week.

  3. The 'next' box is most useful when repeating days, as it will show you each day the tutor is out in the coming future. Set an end repeat date is required.

  4. You can delete an availability rule by clicking the Delete button, and then confirming.

unavailabilities

Attendance

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 also add notes to the attendance record. The percentage attendance will be calculated and displayed next to the student name. Tutor attendance is used for payroll calculations.

Click the cross-section of the date and student you want to mark attendance for and the icon will change. You can select only three of the five options using method; Attended (green tick), Absent without reason (a red x) and Not Marked (a grey circle). To mark a single session as partial attendance or absent with reason, you must hover your mouse over the icon, then select the notes icon that appears next to it. From here, you can select any of the five following icons, as well as add a note for the reason. Attendance records with notes will show this icon at all times.

  • 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 edit a student’s or tutor’s attendance in bulk by clicking their name in the attendance list. This will show you a dropdown list of options you can select. 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).

markedattendance
Figure 98. Students showing different attendance statuses and percentages

Documents

Class specific documents and attachments can be uploaded and cloud-stored in this section to be displayed either publicly, in the student portal or privately hosted for internal use. Drag-and-drop your file into the main window and it will upload for you. Then name it and save it.

If you’ve already uploaded the document to onCourse, click the + button next to the Documents heading and type in the name you gave the file when you uploaded it, then select it from the drop down list of selections. If you can’t find your file, you likely named it differently and should try something else, or it’s been set as 'Deleted' and you’ll need to reinstate it.

Once the upload is complete, the window will allow you to enter a name for the file, set its access level, apply any tags, write a description and a checkbox that sets whether the document is allowed to be attached to multiple records at the same time. Once finished, click Add and the document will be added to the class.

Access levels can be set as public, private, tutors and enrolled students only and tutors only. You can read more about the specifics of each access level Access rights section of our manual.

classes documents
Figure 99. A new document being added,with access rights set to Private

Notes

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

You can add a new note by clicking the + button next to the Notes heading. Below this will show you a list of previous notes created. Notes are only editable if you have the correct access rights set for your user. Notes will always contain the date and time it was created, along with which user created it.

notes section class
Figure 100. A note in the Notes section

Enrolments

The Enrolments section displays a 'Successful and Queued' button that links to the Enrolments window, and also shows the number of successful or completed enrolments. Click the button to be taken to the Enrolments window, where the results should filter out to display successful and completed enrolments for the class. It also shows other buttons that will show you enrolments with other statuses, like Cancelled or Credited enrolments.

You can also create a new enrolment by hitting the + button next to the section heading. This will open up Checkout.

Enrolments and outcomes
Figure 101. The buttons under Enrolments and Outcomes point to associated records with that status

Outcomes

This is a section relevant to RTOs that displays the number of outcomes with any given status associated with this class. Click any of the buttons to open the Outcomes window displaying a list of all outcomes associated with this class, with that status. You can double-click any record to open it at the detail level. For classes in progress, this button will generally read 'In Progress'.

classes outcomes
Figure 102. An outcome record. This record is set to Satisfactorily completed (81)

For each unit of competency set in the parent course, the students enrolled will have an outcome record. Outcomes can be set and modified by clicking one of the buttons uner the Outcomes heading, then opening a record by double-clicking.

To learn more about outcomes in onCourse, go to our Outcomes chapter.

Rules for adding outcomes to existing records

There are some validation rules that dictate when an outcome can be added to a particular record. These rules include:

  • You can add non-VET outcomes to an enrolment

  • Cannot be created without a related enrolment or prior-learning

  • Cannot mix VET and non-VET outcomes in one enrolment

  • Cannot remove the last outcome from an enrolment

  • Cannot remove an outcome with a related certificate record

  • Cannot change an outcome module or status for an outcome with a related certificate

  • Can add any VET outcome (with a module) to an enrolment with other VET outcomes

9.4. Creating Classes

Before you try to create a class, you need to 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 so it’s ready to take online enrolments

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.

How to create new classes

  • Open the class list window, click on the + button in the bottom right-hand corner of the screen. A new record will open to the general section.

  • All classes must be linked to a course you have already created. Begin setting up your class by typing the course name in the top-left field 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.

    new class step2
    Figure 103. The first part of creating a new class is selecting the right course
  • The next available class code—the number that appears after the dash next to the course 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. If you must separate parts of the code, use a full stop with no spaces. The pink coloured field will change from invalid (pink) to valid (white) once you have entered your information correctly.

new class step3
Figure 104. Once the course is selected,a new class code is automatically added.
  • Complete any relevant fields on the General section, such as if the class has an aged based enrolment restriction or requires a message alert. By default, your class will be set to a status of 'Enrolment allowed'. If needed, change it to another status.

  • Save your class by clicking the Save button in the top right of the window. You must save your new class before you can begin to edit any of the budgets or any other part of your new class.

  • 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.

  • Go to the Budget section to set the class fee by expanding the Budget section, then clicking 'Income', then selecting the edit icon next to 'Student Fee'. It is important if your college has multiple income accounts to select the correct account for the class during the setup phase. To add new items to the budget, click the + button next to Budget and select whether you want to add an Expense (any associated cost), Income (enrolment fees or extra fees), or Tutor Pay. Details can be found in Adding and Editing Budget Items.

add student fee budget
Figure 105. Where you add a new Student enrolment fee. Click the edit icon to change the fee or set a payment plan
  • To set a student fee for the class firstly, select whether 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 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.

if you’re setting a payment plan instead of an upfront fee, ensure you have set your Timetable first. Follow the steps listed in 'How to create sessions' below.
student fee edit
Figure 106. Setting the Student enrolment fee. This example has set it at $120 inclusive of GST
  • Now go to the tutor section. This is where you can assign tutors to classes. Click on the + sign next to the 'Tutors' heading and type the tutor’s name in the contact field. 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 then select a role. Finally, select 'Add Pay' and confirm the tutors pay-rate. This can be edited later by clicking 'Edit Pay'. Repeat these steps to enter an additional tutor or course supervisor.

add tutor classes
Figure 107. Just type the name of your tutor to pull up a list to choose from
  • Add any class specific information that is required to the web section or notes section.

  • For a self paced course, ensure the 'self-paced' switch is turned on within the Timetable section, then save and close the record. For a class with timetabled sessions, move on to the Timetable section and complete the steps from the below example, '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 Saturdays and Sundays.

The idea here is to create the first session for each different day of the week the sessions are being held on, and then we’ll duplicate those sessions. So first we’ll create the first Saturday session, then we’ll create the first Sunday session. Then, we’ll duplicate those sessions four more times each so that they take place each subsequent week from the first session, making it a 10 session class.

Here’s how:

  • On the timetable section, hit the + button to create a new session.

  • First enter the start date and time, then the session’s duration in hours. You can also edit the payable duration, which ties to your tutor pay settings allowing you to exclude times for breaks etc. If you’ve assigned tutors to the class, you’ll be able to leave a check mark next to the tutors who will be assigned to this session. Lastly, you can set the location from a list of your Sites and Rooms.

    Below is an example of how your first class will look once filled out. This one starts on the Saturday 03rd June 2023 at 9am. The class goes for 6 hours, though the lecturer is paid for 5 hours and 30 minutes due to an unpaid 30-minute break. The selected tutor for this session is James Swinbanks, and he’s being paid at the Course Manager pay rate, although Eliatan Hill could also be selected. The session will take place at Sydney Campus in the Training Lab.

    payable hours
    Figure 108. You can have a different value for the session duration and for the sessions payable hours
    1. Next, repeat the steps above but for the Sunday session. When you’re done, you should have two sessions, one for Saturday and one for Sunday. . Now we need to create the other sessions. Rather than going through all of that again, we’ll simply duplicate both sessions four times each, giving us five sessions on Saturday, five sessions on Sunday, and a total of ten sessions altogether. In the session you wish to duplicate first, click the repeat button, it’s directly to the left of the delete icon inside the session view.

      class repeat icon
      Figure 109. The Repeat Session icon
    2. Set the number of times you want the session to repeat, and then how regularly you want it repeated. You can select between Hours, Days (including weekends), Days (excluding weekends), Weeks, Months and Years. For this example we’ll set this to repeating 4 times and to repeat every week.

      duplicate sessions
      Figure 110. You can have a different value for the session duration and for the sessions payable hours
    3. Press the button 'create sessions'. You should now see the sessions for Saturday appearing like so:

      after repeat session
      Figure 111. Newly repeated sessions appear like this until you save the class
    4. Now you need to do all of this again (from step 4 to 6) for the Sunday sessions.

    5. Once completed, your timetable should appear as the example below.

If you create any sessions in error, simply hit the delete button on that session and it will be removed.

new class timetable example
Figure 112. The ten class sessions for the scenario described above.

Editing sessions in bulk

If you make a mistake in setting up a class and happen to duplicate that mistake across all your sessions, the easiest and fastest way to resolve it will be to use the bulk editing tool.

You can select all sessions, or individual sessions, to edit or delete entirely either by clicking the checkbox next to each record, or clicking the checkbox next to the Timetable heading in the class edit view to select all sessions for this class.

  1. Select your sessions using the checkbox, as shown in the screenshot below

    bulk edit select sessions
    Figure 113. The checkbox next to the Timetable heading will select all sessions
  2. Click the Cogwheel next to this checkbox. Here you can choose whether you want to delete all the selected sessions, or edit them

    sessions edit cogwheel
    Figure 114. Your two choices when bulk editing sessions; delete or edit
  3. Selecting 'Bulk change…​' will open up a pop-over window where you can select what aspects of the sessions you want to edit. Tick the checkboxes to mark what you want to change. Here’s what you can edit in bulk:

    1. Tutors - Allows you to select which tutors to assign to the selected sessions. REMEMBER: Tutors must be added to the Class before they can be added to the sessions

    2. Location - Allows you to change the Site and Room setting for the selected sessions

    3. Payable Duration - Allows you to set a new payable duration amount in hours and minutes e.g. 3 hours and 30 minutes would be expressed as 3h 30m

    4. Start Time - Allows you to set a new start time for the selected sessions. Click the clock icon in the field to select a new time, or type it out e.g. 12:45 pm is simply 12:45, while 5:45pm would be written as 17:45.

    5. Duration - Allows you to set the duration of the class e.g. 3 hours and 30 minutes would be expressed as 3h 30m

    6. Move Forward - Allows you to move the sessions forward a set number of days.

    7. Move Backward - Allows you to move the sessions backwards a number of days.

      bulk change sessions popover
      Figure 115. The bulk change po-over. Both Payable Duration and Move Forward have been selected here
  4. Click the Update button. This confirms the changes and updates the selected sessions.

Session collision detection

If you create sessions with tutors, rooms or timetables that clash in any way, you’ll be notified within the Timetable of the class edit view. Clashes appear in red, but will not stop you from creating a session. They are only provided as a guide, not a hard-stop form of validation.

session collision
Figure 116. Multiple clashes have been detected. Clashes also take into account holidays set in General Preferences

9.5. 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 section - 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.

  1. In the "delivery mode" field choose the delivery mode of the selected class from the drop down list. 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 details, either in 'default funding contract', 'default funding source national' or 'default funding source state' (this field is only used by some states, check with your reporting body for the appropriate codes/field 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 its 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).

9.6. 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 1. Web availability rules
Course Status Course URL available Class Status Class URL available Website value Example use

Enabled and visible online

Yes

Enrolment disabled

No - 404 not found

Course is included in the search results but the class is not visible on the website

For courses where you want students to add themselves to wait lists before you choose to publish a class to enrol into.

Enabled and visible online

Yes

Enrolment allowed

Yes

Course 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 online

Yes

Enrolment allowed and visible online

Yes

Course and class are included in the search results and online enrolments are available.

Normal class product available for sale.

Enabled and visible online

Yes

Cancelled

Either - use cog wheel to remove or show on web

Course 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.

Enabled

No - 404 not found

Enrolment disabled

No - 404 not found

No information is available online for the course or class.

For products you are not currently selling or seeking expressions of interest for.

Enabled

No - 404 not found

Enrolment allowed

Yes

The 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.

Enabled

No - 404 not found

Enrolment allowed and visible online

Yes

The 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.

Enabled

No - 404 not found

Cancelled

Either - use cog wheel to remove or show on web

The 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 section. Only where there is information particular to this instance of the class would you need to add information to the class web section. 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 section.

Classes can be published online by selecting the options on the general section 'enrolment allowed' and 'visible online'.

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.

Showing classes online in bulk

You can put your classes online in bulk from within the Classes window:

  • Go to the Classes window

  • Highlight the classes in the list view you want to put online

  • Click the Cogwheel > select 'Bulk edit…​'

  • By default, the function will assume you’re only wanting to action the changes on the currently selected records. You can change this by clicking the 'found records' button before submitting. This will action on all records in the system.

  • A checkbox will appear inside the pop-up. If the checkbox is ticked, the classes will appear online. If it’s unticked, those classes will be removed from online.

  • Click Submit to finalise the changes.

bulk classes online
Figure 117. The bulk edit view uses the same styling as sharing does. A checked box puts the classes online,unchecked removes them.

9.7. 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.

Under the enrolments section are a number of buttons that are labelled with various enrolment statuses i.e. 'successful and queued' or 'cancelled'. When clicked, this will open the enrolments list view in a new window with all enrolments for this class with the status you clicked displaying.

Within an enrolment record there are number of things you can edit such as the reason for study, or you can add an individual commitment ID or other various AVETMISS details that relate only to this enrolment. You can also review any associated Invoices or Outcomes, RPL credits, attach documents or set any notes.

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.

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.

There are also 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.

9.8. 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.

9.9. Marking Outcomes in bulk

You can mark outcomes individually, but it’s much easier and faster to update them in bulk.

To update a classes outcomes in bulk, open the class record by double-clicking it, then scroll to the Outcomes section. Click 'In Progress' to open the Outcomes window and show you all the outcomes that do not currently have a set status. Highlight each record you want to edit — you can highlight multiple records by holding down the shift key while selecting records in the list view — then click the cogwheel icon and select bulk edit.

bulk edit outcomes
Figure 118. The bulk edit view uses the same style view as sharing does. Select the status to update each record too then click Save

In the view that pops up, select the Status you want to edit each outcome to from the drop down box and then select Save. Each outcome that was highlighted should now display the new status.

10. Timetables

When scheduling classes, it can be helpful to know at a glance when a room or a site might have some availability free to book up, or is booked out solidly for the next four weeks. onCourse allows you to track class sessions scheduled at both the site level, and the room level, making it easier to spot holes in their availability quickly and easily.

10.1. Accessing Timetable View

The Timetable view can be accessed from the Dashboard, or from within either a Site or a Room record.

To find a timetable view for a specific site or room:

  1. Open the Sites or Rooms window, whichever is applicable

  2. If in three-column view, click the site or room you wish to view, then click the Timetable button in the right-hand column

  3. If in two-column view, double-click the site or room you wish to view, then click the Timetable button

sites timetable icon
Figure 119. The Sites window in three-column view,with the Timetable icon in the right-hand column

10.2. Timetable Window

The Timetable window features a mini-calendar marking today’s date, the date selected and any days with sessions booked, along with three separate time of day filters; before 12pm, 12pm-6pm, and after 6pm. Selecting any combination of these filters will filter out results that appear outside these parameters.

timetable standard view
Figure 120. The default Timetable view

You can also create custom filters using our Advanced Query Language, or AQL, a relatively simple but powerful way to search across numerous records in onCourse.

You will always see a list of current sessions booked, the date, session length, session times, site and room information, and the name of the sessions tutors, if they’re set. You can also see any tags and associated tag colours for each class.

You can minimise the tags view to just the coloured dots by clicking any tag in the window.

The class name can be clicked to open the applicable class record.

10.3. Timetable Views

The timetable offers three different views that each display data in a different way: Compact, Gap (Days) and Gap (Hours). Each view will show the date, time and session length of a class, as well as the tutor, the room, and the site name. It will also show any associated tags and their tag colours.

Compact View

Shows all booked sessions only. Does not show any available spaces or timetable gaps.

timetable compact
Figure 121. The Timetable window in Compact view

Gap (Days)

Shows any days that are fully available (no bookings that day), as well as all currently booked sessions

timetable gap days
Figure 122. The Timetable in Gap (days) view mode

Gap (Hours)

Shows an hourly breakdown of each day from 9am to 6pm. For Sites, it will group each class by the hour. You can see a breakdown of each class within the hour by clicking the down chevron. For Rooms, it will display the name of the class for each hour it’s booked. Any available times are marked 'available'.

timetable gap hours
Figure 123. Gap (hours) view mode shows classes grouped by hours of the day

10.4. Creating Custom Timetable Filters

You can apply custom filters to the timetable utilising the onCourse advanced query language, which you can learn about in more detail in our search chapter.

timetable filter create
Figure 124. Creating a filter is easy thanks to the drop-down selections for each entity

To create a new search filter, make a selection from the drop down box in the search bar at the bottom of the window. You can choose from the following entities:

  • Sessions

  • Tutors

  • Contacts

  • Classes

  • Courses

  • Student names

  • Rooms

  • Sites

Selections in the drop down box show you which entities the data is connected across within the onCourse database. E.G. the courses selection shows how the class session is connected to the class (called CourseClass in the database), which is connected to Course. It appears like so:

session.courseClass.course.

One example of a simple filter would be if you wanted to see when all your courses with Music in the name are on, you would select , then adding the following AQL code:

name contains "Music"

AQL uses pre-selectable options to choose from, which makes creating filters like this, or even far more complex ones, very simple.

You can save any custom filter you create by clicking the sliders icon at the end of the search box. You can save it so it’s visible for everyone, or just for you.

timetable custom filter select
Figure 125. Choose whether to save a filter just for you, or for every user of your system

When you choose that, the filter will appear in the panel on the left with a bank name field. Enter your name, then click the Save icon and the filter will be saved for you to recall at any time.

timetable custom filter save
Figure 126. Give your filter a name, then click the Save icon

11.1. Introduction

onCourse has powerful tools for searching across every piece of data you have collected. You can search in lists, perform basic and advanced searches on any attribute of the data and use these searches to write scripts and reports. In this chapter we’ll start from the simplest tools and then show you more advanced possibilities.

11.2. Dashboard search

The main Dashboard has a search bar where you can type in almost any type of data from a record, including a name, course code, class code, even an invoice number, and it will be shown in the search results.

find anything
Figure 127. Find Anything will help you find almost anything within onCourse quickly

This is not the same as the Search function in list views.

11.3. List Views

Every list view has a search panel across the bottom where you can type out simple search terms, like a name or course code, or queries to search on certain parameters.

Typing into the search bar will retrieve all records that match your input across certain fields. For example, in the Contact list, the text you enter will be found in first name, last name and email address fields. Simple search terms will automatically wrap in quotes. You can also type more complex queries into this field using the Advanced Query Language.

11.4. Find related records

Find related records is one of the most powerful tools inside onCourse, let you quickly jump from window to window, finding records related to groups of other records. The function icon is located next to the advanced search in each list view in onCourse.

For example, to locate all the employers of all the students aged 18 to 25 in the last three months of VET programs to send the Employer Satisfaction Survey to you can start by searching for all classes with a particular tag or use the advanced search on VET course flag. Once you have those classes, you can highlight those delivered in the last three months, and select from the find related icon 'Enrolled students'.

find related records
Figure 128. Finding the related Course record for the highlighted Class

Once the student list has opened, you can search that list of results for students aged 18 to 25. The list view that has opened is in a special mode called 'custom selection' which you can see in the window header bar. This means other searches or filters you run on this window are only inside the special set of results you have created as a list.

With the reduced list of students, you can use the find related icon to select contacts related as an employer. From this new window, you can use the cog wheel to send a message to the student’s employers.

Find related can only be run on a max of 1000 records at any one time

11.5. Advanced Query Language (AQL)

You can construct more powerful search queries using the onCourse query language. When clicked on, you’ll notice the search bar expands and shows numerous options for you to select from a drop down box. These selections are used to construct queries, which can be used to find either simple or complex sets of data. It might seem intimidating at first, but understanding the logic of this feature will help hone in on finding exactly the right data you need, and using the drop down boxes takes a lot of the guesswork out of this.

advanced query fields
Figure 129. The advanced search query options appearing in the drop down box.

The small bookmark icon shows you whether or not your search query is valid. When the search is empty it appears grey, when you’re using an accepted query it’ll display in green, and when using an invalid query it’ll display in red. When the query is good and the bookmark is green, you can click the bookmark icon to save your search. On saving it, the filter will appear in the left-hand column under 'Custom Filters'. Just choose if you want it visible for only you or everyone who uses your system, give it a name then hit the save icon that appears next to it.

You can also use AQL in some sub-lists, like when adding a set of classes to discounts, or when adding a Corporate Pass to a voucher type.

A simple query consists of a field, followed by an operator, followed by a value:

                title starts with "Apply"

In the above example, the field is 'title', the operator is 'starts with', and the value is 'Apply'. Searches are context sensitive to the screen you are viewing e.g. in the Unit of Competency list, this query will show you records beginning with 'Apply'.

Two or more queries can be linked together with conditional operators.

                title starts with 'Apply' and nationalCode starts with "B"

In this example, 'and' is the conditional operator that combines the two separate queries. In this case, using 'and' means only records that satisfy both queries are returned.

searchOperator
Figure 130. An example of a simple query using the onCourse query language

Fields

When you click into the search box, a drop-down list of available fields will appear. The fields that are available to use in queries will change depending on which record type you are searching on. You can also search for custom fields by typing the custom field key associated with the custom field you want to call.

advanced query fields
Figure 131. Query parameters are listed in a simple,context-sensitive drop-down box for you to choose from

Operators

In your query, you will want to compare the field with some value. The type of comparison is defined with an operator. Each operator can be written as a word in full or as the short symbol.

EQUALS or =

Finds records where the field matches the value exactly. This operator is not case-sensitive.

createdOn = today
nationalCode EQUALS "ABC"
NOT EQUAL or !=

NOT EQUAL finds records that do not match the input value.

deliveryMode != ONLINE
LESS THAN or <

LESS THAN returns records where the value is less than the input value.

LESS THAN can also be used with EQUALS to return records where the value is less than or equal to the input value.

enrolmentCount < 10
enrolmentCount <= 9
GREATER THAN or >

GREATER THAN returns records where the value is greater than the input value.

GREATER THAN can be used with EQUALS to return records where the value is greater than or equal to the input value.

age > 17
age >= 18
BETWEEN or ..

BETWEEN ( .. ) is used to specify a date range. BETWEEN ( .. ) will return records where the specified attribute occurred or was created between the set dates.

createdOn in 01/01/2018 .. 01/02/2018

BETWEEN can be used with a star closure ( * ), placed either directly before or after the date. See below for the correct syntax; placing the star and BETWEEN before the date will find all relevant data from before that date, while placing them after will find all relevant data after that date.

createdOn not * .. 01/01/2018

Both the above and below queries will show you the same data, all records created before 01/01/2018. The top query asks all records created before this date to be excluded thanks to the 'Not' operator, while the bottom query asks for all records created after this date to be shown thanks to the 'In' operator.

createdOn in 01/01/2018 .. *
IN

IN will display any data that fits into the input data set.

A set is denoted as a list of items, where each element of the set is separated by a comma. In the below example, this query will return and display any data that has a confirmationStatus as either NOT_SENT or DO_NOT_SEND.

confirmationStatus in (NOT_SENT, DO_NOT_SEND)

enrolment.student.id in (10,11,12)
[ ]

Square brackets are a shorthand to search for the record id (the primary key in the database) in a list, denoted by [ ].

enrolment.student[10,11,12]

This query is equivalent to:

enrolment.student.id in (10,11,12)
{ }

Curly brackets allow you to reference a record attribute multiple times without needing to retype the full path to that attribute.

The following query can be simplified using curly brackets:

outcome.enrolment.status == REFUNDED and outcome.enrolment.student.contact.lastName == 'Smith'

Here’s the simplified version:

outcome.enrolment{status == REFUNDED and student.contact.lastName == 'Smith'}

Notice how the path from 'outcome' to the 'enrolment' attribute is only typed out once. The query inside the curly braces is in the scope of the 'enrolment' attribute.

BEFORE

BEFORE can be used in conjunction with dates (or date-specific keywords, like 'today' or 'tomorrow') to return any requested data created or set before the input date.

createdOn before today
AFTER

AFTER can be used in conjunction with dates (or date-specific keywords, like 'today' or 'tomorrow') to return any requested data created or set after the input date.

createdOn after today
CONTAINS

CONTAINS returns any data where the specified field contains/matches the input.

name contains "Gardening"
STARTS WITH

STARTS WITH returns any data where the specified field contains data that starts with the input.

name starts with "Cooking"
ENDS WITH

ENDS WITH returns any data where the specified field contains data that ends with the input.

name ends with "Expert"
NOT

NOT reverses the returned value of all of the previous operators.

For example, 'code not contains "Gardening"' with return all courses that have a code that does not contain the term 'Gardening'

name not like John
name not contains "Gardening"
name not starts with "Cooking"
name not ends with "Beginners"
HASHTAG or #

The HASHTAG ( # ) operator will return records that are tagged with the specified tag in onCourse E.G. if you have a tag named Health and Care, and another named Training, and you wanted to find records that use either tag, you’d use:

#Health_and_Care or #Training
FILTER TAG or @

The FILTER TAG ( @ ) operator is used to as shorthand to call a custom query or other filter that has been saved.

For example, imagine the following query is saved with the name kids:

Age <= 12

@kids can then be called in the construction of other queries

@kids and isMale is true

is equivalent to Age ⇐ 12 and isMale is true

LIKE or ~

The LIKE (~) operator is used to search a field for a specific pattern.

There are two special wild card characters used with the LIKE operator:

  1. %: the percent sign is used to represent any amount of characters (including zero)

  2. _: the underscore is used to represent exactly one character

    Examples of the LIKE operator with wild card characters:

    name ~ "a%" name like "a%"

    finds any record that has a name starting with "a"

    name ~ "%a"

    finds any record that has a name ending with "a"

    name ~ "%ab%"

    finds any record that has a name containing "ab"

    name ~ "_a%"

    finds any record that has a name with "a" as the second letter

    name ~ "_%_%_%"

    finds any record that has a name with at least a length of 3 characters

    name ~ "a%b"

    finds any record that has a name starting with "a" and ending with "b".

Combining queries

OR
name contains "Gardening" or code starts with "GAR"
AND
startDateTime = tomorrow and successAndQueuedEnrolments >= minimumPlaces
( )

Use brackets to specify the order in which query fragments are executed.

name contains "Gardening" or (code starts with "GAR" and startDateTime = tomorrow)

Keywords

In onCourse, a keyword is a reserved word that has a predefined meaning.

DATES
today

the current day from 00:00 to 23:59

yesterday

yesterday from 00:00 to 23:59

tomorrow

tomorrow from 00:00 to 23:59

last year

from January 1 00:00 to December 31 23:59 of the previous year

last month

from the 1st of the previous month 00:00, to the last day of the previous month 23:59

last week

from Monday 00:00 to Sunday 23:59 of the previous week. + If 'today' is Thursday 13 September 2018, then 'last week' will be from Monday 3 September 2018 to 9 September 2018.

next year

from January 1 00:00 to December 31 23:59 of the next year

next month

from the 1st of the next month 00:00 , to the last day of the next month 23:59

next week

from Monday 00:00 to Sunday 23:59 of the next week.
If 'today' is Thursday 13 September 2018, then 'next week' will be from Monday 17 September 2018 to 24 September 2018. +

createdOn today createdOn yesterday .. tomorrow startDateTime last week endDateTime next year

+ Dates can be combined with basic arithmetic and a specified time unit to query over a period of time.

+

createdOn today + 1 day createdOn yesterday..tomorrow + 2 week createdOn * .. today + 6 month createdOn 9:00 .. 19:00 today - 1 year
ME

ME allows for search to be constructed using the currently logged in user as a query value.

Invoice.createdByUser = me
RELATIVE TIME

Time references allow you to query for records within specific time periods

now

acts as a timestamp for the moment the query is run

<x> hour

set a number of hours to/from the search query period

<x> minute

set a number of minutes to/from the search query period

endDateTime in now + 1 hour .. now + 2 hours 30 minutes

Arithmetic

Basic arithmetic can be performed directly within the query language. Addition, subtraction, division, multiplication and modulus operations are all supported.

feeHelpAmount is 100 + 50 feeHelpAmount is 100 - 50 feeHelpAmount is 100 / 2 feeHelpAmount is 100 * 5 feeHelpAmount is 100 % 3

Special attributes

Some record types have special attributes which aren’t stored in the database, but calculated on the fly. Some examples are:

enrolmentCount

Search Class records on the current count of active enrolments.

enrolmentCount = 3
isMinEnrolments

Search Class records to find those that have reached their minimum or above.

isMinEnrolments = true
isMaxEnrolments

Search Class records to find those that have reached their maximum capacity.

isMaxEnrolments = false

Saving custom searches

Any search query that you create in the advanced search bar can be saved for just yourself to use, or for everyone who uses your onCourse system.

The small bookmark icon shows you whether or not your search query is valid. When the search is empty it appears grey, when you’re using an accepted query it’ll display in green, and when using an invalid query it’ll display in red. When the query is good and the bookmark is green, you can click the bookmark to save your search so it appears in the left-hand column. Just choose if you want it visible for only you or everyone who uses your system, give it a name then hit the save icon that appears next to it.

These save options appear when you click the green bookmark icon that displays next to a valid query

11.6. Searching in custom scripts

Scripts often need retrieve records from your database to perform some function. For example, if you wanted to contact all students who are enrolled in a class starting tomorrow, you would need to retrieve all classes that start tomorrow from the database.

Add a query panel to your script like this.

searchScript

The results of this query are then available to you in your script in the variable 'records'. You can use this to perform additional actions in the script.

Read more information on custom scripts here in our scripts chapter.

12. Kiosk Mode for Sites and Rooms

12.1. Kiosk Mode for Sites

The onCourse kiosk mode is designed to show on a monitor or tablet the classes that are running at a particular site or room today. A large screen in a foyer or tablet outside each room is an inexpensive way to always show up to date information to tutors and students.

Clicking on the TV icon in the top right-hand corner of the 'Sites' edit view will generate a URL that looks like 'https://www.mycollege.com.au/site/kiosk/111' where www.mycollege.com is the URL in your general preferences College Website URL and 111 is the unique site ID.

Once you have clicked on the link to open the URL and can confirm it is displaying as expected, enter this into your display device. Once you have set the URL it will update itself regularly to show current information at all times.

site kiosk link
Figure 132. The TV icon in the top right hand corner shows the link to the site kiosk view

The data shown in kiosk mode will be the real time data of today’s classes that are either in progress, or yet to commence. The data is sorted by start time order, and then alphabetically. As classes complete, they automatically drop off the list.

kiosk site
Figure 133. The kiosk view for a site in landscape mode
kiosk portrait
Figure 134. The kiosk view for a site in portrait mode

When there are no classes scheduled for the day, or all the day’s classes are complete, both the site and/or room kiosk view will display "There are no more classes scheduled for today."

kiosk no more classes
Figure 135. Default display when they are no more classes scheduled for the day in the site or room

12.2. Kiosk Mode for Rooms

A kiosk view is also available for each room of a site, to display the classes running today. This is the URL you would access if you wish to display the details for all classes scheduled in a particular room, for example, to display on a tablet located near the room’s door.

Click on the TV icon in the top right-hand corner of the 'Room' edit view to access the URL for that room. The URL will be your college site appended with something like /room/kiosk/469 where "469" is the onCourse unique ID for the room.

room kiosk link
Figure 136. The TV icon in the top right-hand corner shows the link to the room kiosk view

Like the kiosk view for a site, the room view will only show classes in progress and scheduled for today. As the class session completes, it will drop off the list automatically.

kiosk room
Figure 137. The kiosk view for a room

12.3. Customising the kiosk

You can customise the design of the kiosk in three ways:

Log into your website webDAV interface (see the design handbook for details) and put your logo at the path /kiosk/img/logo.png. This will place your logo in the top left corner of the kiosk.

Adding your own styles

Put a css file at '/kiosk/css/kiosk-local.css' and override any of the default styles with your own.

Changing the html

The kiosk is just another tml file like all other parts of your site, so you can make more radical changes by changing the kiosk pages and components through webDAV.

II: Enrolments

13. Processing Enrolments

13.1. Terms and Definitions

Checkout

A tool available to you in onCourse that allows you to enrol a student into a class in just a few steps.

Enrolment

An enrolment is an instance in which a person has elected to partake in a class for different reasons, they will supply their details and this will be stored in the onCourse database.

Invoice

An invoice is a record/document that represents income of some sort. This can be an enrolment into a class or other goods and services provided. An invoice is basically a bill.

Payment

A payment is an instance in which money owing has been successfully taken from one party and transferred to another.

Student

A student in onCourse is a type of contact, one who is currently or has previously been enrolled into a class and is being taught by another person/resource.

Payer

A payer is someone who has personally paid an invoice for an enrolment in a class. It is important to note that a payer does not necessarily need to be the person taking the class, or even an individual for that matter. They can be a relative, friend, manager or company.

What is Checkout

You can access Checkout from the global navigation. Checkout is the only window that cannot be removed from the Dashboard Favourites view.

Checkout is a tool in which you can enrol students into classes. Most of the fields have auto complete functionality which means when you start typing, onCourse starts finding students that start with that name, and will display the results on the right-hand side of the window.

The following will identify the different elements of the Checkout window, and what their purpose is, the left side of the windows allows you to search for previous records that are stored on your database, where the right side houses the fields and functions.

Shopping Cart

This first section is where you select the contacts being enrolled or sold too, and the items (either courses, products etc) being sold. Once done, click the Summary section in the left-hand column to move on to the next step.

  • Contacts - This field allows you to add a new contact or search for previous contacts that are already stored on your database, they can be a student, a tutor or a company. Type the surname to search, then select the contact record from the list on the right. The name will be added under the Contacts.

  • Items - This field displays all courses, memberships, vouchers and products. Type the name of the course or product, or the code, to filter the search.

    For Courses, select a course to see a list of upcoming classes with details and a price. Click the class to add to the cart. If the course contains classes that are already finished, they can be viewed by clicking the 'Show Finished Classes' link at the top of the search results area. These can also be added to the cart.

    For Products, Vouchers and Memberships, click the record you want to add. The details will be shown in the search result window, while the record will also be added to the cart.

Summary

This section displays the summary of what’s been added to the cart, who the defined payer of the invoice being generated is, any discounts being applied and the total price. You can also add notes or a customer reference number e.g. if a customer uses purchase orders. You can select or deselect items for different contacts here, useful for when you are enrolling multiple people at once in different courses. There’s also the Discounts section, where promotional codes can be added and removed per line item. Once you’re done, click the Payment section in the left to move on to the final step.

  • Discounts - Enter any promotional codes for discounts into the Find Promotions field. If they are entered correctly, the discount will be automatically applied to the items it should apply to (as defined in the discount record itself). The name of any discounts applying to the cart will appear in the left-hand column.

  • This Invoice - This section shows you the make-up of the current sale, including each line item and which contact it’s attached to. You can review each line item by clicking it to expand the section. You’ll see a Studey Reason question that can be answered here. You can also edit the discount per line item by clicking on the line item, then selecting an invoice from the drop down box. If there’s no discount to select, it will show 'No discount'.

Payment

This is the final step in the checkout process. Here you can see the payer’s (the contact defined in the previous step) previous credit available, and any amounts owing from previous invoices as well. You can organise payment plans, and then once you’re ready to complete the payment, select a payment type. If you have a payment plan with more than one payment in place, and you select payment type Credit Card, you’ll be shown a special checkbox that allows you to automatically deduct future payment amounts from a saved credit card.

  • Previous Credit/Owing - Both of these sections are clickable, and will shows you either any available credit that can be used by the payer, or any invoices from prior transactions with owing amounts. By default all of these are ticked in both sections, so make a habit of going into this section before finalising payment and ensuring you’re applying the right invoices and credit notes to the transaction.

  • Payment Plan - The payment plan lays out how the current invoice is going to be paid off over time. There can be up to three parts to a payment plan (Pay Now, Pay by date, and Pay Later).

    Pay Now means this is the amount to be paid upfront right now after taking into account any applied previous credit and debts. If you change the Pay Now amount to an amount less than the amount owed in the current invoice, then a Pay by Date step will appear. You can add any many if these steps as you like, just edit the amount payable on the prior step to create a new one. You can either use the date set by the system for the next payment, or you can set your own date by clicking the field. The last step is called Pay Later, and will only appear if there is an owing amount on the payer’s account that is not expected to be paid in the current transaction.

  • Payment Method - This is where you select the method of payment. If you select Credit Card, this will open the online payment gateway where you can enter the details. Any other payment type will allow you to confirmt eh payment amount and then hit Finalize Checkout to complete the transaction.

13.2. About Checkout

Every Checkout process generates an invoice, even if there is no payment involved. Sometimes, this invoice will be for $0.00. Sometimes the invoice will be paid in full on enrolment, and also be a receipt of payment. Sometimes the invoice will be partially paid or not paid at all. The default setting for Checkout to default payments to full payment or no payment is set in the Financial Preferences window.

When processing an enrolment in onCourse, it is possible to issue an invoice to the customer who won’t be paying the course fee at the time of enrolment, even if your usual preference is set to pay in full. This is done by setting the Pay Now amount to $0, which will set the payment type to 'No Payment'.

Creating an enrolment with Checkout

The most important thing to remember about Checkout is that all enrolments processed in a single onCourse Checkout process generate one invoice to a single payer. This could be for one student enrolling and paying for themselves in one or more classes, or another contact enrolling and paying for one or more students to enrol in one or more classes. If two friends are enrolling in a class together and paying separately, you would process their enrolments as two separate Checkout processes.

  1. Open Checkout

  2. In the "Enter contact…​" field, type in a name of the contact you are trying to enrol. If the correct contact populates on the right-hand window, select them and they will be added to the cart. If the person you need is not in the system, you can create their profile by clicking on the 'Create New Student' button on the right hand side on the window. Fill out their contact details, then click Save.

    autocomplete
    Figure 138. Use the auto complete to locate and select the student
  3. After the contact is selected, click on the "Find course or item" field on the left-hand side.

  4. Here you enter the items you’re selling; either a course, product, membership or voucher. You can type the name or the code of any product and it will appear in the search results to the right.

  5. If searching for a course, once the course is located then selected, a list of the upcoming classes for this course will be shown, click a date to add it to the cart. By default, only current and future classes will be shown however you can also show and select old classes by clicking the 'Show Finished Classes' link at the top of the window. Similarly, if you want add an old class to the cart, you can do so by clicking it.

  6. If adding a MEMBERSHIP, VOUCHER, or PRODUCT, search for a name or SKU code, and then click on the choice to add it to the cart. Repeat this as many times as you need to until everything is added. You’ll set Product quantity in the next steps.

  7. Once the cart has all the contacts and items added, next we need to review the invoice, so click Summary in the left column.

  8. If you have either a voucher or promotion code you can input this into the 'Find promotions' field under the Discounts header. Enter the promo code, it will validate automatically. If nothing appears, the code was incorrect. If the code is correct, a discount will appear underneath the Discounts header. You can click the discount to review the record.

  9. Click 'This Invoice' to see the details of the current transaction being performed. Here you can set the payer, set who’s being enrolled in what course, and set the quantity of any products that were added to the cart. Review everything here before moving on to the final step by clicking 'Payment'. If 'Payment' doesn’t appear below the Summary, then you haven’t assigned all cart items to contacts and will need to do so before advancing.

  10. The Payment window is the final step in the checkout. Here you can finalise the payment, including whether or not to apply any previous credits or debts to the current transaction. To review any credits on the payers account, click the 'Apply previous credit' checkbox, and then select any credit note you’d like to apply to the current transaction from the section on the right. Similarly, to apply any additionally owed invoices to the current transaction, click 'Pay previous owing' checkbox and select the invoices from the list that appears on the right. This will all be collated in the payment plan.

  11. The Payment Plan appears below the previous credit/owing sections. Pay Now is the amount expected to be paid in this current transaction, with any additional credits or invoices applied. If you aren’t accepting full payment straight away, you can edit the amount in this field and it will add a second field with a date and the remaining amount. You can change this date and amount and add as many additional payments as you like, until the invoice is paid in full. Anything listed under Pay Later is an amount owing in the future that does yet require payment.

  12. Lastly, select your payment type. Credit Card will open the credit card payment portal in the section to the right. Enter the details and click Finalise Checkout. Any other payment method will simply show the amount to be paid, and a Finalise Checkout button. Complete your transaction and then click the Finslise Checkout button.

  13. You will see a Transaction Successful screen along with a snapshot of the invoice just paid. You can now close the tab.

checkout successful
Figure 139. The transaction successful screen

Reviewing the invoice in the Summary

To review the tax invoice, you must click on the Summary section below the cart. Here you can set who is being enrolled into what, who is paying for what, and who is getting what.

If you have more than one contact added, you can choose who the payer is by hovering thew mouse over their name and clicking the 'Set as Payer' button. The payer is identified by the 'Payer' label next to their name.

Any enrolments or products you have already added to this Checkout will be itemised automatically on the invoice, with any discount or tax applied. You can review this by clicking the invoice line to expand it. You can set the quanitity of any product in this screen, and set who will receive confirmation emails.

Discounting the enrolment fee

When processing an enrolment through Checkout, you can discount course fees by using a pre-created discount. When a discount is applied to a class, it can be automatically offered to people who meet pre-defined criteria, e.g. seniors, people who hold a certain membership, students re-enrolling within a defined time period or students enrolling in a defined date range. You can also apply one manually by checking the Discount drop down box within the class invoice line of the Summary.

More about concessions and promotions can be found in the Concessions and Memberships chapter.

If an automatic discount has been created, the student meets the requirements of the discount and the class they are enrolling in has been set to allow that type of discount, then it will automatically be applied at checkout when they enrol.

If a student is automatically eligible for more than one type of discount, the higher discount will be applied.

You can also manually switch to a lower, eligible discount or override the discount amount applied in the Payment section of Checkout.

concessions1
Figure 140. Enrolment with an automatic discount applied for one class
Manually adjusting the price of an enrolment using discounts

Sometimes you need to manually adjust the price of an enrolment for one reason or another - perhaps you cancelled a class that was sold using a discount that’s no longer valid and you want to offer that discount to those re-enrolling. To do this, the class needs to have a valid and eligible discount attached to it. If it does, you can manually adjust the discounted amount within the Summary section of the checkout.

In the summary, click on the enrolment and check there is a discount available. If there is, you’ll be able to click the padlock next to the price and enter a new price. The breakdown of the new enrolment fee will be displayed and this will be updated within that class’s budget.

checkout price adjust discount
Figure 141. This enrolment has the
Adding a promotional code

Promotional codes can be used by students enrolling over the web and by administration staff via onCourse Checkout. In both instances, the code word must be supplied for the student to gain access to the discount.

When processing an enrolment, enter the code in the 'Enter voucher or promotion…​' field, and press the + button next to the field in Checkout. This will then discount the eligible classes as appropriate.

Prom code
Figure 142. The Checkout promotional code field before entering the code
Prom code2
Figure 143. After entering the code,the system will automatically apply any discount matching the code and add it to the Summary. Here the promotion was called Combo 1

Adding a 3rd party payer

To add a 3rd party payer to a transaction:

  1. Add the student contact to the cart

  2. If the third party is already related in onCourse to the student you have added, you can find them quickly by clicking Find contact field after already adding the related contact - they will appear already in the right without any searching required. Read more about relations in onCourse here

  3. If the contact is not currently related to the student, add them as a contact in the same way as you added the student to Checkout. You do not need to enrol them in any classes, however, if they are a friend or family member they may be both enrolling and paying.

  4. Set the classes for the student(s) as per the usual process, then go to the Summary section

  5. In the Summary, hover your mouse over the payer’s contact name and click 'Set as Payer'. That will set this contact as the payer for this invoice.

  6. When finalised, the invoice will only go to the payer. The enrolment confirmation will go to the student(s) enrolling.

Enrolling multiple students in multiple classes

Checkout can be used to enrol many students in many classes, provided they are all being paid for by a single payer.

In this example, two students from the same company are each enrolling in two classes. Both students are attending one class together, and then they are each attending another, different class.

  1. Add the students and their related company to Checkout

  2. Add the classes that each student will attend, even if both aren’t attending all the added classes, you can assign them in the later step. When you’re done, go to Summary.

    QE multiple class
    Figure 144. Both students are selected to attend these classes, with the company selected as Payer
  3. In Summary, each class added to the cart will be shown under each student. Make sure there’s a checkmark next to each class the student will be enrolled into.

  4. Hover your mouse over the name of the company. You’ll see a 'Set as Payer' button appear, click it to set the company as the payer.

  5. When everything is set, move on to Payments. You can accept payment as you normally would. The invoice will go to the company contact, while the confirmation emails will go to the students.

13.3. Funding Invoice

Funding Invoice is a second invoice created with the purpose of tracking funded training payments. This section will not appear unless your new enrolment meets the following criteria:

  1. It is a single enrolment

  2. the class being enrolled in has a default funding contract that isn’t 'fee for service (non-funded)'

funding invoice
Figure 145. Funding invoice in the Checkout

If you don’t wish to use this section, you can flick the switch at the top of the window to disable it and continue on to the Payments window.

To learn more about the function of funding invoices, look at Funding invoices.

13.4. Checkout payment options

You can choose to pay the full amount owing, zero, or a portion of the amount owing by editing the 'Pay Now' price that appears in the payment section of the checkout.

If a voucher is being used to pay for an enrolment, you need to add the voucher before choosing how to pay any balance outstanding by an alternate method.

If your financial preferences for the class are set to pay in full, but you are taking a partial payment now, you can edit the amount the contact wants to pay at this time by clicking on the pen icon above Pay Now and editing the amount. This will add a new payment to the payment chedule where you can set the amount and the due date. You can add as many additional payments as you like, but the amount must add up to the invoice total.

QE payment options
Figure 146. Payment options available via Checkout

There is no default payment type, you must always select one. Select or change the payment type by clicking on the drop down box under the Payment Method header and clicking a selection.

Anything you record as a payment at this point should only be a payment you have received right now - this is not the place to record the way the student is intending to pay at some point in the future.

You can only select Credit Card in onCourse if you have a merchant account linked to onCourse for taking direct payments. If you do not have a merchant account linked, and you take a credit card payment via your EFTPOS terminal or another online gateway service, you will need to record that payment type as EFTPOS or other.

If you do have a merchant account linked to onCourse and you select credit card, the secure payment gateway will appear. The enrolment save process will not complete until the bank validates the card number (see below for more details on how this works).

If the payer has a saved credit card on their contact record, you can select 'Saved credit card' to attempt payment against that saved card.

Enrolling a student in credit or debt

To enrol a student in credit or debt basically means that the student (when the student is the payer) you are about to enrol owes your organisation money through unpaid or partially paid fees, or your organisation owes this student money via an onCourse credit note. To achieve one of these you would need to make sure the following:

  1. The student must have been previously enrolled in a class.

  2. The student must have accrued either credit or debit depending on their previous engagements with your organisation.

  3. Once trying to enrol the student, you will notice the amount either in "apply previous credit" or "Pay previous owing" in the Payments step of Checkout.

  4. If the student has credit to their name, then the balance outstanding will be less than cost of the enrolment. The student may use all or some of their credit during this enrolment. If the student has insufficient credit available to cover the cost of this enrolment, they can pay the balance outstanding as per a standard enrolment.

  5. If the student has a debt, and your financial preferences are to pay the enrolment in full, then the default payment amount will be the total they owe. As per the previous section 'How to review a contact’s invoices', you can choose which, if any, of the outstanding invoices you wish to pay now.

  6. Keep in mind the outstanding balance in any Checkout will be the balance of the payer’s account. For many enrolments, the payer and student are the same person. However, if the payer is another person or company, their credit can be used to pay for another student’s enrolment.

If you are enrolling a student in more than one class, with one or both containing two different payment plans, the system will select one and apply it to the whole invoice. This is because invoices can only have one assigned payment plan.

If you absolutely must have two different payment plans, then you’ll need to run through two separate transactions.

Using a voucher for payment

If the student or payer has a Gift Voucher or a Package Voucher they wish to redeem for this enrolment, then you need to record these details first.

Enter the voucher code in the 'Enter voucher or promotion…​' field. The balance available on the voucher will automatically be applied to any of the eligible enrolments in this Checkout window.

You can then proceed to take payment for any outstanding balance via an alternate method such as cash or credit card.

Recording a cash payment

To record a cash payment simply select 'cash' from the payment type drop down menu, once you have confirmed the payment amount is correct, just click finalise checkout to complete the enrolment.

Any cash payments you make will be linked to your user location for your banking process. These cash payments will be need to be reconciled when you run 'Deposit banking' from your location.

Recording a cheque payment

To record a cheque payment you will need to follow these steps:

  1. Select 'cheque' from the payment type drop down menu and the window will refresh to update the payment type

  2. Once you have confirmed the payment amount matches the cheque amount, just click finalise checkout to complete the enrolment

    Like cash, cheque payments are linked to your user location for banking.

Recording an EFTPOS payment

An incoming course payment may have been processed on an EFTPOS terminal external to the onCourse system, even though the payment has been processed, you will still need to record the fact that the payment has been made within onCourse. To do this you will need to follow these steps:

  1. Select EFT from the payment type drop down menu

  2. Once you have confirmed the payment amount, just click finalise checkout to complete the enrolment

13.5. Processing a credit card payment

onCourse processes credit card payments via a secure payment gateway within onCourse and verifies the credit card details in real time with the bank.

QE credit card payment window
Figure 147. Secure credit card payment window to process credit card payments

Using a new credit card

To process a new credit card payment you need to do the following steps:

  1. Select Credit Card from the payment type drop down menu during the Payment step of Checkout.

  2. The credit card secure payment gateway will open in the section to the right of the Payments column.

  3. Enter the credit card details into the secure payment window and then click the Submit button to process the payment

    Whilst the secure payment is being processed, the Checkout window will remain open with a processing enrolment message being displayed.

  4. The payment will be processed and if successful, the payment gateway window will display the message Transaction successful you can then close the payment browser window

  5. The Checkout window will also update to show that the transaction was successful, you can then click finalise transaction and then send the enrolment confirmation as per the standard process.

  6. Click the 'Share' icon next to the invoice on the Transaction Succesul window to open the Share menu on that invoice record in order to generate and print the Invoice. You can also click the go to shorcut icons to go directly to either the payment record or the invoice.

  7. You can either close the tab or click 'Start New Checkout' to start a new transaction in a fresh checkout window.

Successful CC Payment Message
Figure 148. Transaction successful screen in the Checkout

In the event that there is an outage with your internet connection whilst a credit card transaction is being processed, or you close the browser window without cancelling the payment attempt in the window, the payment will time out in 20 minutes. During this timeout period, the Checkout window will remain locked. An error message will appear notifying you "Payment was expired by timeout. The enrolment and unpaid invoice have been saved." Checkout will then allow you to save and close the enrolment with or without sending the normal notifications to the contacts. You can then reopen Checkout and attempt to process the payment again.

Using a saved credit card

To process a payment using a saved credit card, the payer must have a credit card saved to their contact record. You can see this in their contact record, under 'Financial'. To select this option in Checkout, choose 'Saved Credit Card', then click Finalise Transaction.

Managing cancelled and failed credit card transactions

This section outlines how you manage the payment cancellation process and how onCourse reconciles those cancelled transactions

How to cancel a credit card transaction

You don’t technically need to cancel credit card payments in onCourse. You can simply change the Payment Method.

  1. With the credit card gateway open, simply click the 'Payment Method' field and make another selection.

How to manage transactions where the payment has failed

When a credit card payment has failed, the secure payment window will display the message Payment Failed and a reason for the failure. You can either:

  1. click 'Try Again' to try a new card

  2. change the payment type and accept another type of payment, or

  3. change the Pay Now price to $0 to create the invoice and enrolment only, and accept payment at a later date.

checkout failed payment
Figure 149. A failed payment in the Checkout

13.6. Processing unpaid invoices

If an invoice is unpaid at the time of enrolment, or partially paid, at a later date you will need to collect the rest of the money owed to you.

Until the balance of the invoice is paid, the payer will be recorded in the system as a debtor, and you can find them quickly in the invoice window using the filter 'unpaid invoices'.

When a payment is made, you need to record the details of the payment, to reduce the balance of the debtors account. You can do this either though Checkout, or by following the Payment In instructions below.

Processing a Payment In

Payments In must be processed from the owing invoice, or by clicking the + button in the Payments In window.

To accept a payment in on an invoice:

  1. Go the Invoices window

  2. Search for the invoice you wish to add a payment against, click it to highlight it

  3. Click the cogwheel in the bottom-right of the window and select 'Apply payment in'

  4. This will open the Checkout to the Payment window. The owing amount will appear in the Pay Now section. You can review any additional owing invoices on this contact’s record. Click the checkbox next to them to add them to the current payment.If the debtor has more than one invoice with a balance outstanding, by default the payment will apply to the oldest invoice(s)

  5. Once the invoices are selected, select a payment type and apply the payment. Click Finalise Checkout to finalise the transaction.

    List of outstanding invoices
    Figure 150. List of outstanding invoices and the Pay Now amount showing the amount to be paid
  6. After the transaction is deemed successful, you’ll be shown a review of the created invoice.

  7. After you complete this process an email will be sent to the payer with the payment details and the payer record will appear in the list view of "Payment In".

Clicking the + button will open a blank Checkout window, where you can add a contact, proceed to the payments window and select any prviously owing invoices due for payment.

Batch Payments In via Payments In

You can process a batch of payments using the batch payments in window. From Payments In, click the + button and select "Process all due payments". You can learn more about this in our Batch Payments chapter.

payments in batch
Figure 151. How to process batch payments vis Payments In window

13.7. Sending invoices and confirmations

While reviewing the Summary in the Checkout is where you set who will be sent what in terms of confirmations and invoice notifications.

By default, the payer will receive the invoice, and everyone will receive confirmation emails. However these can be switched off per contact in the summary by unticking the checkbo next to each option.

The enrolment confirmation goes to each student who has enrolled in a class. The tax invoice only goes to the payer. For example, if three friends were attending a class together, paid for by one of them as a gift to the others, you can set it so that the invoice and confirmation goes to the payer, and the others get nothing to retain the surprise.

QE send notifications
Figure 152. Sending an enrolment confirmation and invoice through Checkout

13.8. Traineeship Classes

In onCourse, Traineeship Classes are a special type of class that can only take one enrolment per class. They can only be created using marked Traineeship Courses.

You can create traineeship classes the same way that you do normal classes, by creating them in advance in the Classes window, or by duplicating them from an already existing, or previously completed traineeship class by clicking the cogwheel and selecting 'Duplicate traineeship and enrol'. This will create a new copy of the highlighted traineeship class, and also open the Checkout with the selected class already chosen as an item. Process payment to complete the enrolment.

13.9. Adding additional AVETMISS and other reporting information to an enrolment

Some additional information you need to record for your AVETMISS, traineeship, CRICOS or VET Fee-Help reporting can be added to the enrolment record after it has been created. This information cannot be added in Checkout at the time you create the enrolment.

To locate an enrolment, go to Enrolments and search for the enrolment you have created. Double click on your enrolment to open it in edit mode.

When editing a funding field on an enrolment with associated outcomes, a pop-up will open asking if you’d like to update the associated outcomes with the same change. Click the checkbox next to each field you’d like replicated across each outcome attached to the updated enrolment.

update outcomes from enrolment
Figure 153. Enrolment general tabs show a number of fields that use default values

Fields to set at the enrolment level

In the VET section of the enrolment, you can set a value for the following fields. Most of these field only affect AVETMISS reporting.

Study Reason reported in the NAT00120 for students enrolling in a qualification or skills set. If you don’t set a value here, the default '11 - other reasons' will be exported

Fee Exemption Concession Type reported in the NAT00120 as a below the line state reporting option

Associate Course Identifier (SA - SACE Student ID) reported in the NAT00120 as a below the line state reporting option

Full Time Flag (QLD) reported in the NAT00120 as a below the line state reporting option

VET in Schools Enrolment reported in the NAT00120. If you don’t tick this option, an N for No will be exported as default

Outcome Identifier - Training Organisation reported in the NAT00120 as a below the line state reporting option. If you are reporting a Smart & Skilled enrolment in NSW, this is where you record a student who did not commence their training after being issued a Commitment ID

Training Contract: apprenticeships reported in the NAT00120 for students undertaking funded training

Client Identifier: apprenticeships reported in the NAT00120 for students undertaking funded training

CRICOS: Confirmation of Enrolment This is not a field reported in AVETMISS, but used for management of CRICOS (overseas) students and reporting to PRISMS

Eligibility exemption identifier (Vic) reported in the NAT00120 as a below the line state reporting option

VET FEE HELP indicator (Vic) reported in the NAT00120 as a below the line state reporting option

Training Plan Developed (NSW) reported in the NAT00120 as a below the line state reporting option

Fields that can be overridden at the enrolment level

On the enrolment general tab, you can override the default values set in other places in onCourse. Generally, these shared fields flow from the Class to the Enrolment, then to the Outcome.

Changing a default value will not have any affect on records that already exist. Instead, the new defaults will only take affect in any new records created after the change, and for any records specifically edited to reflect that change.

Funding source - National This is inherited from the college default preferences, or from the class VET tab settings and can be overridden on the general tab for all outcomes attached to the enrolment, or on the outcomes tab for individual outcomes attached to the enrolment. This value is reported in the NAT00120 file.

Funding Source - State This is inherited from the class VET tab settings and can be overridden on the general tab for all outcomes attached to the enrolment, or on the outcomes tab for individual outcomes attached to the enrolment. This value is reported in the NAT00120 as a below the line state reporting option.

Purchasing Contract Identifier (NSW Commitment ID) This is inherited from the class VET tab settings and can be overridden on the general tab for all outcomes attached to the enrolment, or on the outcomes tab for individual outcomes attached to the enrolment. If you are using this field for reporting into NSW, to record a Smart & Skilled Commitment ID, the enrolment is the place to enter this information. This value is reported in the NAT00120 as a below the line state reporting option.

add override enrolment fields
Figure 154. Enrolment general tabs show a number of fields that use default values

Fields that can be set at the outcome level

Status This is the Outcome Identifier - National that is reported in the NAT00120 file.

Hours Attended reported in the NAT00120 as a below the line state reporting option, only for outcomes with a status of 'withdrawn'

Specific program identifier this is the Specific Funding Identifier reported in the NAT00120

Fields that can be overridden at the outcome level

Module Code/ Module Name While this field doesn’t display with a lock/unlock symbol, by default it is showing outcomes linked via the enrolment in the course where the outcomes the student will complete were defined. These outcomes can be changed to any other unit of competency in the database. This value is reported in the NAT00120 and the NAT0060 files.

Start Date This information is derived from the class, and based on either the start date of the sessions for a timetabled class, or the student’s enrolment date for a self paced class. This can be overridden in the list view of the edit view. This value is reported in the NAT00120 file.

End Date This information is derived from the class, and based on either the end date of the sessions for a timetabled class, or the student’s enrolment date plus the class duration for a self paced class. This value is reported in the NAT00120 file.

Reportable Hours These are the Scheduled hours as reported in the NAT00120. They are derived from the nominal hours set at the unit of competency level. This value is reported in the NAT00120 file.

Delivery Mode This value is derived from the default college preferences, or the class delivery mode. If no delivery mode is set, onCourse will automatically export 'classroom based (10)' for all enrolments except those with RPL or credit transfer status, where it will export delivery mode 'not applicable (90)'. If the only correct value for exporting is 'not applicable (90)' because of the Status set, then onCourse will always export this value no matter what option you set in this field. This value is reported in the NAT00120 file

Funding Source - National This is derived from the college default preferences, from the class VET settings, or from the enrolment and can be overridden on a per outcome basis as needed. This value is reported in the NAT00120 file.

Purchasing Contract Identifier This is derived from the class VET settings, or the enrolment and can be overridden for individual outcomes attached to the enrolment. If you are using this field for reporting into NSW, to record a Smart & Skilled Commitment ID, the enrolment is the place to enter this information. This value is reported in the NAT00120 as a below the line state reporting option.

Funding Source State This is derived from the class VET tab settings, or the enrolment and can be overridden for individual outcomes attached to the enrolment. This value is reported in the NAT00120 as a below the line state reporting option.

outcome locked unlocked
Figure 155. The individual Outcome view

VET Fee Help fields in the enrolment

Information about setting VET Fee Help field values in the enrolment can be found in Student VET Fee-Help Loan Requests

Enrolment Attachments

Enrolment records can contain private note records and document attachments on the 'Attachments' tab of the record. More information can be found in our document management chapter.

13.10. Checkout FAQ

If you have a question about Checkout that is not answered by this chapter, please feel free to post a question in our forum or lodge an onCourse support request.

How do I manage an overpayment made by a student?

onCourse does not allow overpayments of invoices. This is a deliberate design function to ensure data entry errors are not made. If a student presents a cheque made out for the wrong amount, so you can bank and process the cheque you can do the following:

  1. Create the enrolment as usual in Checkout

  2. Add an 'other charge' to the enrolment, with a line item title like 'overpayment'

  3. Process the payment in Checkout with the total balance of the cheque that has been presented.

  4. Go to Invoices and create a manual credit note for the person who made an overpayment. This credit can then be used towards other enrolments or refunded.

What do I do if I have recorded a payment (money) without any payment actually being made or I recorded the wrong amount?

If for example a student has not actually made a physical payment on their enrolment, but an onCourse user recorded their enrolment in onCourse as paid, you will need to follow these steps to resolve it. Only unreconciled payments can be reversed.

  1. Locate the payment record in the 'Payment in' window and select it by single clicking it

  2. In the to right hand corner or the window, go to the cogwheel and select the option 'Reverse payment'. This will create a new neagtive payment in against the invoice(s) where it was originally applied. Those invoices will now have a balance outstanding as before you completed the original transaction.

  3. When you complete the reversal process, the status of the payment in will change from success to success (reversed).

  4. You can now process the correct payment in method at the time the student pays or for the correct amount that was received.

reverse payment
Figure 156. Reversing an incorrect payment record

How do I change part of an enrolment fee to a business, and part to a student?

The best way to charge part of an enrolment fee to someone and another part to someone else would be to follow these steps. We will use an example of a $100 enrolment where a student has paid half of an enrolment and the other half has been paid for by their job network agency:

  1. Create a credit note for the student for $50 (half of the class fee). This will now drop their balance outstanding down to $50 (or $0 if they have already paid their half)

  2. Create a manual invoice for the job network agency in the invoice window for the remaining $50.

  3. Process the payment in for Job network invoice when they pay it.

For an invoice, you can not record some of the payment coming from a person other than the payer (in this case the student). The reason you would use this method is so that if the student’s enrolment is cancelled for some reason, they will only be entitled to a $50 refund, rather than the full $100.

How do I provide a student with a discount after they have already enrolled?

Invoices in onCourse are immutable; you can’t change them after they have already been issued.

You can choose to either cancel the original enrolment and process it again correctly, with the discount or you can create a manual credit note for the student

If the student has already paid the full amount, they will end up with credit that can be refunded or used towards another enrolment. If the student hasn’t paid against the original invoice, they will now have a lower balance due, because of their credit note.

How do I check to see if a student has been enrolled?

You can go to the Enrolment list view window and type the student’s name into the basic search. Double-click on the record to open it and view it in more detail. You can also check within the Class record itself by scrolling down to the Enrolments section, then clicking the 'Successful and Queued' button to open the enrolments window with all that classes current successful enrolments displayed.

If you require more information about an individual enrolment you can double click on an record; this will open the enrolment record to show it in more detail.

Enrolment general tab
Figure 157. Enrolment General tab

What happens if a student doesn’t meet the class age restrictions?

If a class has a minimum, maximum or age range set for enrolment in the General section of the class, then during Checkout, each student attempting to enrol in the class will have their date of birth checked.

If the student doesn’t have a date of birth at all, then they will not be allowed to enrol until a valid date of birth is provided.

If the student has a date of birth that means they do not meet the age requirements, they will not be able to enrol.

If the student is enrolling via the office, then their date of birth can be modified. If the student is self enrolling on the website, and has previously provided their date of birth, they can not change their date of birth without contacting the office. If you approve and change their date birth in onCourse, they will then be allowed to enrol in this class on the website.

QE age restriction error message
Figure 158. Checkout showing age restriction message
age restrict checkout
Figure 159. Checkout showing missing DOB message when enrolling in a class with age restrictions

14. Cancellations, Transfers and Refunds

14.1. Cancelling a single enrolment

It is important to remember that within the accrual financial system of onCourse, that every action has an opposite. When an enrolment is created, an invoice is generated to the payer. When the payer pays the invoice, a payment in record is created. If you want to cancel an invoice or refund a payment, you need to generate an equal and opposite record. To reverse an invoice, you create a credit note (a negative invoice) and to give someone back their money, you need to create a payment out. This section outlines the common processes involved in creating credit notes and refunds.

If you need to remove a student from a class, due to them withdrawing or failing to attend, you need to cancel their enrolment. If you wish to provide them with a credit note you can do this at the time of the enrolment cancellation.

The first step is to cancel and credit the existing enrolment.

  1. Find the enrolment in the Enrolments window

  2. Highlight the enrolment by clicking on it

  3. Click on the cogwheel in the bottom right-hand corner and choose "Cancel 1 enrolment". This will bring up a dialog with a checkbox offering to also credit the enrolment fee charged - it is unticked by default. If you tick this, you will create a create note as part of this process. If you keep it unticked, you will retain all the student’s fees as part of your business income. 99% of the time you want to create a credit note. If the student’s enrolment is unpaid, the credit note will pay their unpaid invoice, rather than leaving it as an unpaid debt on your books.

  4. In the cancellation window, choose if you want to send the student a credit note email. If you are have not previously agreed to transfer the student to another class, or provide them with a refund, selecting this option will let the student know how much credit they have available with you for future redemption.

  5. Hit "Proceed".

This process will cancel the enrolment, and create a credit note in the system for the value of the existing enrolment. Note that the credit note will apply to the original payer of the invoice. This may not be the student who enrolled in the class, but their employer, parent or other third party. Read the text in the cancellation window to confirm if the student, and the payer, are the same or different people.

If the invoice originally issued for this enrolment remains unpaid, the credit note created will create an automatic contra payment against that invoice, in effect 'cancelling' it from requiring payment.

If the originating invoice was paid in full, the credit note can be used to contra pay another outstanding invoice from that debtor. It can also be refunded to the customer.

Please note that a payment back to the student will not be automatically created after cancelling an enrolment. That student might want use the credit to enrol into another class. Or you may wish to contact the student and arrange a refund. The next sections explain these options in detail.

Outcome deletion on cancellation

While all enrolments in onCourse create outcomes, including those in non-VET programs, the outcomes that can cause concern for reporting are those associated with VET enrolments.

During the enrolment cancellation a checkbox is ticked by default that says 'Delete outcomes linked to this enrolment with status "not set"'. If you have not given any outcomes a status yet, this will mean all the outcomes attached to the enrolment will be deleted. This will be desirable for most types of enrolments, where you do not want to report the student as having enrolled in this program at all for AVETMISS purposes. You cannot delete outcomes associated with 'success' or 'unknown' tagged AVETMISS exports, and you also cannot delete outcomes associated with certificates that are not yet revoked.

If the student needs to be reported as a withdrawn student for AVETMISS purposes, you have two options. Either set the value of the outcomes before the cancellation process, and they will be retained by default. Alternatively, you can untick the option 'Delete outcomes linked to this enrolment with status "not set"' so all outcomes, both set and not set, will be retained. To avoid AVETMISS errors, you will need to make sure that any unset outcomes that are retained are given a valid outcomes status, such as 60 - Withdrawn after processing the cancellation.

Retained outcomes attached to cancelled enrolments are reported like all other outcomes. If you want to suppress them from all reporting, set the enrolment to 'Do not report for AVETMISS' within the VET section of the enrolment record.

Charging a cancellation fee

You can also elect to charge a cancellation fee (with or without tax) as per your college policies. The difference between the fee paid, and the cancellation fee charged will be available as credit to the student, or can be refunded to them.

Note that if you charge GST, this amount will be added on to the value you specify e.g. in the screen shot below a $20 plus GST fee has been charged, totalling $22.

You can select to have this administrative fee deposited into the income account of your choice. By default, the income account associated with the enrolment income line will be selected. Any GST component will be credited to the GST account.

cancel enrolment
Figure 160. Cancelling an enrolment and charging a cancellation fee

Cancelling an enrolment paid for by a voucher

On occasion, you may have cause to cancel and enrolment that was originally paid for by an onCourse voucher. If this is the case, a warning will appear in the cancellation window to advise you that a credit note will be made for this student, just like for any other cancelled enrolment. There is no automatic 'crediting' of their original voucher.

If you have a business rule that states that students who paid with vouchers cannot access a refund, then use the credit note to purchase a new voucher for the student that they can again redeem.

In the example below, the enrolment fee of $264 was paid for partially by a voucher ($200) and partially by cash ($64) - this can be found by looking at the original invoice for the enrolment.

When the enrolment is cancelled and the credit note created, you could then purchase another $200 voucher for the student with the credit note, leaving them with $64 in general credit, that could either be used towards another enrolment or refunded.

enrolment cancellation with voucher
Figure 161. Cancelling an enrolment that was partially paid for with a voucher

14.2. Transferring an enrolment

If you are planning on transferring an enrolment, you can do this from the enrolment list view. This is similar to the 'cancel enrolment' process with the addition of opening Checkout at the end of the process, pre loaded with the student, payer and course details, allowing you to make a speedy transfer of the student to another class.

Highlight the enrolment you want to transfer, then go to the cogwheel and select the option 'Transfer an enrolment'. Once you have done this a popup will appear advising you what is going to happen. You then have the ability to delete outcomes linked to this enrolment with the status "not set", this option is marked as default. You also have the ability to do the following things related to the invoice or invoices attached to this enrolment:

  • Create a credit note to reverse the enrolment fee to the payer - this is marked as default.

  • Charge the payer an administrative fee of your choice - you can also choose if it includes GST and what account it gets recorded against.

You can only transfer one enrolment at a time.

transferring enrolment
Figure 162. Transferring an enrolment

Once you have checked what you need to and pressed 'Proceed', a pre-populated checkout window will then open with the student’s and payer’s contact details along with the course from the 'transferred' enrolment. Select a new class, then ensure the correct credit note is being applied to the new enrolment in the Payments section by clicking on the 'previous credit'. If a credit note was created for the transfer, and it is being applied in the new checkout, then the payment method should appear as 'No Payment'.

transfer enrolment QE
Figure 163. Transferring an enrolment in checkout

14.3. Creating a manual credit note

Using the Duplicate and Reverse function

On occasion, you may need to create a credit note of refund for a student without using the enrolment cancellation process. This may be because you wish to offer the student a credit to apply to further training (perhaps there was problem with the class they attended), because they purchased another product outside of the class enrolment, or because you created a credit note for the wrong amount during the enrolment cancellation.

Before you can issue any type of refund, you must create a credit note. You can create a credit note manually in the invoice window. Note that this process is not necessary if you create a credit note during the enrolment cancellation process.

The quickest way to create a credit note to fix an error is to find the original invoice, duplicate it and reverse it. Reversing an invoice manually allows you to make an adjustment (partial reversal) or complete reversal to an invoice created in error.

  1. Begin by opening the invoice window and locating the invoice that is problematic.

  2. Single click on the invoice, and from the cogwheel select the option 'Duplicate and reverse invoice'. A new manual invoice/credit note window will open.

  3. This new credit note will contain all the same invoice lines as the original invoice line, but with each line item reversed. Remove any invoice lines you do not want to include in this credit note.

  4. To adjust the value of a remaining invoice line or charge the reversal to a different income account, click to expand it. You can make changes to any of the fields available in the box.

  5. Optionally link the reversal back to its original course-class code to deduct this amount from the class income. This will also make the invoice show in the class budget tab.

  6. Repeat the process for each additional invoice line you want to reverse.

  7. Remove the check box from the 'send email' option if you do not want a copy of this adjustment to be sent to the payer.

  8. Ensure the balance of the new invoice/credit note is as you expect before choosing save. You cannot edit the invoice/credit note after saving it.

reversed invoice for credit
Figure 164. Creating a credit note by duplicating and reversing the values of the original invoice

Manually create a credit note

  1. Begin by opening the Invoice window. In the bottom right-hand corner is a + button. Click it.

  2. In the new Invoice record window, type the name of the contact you wish to give the credit note/refund to. The contact needs to already exist within onCourse.

  3. In the invoice lines section of the window, click on the '+' button to add charges/credits to the record. Give your item a title, select the general ledger income account it will be debited from, enter the appropriate negative amount in the 'Price Each Ex Tax' field. Ensure if you are creating a credit note that the value has a minus sign in front of it.

  4. Enter any other relevant information and save the credit note. You will now see in the list view window an unbalanced invoice for a negative amount. This is the credit note.

Manual credit note
Figure 165. Creating a manual credit note

14.4. Manual discounts after enrolment

Sometimes students enrol in classes and pay the full fee, and after enrolment they realise a discount needs to be provided as the student was eligible for a reduced enrolment fee.

In onCourse, when a discount is issued the COS account Discounts Given is credited and the chosen income account is debited.

To create a manual discount, follow the steps above to issue a manual credit note, but enter an amount in the Discount Each ex tax field. This will create a credit note, but add the cost of the discount to the COS account, just like if it was taken during the enrolment.

Please note that discounts processed manually will not be linked to the class and will not show in the class budget, unless you add the link back to the class in the invoice line.

14.5. Using the credited amount as credit towards another enrolment

Contacts with credit will appear in the invoices window as 'unbalanced' invoices, showing with a negative balance. The next time the contact enrols, or pays for another student’s enrolment, they will automatically be offered their credit to use towards their fee payment in the checkout process.

This information will show in the Payments section of the checkout window next to previous owing as a minus amount. The amount due for payment will automatically adjust.

credit note qe
Figure 166. A student enrolling in a class with a credit note of $132 automatically applied to their balance

14.6. Payment reversals within the payment in window

If you processed a payment in record in error, i.e. recorded an EFTPOS payment that failed to process through your EFTPOS terminal, and want to reverse the payment to set the invoice back to unpaid, you can do this in the Payments In window.

To reverse a payment, it first of all must be unbanked. Some payment types, like Credit Card, are set to bank automatically on creation. If your payment is banked, double-click on the payment in record and remove the date banked date, then save and close the record.

Your payment in is now ready to reverse via the following steps:

  1. In onCourse go to "Accounts" then "Payment In".

  2. Highlight the payment in record to be reversed.

  3. Click on the cog wheel and select "Reverse payment".

  4. Click reverse of the new pop up window to confirm you want to the record to be reversed.

  5. A new negative payment in will be created of the same payment type as your original payment, and both payment lines will have the status REVERSED. If the original payment was already marked as banked, then this reversal process will cause it to be unbanked.

  6. The banking deposit window will show both halves of the reversal. You should bank them together, so they balance each other out.

payment in reverse payment
Figure 167. View of the payments in window when trying to reverse a payment

Only 1 payment In item can be reversed at a time, and the date of reversal will be set as today’s date

payment in reverse payment confirmation
Figure 168. Confirmation window that pops up when trying to reverse a payment

14.7. Refunding a credit note via Payment Out

If you wish to give a contact back their money, you need to create a credit note first, and then a payment out record. You can return cash to the payer, write a cheque, or if they have paid by a credit card through onCourse (not via an EFTPOS terminal) you can automatically reverse the payment back to their card. Manual credit card reversals can also be done through an EFTPOS terminal, but you will need to contact the payer to get their card details first.

If you refund a fee via an EFTPOS terminal, you will still need to record a payment out entry within onCourse, simply select payment type 'EFTPOS', even if the reversal was to a credit card. It’s the method that is important to record here, not the card type.

  1. Go to the Invoices window and single click on the credit note you want to apply a payment out to. Clicking the + button directly on the Payments Out window will also re-direct you to the Invoices window.

  2. From the cogwheel choose 'Apply Payment Out'. This will create a new Payment Out record

  3. The Payment Out window will open displaying the new record, the contact name will be pre-filled

  4. Continue with selecting the refund type from the drop-down box, and type in the amount to be refunded. NOTE: if the type chose is Credit Card, you must also choose the payment that is being refunded from the drop down box list of previous payments made by the listed contact. The selected payment must have been for an amount equal to or more than the amount being refunded, or else it will not appear in the list.

  5. Select a credit note to apply the refund to. Refunds must always apply to a credit note, otherwise the system will not allow it to be processed. The refund amount must be less than or equal to the amount in the credit note selected.

  6. Hit Save to process the refund. If there is an error, or if the bank declines the refund for whatever reason, you’ll be notified via an error message.

apply payment out from invoice
Figure 169. Selecting a credit note to process a payment out against
payment out via credit card
Figure 170. Selecting the credit card transaction to be refunded from the drop down list

A few notes on onCourse credit card reversals

onCourse stores a transaction reference number supplied by the bank for each credit card transaction made. This transaction reference number allows you to reverse up to the original amount paid during the transaction. This means you can refund the payer with complete confidence that the payment is being returned to the original credit card that paid for the enrolment.

There are some limitations that you need to be aware of however:

  1. Credit card transactions are only available to reverse up to three months after the initial date of purchase. An attempted refund to a transaction older than this will fail.

  2. You can only refund UP TO the original amount of the transaction. You cannot refund the student more than they paid per transaction. For example, if two $100 enrolments we paid for in separate credit card transactions by the same contact and both cancelled and eligible for a refund, you would need to process two payments out of $100 each, once against each transaction.

  3. If the credit card you are attempting to refund has been cancelled by its owner, or expired, the attempt to refund it will fail. You will need to contact the student and arrange an alternate refund method.

accounts paymentout
Figure 171. Creating a payment out record for a refund processed

14.8. Cancelling a Class

If your class is not financially viable, or needs to be cancelled for other reasons, onCourse has the tools to allow you to cancel the enrolments, notify the students, refund the students or provide them with credit notes, and use their credit to book them in to another, or the next available class.

Before you cancel the class, you may wish to print a record of the enrolled students, via a report like a class roll or student contact list so you can annotate their preference of refund, credit note or transfer.

There is an optional script you can enable to automatically notify all students enrolled that their class is no longer running as scheduled. If this script is enabled, it will contact the students at the end of this process and there is no option to prevent the message from sending on a class by class basis. See below for more information regarding enabling and disabling the script.

To cancel the class, select the class in the classes window and from the cogwheel option in the bottom right, select "cancel class". There are a couple choices to make in this window:

  1. Create credit note to reverse the enrolment fee - this is always checked and cannot be changed. This will notify you how many credit notes will be created.

  2. Send credit note email (ticked by default) - this sends the credit note details created by the first step to each payer of the enrolment, advising them of the credit they now have available to use towards another enrolment, or request to be refunded.

  3. Create credit notes to reverse invoices manually (ticked by default) - if you have manually created and linked additional invoices to the class, these will also be reversed.

cancel class
Figure 172. Options available when cancelling a class

Once a class is cancelled it will appear greyed out the class list view, and be available in the core filter 'cancelled classes'. Cancelled classes that were visible on the web will be removed.

A cancelled class cannot be 'un-cancelled'. However, should you need to reinstate the class, highlight your cancelled class and from the cogwheel option choose 'Duplicate 1 class' moving the class forward by zero days (essentially making another copy of the class with a new class code, but all the other details the same). However, this will not re-enrol the previously cancelled students. Should you wish to do this you will need to enrol them again in the new class as per the usual processes.

To prevent large scale errors, cancellations of classes are not available for bulk processing. You will need to cancel each class individually.

Scripts to automatically contact students and tutors when a class is cancelled

Two scripts and sets of message templates are available in onCourse to contact the enrolled students and assigned tutors to a class when it is cancelled.

The 'Cancelled class notice for tutor' must be enabled to automatically contact tutors via the 'Tutor notice of class cancellation' message template.

The 'Send class cancellation' must be enabled to automatically contact enrolled students via the 'Class cancellation' message template.

It is important you read, and possibly customise, the text of these two sets of message templates before enabling the scripts as the wording must be consistent with your college policies regarding cancelled classes, refund options and credit notes.

If you adjust the wording of any message template, be sure to adjust the plain text and HTML versions in the same way.

The student notification email can also be sent manually from the enrolment window. Highlight the enrolments you wish to send the message to and choose send message. The in the window that opens, choose the correct message template and click 'Send'.

class cancellation email template
Figure 173. Default email template sent to students when their class is cancelled

Reporting on cancelled classes

Should you wish to understand your cancellation rates and 'lost' potential income, a report called 'Cancelled classes count' is available from the class list of reports.

In the classes list view, select the core filter 'cancelled classes' to show only your cancelled classes in the list view, then search or highlight the classes in the range you wish to report on. Once you have selected the classes, click the Share button > PDF > Cancelled classes count.

This report will show you the enrolments that were in the class prior to the cancellation, and the income that had been collected.

cancelled classes report
Figure 174. An example report showing the potentially lost income and displeased students resulting from cancelled classes

14.9. Student Transfer Questions

If you wish to transfer a student, first you need to cancel their existing enrolment, then enrol them into a new class.

Student transfers need to be done one student at a time. Using the transfer wizard option outlined above will make this process fairly quick, ensuring the previous payer and class are pre-selected for you in checkout.

What if the value of the new enrolment is more expensive than the old class or less expensive?

As onCourse tracks the amount owing for the student, no money is lost by the system by cancelling and refunding. If the student has been given credit from their previous enrolment for $100, but the class you are transferring them into costs $120 you can either:

  1. Do nothing and checkout will request payment for the additional $20, which you can collect via all the usual payment methods available including credit card

  2. Choose to manually discount the enrolment in checkout by $20, allowing their credit of $100 to cover to apply leaving the account with a balance of $0.

If their new enrolment is less expensive than their previous class, you can choose to keep their credit on file indefinitely to apply to a future enrolment, or provide them with a refund for the credit remaining once you have processed the new enrolment.

Why can’t I just edit the existing enrolment?

onCourse tracks enrolments and financial data in a way which leaves a complete audit trail. At any time you will be able to see all the enrolment history for every student, including enrolments they have withdrawn from. This is very important for financial auditing and system security reasons which especially when several staff might be making changes or looking at the history in the system.

Further more, the refund/checkout process makes the work flow clearer when the new class has a different cost to the old. The operator is explicitly prompted to collect an additional payment or retain part of the credit note. By then applying an additional charge or discount, general ledger adjustments are kept accurate and clear.

How can I fix a mistake I made where I charged the student the wrong amount or credited a credit note in error?

Remember that the opposite of an invoice is a credit note. If the student owes you more than you originally charged them, create a manual invoice for the difference. If you charged them too much in error, create a manual credit note for the difference. To check the balance of a student’s account, go to the contact window and look at their finance section. This will show all invoices, credit notes, payments in and payments out at the current balance of their account e.g. do they owe you money, do you owe them money, or is everything square?

You can also use the contra pay feature to use the balance of a credit note to 'pay off' an outstanding balance on an invoice. Select the credit note in the invoice window, and using the cog wheel option 'Contra Invoice…​' locate the invoice you want to pay. This only works for credit notes/invoices for the same contact.

How can I use one contact’s credit to pay for another student’s enrolment?

If the contact in credit wishes to use their credit towards another person’s enrolment ensure that you select the contact in credit as the payer.

15. Enrolments by Application

15.1. An overview of applications and enrolments

The Enrolment by Application function allows you to add an approval process between the student requesting a place in a class and the enrolment and payment taking place and to optionally provide the student with an individualised enrolment fee offer.

There are many reasons a course may require applications rather than allow direct enrolment.

A course may have certain pre-requisites that need to be assessed as being met, such as the student supplying evidence of completing the Certificate IV or equivalent workplace experience before enrolling in a Diploma course.

Another course may have competitive entry requirements, such as an audition, where students are competing to be offered a place in a limited enrolment class.

Some language programs may require the student to be assessed to determine which program level is the right option for their current spoken and written skills, prior to their enrolment.

Various government funded programs, like NSW Smart and Skilled, require the student to meet a suite of eligibility criteria to be accepted into the program at one of the multiple price points available.

CRICOS approved training organisations may use the application process to assess and offer a enrolment opportunity to an overseas student which they can then use to obtain the student visa they require to study in Australia.

Even from a marketing perspective, enrolment by application may be used for certain prestige courses to indicate that entry is not available to just anyone who can pay the course fees.

Setting the course to Enrol by Application

By default, all current and new courses in onCourse are set to 'Open Enrolment', in the enrolment type option located on the course record. When a course is changed to 'Enrolment by application' that will change your website to show any of the courses classes 'Enrol now' buttons as 'Apply now' and suppress the display of the class fee.

enrolment type
Figure 175. Setting a course to

We recommend you add descriptive text to the Marketing section’s web description fee explaining the course fee structure for these courses. As the class won’t show a fee during the application process, as no fee applies until enrolment, it is important you indicate to the student prior to their application what fee they may need to pay if their application is approved.

course fee in description
Figure 176. Describing the fees payable on enrolment in the web description
Implications for classes and Checkout

When setting the enrolment fee for a class belonging to an enrolment by application course, we suggest you set the highest applicable fee. If the student is eligible for a discounted fee, their individual fee, defined in the application will be charged.

All fee override amounts set in the application are GST exclusive. An additional charge for GST will be applied on enrolment if the class fee is set to have GST.

Enrolments into classes marked as 'Enrolment by application' can still be processed directly in Checkout, without the need for an approved student application. It is only the online enrolment process that requires the additional step.

Navigating the application window

An application is created in onCourse when a student applies online or a manual application is created though the onCourse admin interface.

An application contains the student details, the course they are applying for, and any additional information you may wish to collect during the application process such as copies of certificates or portfolios.

All applications have a status that indicates where in the approval process they are up to.

Applications can be accessed by going to the Dashboard and typing 'Applications' into the Find Anything search bar, then clicking the search results.

By default the window will open into a standard list view showing a summary table of all the application records.

application list view
Figure 177. The application list view

On the left-hand panel of the list view window are the application status filters. By default, all except 'expired' will be ticked when you open the window. You can check and uncheck these as needed to change the displayed list of applications.

In the bottom-right hand corner of the list view are the fullscreen edit, add, view mode, share (print) & cogwheel buttons.

The cogwheel option can be used to open in bulk related records to the applications, such as the student records or course records, or used to send messages to applicants. It can also be used to delete an application record. You may only delete applications that have a status of 'New'.

Double clicking on an application record in the list view opens the edit view. The application has three sections: general, notes and documents.

application edit view
Figure 178. Editing an application record in full screen mode

The general section contains fields that may be completed during the application or application assessment process. The notes section allows you add additional notes or documents to the record.

Creating applications

To create a new application in onCourse, click on the plus button in the bottom right-hand corner of the application list view window.

To create a new application you need to enter the name of a student who already has a contact record in onCourse, and the name of a course that is set to 'Enrolment by application'. You cannot create an application for an open enrolment course.

You do not need to add any additional information at this point, however you can optionally add additional notes or attach documents on the Notes section, or assign a tag to the record. Once complete, save and close the record, which you will then see displayed in the list view.

By default, all applications will be created with a 'new' status. New applications mean those that have been received but not yet assessed.

The date of the application and the source (office or web) will be automatically set for all new applications. These fields cannot be edited.

If applications can be made online, we suggest you enable the script 'send application received notification' and customise the email template 'enrolment application received'. The script will send the template email to the student, which should advise them what to do next, and also an email to the default office admin address, so you can schedule your own internal follow-up process to assess the application.'

Once you have begun the communication with the student regarding their application, you should change its status to 'in progress' to differentiate from applications that have been made but had no follow up yet. Changing an application status to 'in progress' does not trigger any scripts or email communications by default.

Approving and rejecting applications

The Status field indicates what stage the application is at in the approval process. You set these manually as you progress each application through to enrolment. The status types are:

New

This is a new application that has yet to be evaluated.

Offered

This application has been offered a position. Setting this status actually changes the course’s 'Apply Now' button to 'Enrol Now', allowing the student to finalise the enrolment process.

Rejected

This is given to applications where that are being rejected.

Withdrawn

This is for when the student would like to withdraw their application.

In Progress

This is for any application you are currently considering.

Expired

This is when an application was initially offered but not accepted by the student before the 'enrol by' date.

When an application has its status changed in onCourse, this affects what actions are available to the student. For example, only a student with an application of status type 'offered' can proceed with an online enrolment in a class from the course.

Note that an 'offered' application for a course allows the student to enrol online in any published class from that course. This can be a useful option for courses that have a day and evening class option, or for courses that have classes starting every month.

Fee override and enrol by date

For an approved application, you can optionally add a 'fee override' and an 'enrol by' date.

If you don’t provide a fee override, the student can enrol at any of the standard or eligible discount rates you have set up for the classes of that course.

If you do provide a fee override, this is the only fee option available to the student when they enrol online, for all classes of the course. Using the fee override instead of the normal class discount options is most useful for government funded classes where a complicated metric determines the student enrolment fee on a student by student basis.

The enrol by date can put a cap on when the student has to decide to go ahead with the enrolment, possibly before the next class commences, or an earlier day, so you can offer the position to another student. This date is not required if the approval to enrol can be used at any time.

Reason for decision

When you are choosing to reject an application, you may wish to make your reason for the decision known to the student. In that case, provide some text in the 'Reason for decision (student visible)' field in the application.

application rejected
Figure 179. An

As part of your application assessment process, you may determine that the student is not eligible to complete the course they applied for. For example, a student may have applied for a Certificate III level English course and your assessment process has determined they are at Certificate I level. You can choose to either reject the Certificate III application and create a new application for the Certificate I or just change the original application to the Certificate I and explain why in the reason field.

Custom fields

Any fields below the 'reason for decision' box that aren’t a part of Notes or Documents are custom fields that have been added in General Preferences.

When the student has an offer

Once the student has received their application offer they can choose to reject it, which then marks the application as 'Withdrawn' in onCourse. You can also mark an application as withdrawn at any time if the student notifies you they don’t want to proceed.

If the student proceeds to enrolment after receiving an 'offered' application notice, then the application status will change to 'accepted'. You cannot change this status once it has been set.

If you set an Enrol by date in an offered application and the student fails to enrol by this time, the status will be automatically set to 'expired'.You can reset the Enrol by date to automatically set it back to 'offered'.

Sending application emails

When an application is created online or via the office, a script called 'send application received notification' can be enabled to send the 'Enrolment application received' email.

If you have enabled the standard 'send application decision' script and customised your 'application accepted' and 'application rejected' templates, the information will be automatically sent to the students when you change the application status and save the record.

If you don’t want to send these emails automatically, but would still like to send them out manually, you can disable the script and use the cogwheel option to send the received, approved or rejected email instead.

application success email
Figure 180. An example of the standard

15.2. Applications on the web

Courses set to 'Enrolment by application' need one or more classes enabled to display on the web to allow students to apply.

The usual 'Enrol now' button will say 'Apply now' and any information about the class fee will be suppressed. We suggest you add information to the course or class description about the fees that will be applicable if the student’s application is successful.

apply now
Figure 181. A course set to

Applying online

A student can apply online for a course, or courses as well as purchasing other enrolments or products in the shopping cart. As per the usual checkout process, the contact details you have set to request on enrolment must be supplied.

There is no payment required if the student is only completing an online application.

online application
Figure 182. The application (with no fee charged) is clearly identified in the checkout process.

At the end of the checkout process, the student will be sent an 'enrolment application received' notification, instructing them what to do next.

In the Automation window, under Scripts, a default script called 'send application received notification' is disabled by default. If you plan on using online applications, you need to make sure this script is enabled.

The email that is sent to the student can also be found in Automation, under Message Templates and is called 'Enrolment application received'. You must customise this template by inserting a location for the next stage of the application process, or replace it with some text to the effect of 'We will be in contact to request additional documentation'.

enrol application received
Figure 183. The default enrolment application received email in HTML

Enrolling after application approval

Once a student’s application documents have been received, you have determined the appropriate fee for the student and set the fee override, and changed the application status to success, a script called 'send application decision' (disabled in onCourse by default, please enable if you wish to use it) will send the email template 'enrolment application accepted'.

Within this template, is a special URL containing a unique student ID that will open the course page ready for the student to select their class, enrol, and pay their enrolment fee. If the student has been provided a special fee override, that is the price they will see listed for each class on the course page. Otherwise, they will now see the default class fee.

application approved email
Figure 184. The default enrolment application approved email in HTML

The application approval process is for a course. Once a student is approved, they can then enrol in any class from that course, but can only use their application approval to enrol in one class from the course.

Alternatively, if the student returns to the public website, locates the course and clicks 'Apply now' after they have an approved application, they will be able to proceed directly to the enrolment and payment process. This only occurs if the student uses the same first name, last name and email address they used for their approved application.

If during the enrolment and payment process, they wish to 'add a friend', then the friend will go through the application process. Only students with applications statuses of 'offered' can proceed to online enrolment and payment.

application enrolment with fee override
Figure 185. The approved student is charged their override fee of $88 on enrolment,rather than the standard class fee

Application records in the portal

Students can also see the history of their applications in the skillsOnCourse portal by going to History and selecting the tab Applications. You can send the link to students https://www.skillsoncourse.com.au/portal/history to take them directly to this page after login.

The History shows all current applications where the assessment is in progress, offered applications, as well as any rejected or withdrawn applications.

Applications with a status of offered can be rejected in the portal by the student, which will change their status in onCourse to 'withdrawn', or the student can proceed to enrol and pay for their application from within the portal. This will redirect them to the normal online enrolment process.

portal application history
Figure 186. This student has multiple applications of varying statuses recorded in their application history

III: Marketing and sales

16. Tags and Tag Groups

16.1. Tags in onCourse

Tagging in onCourse is a powerful tool that allows you to add additional hierarchical information to records in a way that can be easily used for searching and grouping records. When specifically related to Course records, tags are flexible ways for you to categorise your data and organise the navigation of your website.

Tag groups applied to other record types can be used for internal navigation and grouping, but will not affect the website.

Tags can be created and edited by navigating to the Tags window. This will bring up a list of Tag groups. By default, onCourse will have a special tag group called Subjects that exists in your new database, whose name cannot be changed.

Tags names can use almost any characters except the following: @ # _ , or "

However you can use any of the following: ! % ( ) = & ^ + [ ] \{ } / . < > : or ;

The Subjects tag group

The main tag group, used to drive your website and in the export of courses and classes for print production and many standard reports, is the "Subjects" tag group. You can create the categories that are appropriate for your organisation, and any sub categories that are needed.

You can search for individual tag groups or tags by typing their name in to the Filter items search at the top of the left-hand column.

Tag data is hierarchical so for example, under the category 'Computers' I might find tags with names like 'Microsoft Office', 'Adobe Creative Suite', 'Tablets & Smart phones'. There are no limit to the number of levels of hierarchy you can create, but from a user and navigational perspective, generally three levels are more than sufficient to represent the range of data you are tagging.

Any course tagged with a sub tag like 'Microsoft office' would also be visible if I clicked on the parent tag 'Computers'.

As a general rule of thumb, a website visible tag should apply to a minimum 3 to 5 course records, and a maximum of 10 to 15 to give the website visitor a useful and workable group of courses to browse.

For each tag group, you can decide if applying a tag from the group is mandatory or optional. A mandatory tag may make sense if you want to ensure your staff always tag every course in your database with a website navigation tag. You can also choose whether the tag can be applied an unlimited number of times, or only once. A pop up will display when changing any tag group between Mandatory or Limit to One, as each setting has implications on the records they’re attached to.

You can also decide if records can have more than one tag from the tag group. Giving courses multiple subject tags mean they can be listed in multiple places on your website. For example, an MYOB course could be tagged with both 'Accounting' and 'Computers'.

You can add any number of tags by clicking on the + icon next to the Tags header. To add a subcategory tag, use the same + button to create the tag, then drag and drop it by clicking and holding on the six dots icon (the left side of the tag record) and then dragging it into the sub-category you want it placed in.

By default, tag groups will be sorted by alphabetical order, and tags in theorder that they are created. You can also apply your own sort order to the tags by dragging and dropping it on the window in the order you want it displayed.

This tag display order will also be mimicked on your onCourse website for tags under the "Subjects" tag group.

adjustment of tag weighting
Figure 187. Adjusting the tag weighting via tag group edit view
Understanding tag hierarchies and relationships

When setting up your subject tags, it is advisable to only apply these subject tags to Courses and not to classes or other types of records. The reason for this relates back to the hierarchical nature of the database the information that is connected back to a course.

For example, a Course within the database will have classes, and within a class tutor(s) will be assigned, room(s) allocated and students enrolled. From a filtering perspective, by applying a subject tag to a Course, when you select the subject tag filter within any window, e.g. contact, the related information such as student enrolled in a class from a course with the tag, or tutor teaching a class from the course with the tag, will be displayed.

If you apply the tag directly to contact records as well as Courses, the meaning of the filter will change to also include the meaning above "AND show me all the contacts tagged with" which can lead to a returned results list that doesn’t make much sense to the user.

In the following image you can see the class window where the information has been filtered by the "Business" subject tag. Even though the classes listed are not tagged with the "Business" subject tag, but the classes all relate to a course that has the '"Business" subject tag, they will display automatically.

filtering class by course subject tag
Figure 188. Filtering Classes by a Course subject tag

16.2. Tags on your onCourse website

Course tags, beginning with the Subject tag group, define your website user navigation experience. Any new tags you create, or changes you make to any existing tags will update automatically on the website.

By default, all tags within a tag group are set as 'private' and are assigned a random colour. If you uncheck this option, the tag will show on the web, and will still be visible inside the onCourse application for your own internal filtering.

Making a tag private can be a better option than deleting a tag and all its relationships to historical records, if the tag is not currently in use for active courses.

If you have two onCourse websites for two arms of your business, each website may be driven by its own tag group. For example, a site for open enrolments might be driven by the subjects tag group, where the corporate site might be driven by a different tag group called 'corporate'. If this is the case, every course that you want to show on each website, must be tagged by a tag from the defined website tag group, even if that tag is not currently shown on the website. In this multi site situation, a course tagged with a non-visible tag will still be accessible via the course URL if you wish, while not being accessible via the navigation structure. Without a tag from the defined website group, the URL will return 404 not found.

Tagging and the website URL

The URL path for the subject tag group is /courses/subjects. This URL will contain any information that has been added in the 'Detail' field for the Subjects root tag.

If you set up a first level tag within the subjects tag group which is entitled "Arts", the URL for that tag on your website would display as /courses/arts.

You can also display second and third level tag hierarchy within the URL, here is an example of a second level tag entitled "Photography" under the Arts tag: courses/arts/photography.

Tags have an associated colour. You can edit these colours by clicking the pencil icon on the right side of the tag record and then clicking the colour. You can edit the colours on any tags.

Whilst the default tag structure for website URLs are set to recognise tags under the Subjects tag group, you can also show other tag groups for Courses on the web, as long as you define the tag group as being web visible by clicking the 'Optional/Show on website' button. An example of utilising a different tag group within a URL would be as follows: /courses/demographic/return-to-work for a tag group called 'Demographic'.

Within the tag group edit view window, you can change the URL path of the tag name. To change the default URL path, simply click on the padlock next to the field URL path then edit what you want the URL path to be. The below example shows several customised URL’s.

abbreviated tag name
Figure 189. Example of the URL path which can be set within the tag preferences of onCourse

Adding tag web descriptions

Tags can contain rich text descriptions, including images and video or other html content, which will display on your website at the top of the course list results for that tag.

In order to display the web description and any images you may attach, you need to do the following:

  • Flag the tag as web visible within the tag set up.

  • Enter the information, description of the tag into the detailfield for that tag. This appears under the Tag header, just click the edit button. This will also expand the detail window to display the full text in the field.

  • You can also add images to the tag web description by uploading the image to onCourse via the Resources > Attachmentsmenu.

    For more information about rich text and adding images, refer to the rich text chapter of the User Handbook.

tag description on web
Figure 190. An example tag description showing text and an image

Using multiple tag groups for website navigation - faceted search

The special Subjects tag group is just the starting point for website navigation using tags, and can be thought as the equivalent of the dewy decimal system of course grouping. However, you may wish to build a website where there are multiple ways a potential student can browse through your course offerings if they don’t know 'what' they want.

Some examples of other types of course tags in use by onCourse customers include 'who' (or demographic) type tags, 'where' (location, term/holiday program) or 'how' (delivery mode, duration or level).

It is important to consider at this point, before you decide to create multiple tags groups to record all this additional data, if the information you want to navigate by is a 'saved search', as in, onCourse already has this data stored in the class information, or a tag - new information about a course onCourse doesn’t store anywhere else. The location of a class can be found via a saved search as the site address details are stored in the database already. The information about a course being a 'workshop', 'short course' or 'program of study' is a user defined definition that is best added to the course by a new tag group.

Both tags and saved searches can be used to navigate the website on their own, or in combination with other tags. This kind of navigation is called faceted search and needs to be carefully and considered and designed to meet your particular business needs before being implemented by the creation of and application of new tags to your onCourse data.

Faceted search allows users to see a pre-count of available class information as they refine their search options. In this example, a two tags called 'Who' and 'What' combine to form a faceted search across a large data set, to allow website visitors to drill down and find the course and class they are looking for as quickly as possible.

tag faceted search
Figure 191. Configuring a tag and what it will be applied to within onCourse

16.3. Creating a new tag group

To create a new tag group, begin by going to the Tags window (search for Tags in the dashboard search) and clicking the + button next to the 'Tag Groups' heading. Creating a new Tag Group will also create a header tag.

Begin by giving your tag group a name and deciding which part of the onCourse database you want this tag group to apply to using the + button next to 'Available For'.

A tag group can apply to multiple record types, but cannot be applied to record and a record sub set. For example, you cannot apply a tag to both 'contacts' and 'students' as students are a type of contact. For the same reasons, a tag cannot apply to both 'courses' and 'classes'.

Only tags which apply to 'Courses' will be available for display and navigation on your onCourse website. Tags which apply to other record types are for internal filtering only.

root tag
Figure 192. Configuring a tag and what it will be applied to within onCourse

Begin building your tag structure by using the + button next to the 'Tags' header. The first time you click + in a new tag group, that will create the parent tag. Each subsequent click of the + button will add a child tag underneath the parent.

If you wish to adjust the tag structure, you can also drag and drop the ordering from the default alphabetical sort order.

You also have the ability to make changes to the root tag, however you won’t be able to add a sibling or delete the root node. In the case of the special Subjects tag, you cannot change the root tag name.

Editing a tag colour in edit view

Tags also have a colour associated with them. You can edit the colour of a tag by clicking the pencil icon on the right side of the tag to open the edit view.

To edit the colour, click the coloured circle and two sliders will display. The top is hue, the bottom is saturation. Once you’ve amended it to the colour of your choosing, click the Save button.

tag colours edit
Figure 193. A contact filter using the subjects tag to show students enrolled into classes joined to courses tagged with the subject

16.4. Tags as a filtering tool within the onCourse application

All tags groups you create will be available as filters within the relevant onCourse list views. The tag groups shown are based on the record type the tag is related to, and then the records related to that record type.

For example, a tag group applied to Courses will also be available as a filter in the related windows of classes, contacts and enrolments.

In the course window, checking the filter means 'show me course records tagged with this tag'. In the class window, checking the same subject filter means 'show me the classes for the course tagged with this tag'. In the student window it displays as Subjects (enrolled), and means 'show me the students enrolled in classes linked to courses tagged with this tag'.

tag subject enrolled
Figure 194. A contact filter using the subjects tag to show students enrolled into classes joined to courses tagged with the subject

The tags that display within the left-hand pane of a given window, provide you with a number of different options in terms of searching and sorting of information. Tag groups and components of tag groups can be expanded and collapsed to create your preferred window layout. You can utilise the tags within the window in a number of ways:

  • Expand and collapse a given tag group within the left-hand pane by clicking on the name of the tag group (show / hide will display on hover)

  • Expand and collapse tags within a tag group by clicking on the arrow that indicates a tag contains sub tags

  • Use the tags to filter records within a given list view by checking the tick box next to the tag name. Ticking a tag that contains sub tags will select all the tags beneath it.

  • Selecting multiple tag check boxes within the same tag group to create an OR search. e.g. selecting 'Business' and 'Writing' from the subjects tag at the same time will find results tagged with Business OR Writing.

  • Use a tag filter in conjunction with a core filter or saved search. This will filter and search. E.g. current classes AND subject 'Writing'.

  • Use the advanced search parameter of "tagged with" or "tagged with (including children)". This means the search will include any records which have been tagged with second or third level tags within the hierarchy, also known as "children".

  • Use a combination of seqrch queries, tag filter and core filters. The search queries will operate within the filtered set of results your checked options will limit the list of results to.

16.5. Creating a custom filter instead of a tag

Sometimes, creating a tag group to add information to a record is not the best choice for your needs. If the data already exists in the database, you could use a saved search to achieve the same result.

Learn more about saved searches in our Search chapter.

16.6. Adding and removing tags from records

After you have created your tag groups and their structures, you need to assign these tags to your records.

This process can be done record by record in the edit view, or in bulk from the list view.

To add a tag to a record, open the record and click the field up the top of the record, under where it says 'Tags'

You should always choose the tag furthest out in the tree - you don’t need to add a tag from each level. In the example below, there are five groups, click the group then select the tags you wish to add. They will appear here.

You can remove a tag by simply highlighting it and deleting it, as you would text.

tag adding to record
Figure 195. Adding a tag to a course record

16.7. Adding and removing tags in bulk

You can add and remove tags in bulk from most list view windows e.g. Classes.

To add or remove tags in bulk from a selection of multiple records, first highlight each record you wish to edit by holding either CMD on Mac or CTRL on PC and clicking each record. Then one you have your selections highlight, click the cogwheel and select 'bulk edit'. From here you can choose to either 'Add Tags' or 'Remove Tags'.

When adding tags, click the field to see a drop down box of each of the tags available for the entity you’re working on. Select as many tags as you like, then select 'Make Changes' to save.

When removing tags, select 'Remove Tags', click the field and select the tags you’d like to remove. The tags listed are all available tags, so not all records may be tagged with what is being displayed. You should ensure that you’re selecting the correct records first before making any updates.

bulk edit tags
Figure 196. Adding a tag to a number of class records in bulk

17. Sellable items relationships

Sellable items relationships in onCourse allow you to create powerful new packaging rules between both courses and products. Applying these relationships to course and product records will allow you to market them in specific ways, like as a related course or as a part of a group of courses being sold together alog with some textbooks.

Courses and Products can have multiple relationships with each other of varying types, allowing you to be flexible with your offerings.

17.1. Creating new relationships

You can create a new relationship by going to the Preferences window, then clicking 'Sellable items relation types' in the left-hand column.

relationTypes preferences
Figure 197. Relationship types can be created and edited within Preferences

Give the relationship a name that’s unique. You’ll also have to name the 'to' and 'from' sides of the relationship e.g. next/previous, component/bundle/ similar/similar etc. The 'to' and 'from' relationships can have the same name e.g. in our 'Similar courses' example you’ll notice both the 'to' and 'from' names are the word 'similar'. You must also set a 'cart action', which will define what happens next when someone puts an item associated with this relationship in their cart.

The 'Show on web' checkbox, when active, will show this relationship on the website, while the 'description' is used to explain what you’re selling e.g. for similar courses your description might read "Other courses you might be interested in". You can associate an existing discount record with the course relationship using the 'discount' field. The 'Consider history' checkbox will do a history check of the student’s prior enrolments in your system to ensure they meet any prerequisite or corequisite requirements for enrolment. e.g. you may have an English level 4 course where students must have completed levels 1, 2 and 3 in order to enrol into level 4, this checkox will check their history to ensure those requirements are met before allowing enrolment.

onCourse also comes with pre-defined default course relationships that can be used to achieve different goals around the marketing and selling of your courses and products. Suggest similar courses or encourage students on to the next level of study i.e. from English 2 to English 3, provided they’ve finished the prerequisite course. In cases where you may need to apply a fee for enrolment, say in the case of requiring an audition or entry exam, automatically apply a fee product to the enrolment that the student cannot remove.

'To' and 'From' relationships

The relationships defined in these records are directional, which gives you great flexibility to market your courses and products in any manner you choose. We describe these directional relationships as 'to' and 'from'. However, we allow you to name them anything you like, so you can always ensure they’re relevant to what you’re trying to achieve.

When you apply the 'to' relationship to a course, the 'from' relationship will be applied to the opposite record e.g you’re using the default level progression relationship and applying it to 3 english courses: ENG001, ENG002 and ENG003. The 'to' and 'from' relationships in the level progression course relationship type are named 'next' and 'previous'. This means that if the 'next' type is applied to ENG002 on the ENG001 record, then on ENG002 the relationship type to ENG001 will show as 'previous'. Similarly, when you apply the 'next' type to ENG003 on ENG002, when you open ENG003 the relationship to ENG002 will already display with the 'previous' type set.

How you set the cart actions of the relationship type will determine what happens when a course or product is added to the checkout/cart.

Cart actions

The 'cart action' field lets you define what happens if a student adds a course or product with a relationship to their cart. Each choice has a different action. These actions are:

No action

No extra actions are taken when adding this course/product to the cart

Add and allow removal

Any related courses/products will also be added to the cart. These can be removed again by the user if they choose not to purchase the additional item/s.

Add but do not allow removal

The related courses and products will be added to the student’s checkout as well as the course/product they initially selected. These items cannot be removed from the cart. This makes things like bundles or automatic audition fees possible.

Suggestion

Relationships that use the suggestion cart action will show in the checkout as suggested courses. These can be freely added or removed from the cart at any time.

relationTypes cartActions
Figure 198. The cart actions section of the relationship type

Discounts can be applied to any 'from' relationship, and you can set the discount to be applied in this field.

The 'Consider history' checkbox will check the enrolment and product purchase history of the contact your system to ensure they meet any requirements set by your defined rules. For example, if trying to enrol in a course that has another course with a 'from' relationship and that relationship is set to consider history, then the enrolling student must have a previously existing enrolment record for that course that is not cancelled.

17.2. Adding relationships to records

Relationships are made between both Courses and Products. To add a new relationship between a course/product, open the record of the course/product you want to link and scroll down to the related courses/products section, click the + icon to create a new relationship.

relationTypes courseadd
Figure 199. Adding a relationship between courses

Depending on what type of record you want to link, type the name of the course or product into either the Find Products or Find Courses fields. Once you’vefound the record you want to link, click add, then select a relationship type and direction using the drop-down box that appears.

relationTypes select
Figure 200. Choose a relationship direction and type from the drop-down box after adding the relationship.

17.3. Default course relationship types

The following course relationship types are defined in onCourse by default:

Similar courses

This is intended for when two or more courses are similar in nature e.g. language courses, arts courses and other similar courses that you’d like marketed together. The to and from relationships are both defined as 'similar', so in this case the direction of the relationship has no bearing.

Diagram

Level progression

This should be used to show a suggested path of progression between similar courses e.g. if you have Cooking Level 1, Cooking Level 2 and Cooking level 3, adding a 'from' link between Cooking 2 and Cooking 1 and a 'to' link from Cooking 2 to Cooking 3 will complete the progression. When any of these courses are added to the cart, users will suggested these courses to complete the progression.

Diagram

Bundles

This can be used to bundle together products and courses into a bundle that cannot be sold separately. The 'Add but do not allow removal' cart action means that if the 'from' course/product—​called the 'bundle' in the relationship type but you can think of it as the parent record—​is added, then any related course or product with the 'component (bundle)' relation type will also be added to the cart for purchase. The additional items cannot be removed from the cart, hence why they are a bundle.

Let’s say you want to sell a group of 3 english courses as a bundle with a discount:

Diagram

Application fee

This is intended for use in situations where you may have an application or audition fee that you need to apply at checkout. For example, apply a $100 audition fee when someone applies to the Trumpet course. The fee is a product and cannot be removed from the cart. Do not consider history, since this fee applies even if the student has applied before.

Diagram

Rolling intakes

Some colleges want students to be able to join a class at multiple points in the timetable. Let’s say you are delivering a course with 16 units over a year. You don’t want students to wait till the next January to start, so they can join in any term without completing the previous term. Some students will enter the course in term 1 and continue to term 4, while others will start in term 3, then do 4, 1 and finally term 2.

Set this up with a product as the "rolling intake bundle". (You might also decide to use a course here with a single self-paced class.) Then students will be required to enrol in 4 classes, one from each term. In this way you can create very flexible delivery strategies.

Each class will contain the regular timetable, units, outcomes, training plans, etc. You can choose to put the fees in the parent product or attach fees to each class. The latter will give you better accounting and budget tracking.

Diagram

Course materials

This relationship type is inteded to define the relationship between a course and any intended learning materials that might be sold or provided as products. These products will be added to the cart when the course is, but the user may remove them E.G. in case they already have the required materials.

Diagram

18. Concessions and Memberships

18.1. What is a concession?

A concession is a way of categorising a student into a group which may be eligible for a discount. Concessions may be externally defined groups, like High School Students, Senior’s or Health Care Card Holders. You may ask these students to provide details of their membership to a group by providing a card number and expiry date. You may allow students to add these details to their record on the website during enrolment or via their profile.

Concessions can also be internally defined groups like teaching staff, admin staff and VIP students. These types of concessions may not have numbers or expiry dates, and cannot be added by students on the website, but can still be used to provide discounts when enrolling online.

You can create a concession type in the Preferences window, under 'Concessions'. You can learn more in our Concession Types chapter.

Concessions, discounts, memberships and promotional codes are a powerful part of onCourse marketing. For more information on how to apply concessions or memberships to a discount, see our discounts chapter.

18.2. What is a membership?

Memberships are products which can be purchased. Being a member may entitle a student to discounts, and possibly also provide that discount to their related contacts. For example, you may sell a membership to a company that provides a discount to all of their staff.

Memberships are valid for a fixed period of time e.g. twelve months from purchase, and any discounts associated with the membership will not be available after expiry.

Memberships may also be sold for no cost, for example for members of an external program, or may be sold but have no discount associated with membership, for example annual financial members of a community organisation who have AGM voting rights.

18.3. Adding a concession to a student record

Admin staff can add a concession record to a student’s record at any time, either during the enrolment process or by editing their contact record.

To add a concession, go to the general section of the student record. Click on the + next to Concessions to add the concession of your choice. The concession type must have already been defined as per the process described above.

Depending on the settings of the concession type, the number and expiry date fields may be mandatory to complete. You can add multiple concessions to a student record using this process.

If you add the concession to the student’s record during the checkout process, any applicable discount will be applied immediately.

concession added
Figure 201. A student with a seniors card concession added to their record

18.4. Creating a Membership Product

Membership Products can be found by typing 'Memberships' into the Find Anything search bar in the Dashboard. A Membership Product needs a name and should have a description so potential purchasers understand the benefits of the membership.

A membership may have a fee to purchase, or could be given away for free. The membership will have a duration of either a set number of days from purchase, the beginning of the calendar or financial year or be for life. You can also restrict which Corporate Passes can be used to purchase this membership.

membershipsetup
Figure 202. A membership product available for sale

You can choose to make the membership available for purchase online, or only via internal purchase.

At this point, you may choose to link to existing discount policies, or you may prefer to define the discounts that apply to people who hold this membership type later.

An important distinction of membership discounts is that they can also apply across relationships. For example, a company could purchase a membership, and the discount policy for that membership may apply to all staff of that company who enrol. This is handled when applying the discount to a membership record by clicking the 'Also apply to' drop down box inside the record, clicking the required checkboxes and then clicking Save.

discountrelation
Figure 203. A membership discount policy that applies the discount to the staff members of the membership holder

18.5. Purchasing a membership

A membership can be purchased from Checkout, either in conjunction with an enrolment or as a standalone purchase.

If the membership is purchased in conjunction with an enrolment that is eligible for a discount for members, then the discount will be applied at the time of purchase.

Memberships can be purchased by either searching for a membership number or name in the 'Enter course or item' field. Alternatively you can click on the 'More' button under 'MEMBERSHIPS' on the right-hand side of the checkout window; this will only appear once you have clicked on the 'Find course or item' field.

purchasingmembership
Figure 204. A student purchasing a Small Organisational Membership for $330.

18.6. Renewing a membership

A contact can re-purchase and renew a membership they already have at any time during their membership period, unless the membership type is set to never expire.

The renewal purchase is the same process as the original membership purchase, in checkout or via your website.

For memberships that expire on a fixed date (Jan 1, July 1), the new membership will expire on the date 12 months after their current membership expiry date. For example, if I have a membership expiring Jan 1 2021, and I renew my membership in December 2020, the expiry date will be extended to Jan 1 2022.

For memberships with a fixed set of days duration, that count is added to the previous membership expiry date. For example, if I have a 90-day membership, with 10 days remaining, and I renew my membership today, my new expiry date is 100 days in the future.

If you wish to automatically remind your members of their upcoming membership expiry and encourage them to renew their membership, you may wish to enable the onCourse default script called 'Membership notification renewal' and confirm the wording of its associated message template (also called 'Membership notification renewal') contains text appropriate for your organisation. By default, the script will send the notification 7 days before the membership is due to expire.

18.7. Redeeming a membership discount

For as long as the membership is valid, and the classes are taking place during a time the membership is valid, any applicable discounts will be given automatically when the student enrols. Discounts will no longer be given if a membership has expired. Current and expired memberships can be seen in the student contact record.

18.8. How to view details of a Membership

To view the details of a contact’s membership, you can click the Membership from within the contact window, under the general section. A list of the contact’s current memberships will be visible in the bottom left panel of the window.

To open a membership record simply click on a record in the list, which will expand the record to show its detail.

Purchased memberships edit view
Figure 205. Edit view of a purchased membership

18.9. Using find related to view Purchased Memberships

The find related feature is also available in the Membership Groups window.

You can use this feature to find the following:

  • Current/Expired Members - This will show a list of all contacts who are either current members or expired members of this membership.

  • Discounts - This will display the various discounts that the membership offers.

  • Classes - This will show the classes affected by the chose membership.

  • Audits - This will display any captured interactions between the membership product and the onCourse user responsible for them.

membership find related
Figure 206. Find related in the Membership Products window

18.10. Searching for students with concessions or memberships

You can search for students with a certain concession or membership by using our advanced query language in the Contacts window.

For memberships, use productItems.product.name like "Membership" where the name in quotations is the name of the membership in onCourse.

To search for a certain type of concession, use student.concessions.concessionType.name like "seniors" where the word in quotes is the name of the concession type.

In conjunction with other search functions, such as enrolment history and demographic data, this information can provide opportunities for you to find and promote courses to particular groups of students at your college.

contact advanced search
Figure 207. Advanced search options for students with concessions and memberships.

19. Discounts

In an ideal world you’d never have to give students a discount. They would all flock to your courses at full price. But discounts can form an integral part of your marketing strategy. Used well, they allow you to attract students who would not otherwise have enrolled at the full price. Used poorly, they represent income you give away to students who would have happily paid full price. In an ideal world, you will sell to each student at the maximum price they would have paid. This is called 'differential pricing' and one way to achieve it is through well-placed discounts. It allows you to set your full price to be higher than you would normally, and target those individuals who would be discouraged at that price point with special offers.

This approach has several benefits to some types of colleges: it positions you as a premium service, it creates an impression that you are looking after certain special customers and it allows you to discount more deeply for certain demographics knowing that higher income is coming from others. As an example of this approach look at the airline industry: it is very unlikely that the person sitting next to you paid the same for their seat as you did. An airline’s economic model is a lot like education; your product is completely perishable. Once the flight takes off or the class starts, those empty seats can never be sold.

19.1. Introduction to discounts

What is a discount?

A discount is an onCourse marketing tool allowing you to sell a class at a reduced price.

How is the value of a discount calculated?

A discount value may be applied in dollars, percentage or a change the fee to a set amount (where you specify the same fee that will apply for all classes eligible). All discount values are ex GST, meaning GST (if it applies) will be recalculated on the resulting class fee.
For example, if a class fee is $150 (inc GST) and you offer a $50 discount, the fee the student pays will not be $100.
In this instance the class fee is actually $136.36 and the GST is $13.64. When the $50 discount is deducted, the class fee becomes $86.36. GST is now re-calculated on the new class fee to be $8.64 and the total fee payable becomes $95 (inc GST).
If the $50 discount is offered on a class where the fee is $150 (ex GST) then the fee payable will be $100 (ex GST).
In both instances, your college earns $50 less income by providing the discount. In the example with GST, the government also earns $5 less GST income as the sale cost of your product has been reduced.
You can link classes both with and without GST to the same discount policy as the calculation will be determined on each class fee individually.

How is discount eligibility calculated?
Students

Discounts may be offered to anyone; students under or over a certain age, students in a certain postcode, students with particular memberships such as corporate members, or students with a concession such as a senior’s card. If a student meets the requirement of the discount, it will be offered automatically on enrolment. If a student is eligible for multiple discounts, the best discount available will be offered.

Classes

Discounts may be offered to a course (and all its classes), a class, all current and pending classes or any combination of the above. If an eligible student is enrolling in an eligible class, the discount will be offered automatically.

Discount validity

The discount itself may have a valid from or expiry date, or require students to enter a special promotional code. Discounts may automatically apply when the invoice contains multiple enrolments, or when the value of the invoice exceeds a specified value. Discounts are offered automatically when the student(s) in the enrolment process meet the discount requirement.

When is a discount applied?

Discounts always apply automatically when the discount conditions have been met. Discounts can be made available for online enrolments, or only for enrolments processed through the office.

There are two ways a discount will apply:

  1. Discounts based on the student or invoice meeting an eligibility criteria - This means you have defined some restrictions on who is able to receive this discount when they enrol e.g. students with a senior’s card. If the student meets this criteria, or this criteria is added during the enrolment process, the discount will apply. Invoice criteria include the number of enrolments, total invoice value, or the use of a CorporatePass to create the invoice.

  2. Discounts using a promotional code - These discounts are often part of a marketing campaign and are designed to be 'shared' amongst your targeted clients and their friends. They do not usually have additional restrictions attached - whoever can supply the promotional code can access the reduced fee. The promotional code has to be supplied at the time of enrolment to access the discount.

What happens when a student is eligible for multiple discounts?

When a student is eligible for more than one type of discount, onCourse will automatically apply the discount that gives the student the best possible price. For example, if a student is eligible for a $10 discount and a 10% discount on a $50 enrolment, the $10 discount will be selected by default.
In checkout, you can change the discount applied to a different discount in the Summary section. The student must be eligible for the discount for it to appear in the list to select from. Ineligible discounts won’t appear.
Conversely, when one or more negative discounts apply (a surcharge fee for using a corporatePass, for example) the highest fee for the student will be chosen from the discounted,full fees and surcharge fees the student meets the eligibility criteria for.

19.2. How to create a discount

The Discount window can be found by typing Discount into the search on the Dashboard window. Opening the discount window will show a list view of all current discounts. Historical, or inactive discounts are suppressed by default. You can view these discounts by selecting 'inactive' from the core filters. Double clicking on an item in the list will open the discount edit window.

discounts list view
Figure 208. The Discounts list view

You can create a new discount by clicking on the + in the bottom-right hand corner of the list view. You can delete a discount by highlighting it, clicking the cogwheel and then clicking 'delete record'.

Discounts which have been used by students cannot be deleted, but they can be made inactive by setting an end date in the past. This will not affect any discounts already processed.

Defining the discount value

The first section in the discount edit view is the value section. This is where you define the way the discount is calculated.

The name of the discount will appear on the website, on invoices and in finance reports so it is important to choose a name that clearly identifies the discount.

Value types and value

A discount percent allows you to define a percentage amount that will be taken off the class enrolment fee. A discount dollar lets you fix a dollar amount that will be taken off the class enrolment fee (note, the classes attached to the discount may have a variety of fees, so a discount dollar will be better for some classes than others). Override fee lets you set a new fee for all the classes linked to the discount.

At this point, you can also select if the discount will have any minimum or maximum caps or rounding applied to the nearest dollar, 50 cents or 10 cents.

The discount value set here can optionally be overridden at the class level, to assign varying class fees sharing the same discount name, as well as in the checkout itself when the discount is applied. This option may be especially useful for funded programs like Smart & Skilled. For example, a number of courses and classes can share the discount ‘First Qualification rate' but each class can have its own discounted price. In the class record edit view, double-click on the discount in the class budget section to edit the value for that class.

Accounting

Discounts can be set to post to a COS (Cost of Sale) account, or not. If a discount posts to a COS account, this means the full class fee is sent to income, and a corresponding expense is charged for the discount value. This type of discount is best used for discounts that are promotional in nature, and need to be tracked as a business expense. The COS account can be selected from the drop down list. One default COS account exists in onCourse called 'Discounts Given', but you can create additional COS accounts in the Account settings if you wish to segment your COS options further.

Discounts which are not linked to a COS account reduce the income value posted to the general ledger. This is the preferred method for recording discount types which are about recognising different fee structures that may exist for different types of students, like overseas CRICOS students vs onshore students, and government funded students.

The default forecast take-up can be set here, or set individually in the classes you have linked the discount to. This is a prediction that will assist you in your income budgeting, based on the percentage of students you expect to utilise this discount for each class, and therefore the potential cost of providing this discount to your business.

Require Promotional Code

A discount which requires a promotional code needs the code defined here; activate the switch and then set a promotional code. This promotional code has to be entered, and any other restrictions you may have set for the discount has to be met, in order for it to apply. This can be used online or in the office.

Setting a valid to or from date is optional. Many types of discounts don’t require a date until you decide to retire the discount by editing it to set a date in the past. You can also set days here that are relative to the starting date of the class, allowing you to create a range of early bird discounts that automatically cut in and out based on how far out from commencement the class is.

Web

A discount which is 'available via online enrolment' means students enrolling using your onCourse website have access to this discount. If it’s unticked only students who are enrolled via the office in Checkout have access to the discount. You may have chosen to stop a concession card type being added online, but can make the discount still available online for existing students with the concession type on record.

From the checkbox option 'Hide discounted price on web' you can choose if this discount displays in your online marketing, or just comes as a 'surprise' during the check out process. How a discount displays on the web is based on if it is available to all students, in which case the normal fee is crossed out, and the new fee displayed, or to a subset of students, in which case the fee is displayed in brackets next to the primary fee. Restricting a discount to a subset of students is done on the next tab 'Students'.

The public description field contains any additional information you wish to provide to potential students about who and how this discount can be accessed and is displayed on the website.

discount value
Figure 209. Example value settings of a discount for seniors

Defining the eligible students

The second section on the discount edit window allows you to define who can access the discount.

Some types of discount may be available to anyone, meaning any person who enrols will automatically have the discount applied. They may also have to supply a promotional code, or enrol within a fixed period depending on what you set in the first section.

More often, discounts are restricted to people who meet certain criteria. A discount may require the student to meet multiple criteria. For example, in the Senior’s Discount window below, the student needs to provide a Senior’s Card, but you may also include one that proves they must be over a certain age as well. For this to work effectively, you would need to ensure that the date of birth field was set to mandatory for website enrolments, otherwise clients just providing the details of their seniors card would not be sufficient to access the discount.

You can limit the discount to students who have previously enrolled in the same course or students with a certain membership status.

To link concessions or memberships to the discount record, they need to already be set up in your onCourse records. See the concessions and memberships chapter for more information about how to create a concession or membership.

discount students
Figure 210. This Seniors Card discount has a restrictions on who can access it - people who are registered Seniors Card holders get this discount

Defining the eligible classes

The classes section of the discount window is where you define which classes can access this discount during enrolment.

To attach a discount to a class, click the + button next to the Classes heading.

You can search for class names, class codes, class tags by starting the search with a hashtag (#) or even use our advanced query language to add a particular selection of classes, or all classes (see the screen shot just below). You can read more about our advanced query language here.

For example, to add all your current classes you could use the following query, then click 'Add All':

isActive is true

discounts tags
Figure 211. To search for a tag start your search with the hashtag symbol #

Using the checkbox option 'Add this discount when creating or duplicating classes' will automatically add this discount to every new class you create from now on. This can be useful to select for a global discount that applies to all your classes.

Once you have added classes, you can also use the garbage icon to delete classes from the list. The icon is hidden until you hover your mouse over a class in this section. The delete option works on one class at a time.

At the bottom of this window are some additional enrolment requirements which relate to the multiple purchase style discounts, e.g. purchase two enrolments from the list above to activate this discount, or spend at least $1,000 in one transaction to access this discount. If you add multi purchase discount options, the discount will apply to each of the eligible classes in the list. These can be left empty if you don’t need them.

discount classes
Figure 212. An example of how to add all classes starting after today using the advanced query language

Linking a Corporate Pass to a discount

To make a discount available to a certain Corporate Pass, switch on the Limit with Corporate Pass button, then type in the name of the Corporate Pass contact and click 'Add'.

A discount strategy may only apply when a Corporate Pass is used in the purchasing process. Corporate Pass can only be used during online transactions, so make sure this discount is available via online enrolment in the general section.

A Corporate Pass discount could be used to offer a special enrolment price to the employees of the companies you regularly work with.

Alternatively, a negative discount could be used for enrolments processed with some types of Corporate Passes to surcharge online enrolments processed via external agents or vendors.

During the online enrolment process, a surcharge style discount will always apply, even if there is a discount also available to the user. For example, if you surcharge Corporate Pass users 5%, but offer a 10% discount to people using the code TENFREE, the Corporate Pass holder surcharge will override the discount.

discount corporate passes
Figure 213. Linking a Corporate Pass to a discount

19.3. Overriding a discount at the class level

A discount scheme may allow for a 15% discount across a range of classes. If, for one of these classes, you want the discount to be 20% instead, you can override the discount at the class level. Open a class that has the discount linked to it, go to the Budget section, go into Discounts then double-click on the discount line.

When you first view the override screen, you will see the discount scheme converted from a percentage (if it was one), to a dollar value.

discount class overide before
Figure 214. The percentage discounted calculated to a dollar value for this class

To override the discount, click on the unlock icon next to the dollar value and enter a new value. When a discount has the lock icon next to it, you can see it is locked to the discount scheme. When it has been manually overridden, this icon changes to be unlocked.

You will see in the examples that when the discount is manually overridden, the GST calculation also changes. This is because the GST value must be charged on the class fee, and as the discount changes, the class fee changes.

On occasion, to meet the rules of your discount scheme e.g. round to the nearest whole dollar, a rounding figure may also be calculated to bring your total to the value you desire.

class value override
Figure 215. Overriding the early bird discount for a single class

Example of how to create custom discounts for Smart and Skilled fees

Under Smart and Skilled, you may have five or more price points available. The fee a student is charged depends on them meeting various eligibility criteria.

onCourse provides a range of tools for setting up the various fees using discount strategies, and then ensuring all students are automatically charged the right fee based on their eligibility.

In onCourse, we recommend you set the most common fee type as the class fee for all your Smart and Skilled classes. You can then create various types of discounts that either increase or decrease this fee to reflect the other student fee rates that may apply.

In this example, we assume most students enrolling at the college are eligible for the 'First Qualification' pricing, so the college will set these fees as the standard class fee for each class in the budget section. This will be the fee that applies to students enrolling by default, unless another fee type is selected.

In this example, the college offers three Smart and Skilled courses with the following prices:

Certificate III in Early Childhood Education and Care
  • Full Fee: $6540

  • First Qual: $1590

  • Second Qual: $1910

  • Traineeship: $1000

  • Concession: $240

Certificate III in Community Services
  • Full Fee: $5340

  • First Qual: $1440

  • Second Qual: $1730

  • Traineeship: $1000

  • Concession: $240

Certificate III in Permaculture
  • Full Fee: $6080

  • First Qual: $870

  • Second Qual: $1040

  • Concession: $160

Steps to creating the discounts

To begin, create a range of Concession types in your onCourse preferences for each of the other student fee types. Call them something like 'S&S full fee', 'S&S 1st qual', 'S&S 2nd qual', 'S&S trainee', 'S&S concession'. These concession types will be added to the student as their eligibility is assessed, and then used to determine their fee type.

Because these discounts are really an indication of a class fee pricing scheme, rather than a promotional style discount, it is advised from a financial perspective to create each of these discount types as NOT being posted to a discount COS, so the income value of the class will instead be reduced (or increased) as necessary.

Think of each fee that isn’t the First Qual rate as an offset of that value. The Full Fee and Second Qual rates require negative discounts (or surcharges) while the Traineeship and Concession fees require discounts. Each type of price will require its own discount strategy. This will allow you to report, for each class, on how many students enrolled at each price point using the standard discount reports.

A discount type called S&S Full Fee could be created that applies to all smart and skilled classes with a discount dollar value of -$3900, and that applies to students with the concession type S&S full fee on their record. This amount will make the Full Fee price for Certificate III in Community Services correct, but the other two classes will need the fee further increased.

After saving the discount type, open the Certificate III in Early Childhood Education and Care class, double-click on the S&S Full fee discount in the budget section, and override the -$3900 fee to -$4950 to bring the total to $6540. Similarly, the S&S Full Fee for Certificate III in Permaculture discount would be overridden to -$5210.

Repeat these steps for each of the discount types for S&S Second Qual, S&S Traineeships and S&S Concession fees.

For the Full Fee to apply during the enrolment process, the student will need to have the concession type 'S&S full fee' attached to their contact record. This will then automatically select the right price for the class they are enrolling into.

19.4. Negative Discounts

Along with being able to create discounts that can help reduce the fee of an enrolment or product. You can also create negative discounts (i.e. a surcharge for companies booking now, paying later) in both discount schemes and manual discounts. This means the increased fee is part of the enrolment invoice line, so the full fee charged will be reversed should the enrolment be cancelled.

Creating a negative discount works just the same way as when you create positive discount with the only difference being is you would make the 'Discount value' a negative value.

Discounts with a negative value always supersede discounts of a positive value, so if a student is simultaneously eligible for a discount, and a surcharge on enrolment, only the surcharge will be applied.

negative discounts
Figure 216. Creating a negative discount called

19.5. Accessing discounts during enrolment

Depending on the discount settings, discounts can be made available to students enrolling through the web and office, or just for students enrolling through the office.

Accessing discounts through checkout

If the student and their chosen class meet the requirements of the discount, it will be applied by default on enrolment. If the student is eligible for multiple discount types, the discount that provides the lowest cost to the student will be applied.

The reverse is true for negative discounts - if a student is eligible for multiple surcharges, then the highest cost to the student will be applied.

During the enrolment process, discounts that require a promotional code can have the code entered on the Summary screen. Again, any eligible classes will have their fee reduced.

You can also manually adjust the class fee as necessary by unlocking the price and overriding it to a price of your choice. You must have a discount selected in order to do this.

qediscount
Figure 217. This student is eligible for an automatic Early Bird discount when they enrol in the class.

Accessing negative discounts through checkout

If you have attached a negative discount to a class then the total fee is increased by the amount of the surcharge. In the example below enrolling Jenny Smith in the class Woodwork (WDWK-41) incurs a surcharge to pay an admin fee. This fee could be charged because you are trying to encourage students to enrol online rather than taking up a staff member’s time on the phone to manually enrol them through checkout.

qenegativediscount
Figure 218. This student has a negative discount applied to the class fee

If a class has two discounts, one negative and one positive, the negative discount always takes precedence over a positive one. This is the case for the class below which has a negative for -$5 and a positive discount for $6.82, and as you can see by default the negative discount gets applied.

Accessing promotional code discounts in onCourse through checkout

During the enrolment process, if a student supplies a promotional code this needs to be entered in the field 'Find promotions' in the Summary section of Checkout.

Any applicable classes and students in the enrolment process will have their enrolment fee’s updated to meet the promotional code conditions.

Membership discounts during checkout

If a student holds a valid membership, is related to a contact with a membership where discounts apply, or purchases a membership during the enrolment process, the best applicable discount will automatically apply.

For example, if you have created a discount policy for members and friends to access two different class prices - members with a 30% discount and friends of members with a 10% discount, members who are friends with other members will always be given the higher of the two discounts.

Memberships can be purchased during the checkout process, with these memberships providing discount benefits immediately providing the class being enrolled in is taking place while the membership is valid.

To purchase a membership, click on the 'Find course or item…​' field in the checkout shopping cart and either start typing the membership code or select the option 'MEMBERSHIPS' on the right side of the window. Look up the membership by name and make any changes as necessary to the membership start date, end date and cost. Continue with the enrolment process as usual.

If a student already has a membership purchased, you can see the details of that membership in their contact record.

If your discount policy so allows, and a student is related to a contact who holds a membership, you will not see a membership recorded in the relation’s record. You can see the details of their relationships, however.

For example, memberships are often sold to corporate partners. In onCourse, these contacts are 'companies', and companies cannot enrol in classes as they are not real people. Employees of companies can enrol, so you may like to set up the discount policy, so the discount applies to member and their employees.

If an employee of the membership enrols, and the relationship is noted in their contact record (you can add this during the enrolment process) the membership discount will automatically apply.

Accessing discounts on the web

If you wish, discount rates and fees can be displayed inline with the class fee on the website.

When users hover over the discounted fee, they can see who is eligible to apply for it. Discounts which calculate to the same fee will be displayed once, with a dual label on the website. E.g. if both seniors and students are eligible for a 10% discount, and have separate discount policies set up, the website will show one fee and the hover will show both discount names. This makes the class fee display neater, especially for colleges who have a large variety of discount policies.

discount fee webdisplay
Figure 219. A class showing multiple discounts options available to concession card holders

When a student is completing the enrolment process, by default they will be charged the full fee. If you allow the entry of the concession card details via the website, they can then select the option during enrolment to select a concession card type and enter the appropriate details you require.

While concession card numbers and validity can’t be checked by the website enrolment process, all students must confirm that their claim to access the concession is valid and that their details may be checked. You should ensure your enrolment policy and procedures includes information about how additional charges will be levied if students can not produce their concession card on request.

online enrol concession
Figure 220. During website enrolment, students can enter concession card details
online enrol discountapplied
Figure 221. The appropriate fee discounts are then calculated prior to the student making payment for their enrolment(s)

Promotional codes on the web

Promotional codes, gift certificates or voucher codes can also be added during the payment process. Codes added at this time will also apply the discount to any applicable students and classes in the enrolment selection.

web promotionalcode
Figure 222. Students may enter their promotional codes at Checkout

Membership discounts for online enrolments

If a student holds a membership which entitles them to a discount, or is related to a member which entitles them to a discount, this discount will be automatically applied during the online enrolment process.

Relationships cannot be added during the online enrolment process, so for the discount to apply, the relationship already needs to have been recorded in the student’s onCourse record.

19.6. Creating effective discount strategies

The first consideration in creating a discount is how will you use it to help you bring in additional enrolments that you would have otherwise not received.

Consider low income discounts. These are the discounts you think of when you imagine children, seniors, disability card holders or unemployed discounts - people who may have limited disposable income and for whom the cost of the full course is a deterrent for enrolling. These are discounts which can be given either as a percentage of the course fee, or as a fixed dollar figure. If you decide to give a percentage discount you can also set the minimum and maximum dollar discount which can be given. So you might to decide to give 10% off for seniors but cap it at $50 so that $800 course doesn’t start to be discounted too heavily for you. Or a 2% discount which gives at least $5 off that $100 course, so it doesn’t appear too stingy.

Another option is to offer early enrolment discounts, as by encouraging people to enrol and pay well before class start dates makes resource management easier on the college. You could also provide last minute style discounts, to encourage the spare seats to be filled or to get a not quite viable class over the line. These discounts could be automatically given to all enrolling students, or be restricted to students who can provide the matching promotional code.

For these type of discounts you would set a start and end date, where other types of discounts continue indefinitely. onCourse gives you the choice.

Other types of discounts may be a 'buy one get one free' style of discounts. These types of discount apply when the invoice being created during the enrolment process meets certain criteria, such as containing 3 enrolments from the list of specified class.

When considering who can access the discount, you might want to restrict it to all students who have enrolled in the past, are over a certain age, live in a particular suburb or who have certain type of concession card or membership. You aren’t locking it to the students who currently fit the requirement: any student who later is entered into the system with the right age, suburb, concession or membership type will be able to obtain that discount.

Finally, you are able to set the list of classes which may receive the discount. This might be every class you run, just your computer courses, or just one course you choose. This gives you flexibility to offer discounts where you think they will be appropriate, useful and affordable. You may be able to offer lower discounts to outsourced courses given your margins, or it may not be helpful to offer seniors discounts to pre-natal sessions.

With all this flexibility, you can offer discounts to your students in exactly the way you choose. For instance:

  • all students under 25 receive 10% off all courses - these are often people with lower disposable income and discounts are a useful way to attract them

  • all students who attended a course last term automatically get 20% off selected courses this term

  • all students with a senior’s card receive a $20 discount off any of the daytime arts and craft classes

  • all students purchasing more than $500 worth of enrolments in a single transaction automatically receive a 5% discount

Generally, concessions apply on a long term basis and are based on your college’s fees and charges policy. Concessions are automatically applied to fees on enrolment if a student meets the conditions you have set. If you wish to give a special deal to a certain group of people for a limited time only, it is more suitable to create a promotion.

Promotions (Promotional Codes) are another type of discount with a string attached. The student must know a particular word or code in order to obtain the discount. You might decide to perform a letterbox drop in a particular area with postcard sized teasers for your new dance classes. They explain that the recipient can get a 15% discount by going to the website and typing in 'WALTZ'. When they do this, the website alters and shows the courses with fees crossed out and the discounted price alongside in red. The idea is to:

  • create the feeling of an offer targeted to a particular group of people, so the recipient feels special.

  • track the effectiveness of your letterbox drop

  • use an expiry date to create urgency

  • micro-market: use different strategies for different demographics

You might distribute your promotional codes by using:

  • targeted printed material

  • an email mail out to existing or potential students

  • SMS

  • an alliance with a club or user group - such as a deal with a local RSL that gives their members a discount through a code in their newsletter

Remember, the point of promotional codes is not to keep the code secret and prevent recipients telling their friends about it. The effectiveness of your marketing is greatly enhanced by potential students telling as many people as possible about this great deal they can get by typing in a 'secret code'.

Long term, analysing the percentage take up estimations vs the actual use of the discount on a per class, or per enrolment period will assist you in determining if the strategies you are employing are effective at encouraging new or repeat enrolments.

19.7. Financial aspects of discounts

Discounts play a part in the budget of onCourse, and the process of determining if a class will be financially viable based on the student fee’s collected. As a business, you may also like to include predictive information about the expected take up of a discount. Discounts in onCourse are charged to a cost of sale account, rather than considered a straight reduction to income collected, as a discount is considered as a cost of doing business.

Discounts in the class budget

You can see a summary of all the discounts attached to a class within the Budget section of the class, by expanding the Discounts line.

In each discount you create, you can define a 'Default forecast take-up'. What this means is that across all the classes this discount applies to, you expect, say, 5% of all students to use this discount on enrolment.

You can further refine this forecast on a class by class basis in the class budget. Double-click on the discount line in the budget, unlock the default forecast and set a new forecast of your choice.

Based on your enrolment maximum, projected and actual, all three columns will update, with the actual column showing you also the percentage of students enrolled using the discount.

class discount forecast
Figure 223. Overriding the default forecast in the class

Using the garbage icon, you can delete discounts from classes in the budget. This will prevent future students from enrolling and accessing this discount. It will not remove the discount given to existing students.

When the discount line has been deleted from the budget you will not see the total value of the discounts given itemised. Any budget printed report will still contain the detail of how many of these discounts you have given, and the class total incomes will still be correct. If you add the discount back via the classes section in the discount, the discount and value of any discounts applied will be visible again.

Accounts and discounts

There are two ways discounts can be set up to behave in your chart of accounts.

  1. The discount can post an expense to your chosen COS (Cost of Sale) expense account. This makes it easy to track how much discount has been offered, showing income and expenses separately on your profit and loss statement. If you choose this option, the amount of the discount will be posted to your COS account and as a negative income at the time the invoice is created.

  2. Alternatively the discount can simply reduce the income value. This means that your income shows only the net amout charged.

In the onCourse chart of accounts, a default account called 'Discounts Given' is used to record all the COS discounts. You can add additional COS accounts as needed.

Understanding GST and rounding in discounts

GST is an Australian Goods and Services Tax, currently set to a flat rate of 10% for all applications of the tax. GST often doesn’t apply to enrolments in vocational classes, but does apply for enrolments in leisure classes. When GST applies to a class, it is important to understand that any discount applied to the class fee will cause the GST to be recalculated.

The reason behind this is that GST must be 10% of the product cost you charge to the customer. If the ex GST cost of the product sold drops from $300 to $200 due to a discount, then the GST charged must also drop from $30 to $20.

If you have discount policies that apply to groups of classes, including both GST inc and GST ex fees, you will notice that the resulting fee payable by the student is different, even if a fixed discount amount is given.

To put it another way, if you have a GST free class costing $300 which has a $100 discount, the student will be charged a straight $200. A $100 reduction in the fees payable by the student has been applied.

However, if you have a GST inclusive class costing $300 which has a $100 discount, the student will end up paying a GST inclusive fee of $190. The student has been given an effective discount of $110, instead of $100. Why do students paying GST now get a 'better' discount? Because they are now liable to pay less GST.

In a class fee of $300 incl GST, $272.73 is the fee income. The remaining $27.27 is not your income - it is GST you are collecting on behalf of the government and holding only until the time you reimburse it to them. In onCourse, GST is always posted to a liability account, never to your income account. onCourse budgets always exclude GST from any profitability calculations.

As the $100 discount is actually being given on a $272.73 class fee, reducing it to $172.73, the GST now must be recalculated on the new fee. The GST of $17.27 (instead of the previous GST of $27.27 on the standard fee) now brings the total fee payable back to $190.

Obviously, the different end values of the discounts are most obvious when comparing the same GST exclusive and GST inclusive total fees side by side. If, instead like in the first example, your GST inclusive class of $300 was a total cost of $330, while your GST free class was just $300, the $100 discount would result in total fees of $220 and $200 respectively. The GST paying student still pays 10% more for their class than the GST free student does, instead of the unexpected 5% less when the discounted GST inc/GST free classes have the same starting fee.

Rounding is apply to the final price after GST is added on. For example if you have a class that costs $115 and there is a15% discount being applied along with being rounded to the nearest $1, then $115 will be divided by 1.1 to take away GST which equals $104.54. Then you would apply the 15% on to that which will be $104.54 x 0.85 = $88.86. Then you have to add the GST back on, so $88.86 x 1.1 = $97.75. Finally you would round this amount to the nearest dollar, so the final cost would be $98.

Discount offset from class start date

When you are creating discount schemes, the flexibility of start date offsets can allow you create a range of standard price options.

Early Bird Pricing

Creating this price scheme requires three discounts to be created for the same group of classes, each with their own price restriction settings. As one price scheme cuts out, the new price scheme automatically cuts in.

  • Enrol 30 days or greater prior to the start date and receive 10% off

  • Enrol between 29 days and 14 days prior to the start date and receive 5% off

  • Enrol 13 day prior to the start date, or after the start date and pay the full fee

Variable pricing depending on when student join an 10 week class

For example a children’s tutoring program that allows continuous intake.

  • Enrol any time prior to the start date and pay 100% of the class fee

  • Enrol 7 days after the start date and receive a 10% discount

  • Enrol 14 days after the start date and receive a 20% discount

  • Enrol 21 days after the start date and receive a 30% discount etc

19.8. Example discount campaigns

Some examples of possible campaigns are outlined below:

  1. Select Discounts from the dashboard by searching or using your favourites

  2. Select + button from the bottom right of the window

  3. In the new window, enter a name for this concession e.g. Seniors Card Discount

  4. To set a 10% discount, select the Discount Percent under Value Type and type 10 into the discount value field.

  5. You can also set a minimum and maximum amount for the concession e.g. min $1 and max $10 and set the discount to round to the whole dollar, nearest 10c or nearest 50c.

  6. Ensure the option 'available for online enrolment' is ticked, if you want this discount to be available to Seniors enrolling online. If it is unticked, the discount will only be available to Seniors enrolling via the office.

  7. Setting a valid from and valid to date is optional. If you want to make the discount apply at all times, leave these fields blank.

  8. Move to the 'students' section. In this example, you might select 'with the following concession type(s) and add concession types you have previously defined asAged Pensioner concession or Seniors card concession. You may also choose to add, or use instead the parameter Age over 60. This will require the student to supply a valid date of birth as well / instead of a concession card to access the discount.

  9. If you would like students to see the discounted fee that may be eligible for when browsing the web, ensure you have not ticked 'Hide discounted price on web'. This will suppress the display of the price on your onCourse website.

  10. The last section allows you to assign this discount to certain available classes. You can add or remove classes by searching for the by name, courseClass code, or using a search query. Try 'isActive is true' to add all your currently active classes.

In this example we will create a last minute discount for our previously enrolled students.

  1. Create a code for your promotion. This will be what students enter on your website to access the promotional discount (or can be entered by your enrolment staff with phone, mail or in person enrolments). An example code might be VIPSTUDENT.

  2. Name and describe your promotion and decide if it is to be available to students enrolling online and through the office, or only to students enrolling through the office.

  3. Set the amount and valid to and from dates. In this example we have limited the date to a one week range. It is usual for a promotion to run for a set period of time, but you could leave these fields blank to always allow this discount to apply.

  4. This promotion is for re-enrolling students, so we can set it to students who have enrolled within 60 days.

  5. Select your eligible classes. Generally promotions are limited to a few select programs, such as those which already are over the minimum required, or dance classes or those which are starting in the next two weeks. So lets try using 'startDatetime < [date]', where [date] is the date two weeks from today. Use the date picker.

    Don’t forget, promotional codes only work if you market them. You can always email or SMS special promotions to your students to get them out there quickly. With most promotions you would not want to set a qualifier, like enrolled within x days, as you want as many people as possible to 'use' the special code to enrol in your classes, and hope the students you market the promotion to assist you in your marketing efforts by passing the deal on to their friends.

In this example we will create a membership students can buy to entitle them to a 100% discount for any of our computer classes for the next six months.

  1. Open the membership window and create the membership for purchase. Set a cost for purchase and the duration of the membership in days.

  2. Open the discount window and create the discount policy for computer club members. The discount is for 100%. Decide if you want this discount available to students who hold this membership and enrol online, or only via the office.

  3. Leaving the option 'Hide discounted price on web' unticked is a good choice for this discount, as seeing the $0 enrolment fee online available will also encourage other students to purchase this membership for the benefits it provides.

  4. Go to the students section of the discount window and select the option 'Limit to students with Membership' and add the new membership you just set up be searching for its name. In this instance we will choose to apply this discount only to the student who purchased it.

  5. Go to the classes section on the discount window and add all your currently active classes.

  6. Save and close the record. The membership is now ready for purchase, and the discount policy as defined will be applied.

In this example we will create a concession based discount for college staff, entitling them to 50% off all classes. The concession type 'staff' cannot be self selected on the website.

  1. Create a new concession type in Preferences > Concession Types called 'Staff' and de-select the option 'Allow students to self-select on the website'. This is because we only want college staff to determine who is a staff member (and entitled to the discount). This concession will not require a concession card number or expiry date either.

  2. Ensure all college staff whom you want to access this discount have student/tutor records in onCourse, and have the concession type 'staff' added to their record.

  3. Create a new discount called 'College staff' and leave the option 'Available via online enrolment' selected. This will let staff self enrol and access the discount online. Set the value to 50%, and a maximum value if desired.

  4. Tick the 'Limit to students with Concessions' switch, then apply the discount to students with the following concession types - Staff. Ensure the option is ticked 'Hide discounted price on web'. This way the general public visiting the website will not be privy to the discount available to staff members.

  5. On the classes section, add all the applicable classes for this discount.

  6. When college staff enrol online, the discount will be applied automatically during the checkout process. They will not see the details of this 'hidden' discount until they have been matched as a staff member using their first name, last name and email address on record.

In this example, we will offer a $10 discount to students who enrol in two or more classes for themselves, or with a friend from the list of available classes.

  1. Open the discount window and create a new discount called 'Buy two and save $10'. In the discount value, set the discount dollar to $5 (if your classes have GST included in their fee, to achieve a $10 discount over two enrolments, you can set the discount value as $5.45, and set the rounding to nearest dollar)

  2. In the students section, make sure 'restrict this discount to certain students' is unchecked.

  3. In the classes section, add your classes to which the discount applies. Lets try a tag this time, so type # and then select a tag from the list.

  4. In the bottom of the panel, enter the option 'Require at least [2] enrolments on one invoice from the classes above.Save and close the record.

    Setting this discount at 2 requires at least two enrolments to trigger the discount. If there are three enrolments eligible in one enrolment process, then the discount applied will be $15.

  5. When a checkout process is created that includes at least two enrolments from this list, each eligible enrolment added will have the $5 discount applied. If you remove enrolments from the window, and the set of enrolments are no longer eligible, the discount will be automatically removed from all enrolments.

buyTwoEnrolmentsDiscount
Figure 224. Group enrolment discount in checkout,showing a total $10 discount across the two enrolments
buyMultipleDiscountWeb
Figure 225. Group enrolment discount on the web,showing a total $20 discount across the four enrolments,where two students are each attending two classes

19.9. Reporting on discount use

The Discounts by Class pdf report is available from the Classes list view by clicking the Share icon > PDF. This report shows you for each class selected, how many enrolments you have processed at full fee and any applicable discount, and the total value of any discounts applied.

DiscountsByClass
Figure 226. An example class where some students have used a discount to reduce their enrolment fees

As discounts are all posted to the Cost of Sale account, Discounts Given. Transaction reports for this account can also be printed for the date range of your choice.

Transaction reports can be printed either from the Transaction window, or the Account window. If you choose the account window, you can choose to print all the transactions for just one, a group of, or all accounts.

In the example below, a date range query has been run and a Transaction Detail report printed for just the Discounts Given account. This report shows the movements both in and out of the account in the time frame.

In this account, the debits are the discounts given and the credits occur when an enrolment is cancelled and refunded which had a discount. The balance of this account sits on the debit side of the ledger. Each detail line is linked to the invoice number and invoice payer which can be followed up in onCourse as needed.

TransactionDetail
Figure 227. An example Transaction Detail report,printed for the general ledger account Discounts Given

There is a report that can be print from the discount window called ‘Discount take up summary'. This report shows during the date range specified, and for each discount chosen, how many enrolments for each class have used that particular discount. This report is for marketing purposes, so show you the take-up success of a particular discount during a campaign date range.

Discount summary report
Figure 228. An example of a Discount take up summary report

20. Waiting Lists

20.1. Why use waiting lists

onCourse has three ways to obtain student data and interest in attending a course:

  • Waiting list - This is the least amount of commitment, akin to an expression of interest. A wait list records the student contact details against the course they are interested in.

  • Application - A student applies for a course that is not open for direct enrolment, because an approval process is required. A student can withdraw their application prior to enrolment.

  • Enrolment - Enrolment is a commitment to attend a specific class. Often, enrolment requires payment of the enrolment fee to be confirmed.

Using waiting lists you can collect useful contact information from potential students, along with additional notes from the student about their enrolment preferences.

This information can then be used to plan for future classes and automatically or manually contact the potential students to advise them of class vacancies.

Waiting lists for courses without classes are a way to capture interest from potential students before committing to a class schedule. For courses with classes, waiting lists can be useful to notify you if students would like to enrol, but can’t attend at your advertised locations or times.

Waiting lists are always for a course, not a specific class from a course.

20.2. Enabling waiting lists

In the onCourse client, by default each new course is set to allow waiting lists. Each course can be individually disabled to prevent waiting lists as needed.

If, on the course general tab you have selected "Allows waiting lists" your students will see the wait list option on your website as part of the standard course description.

The wording of the wait list changes depending on the courses having classes available. If there are no courses, the default waitlist wording is "This courses has no current classes. Please join the waiting list."

If the courses has classes on the web, listed below all of the available classes is the text "If there isn’t a class to suit you, please join the waiting list."

waitlist with class
Figure 229. A course with a class available and a waitlist option

20.3. Student web subscription to waiting lists

When students click on the link in a course to the waiting list, they will be prompted to enter their contact details and any particulars about when and where they would prefer to attend a class for this course.

If students are new to your college, by adding themselves to the waiting list, a contact record for them will be created within onCourse. If they are existing students, the information they provide will be added to their existing student record.

When a student is logged in to the student portal, they are able to manage their waiting list subscriptions, removing them from any courses they are no longer interested in.

20.4. Managing waiting lists within onCourse

Staff within your college can also add and remove students to waiting lists. Students need to be set up as contacts before you can add them to a waiting list.

Go to the menu Activity and select Waiting lists. This window will show you all the students currently on waiting lists for various courses. You can add a student to the waiting list by clicking the plus + symbol.

In the general tab you can record the details about the student and the course, and select any venues they may particularly prefer. On the notes page you can enter other details such as time of day, day or week or any other preferences.

From the waiting list window you can also remove students by clicking the minus - symbol.

In the contact record you can see if a student is on any waiting lists, and in the course record, you can see how many students are on the waiting list.

When a student enrols in a course they are on the waiting list for, their waiting list entry is automatically deleted.

man waiting list
Figure 230. A waiting list record

20.5. Tagging Waiting Lists

Just like on other records you also have the ability to tag Waiting List record. This allows you to build your own workflow tags for ideas like VET wait list/General Wait list, and have statuses such as New, Contacted, Awaiting reply etc. Below is an example of a contact on the waiting list being tagged to 'Awaiting reply'.

waitinglist tagging
Figure 231. Tagging a contact in the Waiting List to the tag

Once you have tagged the contacts you will have the ability to filter them. In the Waiting List list view below I have filtered all the contacts in the Waiting List who have been tagged to 'Awaiting reply'.

waitinglist filter
Figure 232. Viewing a list of all the contacts on a Waiting List that are tagged to

20.6. Advising students on waiting lists that a class is available

There are three standard ways to contact students on waiting lists:

  • Automatic scheduled email reminders - You can enable a default script called 'Send waiting list reminder' which finds all for students who have been added to a waiting list, and sends them an email (template

    • Waiting List reminder) every 7 days of the classes currently available for the courses they are on wait lists for. If there are no classes currently available, they won’t receive the automatic message.

  • Manual messages from a template - From the waiting list list view, you can choose a group of records you want to contact, and then from the cogwheel select 'send email from template' and choose the default template 'waiting list notification'. This will send a template message to each student pointing them to the online enrolment process for the chosen course. If you are going to use this message option, there should be at least one class with vacancies available published online first.

  • Manual messaging - From the waiting list list view, you can choose a group of records you want to contact, and then from the cogwheel select 'send message to xx contacts'. This option allows you to write a manual email and/or SMS to the selected contacts. More about using manual Sending messages.

If you plan on using any of the onCourse default scripts or templates, please check the schedule and wording first, to ensure they meet your business requirements.

advising student

20.7. Enrolling students on waiting lists

When a student on a waiting list enrols in a class from the course they wait listed, their waiting list entry is automatically deleted.

You can also enrol a student directly from the waiting list by highlighting their entry and going to the cog wheel and choosing 'enrol'. This will pre-populate the checkout window with the student’s contact details and the course information, you just need to select which of the available classes they would like to enrol in.

Students can also choose to remove themselves from a waiting list via the onCourse student portal

21. Corporate Pass

Corporate Pass is way to allow certain students to enrol online without having to pay up front, allowing a company (usually their employer) to be sent the invoice. A password/code allows the student to bypass upfront payment and allow them to enrol in a set of limited classes or your entire range of classes. You can create as many Corporate Passes as you like for the same customer, and for as many customers as you choose.

There is no requirement to attach classes or courses to Corporate Pass. They are automatically available for use once created.

Corporate passes and their associated discounts can only be used during the online enrolment process. They aren’t designed for use within the onCourse Checkout. If a discount has a promotional code and is available for use with a corporate pass you will get an error message if you try to use the promotional code in Checkout.

21.1. Setting up your Corporate Pass within onCourse

This section will outline how you can set up your Corporate Pass:

  1. To create a new Corporate Pass, first you need to go to the Corporate Pass window by searching for Corporate Pass on the Dashboard. You can then create a new Corporate Pass by clicking on the + symbol in the bottom right-hand corner of the new window.

  2. The minimum required information to create a new Corporate Pass is a contact or company name and a password. The Company or Contact must already exist as a record within onCourse prior to creating the Corporate Pass. If you create a Corporate Pass with these bare minimum requirements, it will be available to use for any class or product.

    You can also specify as to which email address the invoices will be sent to, the default is usually the email address of the contact. An expiry date can also be set for a given Corporate Pass, but this is not a required field. If you wish to set invoicing terms for a specific Corporate Pass, you can set this on the Financial tab of the Contact you have set as the company/person to invoice.

    CreateNewCorporatePass
    Figure 233. Corporate Pass Edit View
  3. If you want to restrict the Corporate Pass to certain classes or products, you can add these in the Limit section by activating the switch, then typing out the name or code of the class you want to add. You can also leave its use unrestricted by leaving the Limit switch inactive. You can:

    • Add a single class, will only be valid for the specified class.

    • Add all classes for a given course.

    • Add a selection of classes from any course.

    • Add a single, or selection, of products.

If you don’t specify any classes within your Corporate Pass, this will mean the Corporate Pass can be used to enrol in any classes that are open for enrolment and published on your website. If you choose to link your Corporate Pass to all current and pending classes, this means it will only work for classes that exist today, not new classes you’ll create in the future. This would be a very uncommon use case.

21.2. Linking a discount to a Corporate Pass

Instead of having to provide a company or person with a discount code that only they can use to enrol into a class with. You have the ability to link the discount or number of discounts to a Corporate Pass so employers or agents enrolling students can have access to a special price. To link a new discount to a Corporate Pass:

  • Open the Corporate Pass record you want to add the discount to

  • Type in the name of the Discount you want to add - again this must already be created in onCourse

  • Find the right discount from the list and click the Add button. You can add as many as you like.

You can only link an existing discount to a Corporate Pass. If you want to add a new discount to a Corporate Pass you will need to go to the discounts list view and add in the discount you want to link the Corporate Pass too first.

adding a discount to a corporate pass
Figure 234. Choosing the discount you want to link to the Corporate Pass

21.3. Linking products to Corporate Passes

You also have the ability to link a product to a Corporate Pass. This feature allows you to link products, memberships and vouchers so that they can be purchased using a Corporate Pass. This is done under the Sales heading, the same as discounts:

  • Open the Corporate Pass record you want to add the discount to

  • Type in the name of the Product you want to add - this must already be created in onCourse

  • Find the right products from the list and click the Add button. You can add as many as you like.

adding a product to a corporate pass
Figure 235. Choosing the product you want to link to the Corporate Pass

21.4. Using Find related in the Corporate Pass list view

Just like on a lot of other list views you can use the find related feature in the cog wheel to find related information about a Corporate Pass or number of Corporate Passes.

You can use the find related feature to find the following information about:

  • Classes

  • Invoices

  • Contacts

  • Enrolments

  • Enrolled Students

  • Audits

corporate pass find related
Figure 236. Using find related for Corporate Passes

21.5. Using the Corporate Pass to Enrol Online

Once the Corporate Pass has been created and the College notifies the client of the password for the Corporate Pass, the client can then use the Corporate Pass to enrol online.

When the enrolment is confirmed and the Corporate Pass has been validated, this will automatically send an enrolment confirmation email to the student and an invoice for payment to the designated Contact or Company that the Corporate Pass has been issued to.

The process of enrolling online using a Corporate Pass is quite straightforward:

  • The client will browse and select the Class or Classes they wish to enrol in, then proceed to the check out to complete the enrolment process.

  • Once you proceed to the checkout, the onCourse website will ask you to confirm the contact details of the student as well as the Class or Classes that you wish to enrol in are correct, you can click on the Proceed to Payment button.

  • The payment view will you give you two options; pay by Credit Card or pay using a Corporate Pass, simply select payment via Corporate Pass.

  • Enter the password for the Corporate Pass and press Submit

    EnterCorporatePassCodeOnline
    Figure 237. Enter the Password to validate the Corporate Pass
  • The system will then verify whether a valid code has been entered and specify as to whom will be invoiced for this Class Enrolment, you can then confirm you agree to the enrolment conditions and click on confirm enrolment to complete the process.

    ValidationOfCorporatePassCode
    Figure 238. Once the password is validated,confirm the enrolment

Using a Corporate Pass that is linked to a discount to enrol online with

If a Corporate Pass is linked to a discount then the 'Total' at the top right side of the window will only get reduced or increased when the enrollee has entered the Corporate Pass reference.

enrolling online corporate pass
Figure 239. John Smith is trying to enrolling in a $500 class
Corporate pass online positive discount
Figure 240. Using a Corporate Pass that is linked to a discount

A Corporate Pass can also have a negative discount linked to it. This works exactly the same way as if a positive discount is linked one, however instead of the 'Total' getting decreased it gets increased, as shown below. If a Corporate Pass has both a positive and negative discount link to it, the negative discount always takes precedent over the positive one.

Corporate pass online discount
Figure 241. Using a Corporate Pass that is linked to a negative discount

21.6. When to Use a Corporate Pass

  • You may have a large customer with a number of staff to whom you provide training. Without Corporate Pass your choices are to have the staff enrol online with their own credit card, or some corporate credit card, or to process the enrolments by hand in the office in conjunction with your customer’s HR department. Instead, Corporate Pass allows you to give the customer’s HR department a password or set of passwords. They then hand them out to staff according to their own rules and policies. Staff can then enrol in whichever classes are most suitable to their own availability.

  • Perhaps you are using onCourse to track internal training delivery in your company. You might want to assign a price to classes to help with interdepartmental cost allocation. Corporate Pass gives you the ability to create a separate password for each department, allow staff to book their own training, and then perform the back-end accounting you require.

  • You deliver vocational training to the staff of several large mining companies. These staff need to be regularly accredited for some part of their job, but they have some flexibility to do their training around their work shifts.

  • Students have to complete an audition or interview process to get into your programme of training. Once they are accepted, you would like them to be able to sign up to further training and tie their payments into a monthly billing process you already have in place. Just hand them a password and they can enrol 24 hours a day over the internet.

21.7. Controlling Usage

There are several ways to prevent abuse of a Corporate Pass.

  • Each pass can be restricted to one class or a selection of classes, or classes assigned to a specific subject.

  • Create as many passes as you want, even for the same customer. That way you can limit each pass in different ways and track its usage.

  • Give the pass an expiry date.

  • Each pass has a special email address to which an invoice will be sent for each enrolment. Typically this is your customer’s HR department or staff manager who will be able to monitor the emails and ensure staff are enrolling in appropriate training. These emails are sent in almost real time, so you typically have plenty of time to review and reject any extraneous enrolments.

21.8. Monitoring the Use of Corporate Passes within onCourse

Once the Corporate Pass has been created, you can monitor the use of it via the Corporate Pass window of the onCourse Client. The list view will give you an idea of how many times a given Corporate Pass has been used. You can also filter the view to only show current entries using the Core Filter function of this window.

CorporatePassListView
Figure 242. Summary view of all Corporate Passes

To view the details of a given Corporate Pass, simply click on the highlighted record to open this up in edit view. From this view you can update the parameters of the Pass including valid expiry date and or assign different classes to the Corporate Pass.

There are also several onCourse Reports available to help you monitor this aspect of your business. To access these reports simply highlight the records within the Corporate Pass list view, then select the share icon.

CorporatePassReportWindow
Figure 243. Hitting the Share button on the Corporate Pass window will allow you to print these reports

22. Vouchers

Voucher products can be created in onCourse, and then offered for sale either via the College website or through the office via checkout. These vouchers can be gift certificates, a way to sell a bundle of enrolments as a set fee, or as a method of issuing a student with a credit, allowing them to apply that credit to an open or restricted range of courses.

  1. A voucher product for sale for a user specified dollar value. The redemption value is the same as the purchase price and has a fixed redemption period e.g. 12 months. This type of voucher is typically known as a gift certificate.

  2. A voucher product for sale for a different redemption price to the purchase price. e.g. purchase price $100, redemption value $120. This type of voucher can then be used as credit to purchase enrolments or other products.

  3. A voucher product offered for sale for a fixed fee, redeemable for a single enrolment in a course or set of courses.

  4. A voucher product offered for sale for a fixed fee and fixed number of enrolments from a set of one or more courses. For example 4 enrolments from one course (a year’s worth of enrolments in a course) or 4 enrolments in 4 courses (one enrolment in each of the four courses).

  5. A way to sell a bundle of enrolments to a company for a fixed fee, for their staff to enrol in a class of their choice from a course, e.g. 10 enrolments in your choice of classes for the course Computers for Beginners. This type of voucher would send the invoice on redemption to the nominated company contact, rather than to the student.

22.1. onCourse Terms and Definitions

Voucher Type

A voucher is a product which can be sold and later redeemed for other purchases or enrolments. Vouchers can be redeemed for a monetary value or for a fixed number of enrolments in a set range of courses. The voucher type describes how much the voucher costs to purchase, how long it is valid for and what it can be redeemed for.

Voucher

Vouchers are the list of purchased voucher type products. Vouchers can be purchased and redeemed through checkout. This list shows who purchased the voucher, who it is redeemable by and what the remaining value of the voucher includes. Every voucher has a unique code that must be quoted for redemption.

22.2. Creating a voucher type

For most cases when a user wants to buy a voucher, they will nominate the price they wish to purchase the voucher for, and that the price will also be the redemption value of the voucher. (Type 1) This type of voucher product will be created by default for all onCourse instances and be called "Gift certificate". It will only be enabled if the College has the right license that enables this feature.

In addition, colleges can create other types of voucher products that are linked to enrolment permissions and these will have purchase prices fixed by the college. Some of these types of voucher products may also be available for sale on the website.

A voucher may be sold as part of the existing QE process or it may be given away for free (sold with 100% discount). Either way, an email is sent to the payer with the details of that voucher (not the student since it may be a gift, if the student and the payer are different people).

Navigating around the Voucher Types List View

To open the voucher type window you can either use the Dashboard favourites links, type 'Voucher Types' into the Find Anything search bar, or in the onCourse navigation menu under Products > Voucher Types.

voucher list
Figure 244. View of the vouchers list view

If a voucher passes the expiry date, the status is set to 'Expired' and the balance of the voucher purchase price is transferred from the Voucher Liability account to the Vouchers Expired income account. Expired vouchers are greyed out in the voucher list and can’t be redeemed and edited. Their expiry date can not be changed.

To create a new voucher type simply click on the + icon in the bottom right hand side of the window and enter the information required.

New voucher records

There are a number of fields in a voucher record. They include:

  • SKU - this refers to a stock-keeping unit, a unique identifier for each distinct product and service that can be purchased. You can create whatever product code you want for any voucher.

  • Name - allows you to name the voucher.

  • Liability Account - allows you to choose the liability account you want the purchase price of the voucher to be deposited into until it is redeemed or expires

  • Expiry date - this allows you to create a expiry date for the voucher from the date of purchase e.g. 365 days.

  • Options for redemption - you can select whether you want the voucher to be able to be redeemed for an enrolment/s, for the purchased price or for different price.

View of a new voucher type record If you want the voucher to be able to be redeemed for a enrolment you can leave the drop down box as "enrolment in" as this is set as the default. You will need to choose how many enrolments you want it to apply to in the text box below. A voucher may allow for multiple enrolments in one course, an enrolment in choice of courses, or a mix of the two.

The section below this drop down box will change depending on the choice you make. The range of fees for the selected courses is shown to help you discern the correct voucher price.

View of the voucher record if the option for redemption is left with the default option "enrolment in"

When you select 'enrolment in', switch on the Course button and then type in the name of the course/s you want to add. The more you type the more refined the auto-completion choices will become. To add a course from the list, click the 'add' button to the right of the course name. Or you can click 'add all' to add all choice appearing in the selection window.

If you want to apply a voucher to more than one specific course then you can add each course one by one using the first option "Course" making sure you select OK after each course added.

Voucher Type General Courses
Figure 245. View of the three options you can apply the voucher to.

A standard 'Gift voucher' type of voucher is redeemed for it’s purchase price. You can choose this option from the drop down menu. View if the option "purchase price" is selected from the drop down box

If you want it to be redeemed for a different price than the one purchased for then select "value" from the drop down menu and choose the amount it will be redeemed for. This would usually be more than the purchase price, not less.View if the option "value" is selected from the drop down box

The last lot of fields on a voucher record let you set the rules of where the voucher can be purchased. The choices allow for purchasing to be disabled entirely, purchased in the office, or purchased both in the office and online. You can also add a more in depth description that will be displayed on the website (as long as both check boxes are selected) in the Web description field.

voucher description
Figure 246. View of the web tab in a new voucher type record

22.3. Purchasing a voucher

Purchasing a voucher in onCourse is done through checkout window. You can search for a voucher by either start typing in the Vouchers name or SKU in the 'Enter course or item' field on the left side of the page. Alternatively you can click in the 'Enter course or item' field, then click on the 'Show all' button next to the word 'VOUCHERS' on the right side of the page. Once you have found the voucher you want, click it and it will add to the cart. You can then accept payment as usual.

When a voucher is purchased it always gets sent to the payer just like the invoice does.

QE Finding A Voucher
Figure 247. How to find a voucher you want to purchase through checkout

Purchasing a voucher on the web

You can find a list of vouchers on your website by putting /products on the end of your homepages URL. A voucher is purchased the same way as if you buying a course or product.

voucher email
Figure 248. Confirmation message after purchasing a voucher online

22.4. Redeeming a voucher

A student can redeem a voucher either via an office based enrolment in Checkout or by enrolling online themselves. They will have to supply their voucher code which can be found in their voucher confirmation email. A student can type in the voucher code in the payment window during an online enrolment or your staff can redeem the voucher for them during an office based enrolment.

For more information on the financial transactions that occur in the general ledger when a voucher is bought and sold, refer to Accounting.

A voucher is a payment method against an invoice.

When you are trying to redeem a voucher in checkout:

  1. You have to firstly add the student/s, class/es or product/s as normal when enrolling a student

  2. In the bottom field on the left hand side, 'Enter voucher or promotion..', enter the voucher code that the student would have received by email.

    Adding voucher code
    Figure 249. Where to enter a voucher code during checkout
  3. The voucher will attempt to validate automatically. If valid, it will apply to the current checkout. If not, an error will show.

  4. If the voucher has a different contact set as the 'Send invoice on redemption to' contact, then this contact will also be added to the cart and will be chosen as the payer. This will not be able to be changed.

  5. The voucher will apply as much credit as possible to the invoice. If there is a remainder then that credit will remain on the voucher for later use. You cannot edit how much of the voucher to apply.

  6. Additional payments can be added if there is a difference between the voucher balance and the invoice balance, such as a credit card payment. If the voucher is paying the amount in full, then the payment type will read 'No Payment' and the Pay Now amount will be $0.

    applied voucher code
    Figure 250. Redeeming a voucher on the web
  7. Continue the process as you normally would when enrolling someone through checkout

Investigating voucher redemption

On occasion, you may need to find a voucher that was redeemed in a sales process. From either the Invoice, Enrolment or Payment In window, you can use the 'find related' function to go back to the voucher that was used during the sale.

Select the record you want to investigate with a single click in the list view and click on the 'Find related' icon and select the option 'Voucher redeemed'. This will open a new list showing the voucher, or vouchers that we used as a payment method for the record.

voucher redeemed
Figure 251. Using find related to locate the original voucher used in the payment process for an invoice

Redeeming a voucher on the web

During the checkout stage of your website enrolment there is a field (as seen in the screenshot below) in the Summary section that allows you to enter a voucher code. This field is available again on the payment page. Enter the voucher code, click "Add Code' and it will redeem it against the value of the order if it is valid. If the code is not valid then an error message will appear.

Additional payment methods will be requested during the final stages of the checkout process if the voucher doesn’t cover the entire balance of the enrolment(s).

Redeeming a voucher
Figure 252. Redeeming a voucher on the web

When someone buys a voucher through the office they need to wait up to 15 minutes before they can redeem it online.

22.5. Cancelling a Voucher

The cancellation process will check if any of the enrolments invoices were paid using a voucher. If you cancel a class and then credit all the students, regardless of how they paid their enrolment fee value will be created as a credit note.

To cancel a voucher purchase, Go to the Sales window (can be accessed via the Dashboard highlight the selected record, click on the cog wheel, then select "Cancel voucher". This process is similar to cancelling an enrolment, in that you have the option to provide a credit note during the cancellation process, or retain the fee paid.

A cancelled voucher can not be redeemed.

  • Create credit note to reverse the voucher fee - this is checked by default, however if you wish to not create a credit note then uncheck this box and select Proceed. Unchecking this option retains all the fee paid for the voucher for your business.

  • Retain administrative fee - select this box as well if you want to deduct an admin fee from the credit note. From here you can then choose the amount deducted, whether it includes GST and the account the retained fee is attributed to.

Cancelling a voucher
Figure 253. View of the window when cancelling a voucher

It’s your responsibility to note this message during cancellation and follow their own internal policies regarding voucher. You can either use the credit to provide the student with a new voucher to the same or original value, or use the credit note for a standard transfer or refund. For purchase price vouchers this will not be a problem, only fixed price vouchers that offer greater value or enrolment cluster vouchers.

Using a vouchers in place of credit notes

You may want to use vouchers in place of credit notes for a variety reasons:

  1. They remove credit note balances from your trade debtors account

  2. If unused by the student, they automatically expire after a fixed period of time to become income for your business, instead of remaining as a liability indefinitely

  3. They can be used to enrol online by anyone who has the voucher code e.g. the student can gift their credit to a friend by giving them the voucher code

To convert credit notes into gift vouchers, you first need to ensure you have a voucher type set up that can be purchased for a variable amount.

  1. Go to the menu Products > Voucher Types to open the list view

  2. Click on the + to create a new type of voucher

  3. Enter a SKU and voucher name. Commonly, this type of voucher is called a 'Gift Voucher'

  4. By default, your vouchers will be set to expire a year after purchase (365 days). Change this value if you wish.

  5. Select Can be redeemed for…​ 'Purchase Price'. This will make all the other options on the general tab disappear.

  6. If you wish to sell this voucher on your website, go to the tab Web and check the option 'Can be purchased online'. You may also wish to add a product description on this tab also

  7. Save and close your new voucher type

Voucher Type General Price
Figure 254. Settings to create a gift voucher type

23. Other products

In addition to enrolments in classes you can also sell:

  • Memberships

  • Vouchers

  • Products

In this chapter we’ll focus on the last of these items: product sales. For more information on memberships, see Concessions and Memberships chapter, and for more information on vouchers see the Vouchers chapter.

Products in onCourse are a simple way to supply additional, defined items during an enrolment sale. onCourse does not manage a stock inventory or the shipping of products. It is expected that most products will be supplied to the student in person when they attend the class.

23.1. Navigating around the Product window

To open the product window, search for Products on the Dashboard.

products list
Figure 255. View of the products window in three-column view

23.2. Adding a new product

To create a new product record, click the + button in the bottom-right of the window.

There are a number of fields when creating a new product record. They are:

Name

Allows you to name the product

Code

Allows you to create a code for this product

Description

This allows you to include a description of the product in rich text, useful for the online marketing of the product

Income account

Allows you to select what income account this is connected to

Fee

Ex tax shows the Fee excluding any tax, Total Fee shows the full free including tax. Choose the tax setting from the Tax drop down box

Status

You can choose whether this product can be either disabled; purchased in the office only; or purchased in the office as well as online

Corporate Pass

This feature allows you to link a number of Corporate Pass to products. You can find the list of Corporate Passes linked to the product by clicking on the Corporate Passes tab in the products edit view.

23.3. Relating a product/course to another course

Products can be related to courses, for example, if there is a textbook you suggest purchasing a long with enrolling in the course.

After you have created the product, open the course which you with to relate it to, on the Marketing tab.

Click on the plus button + next to the section heading 'Related courses/products' to add a new product to the list.

Search for the product by its name, SKU or Course Code, click the 'add' button and then click Save. The product will then appear on the web and in checkout as a suggested related purchase during enrolment in a class from this course.

related product
Figure 256. Adding a membership

23.4. Purchasing a product in onCourse

A product can be purchased from checkout, either in conjunction with an enrolment or as a standalone purchase.

Add a product by clicking in the field 'Find course or item…​' then selecting an item in the Products section of the results. Alternatively you can start typing the name of the product and select it from the search results on the right.

Once you have found the product you want to add you can choose who you want to supply it to, if there is more than one contact listed. Then you can specify the quantity of products want to be bought.

If you change the 'Price each ex tax' field it will update the Total price to the correct amount. This will also work in reverse.

adding a product in QE
Figure 257. View in checkout when the product

23.5. Purchasing a Product online

A product can also be purchased online provided its status allows it. For a product to be available online, the status field on its product record must be set to 'can be purchased in office and online'.

After a user adds a product to their cart and proceeds to checkout, once they complete any marketing questions and get to the summary page, they will be able to set the quantity of the product they’re purchasing and the checkout price will be updated automatically.

purchase product online
Figure 258. Voucher in the website checkout

24. Sales

24.1. Navigating the Sales list window

The Sales window displays all the products, vouchers and memberships that have been sold.

Double-click on a record in the list to open it.

Sales list view
Figure 259. List view of sales for memberships, products and vouchers

24.2. Products

A product sale record shows the product name, name of the buyer, the date it was purchased on, and the purchase price. There is also a Status field which shows as 'active' initially, but can be changed to 'delivered' if you require so.

Cancelling Products

To cancel a purchased product sale simply highlight the product you want to cancel, then click on the cogwheel and choose the option 'Cancel sale'. Once you have done that a sheet will pop down with the following options:

  • Create a credit note to reverse the sale fee (this is checked by default).

  • Retain an admin fee and apply it against a certain account.

cancelling product sale
Figure 260. How to cancel a purchased Product

Setting delivered status

You can set the status of a product to delivered from the sales list view. This can be done by:

  1. Highlighting the product

  2. Clicking on the cogwheel

  3. Selecting the option 'Set to delivered'.

Product status delivered
Figure 261. Setting a products status to delivered

24.3. Memberships

Memberships are products that can entitle a student to discounts, and possibly also provide that discount to their related contacts. You can learn more about them in our Memberships and Concessions chapter.

Membership sales records will show the name of the membership product purchased, the name of the buyer (also the person who has the membership), the date of purchase, the 'valid from' date, the expiry date, the pruchase price and the status of the membership. It will also show any associated payment records.

Purchased memberships edit view
Figure 262. Edit view of a purchased membership

Cancelling Memberships

To cancel a purchased membership highlight the membership you want to cancel, then click on the cogwheel and choose the option 'Cancel sale'. Once you have done that a sheet will pop down with the option to:

  • Create a credit note to reverse the sale fee (this is checked by default).

  • Retain an admin fee and apply it against a certain account.

cancelling membership sale
Figure 263. How to cancel a purchased Membership

24.4. Vouchers

To open a voucher record double-click on a record in the list with the Type 'Voucher'.

Voucher records show the name of voucher product purchased, the name of the purchaser, the purchased on date, the expiry date, the purchase price, the status (active, expired, cancelled, redeemed), the remaining value and the voucher code.

There is also a 'Send invoice on redemption' field, which also acts like a 'can be used by' field. If a voucher has a contact in this field, then it can only be used by that contact.

voucher window general tab
Figure 264. View of a voucher record

Cancelling Vouchers

To cancel a purchased voucher simply highlight the voucher you want to cancel, then click on the cogwheel and choose the option 'Cancel sale'. Once you have done that a sheet will pop down with the option to create a credit note to reverse the sales fee.

cancelling voucher sale
Figure 265. How to cancel a purchased Voucher

If the voucher has been partially redeemed you will see a record under the 'Payment Record' heading within the sale record.

25. Sending messages

onCourse can send a mix of email or SMS messages to the contacts you have collected contact details for. Contacts can also manage their subscriptions to your public tag groups via their onCourse web portal.

Whenever you create a message using the onCourse message interface, the collected list of contacts is automatically de-duplicated so you don’t send someone the same message twice, and the list can be sent a combination of email & SMS depending on the contact details you have available. Selected contacts without the chosen method or methods or communication available can be exported into a separate list so you can manually contact them.

Contacts who have asked not to be contacted via particular methods e.g. SMS are automatically suppressed from messaging lists or that type. You can override this suppression in the case of emergency contact e.g. a message to advise students that their tutor is sick and a session is cancelled.

onCourse messaging is for outbound messages only. Inbound messages will be sent to the reply address specified in the Messages section in Preferences and will not be visible in onCourse.

25.1. Selecting people to contact

From contact, tutor or student lists

If you wish to find a group of contacts who have a particular history of interactions with your college, onCourse will allow you to perform advanced search functions, then use the messaging tool to contact these clients. For example, you can search for all students who enrolled in a course containing the word "french" in the last 365 days and then send them all an invitation to enrol in your new class, Provence Study Tour, prior to its public release.

  1. Use a combination of search and filters in the contact list view can be used to choose people to send a message to

  2. Highlight the people you wish to contact

  3. Click the cogwheel and choose "send message"

You can send a message in this way to 1 person or 20,000 people, and onCourse has special code to optimise delivery to very large lists.

From classes

  1. Highlight one or more classes from the class list view

  2. Click the cogwheel and choose "send message"

  3. The message window will open to where you can choose to send the message to Tutors, active students, withdrawn students, or all.

From waiting lists

  1. Highlight one or more records in the waiting list view

  2. Click the cogwheel and choose "send message".

  3. The message window will open to where you can choose tthe template and whether to send to surpressed students or not.

A good way to use this is to search for all waiting list records for a particular course or group of courses. Then send them a message to let them know a new class has just been scheduled and let them know to enrol online or call the office. Read our Waiting List chapter for more information about waiting lists.

25.2. Sending an integrated mail message

The type of message you want to send depends on the template you select in the 'Send Message' window. If you select an email template, you will send an email. If you select an SMS template, you will send an SMS. The window heading will update with either Email or SMS to confirm your selection.

As emails and SMS’s use Message Templates to define their styling, you do not need to type out any code when sending a message. Simply select your template, type out your message and hit send. The message will capture any line breaks without the need for adding HTML tags.

ish onCourse integrates email & SMS export functionality within the database. This means that not only can you quickly contact all students who studied with you last term, or quickly reschedule a class when the tutor calls in sick, but that a full history of all these messages are stored right in the students' records.

Sophisticated bounce processing is in place for email, notifying you if a message is undeliverable.

After you have selected the list of people you wish to contact using one of the methods described in the previous section, you can begin selecting the methods which you will use to contact them. Depending on which window you’re sending messages from, you may be given a choice between sending to students and tutors, students only, or active, withdrawn and all students.

For example, if you have 26 contacts selected in a message window and of those 26, 22 have email addresses available to contact, there will be 4 people who are listed as 'without email or with undeliverable email'. If you have mobile phone numbers for those four people you could choose to SMS them only, by selecting the option 'send SMS' and not including people who are emailed. By using this combined method you can reach more people via their preferred medium, or in the case of emergencies, attempt to reach people via multiple mediums.

In this example the user is sending an email using the template 'Simple Email' to 13 contacts. 19 are selected, but 2 are suppressed while 4 are classed as unreachable or do not have an email address.

messagingStudents
Figure 266. Sending an email using the simple email template

Understanding email messaging

Email messaging in onCourse is managed by your own mail server. In the Messaging section of the Preferences window, you can set up the email server address and account details. You can also set up how bounced emails are processed. More information is available in the General Preferences chapter.

Not every email you send from onCourse will reach the intended contact. There are many reasons for this:

  • The email address you collected from the student was incorrect. This is less likely if the student enrolled online and was required to type in their email address themselves rather than have a staff member translate it from a handwritten form. Common errors include incorrect domain names e.g. bigpond.com.au instead of bigpond.com and simple typos.

    If the user account you are trying to send to doesn’t exist, you should expect an undeliverable message to the 'from' address used when you sent the message and the message will be marked as failed in onCourse.

  • The user’s account marked your message as spam. onCourse emails are sent one at a time to your email server, so if the user has successfully received email from you in the past, there is no difference between a message sent out of onCourse than one sent directly from your own email account. There is no notification to you if the message is marked as spam, and will show as 'sent' in onCourse. Their spam filter may have quarantined your message for reasons like using keywords in your message body such as 'special offer', 'Dear sir/madam' or other negatively scoring terms.

  • The user’s account is full, or otherwise unavailable for accepting messages. The user account may have been disabled by their system administrator, i.e. if an employee has left an organisation, or is possibly unavailable due to technical issues like their mail server losing its internet connection. Your own mail server may attempt to resend the message, depending on the response it has received. You may see the message in onCourse remains in a queued state. On the sixth failed attempt the message will be discarded, and you will see in onCourse the message marked as failed, and the users email address marked as undeliverable.

  • Problems with your own mail server sending large numbers of outbound messages. If you are sending many emails for an email campaign, your own mail server may have some established rules to block potential spam activity from inside your network. Before you begin sending 500 or more messages, speak to your mail server manager and ensure there are no system policies that will prevent you from running your marketing campaign.

Plain text and HTML emails

Messages sent manually through onCourse use Message Templates which contain two types of email formats - plain and HTML, each contained within a single message template. HTML messages are formatted and usually include images, hyperlinks and styled font and content. A plain text email message is just that - it contains only plain text without any additional styling.

Message Templates can be edited in the Automation window, under the Message Templates heading. You can create both Email and SMS templates.

Messages sent via the cogwheel use Message Templates.

messageTemplates
Figure 267. An example email template showing the plain text and HTML templates within it

Understanding SMS Messaging

SMS messaging is available in onCourse and can be a method of communication for any contacts with a valid mobile number. Note that only the phone number recorded in the mobile phone field is used - if you have recorded a mobile phone number in the work or home number fields, it will not be available for SMS.

There is no requirement for formatting the mobile phone number in onCourse to make it accessible. 10 digits are standard for a mobile phone, beginning in Australia with 04. Whether you format your phone numbers with spaces in it is up to you - onCourse will strip out these characters during the outbound SMS, without modifying any of the data you have stored.

A small charge per use applies to SMS messaging, as per your onCourse contract agreement. The outbound message from information is defined in the Messaging section of the Preferences window, in the 'SMS from' field. Most companies use their business name here, so they do not need to identify themselves in the message body. Like email, SMS messaging is outbound only, and if you use a name in the 'from' field, there is no ability for the customer to respond. Alternatively you could use a valid mobile number in your settings, if you wished to accept inbound SMS also, and remember to identify your business name in each SMS you send.

It is important to remember that SMS messages are not delivered in real time, even though most peoples experiences of mobile phones work that way. Like email, SMS messages are handled through a delivery network but in this case delivery rules are all managed by the receiver’s mobile phone provider. Most providers give about a two day time-to-live on SMS messages. This means if the phone is off the network (no coverage or switched off) and re-registers on the network within two days that the message was sent, then it will be received. If the phone is off the network for longer than that, then the mobile phone provider may discard the message entirely. There is no notification back to the sender if the message is successfully delivered or discarded.

Inside the contact record in onCourse, the message is marked as sent if it makes it successfully to the outbound SMS gateway. Beyond that point the message cannot be tracked. Please contact ish if you find SMS messages are failing as there may be instances where the SMS gateway is experiencing a fault.

25.3. Reviewing Messages

You can view a list of all messages that have been sent in the messages list view. You can find this by typing 'Messages' into the global navigation search on the Dashboard. This list also includes all messages sent automatically via script triggers unless they’ve been generated within the script code.

In this window you will be able to see the following information:

  • The date and time the message was sent.

  • Which onCourse user sent it.

  • Who the recipient/s were. If the message was sent to more than one recipient then the data in the column with read something like e.g. Steve Handt and 4 others.

  • Whether the message was sent by SMS, Email or Post.

  • The subject name of the message.

Just like other list views you have the ability to perform a search, or advanced search by using the magnifying glass icon at the top left side of the window.

messages list view
Figure 268. Message list view

You can see the full message by double-clicking on one of the records in the list. You can also find the full list of the contact that the message was sent to.

You can’t modify any of the content in the messages edit view. It is a read-only view.

messages edit view
Figure 269. Viewing the details of a previously sent email

25.4. Exporting contact details for other messaging tools

You can run a standard CSV export on the contact record table and customise the output as required. More information about exports is available in the Importing and Exporting chapter.

25.5. Opt-in and opt-out

Students have the option to opt out of all marketing communication from your organisation, or from a particular method of marketing such as SMS. However, if you have urgent information to convey, such as a class cancellation, you are still able to use your communication tools to contact them quickly while respecting their request not to receive unsolicited marketing emails or SMS.

During the online enrolment process, students can opt of our messaging from any type when they are providing their contact details. By default, all types of communication are set to allow. Student’s can also log into their portal at any time and change their 'subscriptions'.

onCourse users can also manually reset the availability of each of the postal, SMS and email settings using the cog wheels in the contact window.

message settings
Figure 270. In this example,the student accepts postal marketing messages,has provided a mobile phone where SMS messages have failed to be delivered,and opted out of both SMS and email marketing.

When a contact’s address has been marked as undeliverable, either automatically by repeat failed sending attempts, or manually e.g. return to sender postal mail, this contact will not be sent any further messages using the onCourse integrated messaging tool to the undeliverable medium.

Using the advanced search function, you can search for contacts who have undeliverable methods of contact and make an effort to follow them up to obtain up to date contact details.

25.6. Message permissions and message history

Within the onCourse Security window, an onCourse user group can be set to allow email and SMS to over or under 50 contacts. This is to prevent onCourse enrolment staff, for example, accidentally sending an email blast to your entire database but allows them sufficient permission to contact all the students from a single class and advise them of changed conditions.

message permissions
Figure 271. User account settings to allow over or under 50 contacts per message type.

Each message that is sent from onCourse is also stored within the contacts record, under Messages. The message can be double clicked on to show the content of the message. This can provide an added level of security and allow you to quickly follow up any student’s query regarding a message they received from your college. All automatic messages sent from onCourse are also recorded here.

messages sent
Figure 272. A contact record showing the delivery status of the contacts messages

25.7. Automatic messages in onCourse

When a student enrols in a class and an invoice is created, two automatic emails are sent from onCourse. These emails are sent for both online enrolments and enrolments processed through the office. Where the payer is a different person to the enrolling student, the invoice is emailed to the payer while the enrolment confirmation is emailed to the student. If the payer and the student is the same person, they will receive two emails.

onCourse uses standard templates to send plain text emails to payers and students. These emails can be resent from the enrolment window cogwheel or the invoice window cogwheel. These reports can also be printed in hard copy and mailed to the student if required. Note that the format for the printed and emailed invoices and enrolment confirmation are different, due to the different mediums they are sent with, but they contain the same information.

The automatic enrolment confirmation email includes a block of text with the class start date and time and link through to the full website description, maps, tutor profile and other details of the class.

email confirmation
Figure 273. A plain text email showing the basic information a student needs to attend class,with a link to more information

The tax invoice which is provided to the payer shows the total amount payable, amount paid, tax applicable and amount outstanding. For many payers this invoice is also the payment receipt where they have paid some or all of the fee on enrolment.

25.8. Avoiding spam filters

You want most of your outbound messages to be delivered successfully, so there are a few tips to help this:

SPF

If you have an SPF record on your domain and it is hosting your onCourse service, you’ll want to add our SPF record as well. Without this, lots of your email will be dropped.

include:_spf.oncourse.cc

Content

Write emails which contain substantial content and not just a link. Spam filters analyse the words in your message for common phrases.

Reputation

Use a third party service like Mailchimp to send your bulk marketing or newsletter emails and keep onCourse’s messaging system for procedural emails or very targeted marketing campaigns. Mail servers classify the source of email with a reputation score and you don’t want to damage yours unnecessarily.

IV: Record management

26. Document Management

onCourse provides an effortless way to manage your documents. Documents can be uploaded to onCourse and linked to Courses, Classes, Enrolments, Contacts, Tutors, Students, Sites and Rooms. Because all documents are version controlled you will never lose any historic information, making RTO compliance easy.

Document management in onCourse can be used for lots of purposes:

  • Displaying images and other content on your website

  • Storing compliance documentation such as tutor resumes and qualifications

  • Maintaining a history of assessment and other enrolment related compliance

  • Distributing information to tutors through the skillOnCourse portal

  • Distributing assessments and course material to students

26.1. Adding new documents

You can add new documents directly in the edit view from many places in onCourse, in two different ways:

  • Drag-and-drop the file from your desktop into the window

  • Browse your system by clicking the plus symbol next to the Documents header

adding attachments
Figure 274. Adding an document in the edit view of a class

Drag and drop

If the document is one you haven’t yet uploaded to your onCourse system, you can add it and attach it to the current record simultaneously by simply dragging and dropping the file from anywhere on your computer on to the browser tab. The file will be uploaded and associated with the currently viewed record, you can name it and select a privacy setting, and then save it.

Browse

While viewing the record you wish to attach the document to, click the + button next to the Documents section heading. You will now be given a choice to find an existing document or upload a new file. Click on the 'Browse' button to find the file on your machine or, if you’ve already uploaded the file, type the name you gave it when yous saved it.

attach document
Figure 275. Attaching a new file

Once a file has been added or selected it will take you to another window. If the file is new you can start entering additional information like a name, description, tags and setting permissions. If the file was already uploaded, then you can only view this information. You have to go to the document record in the Documents window to edit these details.

attach
Figure 276. Uploading a new file

26.2. Attaching existing documents

If you wish to attach an existing document (one which has previously been uploaded in onCourse) to a record, simply go to that record and click the + button next to the Documents heading, then search for the name given to the document when it was uploaded, and select it from the list of results.

When attaching a document to a record you’ll be able to set its permissions, as well as any tags and give it a description. For a closer look at how permissions work, click here.

26.3. Editing document records

Once documents have been stored in onCourse you can edit their properties in the Document list view. The list view shows you a summary of the document, including a preview, tags, the name, document permissions and document history.

document list view
Figure 277. Document list view in 3 column mode

View the document by double clicking on the record.

Document record view

There are a number of fields and settings in the document record. You need to give the document a name in onCourse (this is not the filename), a description, set who can view it and where they can view it. You can also see the document’s history.

multiple attachments
Figure 278. General overview of the document

You can also delete or undelete a document by using the 'Deleted' switch.

edit attachment history
Figure 279. Version history of the document

History

onCourse keeps a history of all files you upload, letting you view older versions of files as well as seeing who uploaded them and when. You can upload a new version of a file by clicking the upload new version button.

Contact pictures

Some parts of onCourse have special handling of documents. At the moment the only publicly visible example of this is the contact picture. If you open a contact record (company, tutor, student) in edit view double-click on the image at the top left, you can add your own photo of that person. A file dialog will appear and you will be able to choose a photo to add. It will be automatically resized to a thumbnail size before being stored.

26.4. Access rights

Each document has multiple settings that will tell the system who can view it and where they can view it. You can see information at a glance about who can see the document, and where, by looking in the blue 'Who can view this document?' box. This will change dynamically based on your selections in the boxes below.

Attached To

Here you’ll see a list of the records that this document is attached to, which will also affect where the document displays both in onCourse and elsewhere, depending on permissions e.g. if a document is attached to a Course but both the Shared in portal and Shared by link switches are off, then the document will only appear in the course record of onCourse. If the Shared by link and Shared with website visitors switches are on, then the file will also display on the relevant Course page on your website.

If the document is attached to one record only, an 'Attach only to this record' checkbox appears here. Check this to restrict this document to a single linked record. You’ll also see related link icons next to each entity. Click these to see a list of associated records in that entity. If Skills onCourse 'Shared in portal' is on, you’ll see a list of contacts who can view the document in the portal.

Skills onCourse

This box has a switch called 'Shared in portal' which, when active, allows the document to be viewed within the portal. Who can view this document in the portal is controlled by two factors; which records the document is attached to, and the checkbox settings in this permissions. the two checkbox options are 'Show to tutors' and 'Show to students'. 'Show to tutors' cannot be deactivated, but 'Show to students' can be switched off to show to tutors only.

If the document isn’t attached to any record but this permission is active, then the document is visible to EVERYONE with a portal login. If the document is attached to a class or course then the document will be visible in the portal to all permissable tutor and student records associated with that class/course.

You can send the class tutor or an enrolled student a link to the document inside the portal to allow them to access it e.g. https://www.skillsoncourse.com.au/portal/resources to access all their resources, or https://www.skillsoncourse.com.au/portal/class/5040367 to access the resources attached to a specific class, where 5040367 is the class id in the onCourse web database.

Shareable Link

When active, this permission allows anyone with the generated link to access this file. If the document isn’t attached to any records, then only users with the link will be able to see it. Click 'Copy Link' to copy it to the clipboard for linking in a message or email.

shareable link
Figure 280. The shareable link permission switched on

All documents, when opened in onCourse, will open with a link, however only documents that have 'Shareable Link' permissions activated can be shared in this manner. If you share a link to a document without this permission the user will get an 'access denied' error.

Website

Switching on this permission allows the document to be viewed on the website, and works as a pair with the Shareable Link permission. It is only viible when the document is either not attached to any record at all, or atached to a single course record.

It’s important to note that just because this permission is on doesn’t automatically mean the document will be displayed on the website; this also depends on the type of record the document is attached to. If the record isn’t attached to any record, but referenced using the shareable link, then it will only be visible if the link is placed within a rich text field and this permission is active.

permissions website
Figure 281. An example of permissions showing the website sharing section

The below example shows that this record is attached to 7 sites records, 1 asessment record, 3 contact records and 1 course. The shared in portal switch is on with both tutors and students checkboxes checked, but the shareable link is not active. As shown in the 'Who can view this document' box, you can see that this means only onCourse admin users and some students and tutors, specifically those contacts the document is attached to and in the portal for any tutor or student associated with the course '20 Great Ways to Promote Your Businesss Online'. The document will not appear on the Course’s website page unless the shareable link is active.

portal permissions
Figure 282. An example of user permissions showing in the document record

26.5. Handling deleted documents

To delete a document, highlight the record in the Documents list view, click the cogwheel and select 'delete record'

However, for auditing purposes, documents uploaded to onCourse are never deleted, rather they are disabled and locked from use.

If you ever need to recover a deleted document for whatever reason, simply go to the documents list in onCourse and click the 'Deleted' filter to see deleted documents. Find the document record, click to open it and then make sure the 'Deleted' switch is off, then click save.

deleted document
Figure 283. The

27. Reporting

27.1. Using reports

onCourse comes prepackaged with a large range of reports. You can use them as is, or copy and modify any of them to suit your needs. Advanced users can also create brand new reports from scratch.

Printing Reports in onCourse

The first thing to be aware of when attempting to print a report is that you must be in the right onCourse list view to print the expected report. For example, Class roll is a report available from the class list. You cannot print this report from inside the class record, only the class list view.

From each list window, click on the Share icon, the select 'PDF' to see the list of available reports,

PrintIcon
Figure 284. Share icon in the Sites list view

All reports are printed to a PDF file which you can save to your computer, email, or print to a printer on your network. Your computer will need to have a PDF reader installed to create and view the report.

For exports to excel, XML or other formats, look at our exports chapter.

Before you print a report, you will usually need to collate your data by running a query on it first. For example, if you wish to print the class rolls for all the classes starting this week, you will need to do an advanced query for classes starting from today, to the last day of the week. For more information on search queries, check our search chapter.

The share window provides an alphabetized list of all reports available via the given window. Select the relevant report and a summary description and print preview (if it has been printed before) is provided of the highlighted report. This description will also clarify whether the report prints in Portrait or Landscape format.

In the print dialogue, you will be asked if you want to print selected or all records. A record count will be given for each option. Choosing 'selected' will print the results you have highlighted manually, while choosing 'all' will print the report for the one or more records you have selected in the list.

27.2. Print Backgrounds

onCourse printed reports can be set up with a defined background or overlay allowing the user to utilise different backgrounds or headers dependent upon the particular report. These backgrounds must be created as a PDF document that is then imported into onCourse via the PDF Backgrounds section of the Automation window.

Generally, a college will have a standard 'letterhead' style background, available in both portrait and landscape modes that can be used as the print background to common reports like invoices, enrolment confirmations and class rolls.

In addition, the college may have one or more background reports for their Qualification, Statement of Attainment, Transcript and Certificate of Attendance reports. These backgrounds will usually contain formal elements such the colleges contact details, RTO ID, the business logo, the AQF and/or NRT logos and possibly the certificate signatory details & signature. They also may contain optional design elements such as borders, background images or watermarks.

By using the background function for activities such as certificate printing design, with only the text based contents coming from the onCourse report, a college can modify their backgrounds at any time,without access to sophisticated software or report writing skills.

As a general rule you will have about 30mm at the top of the first reports page to add you logo and any text around it. If you want the exact dimensions you can go to the Automation section, scroll to PDF Reports, highlight the report you want to find these dimensions for. If it’s a default ish report, you’ll need to click the cogwheel, save as a new PDF report and enter a new key. Then you can highlight the new report, click the 'edit' button. If the report is a custom-made one, you can simply click the 'edit' button. If you have to enter a key, just make one up (but keep it short, unique and relevant). Then to open the file you would have to download a tool called JasperSoft Studio, more information about this can be found in the Custom reports chapter of the user manual.

Setting Up New Backgrounds

The following instructions outline how you can set up your report print backgrounds which will be overlaid with the report content:

  1. Create a new Microsoft Word or Apple Pages document and ensure that the page set up is set to Portrait.

  2. Open up the Header for the new document and place the required logo and contact details you wish the report to display.

    Ensure that the elements that you place within the header do not exceed the dimensions of the report header space.

  3. Once you have completed the set up of the page header, save the document as a PDF so that it is ready to be imported into onCourse as a background. Make sure that you clearly label within the name of the PDF whether the document is Portrait or Landscape format.

    You can create a two page background by saving your PDF with a blank second page

  4. Reset the original Word or Pages document to display in Landscape format, then realign the elements within Header to ensure it fits within the dimensions of the Header.

  5. Repeat step 3 making sure that you clearly label within the name of the PDF whether the document is Portrait or Landscape format

Adding a New Background to onCourse

Once you have created the print backgrounds for your reports, you can now import those PDF backgrounds into onCourse and attach them to their relevant reports. You only need to import each report background once.

Report Backgrounds are managed within the Automation window, under PDF Backgrounds:

  1. In onCourse, from the Dashboard, search for 'Automation' then click it open the window.

  2. Scroll the left-hand column until you see 'PDF Backgrounds'.

  3. Click the + button next to the header, this will create a new background record that you can upload your background PDF to.

  4. Name your new background, then click the 'Upload New Version' button.

  5. Find where you saved your PDF file, click to highlight it, then click Open.

  6. You will now see the filename appear just below the button. Click Save.

    background new
    Figure 285. A newly uploaded PDF background showing its preview view

If you click back into your record, you will now see that it shows a preview of the background PDF (as shown above).

The chosen report will display the last background used as the default when printing that report. But you can simply select an alternate background from the drop down menu or import a new background if you so chose.

Choosing a Print Background

You can choose a print background in one of two places:

  1. You can set it globally as a default background within a PDF report record itself, or

  2. You can set it at the time you print a report from within onCourse. This is simple as setting the background on the print view screen from the PDF Background drop down box.

To set a global default background for a report:

  1. Go to the Automation window and scroll the left-hand column until you see PDF Reports

  2. Click into the PDF report you wish to set a background for

  3. In the record that opens, make a selection from the PDF Background drop down box, then click Save

select default background
Figure 286. Manage backgrounds via Reports window

Background Previews

You may notice the Preview sections within the PDF Reports and PDF Backgrounds records. The preview window shows you a preview of how the current PDF Report will come out with the background that’s currently selected.

Previews will only generate after a report has been printed at least once, and the 'create preview' tickbox was checked.

To ensure you create a preview:

  1. When preparing to print any report, ensure the correct background is selected

  2. Ensure the 'Create Preview' tick box is ticked.

  3. Check this the next time you print by making sure the preview box has an image in it.

share preview
Figure 287. Preview in the print view
pdf preview
Figure 288. Preview in the PDF Report view

27.3. Built-in reports

onCourse includes a range of printed reports as part of the standard software. These examples list the reports available and their purpose. Additional reports can be quoted and built on request if you do not have the in-house IT skills to build or modify your own reports.

Classes

From the Class list, select Share, then PDF and choose one of the following reports. You can print all available records, listed records (based on a query you have run) or the highlighted records. Some of these reports are also available in other parts of the application as well.

Academic Transcript

To provide students with the information retained in onCourse regarding each of their enrolments and current status of their outcomes. This is also available within the Enrolments window.

All Class Details

Detailed report of all information for a given class, including delivery mode, minimum and maximum places, enrolment numbers, fees and discounts, session details, course description, tutor information and directions for getting to the campus.

Assessment Outcome Report

For use by the College Tutor to mark the assessment outcomes for each student studying a VET class. As well as enabling the Tutor to sign and date the entries prior to sending back to College Administrators for entering onto onCourse.

Assessment Outcomes Per Student

For use by the College Tutor to mark the assessment outcomes for a student studying a VET class, as well as enabling the Tutor to sign and date the entries prior to sending back to College Administrators for entering onto onCourse. This is also available within the Enrolments window.

Budget Details by Subject

In the example below, the classes are listed with the actual figures displayed. As detail has not been entered for the budget fields, the budget amounts are all listed as $0.

BudgetDetailsBySubject
Figure 289. Budgets Details By Subject
Budget Details by Class

To obtain a detailed print out of the budgeted and actual income and expense lines, one page per class.

BudgetDetailsByClass
Figure 290. Budget Details
Budget Summary by Subject

Enables Colleges to monitor budget against actuals at the summary level, includes details by subject on the number of enrolments, income generated, expenses and the resulting variances.

BudgetSummaryBySubject
Figure 291. Budget Summary by Subject
Budget Summary by Class

Enables Colleges to monitor budget against actuals at the summary level, includes details by Class on the number of enrolments, income generated, expenses and the resulting variances.

BudgetSummaryByClass
Figure 292. Budget Summary by Subject
Cancelled Classes Count

Provides a summary list of the number of enrolments and monetary value of those enrolments for classes which have been cancelled and the students transferred, refunded or credited. This report can be useful for deciding if that type of class should be offered in the future, based on it’s level of previous student enrolment.

CancelledClassesCount
Figure 293. Cancelled Classes Count Report
Class by Subject Report

To obtain an overview of all classes status within a given time period, such as a term. Classes are grouped by their Category/Sub Category tag. Useful for holistic planning processes and work flow activities such as confirming course go ahead or managing cancellations.

M/F column: If a student’s gender is not set within their details, they will not counted for either M or F; thus M + F does not necessarily equal to the total number of enrolments. Target column: This is the number of enrolments to reach the target for this class, i.e.: -3 means 3 more enrolments are required to meet the target, 3 would means that there are 3 enrolments more than the target.

Class Contact Sheet

To create a list of students enrolled and the phone numbers and email addresses for those students. Hard copy lists can be distributed to tutors before classes commence if you wish them to have this information. Tutors can also access this information via their web portal if you organisation has enabled it.

Given that tutors may pass rolls around the room for students to initial their attendance, to comply with privacy legislation, there are no student contact details on the class roll. If the tutor requires the student’s contact details, a student contact list can be printed.

Class Details Report

To obtain full list of one or more classes scheduled sessions. This is a list view of the timetabled sessions. Useful information to provide to venue coordinators, tutors and students.

Class Hours

A summary of the classroom, nominal and reportable hours for each class, for use in the administration of VET / AVETMISS courses.

Class Information

Class information that can be provided for the enrolling student including course details, information about the Tutor, directions on where to go and the individual session details.

ClassInformation
ClassInformation1
Figure 294. Class Information Report
Class Invoice Record

Invaluable as a method of cross-referencing incoming payments for a given Class. the report lists the names of all enrolling students, Invoice No, fee charged, fee paid and any outstanding balances. As well as the name and contact number of the payee

ClassInvoiceRecord
Figure 295. Class Invoice Record
Class Prepaid Fees Liability

This Report identifies how much of the invoice value is currently held in the Pre Paid Fees Liability Account and is yet to be transferred to the defined Income Account. This report is grouped by Class and sorted by Date.

PrepaidFeesLiability
Figure 296. Excerpt of Enrolment Liability Report
Class Roll

To create a list of students enrolled and columns for each of the scheduled sessions, used to mark attendance. The report will automatically re-size to fit the number of students and session conditions. Hard copy rolls are often distributed to tutors before classes commence, or PDF copies emailed to tutors or coordinators.

Given that tutors may pass rolls around the room for students to initial their attendance, to comply with privacy legislation, there are no student contact details on the class roll. If the tutor requires the student’s contact details, a student contact list can be printed. The roll is marked by session and will show "Y" if attended; partial attendance, "N" for absent; absent without reason and no value for unmarked attendance.

Class Roll - Age

A class roll with the students ages.

Class Roll - Contact No (Number)

Report that provides a list of all students, their contact phone number, can be printed out and used for a roll call. Can also be used to contact students who are not in attendance at their enrolled session or class.

Class Roll - Single Sessions

To be used for classes where the tutors need to return a student-signed copy of the class roll back to the college administration office after each week or session. Users need to print multiple copies of this roll if they require one for each session of a class.

ClassRollSingle
Figure 297. Class Roll - Single Session Report
Class Roll - USI

A class roll with the students USI status and the course qualification and unit of competency information

Class Tutor List

To obtain an overview of classes scheduled for each tutor. This report also provides the total hours the tutor is scheduled to teach for each class, which can be used for payroll purposes.

ClassTutorListReport
Figure 298. Class Tutor List Report
Class Sign for Door

Report that can be printed off and used as a sign or label on door of Training Room

Class Timetable Report

The purpose of this report is to allow the user to select multiple classes (which may contain the same students e.g. those doing a Diploma may undertake 4 classes simultaneously) and print a date-range specified timetable of sessions to show the students when and where to turn up to class. Useful for both students attending classes or could also be printed for all classes for a tutor who teaches multiple classes.

This report is also available in the Courses, Sites & Rooms windows.

ClassTimetableReport
Figure 299. Class Timetable Report
Class Timetable - Planning

This is an alternate version of the class timetable report which includes the session private notes field in the last column.

This report is also available in the Courses, Sites & Rooms windows.

class timetable report planning dates
Figure 300. Options for the Class Timetable Report - Planning
class timetable planning report
Figure 301. Class Timetable Planning Report
Class Tutor Pay Schedule Report

This report provides the detail of the expected payslip lines that will be generated for all tutors attached to a class with wages in the budget, allowing you to confirm that the correct details have been entered at the class level prior to generating the tutor pay.

class tutor pay schedule
Figure 302. Class Tutor Pay Schedule Report
Classes

To obtain an overview of all classes status within a given time period, such as a term. Useful for holistic planning processes and work flow activities such as confirming course go ahead or managing cancellations. Classes are reported in the list order you have sorted the window data e.g. class name alphabetical order, start date order or code order.

The information available in this report is also available grouped by subjects in the Classes by Subject Report.

Commonwealth Assistance Notice

This reports provides information to the student on their enrolment, any HELP debt and student contribution paid, and any loan fee they may have incurred. If the student has a VET Student Help loan, you are required to provide a Commonwealth Assistance Notice to the student. This report will not print for enrolments in classes that do not have the option ticked 'This is a VET Student Loan eligible class.'

This report is accessible from both the Classes and Enrolments windows

Course Completion Survey

This report shows you a detailed summary of student survey results including a list of all students in a class that completed survey on the student portal, the scores from each student and their comments (if any). The report also shows the average results per class, and the average of all results is displayed at the bottom of the report.

Please note that the Course Completion Survey Tutor report should be used instead if the data will be used outside the office.

Course Completion Survey Summary

This report shows you a summary of all survey results including the average results for the class. The average of all survey results is displayed at the bottom of the report. Individual student scores or comments are not included.

Course Completion Survey Tutor

This report shows you a detailed summary of student survey results including a list of all the scores from each student and their comments (if any). The report also shows the average results per class, and the average of all results is displayed at the bottom of the report. This report does not show the name of the students.

Please note that due to privacy considerations, this report should be used if the data will be used outside the office.

Demographic Data Report

This report shows the aggregate the responses to the standard student demographic questions such as age, gender, residential suburb, country of birth and language spoken for a selection of classes or enrolments.

This report is also available in the Enrolments window.

Discounts by Class

Report generates a list of all discounts that apply to a given Class. As well as a summary of the number of enrolments and the discounts taken up.

DiscountsByClass
Figure 303. Discounts by Class Report
Enrolment Confirmation

To provide students with details of their class once they have enrolled. During the enrolment process, if the student provides an email address, an email confirmation of enrolment can be selected. It is not necessary to provide hard copy enrolment confirmations for these students.

This report is also available from the Enrolments window.

Enrolment Summary by Account

This report shows you the number of enrolments and Income made per account code.

Enrolments and Income by Account

This report shows the income and number of enrolments every account has taken per class.

Class Funding

To keep track of delivery of funded program Student Contact Hours over a particular time period. This report shows a summary of each qualification and the hours delivered against each of the national funding types.

This report may be of particular interest to colleges who deliver programs with a range of funding sources and who are required to report the delivery of these hours. By regularly running this report, the year to date delivery can be checked and be used to assist with program planning.

Income Journal Projection

To show the projected pre-paid fee liability to income journals for each of the next 7 months from the date the report is run, for each class.

Income Summary Projection

This report allows you to see a summary of the projected income for the selected class.

Individual Training & Assessment Plan

ASQA compliant, multiple page report that provides a detailed outline of the units of competency for the given Course/Class, as well as the start and end date for each unit. The report also includes a Delivery Plan which outlines as to when each Unit of Competency are taught within the overall Class schedule

This report is also available from the Enrolments window

Sales by Course Location

Provides a summary list of the number of enrolments and monetary value of sales for each site, with further detail regarding number of enrolments and monetary value listed by Course. This report is also available within the Enrolments window.

SalesByCourseLocation
Figure 304. Sales by Course Location Report
Sales Report

This report provides a comparative analysis of sales figures (shown as number of enrolments and monetary value) from one College site to the next.

This report is also available within the Enrolments window.
SalesReport
Figure 305. Sales Report
Simple Class Roll

Session by session grid for marking student attendance

SimpleClassRoll
Figure 306. Example of the Simplified Class Roll Report
Student Contact List

To export the contact details provided for students enrolled in a class. This report is also available in the Enrolments window.

This report may be used to accompany the Class Roll

Student Special Needs

Used as a reference for any special needs such as wheelchair access, dietary requirements and provides an indicator as to whether the student and or tutor has been contacted to confirm or follow up this information.

This report is also available in the Enrolments window
Total Discounts

To confirm uptake and cost of discounts across a selection of classes. This report is also available in the Enrolments window

Contacts

From the Contacts list, select Share, then PDF and choose one of the following reports. You can print all available records, listed records (based on a query you have run) or the highlighted records. Some of these reports are also available in other parts of the application as well.

Statement Report

To print a list of all transactions (both debits and credits) for a particular contact for all time, showing their opening and closing balances.

Student Attendance Averages

This reports allows you to calculate monthly student attendance averages, of particular use to CRICOS providers.

Student Details

A useful educational report showing an overview of all units a student has undertaken at the training organisation and their outcomes.

Transaction Detail

Generally this report is printed for one selected record at a time, but can be printed for all record as needed. Select the appropriate background for this report then run the report. This report is available on financial windows also.

TransactionDetail
Figure 307. A Transaction Detail Report
Transaction Summary

To provide a more general overview of transactions made over a specified period of time. This report is commonly printed each month and used to prepare a journal for import into the primary accounting system. This report is available on financial windows also.

TransactionSummary
Figure 308. A Transaction Summary Report
Tutor Details

The contact details and scheduled sessions for a Tutor

Tutors List

A list of tutor names and addresses

Courses

From the Courses list, select Share, then PDF and choose one of the following reports. You can print all available records, listed records (based on a query you have run) or the highlighted records. Some of these reports are also available in other parts of the application as well.

Course Details

To create a print out of the full course information including scheduled classes. Can be used to create print copies of all the web information to mail to students without web access.

Courses Report

To create a print out of the list of courses

Enrolments

The following reports are available predominantly from the Enrolments window, although they may be accessible elsewhere also.

Academic Transcript

onCourse includes AQF recommended templates for full Qualification Certificates, Statements of Attainment and transcripts. Certificates can only be generated from units that are recorded as part of onCourse enrolments. If you wish to include Credit Transfer units, you will need to add these outcomes to the students record before you create the certificate. The Transcript report can be printed as required from the Certificate window for all types of certificate records.

Certificate Attendance

Report is generated at the conclusion of any non VET short courses to verify that the student attended all of the required number of classes.

Enrolment Summary by State

A list of contact enrolments by state.

Traineeship Training Plan

This report provides summary information on the required units of competency that need to be completed for a given student. As well as provision of signatures and sign off on the Training Plan by the student’s employer, the trainee themselves and the Registered Training Provider (RTO)

Financial

The following reports are the main reports that can be found in their respective Financial windows, like invoices, transactions, payments in,payments out, discounts etc.

Aged Debtors and Creditors Report

To obtain an aged debtors and creditors report for all unbalanced invoices. This report can be run against invoices and/or credit notes.

DebtorsAndCreditors
Figure 309. A Debtors And Creditors Report
Banking Report

The report can also be re-printed for only payments in or payments out from either of those respective windows, for each record you highlight prior to clicking the Export button. Remember to select the appropriate background for this report then run the report.

BankingReport
Figure 310. Banking Report
Cash Movements Detail Report

This report can be used to reconcile payments in and out with banking deposits.

cash movement detail
Figure 311. Cash Movements Summary Report
Cash Movements Summary Report

This report can be used to help reconcile payments in and out with banking deposits.

cash movement summary
Figure 312. Cash Movements Summary Report
Corporate Pass List Report

List of all current CorporatePass records. This report prints in Portrait format.

CorporatePassList
Figure 313. Corporate Pass List Report
Corporate Pass Detailed Report

Provides detailed breakdown of usage of Corporate Pass records, including invoices generated against each Corporate Pass. From the Corporate Pass window, find the Corporate Pass records you wish to include in the report and highlight them. Then click the Share icon, then PDF and choose report Corporate Passfrom the list of available reports. Remember to select the appropriate background for this report then run the report.

CorporatePass
Figure 314. Corporate Pass Detailed Report
Discount Take Up Report

This report shows during the date range specified, and for each discount chosen, the detail of the enrolments which have taken up a discount offer.

Discount Take Up Summary

This report shows during the date range specified, and for each discount chosen, how many enrolments for each class have used that particular discount.

Invoice

To supply hard copy Tax Invoices to students and other debtors. Other invoices, not relating to enrolments, can be manually created and printed via the invoices window.

As seen below if you have enrolled into a class using a payment plan the Tax invoice will show you the next payment due dates and the amounts payable.

When a student is enrolled, and provides an email address, a tax invoice will be emailed to the payer, and an enrolment confirmation email will be sent to the student enrolled. Often this will be the same person.

Invoice
Figure 315. A Tax Invoice Report
Payments In Report

To obtain an overview of payments processed, declined or rejected, processed through either your office or over the website.

All payments made, or attempted, as part of the enrolment process will created a Payment In record. You can also manually create payments in from this window, against any outstanding invoice.

PaymentIn
Figure 316. A
Payments Out Report

To obtain an overview of payments out processed.

PaymentOut
Figure 317. A
Payslip Report

This allows you to print the payslips for error checking prior to exporting them to your payroll system

payslips report
Figure 318. Payslips Report
Training

The following reports are available from their respective training windows, like sites, rooms & qualifications.

Qualifications Report

A list of the all the data downloaded from NTIS which you can use to start building courses.

Room Timetable

The purpose of the report is to allow users to print the details of all sessions that are scheduled for a particular room, for a particular date range.

Rooms List

List of all rooms and their related sites and seating capacity.

Site Details

Detail of all each site, venue information, rooms and each room capacity for the site

Site List

List of all sites and their addresses

Certificate - Statement of Attainment

onCourse includes AQF recommended templates for full Qualification Certificates, Statements of Attainment and transcripts. Certificates can only be generated from units that are recorded as part of onCourse enrolments. If you wish to include Credit Transfer units, you will need to add these outcomes to the students record before you create the certificate. For detailed information regarding VET Certificates, refer to the RTO Guide Chapter of the User Manual.

From the Certificate window, select the student(s) you wish to print certificates for. Select Share, then PDF and choose the Certificate from the drop down menu of reports. Remember to select the appropriate background for this report then run the report.

The resulting report (Statement of Attainment or Qualification) is dependent on how you have set up the Certificate record. If you have more units in the Statement than will fit on a single page, the report will automatically break into two pages.

Certificate - Qualification

onCourse includes AQF recommended templates for full Qualification Certificates, Statements of Attainment and transcripts. Certificates can only be generated from units that are recorded as part of onCourse enrolments. If you wish to include Credit Transfer units, you will need to add these outcomes to the students record before you create the certificate. For detailed information regarding VET Certificates, refer to the RTO Guide Chapter of the User Manual.

From the Certificate window, select the student(s) you wish to run certificates for. Select Share, then PDF and choose the Certificate from the drop down menu of reports. Remember to select the appropriate background for this report then run the report.

The resulting report (Statement of Attainment or Qualification) is dependent on how you have set up the Certificate record.

Student Feedback

This report shows a list of the feedback left by students. Data included in the report can be either the highlighted records, or the entire list of feedback.

Waiting List

List of all current wait list entries, including name of course, name of student, client, and site where course is held.

28. Custom reports

onCourse takes advantage of a powerful reporting tool called JasperReports. This open source library costs you nothing to use and can be extended to add new features. We’ve extended it to understand onCourse data, tied it into a PDF generation system and allowed to you add your own reports right into onCourse for all users to easily run.

28.1. What are custom reports?

Custom reports can be developed for onCourse by any user, or by ish on request, and then imported into onCourse via your client.

onCourse uses JasperReports, an open source tool to create reports. You can add your own custom reports to onCourse at any time by creating them with JasperSoft Studio. It must be version 6.10.0 in order for the reports to be read properly by onCourse. This is a free tool you can download and install on your system, that runs on Linux, Windows and OSX.

The basic workflow of editing a report is:

  1. Export a report template from onCourse (it is usually easier to start with something close to what you want) by going to the report and clicking the 'Edit' button.

  2. Edit the report using JasperSoft Studio v6.10 or earlier

  3. Import the report back in to onCourse

  4. Test

  5. Repeat steps 2-5 until the report works as intended.

Exporting reports from onCourse

  1. Go to the Automation window and look under 'PDF Reports'

  2. Click on the report so it opens on the right side of the window

  3. Click 'Edit' to download the report file in your browser

Editing reports in JasperSoft Studio

Simple changes to the XML can be made using a text editor if you know what to look for. For more complex changes you will want to use JasperSoft Studio.

JasperSoft Studio cannot be summarised in few words and there are many online resources which will help you learn how to use it. A good starting point is the official documentation. You are certainly best off trying to modify an existing report before creating one from scratch. For now, take an existing report and make a small change to it such as changing the colour of some text.

You also have the ability for images uploaded to the onCourse document management system can be embedded into onCourse reports. This might be used if you want to embed an image or logo to a specific report, however we would always recommend adding an image to a print background if it’s used in more than one report.

Importing a report

onCourse utilises a Java Bean data source which means that you cannot directly test a report inside JasperSoft Studio. You must first import it into onCourse in order to run it.

  1. Go to the Automation window

  2. Click the + button next to the 'PDF Reports' heading to create a new record

  3. On the new record, click 'Upload New Version' and select it from your machine. If everything in the record is already set then the fields within the records will fill out automatically.

  4. Add in any mandatory data that’s missing and then click the Save button.

28.2. Report structure

Reports access objects (records in the database) and attributes from those objects. If you look at an existing report, you’ll see references such as $F{contact}.firstName. This is a reference to the contact object which was passed to the report and will draw on the page the first name attribute of that contact.

You may also see joins between entities like this $F{application}.course.name. You can traverse across joins between entities in this way.

Reports are all able to take advantage of the entire Groovy language within all report fields. This can be extremely powerful since you can write any code you want to execute within the report engine. A simple example might be $F{enrolment}.courseClass.expectedHours ?: "not specified" which would print "not specified" if the class has no timetable. More sophisticated code can control the repeating sections on a page, sorting of data and much more.

Report properties

onCourse expects to see certain properties added to each report. The properties can be edited in JasperSoft Studio using by choosing from the menu Edit→Custom properties or by just editing the XML by hand. If you look at the example above, you’ll see all the common properties visible. At a minimum you need "keycode", "versionNumber" and "entity". Without these, your report will not be accepted by onCourse.

An example of the parameters found in a report files is:

<property name="name" value="Certificate-Attendance"/>
<property name="entity" value="Enrolment"/>
<property name="isSubreport" value="false"/>
<property name="isVisible" value="true"/>
<property name="versionNumber" value="8"/>
<property name="keyCode" value="ish.oncourse.nonVetCertificate"/>
<property name="ish.oncourse.description" value="Report is generated at the conclusion of any non VET short courses to verify
            that the student attended all of the required number of classes.This report prints in
            Portrait format."/>
name

A name to display in the user interface to users wanting to print a report.

keyCode

Each report has to be identified in the system, therefore it is given an unique property called 'keyCode'. We strongly recommend that for any reports you customise, you use a different code. This will avoid an update of onCourse software overriding your report with new version from our developers. If you copy an onCourse report, you should definitely change this to your own code.

versionNumber

A whole number, has to be increased every time a report is changed otherwise your modifications may not be visible.

entity

Identifies which is the starting point for the report, ie. report with value 'Certificate' will be available in print menu for list of certificates.

isVisible

can only take value of 'true' or 'false', indicates whether the report is visible in the print dialog

isSubreport

some reports are just injected inside others, this allows to specify this fact and hide this report from the user choice

ish.oncourse.reports.following

Use this property if you need print many reports as one, just add to this property a report’s key (or keys). If you need put more then one key - separate keys with ";". Any reports in here will be automatically printed after the initial report. This is particularly useful for certificates.

ish.oncourse.reports.isObjectOnSeparatePage

If this property is set to true, then each record is printed on a separate page. This is useful for invoices (for example) which should start a new page after every invoice record.

ish.oncourse.reports.description

A description to show to users in the onCourse user interface. Put some text in here to describe what the report does.

Data fields

Attributes from any onCourse data object can be added as fields to your report. So if the report has an entity of "Room" then you can access its attributes directly like this $F{name}. You can find all the onCourse attributes in our API documentation.

You can also directly access relations in this way $F{site}.name and use the full power of the Groovy language in these expressions. So for a report rooted in the Enrolment entity you might use ${courseClass}.course.modules?.nationalCode This expression will find the course linked to the current class, get a list of modules, take the first one (using a null safe operator so that nothing bad happens if there isn’t any modules liked at all), then display the national code.

Custom attributes can be accessed by passing the custom field name to the customField() method. For example, if a contact had a custom field called 'how did you hear', the data stored in this field could be referenced by: $F{contact}.customField("how did you hear").

29. Importing and exporting

onCourse offers you a variety of ways to get data into and out of the system. The onCourse DSL (Domain Specific Language) that outlines the database objects and enumerations is available at https://www.ish.com.au/onCourse/doc/latest/dsl/

This chapter is recommended for Intermediate to Advanced users of onCourse who have a good general understanding of structured data and the onCourse schema.

You can find Exports within the Automation section of onCourse.

29.1. Export Templates

onCourse Export files

The list of exports available to you will include those supplied as part of the default onCourse application configuration and any additional custom exports you have created or have commissioned ish to create on your behalf.

Generally, export files that end with CSV (comma separated files) are designed to be opened, viewed and edited in a plain text editor or spreadsheet application. These are flat files containing columns and rows of data. Export files that end with XML (eXtensible Markup Language) are designed to be imported into other software applications and represent a relational data structure.

Each export displayed in this list has a Name, Type, Output, Key Code, Variables, Options, and an Available From section.

The Name is a descriptor of the export and usually includes information about the export format type.

The Type (formerly Entity) is the object in the database that the export is joined to, and will indicate which list view you will be able to find this export.

The Output is the requested file extension of the export and the types of Variables that become available to you.

The Key Code is a unique identifier for the export and when supplied by ish as part of the default onCourse application will begin with 'ish'. When the export is custom, the key should begin with an identifying acronym for the organisation.

Variables are values that are set when you run an automation (a script, import, print report or export). This value is then used to change the behavior of an automation without directly editing the code itself. A variable can be a date, a word or checkbox. For example; perhaps you would like to write a script to check what classes will start between now and a specific date. You can add a date variable to this script so you can change specified date when the script is executed.

Like variables, Options are values that are used to change the behavior of an automation. However, an option’s value is set while editing/creating a script. For example; imagine you’d like to change the message template that is sent to students by a script. An option could be created and inserted into the script so that user can set the template without having to go into the code to change anything themselves.

You can double-click on the export record in the list to see the structure of the export file, what fields are included and what formatting is applied.

The Filters search panel in the left-hand column can help you find specific exports you’re looking for by simply typing the name of the export.

export template list
Figure 319. Export templates in the Automation view

How to Export

Like print reports, the list of available exports in the list view are those exports linked to the entity, or list view, you are viewing.

Each list view in onCourse has the ability to export data in a variety of formats. To export, you can either highlight the records you wish to export and click on the Share icon, or just click the Share icon without selecting records. In the Share menu, select 'Excel'.

export icon
Figure 320. Share Icon in the bottom-right of the Invoices list view

Next select the export name. Finally, you can choose whether to include only your selected records, or all records. Lastly, hit Share.

Copy to Clipboard export

You can copy selected rows of data to your computer’s clipboard in the format of one of your system’s CSV exports. This is useful for when you’re compiling spreadsheets in excel, creating an email or word processing document. Copy items to the clipboard by doing the following:

  1. Highlight the records you want to copy to the clipboard

  2. Click the Share button

  3. Select 'Excel' then click 'Copy to Clipboard'

  4. You can then change focus to the program you want to copy the data to, and use the paste function to paste the data.

copy to clipboard
Figure 321. The selected rows of data will be copied to the clipboard for pasting into other documents

Examples of default exports and their uses

Begin by opening the Classes window and running a query or otherwise selecting the range of classes you wish to export for the brochure.

From the share options, select 'InDesign Brochure XML export' and save the resulting file to a location on your computer. This default layout includes the information from the course general section 'Print brochure description' and combines it with the class summary information including location, cost, start date and time and tutor. The information is grouped by the Subject tag hierarchy.

The XML file is designed to be imported into a publishing product such as Adobe InDesign and then customised however you wish with the addition of styles and images. The XML tags in the onCourse export can be mapped to styles in InDesign, allowing the data to be imported and dropped into a brochure layout as many times as needed during the production cycle process. The XML file created by onCourse is not designed to be opened or edited in a product like Word - it is designed for import into a specialist layout and design software tools. If you do not have software that can work with these files installed on your machine, you should be able to email the file to your design staff for them to work with directly.

The class list includes a number of CSV exports, some with specific purposes. The 'CourseClass CSV export' is a generic export that includes most of the class fields.

class export options
Figure 322. Available exports accessed via Site List
  1. Highlight the Class records you wish to export within the Class window.

  2. Click the share icon in the bottom right-hand corner of the list window

  3. You then have the following export options to select from the drop down menu:

    CourseClass CSV export

    Standard export of Class information

    class export excel output
    Figure 323. Excerpt of standard Class export viewed via excel
    Class Budget Summary CSV export

    Provides a Class per line summary of budgeted income and expenses against projected and actual costs.

    class budget summary excel output
    Figure 324. Excerpt of Class budget summary export viewed via excel
    Class Outcomes CSV export

    Report for student outcome results for date range so Colleges can conduct their own reporting and easily identify students with outcomes that are not set.

    outcomes export excel output
    Figure 325. Excerpt of student outcomes export viewed via excel
    Extended Outcomes CSV

    A report to show data like the AVETMISS NAT00120, but in a human readable format

    extended outcomes export csv
    Figure 326. Excerpt of extended outcomes export viewed via numbers
    CourseClass Sessions CSV

    Export for class session information including enrolments, room allocation, seats available and tutors assigned

    class sessions export csv
    Figure 327. Excerpt of Class sessions export viewed via numbers
    Attendance CSV

    Export for class session attendance showing who marked the roll (online or via the office) and when the attendance was last modified information

    attendance export csv
    Figure 328. Excerpt of Class attendance export viewed via Excel

When exporting the above class exports, the resulting CSV output file will have the same name in all instances: it will be labelled as 'CourseClassExport<dateTime>.csv', with the date and time of the export being appended to the end of the file name. You can then re-label these export files to whatever you need.

onCourse enables users to export not only the invoice information, with each invoice reflected as one line within the resulting output file, but also export the invoice line detail.

  1. Highlight the invoice records you wish to export information for from within the Invoice window.

  2. Select the share icon

  3. You can then export either the invoices as a standard Invoice CSV (one line per invoice) or alternatively you can export the invoice line detail.

The following excerpts of the exported information as shown within excel, provides a comparison between the kind of information that each export generates within the resulting output file.

invoice export excel excerpt
Figure 329. Excerpt of invoice export viewed via excel
invoice line export excel excerpt
Figure 330. Excerpt of invoice line export viewed via excel

When exporting the above two invoice exports, the resulting CSV output file will have the same name in all instances, it will be labelled as 'Invoice CSV export<dateTime>.csv', with the date and time of the export being appended to the end of the file name. You can then re-label these export files to whatever you need.

29.2. Other export types and options

AVETMISS export

To export your AVETMISS you can either go to export directly via the 'Export AVETMISS 8' window, or via the Export AVETMISS 8 cogwheel function in the classes or enrolments windows. We recommend the Export AVETMISS 8 window for ease of use.

For more information about how the onCourse data collection and various AVETMISS export options work, see AVETMISS Reporting.

export avetmiss

Exporting to Adobe InDesign

onCourse already comes with a template for exporting to Adobe InDesign.

  1. Open the class list view

  2. Use the searching feature to find the classes you want in your brochure. This might be one or a thousand classes.

  3. Click the Share icon, select and select "XML". Select "InDesign Brochure XML Export" then click Share. Export this data and save it to disk somewhere. It will be an XML file, ready for InDesign.

Now fire up Adobe InDesign and import this file.

  1. File > Import XML

  2. Choose your XML file which you just exported from onCourse.

  3. Ticking "Link" will keep the InDesign document linked to your source XML so that changes to the XML flow through

  4. The structure of the data will now appear in the left column. You can drag any element into a text box in your layout and have the text automatically flow through.

  5. Use the "map tags to style…​" menu item to map the tags against your paragraph and character style sheets. Once this is done you can save the mapping so that next time you create this document with fresh data all the styles are linked quickly and simply.

If you now spend a bit of time tidying up your stylesheets (both character styles and paragraph styles) in InDesign you can set up the whole process to be almost completely automated. Next time you export from onCourse, the data will flow right into InDesign complete with all the formatting you need. Just paginate your brochure, place in some pictures and you are done.

If you need to customise your export further, you can do this yourself if you have the skills in house, or engage ish to make the changes for you.

OLGR CSV Export

onCourse has an export that allows you to export student data into OLGR for the state of NSW. To do this:

  1. Open the Classes window and locate the RSA class you want to create the file for

  2. Single click on the chosen class

  3. Click the Find related icon and select 'enrolled students'. This will open the students from this class in a new contact window

  4. With the contact window at the front of your onCourse view, click the Share icon > Excel

  5. Choose the option 'NSW OLGR CSV export' and click Share.

  6. Open the CSV file in excel and use your current process to upload the data into OLGR

Exporting to MYOB

If your organisation utilizes MYOB as the key financial system, you can generate an export that is specifically designed for importing data directly into MYOB. There are 2 different pathways within the onCourse Client to access and generate the financial data export for MYOB.

Generating a MYOB Export via the Financial Summary Extract Menu
You must be an admin user to access this export script.

The steps involved in running this export are as follows:

  1. Type 'MYOB' into the find anything search, or click on 'All' in the left navigation column, and select 'MYOB export'

    MYOB Export via Summary Extract
    Figure 331. Selecting MYOB Export via Summary Extract menu
  2. Set the 'from' and 'to' date range for the next MYOB Export

    MYOB Export set date range
    Figure 332. Select date range for MYOB Export

    The benefit of utilizing the Summary Extract path when exporting financial data, is that onCourse enables you to set the date range for the data that is to be exported. As well as remembering the date up to when the last data export was run.

  3. Click on the Run Script button to run the export. Note that the resulting file will be generated as a CSV file.

    MYOB Export data output
    Figure 333. Extract of MYOB Export viewed via Microsoft Excel
Generating a MYOB Export via the Transaction Window

Unlike the approach of generating the MYOB Export via the Summary Extract menu of onCourse, by running the export via the Transactions window, you can define exactly which transactions you wish to export to the resulting text file. The steps involved in running this export via the Transactions window are as follows:

  1. Filter and highlight the transaction records you wish to export within the Transaction window

  2. Click the Share button, then select 'Excel'.

  3. Select the 'Account Transaction MYOB export' export

  4. Click Share. The resulting file will be generated as a CSV file.

    MYOB Export data output
    Figure 334. Extract of MYOB Export viewed via Microsoft Excel

29.3. Customising export templates

There are a range of options for creating custom exports in onCourse. What you choose depends on your familiarity with database structures, queries and the Groovy language.

  1. Copy an existing export to make a new export file, and then make changes to the copy

  2. Create a new export from scratch

  3. Create a standalone export that is run manually, or an export that is triggered by a script to pass it certain pre-defined parameters

  4. Engage ish or Groovy developer of your choice to create a custom export for your business

onCourse exports are powered by a groovy based scripting language. These scripts run on the server and call the same groovy DSL that you’ll find in the scripting chapter and available here: https://www.ish.com.au/onCourse/doc/latest/dsl/. You can use the full power and expression of the groovy language, and have access the entire onCourse schema. In short, you access the data to export from the variable "records" and just return from the script the formatted text to export.

There is a built-in CSV toolkit, so exporting to CSV is the simplest export type to create or edit without a great deal of prior experience. By default the delimiter is a comma, but you can define a different delimiter like a tab as per the example below:

csv.delimiter = '\t'

records.each { AccountTransaction t ->
    csv << [
            "Date"          : t.transactionDate?.format("D/M/Y"),
            "Memo"          : t.transactionDescription,
            "Account Number": t.account.accountCode,
            "Debit Amount"  : t.amount.compareTo(Money.ZERO) > 1 ? t.amount.toPlainString() : Money.ZERO.toPlainString(),
            "Credit Amount" : t.amount.compareTo(Money.ZERO) > 1 ? Money.ZERO.toPlainString() : t.amount.toPlainString()
    ]
}

Creating a new export

The simplest place to start with a new export is by finding an already existing export that’s similar to what you want to make and click the Save as new export template button to create a copy of the export. Give it a unique key code, then hit Save and you’ll be taken to your copied export, where you’ll be able to start editing the code.

Default ish exports cannot be edited, they must be copied first.

For example, if I wanted a new export for Tutor data that started from the Contact entity, I’d choose the default 'Contact CSV export' as my starting point.

  1. Go to the Automation window, find the export 'Contact CSV export' under Export Templates and click it to open it.

  2. Click the Save as new export template button in the top right, you’ll be prompted to give your new export a new key code. This must be unique, but you can make it up. Once you’ve entered a key, then click Save. You’ll be shown your new, editable export. Make sure you give it a memorable name, as this is what displays when you run it.

    export edit oncourse
    Figure 335. The Contact CSV Export template with the "Save As New Export Template" button highlighted

The first part of the export code…​

records.each { Contact c ->
csv << [

means that in this file, the letter 'c' will be used as shorthand for the 'Contact' object and the export will create a CSV file. For your export to work correctly, do not modify this header information.

Go to the DSL documentation for the entity so you can see the fields, or instance methods names and values. For the contact entity, this information is available at https://www.ish.com.au/onCourse/doc/dsl/#Contact

Each row that follows defines the column name in the CSV export and where that data comes from in onCourse, and how it is formatted. You can add additional rows to the export, or delete or re-order rows. Note that each row ends with the comma delimiter "," except the last row in the export file. For example, the contact export ends with the resume field value, so there is no comma after this row.

+

            "workingWithChildrenCheckDate"  : c.tutor?.wwChildrenCheckedOn?.format("yyyy-MM-dd"),
            "workingWithChildrenCheckRef"    : c.tutor?.wwChildrenRef,
            "workingWithChildrenCheckExpiry"    : c.tutor?.wwChildrenExpiry?.format("yyyy-MM-dd"),
            "tutorResume"                    : c.tutor?.resume
        ]
}

You can also see above that the export file ends with the bracket closure characters "]" and "}". It is important you don’t remove these.

Joins

If you want to access data from other objects than the entity defined in the export, you need to add joins to the export and structure your query in a way that matches the onCourse DSL and schema. For example, in the contact CSV file, some of the fields are from the student or tutor object. These joins are represented by the full stop character. For example, the Working With Children Check Reference number is part of the tutor object, so the join from the contact to the tutor is 'c.tutor.wwChildrenRef' which means the same as 'contact.tutor.wwChildrenRef'.

            "workingWithChildrenCheckRef"    : c.tutor?.wwChildrenRef,

In this example, the addition of the ? character is a safe-navigation operator to avoid the export throwing a null pointer exception. Null pointer exceptions occur when the export cannot follow the join you have defined because it doesn’t exist (i.e. not every contact selected for export will be a tutor, so if there is a non-tutor contact included, adding the safe-navigation operator just means the export will skip past this field for that record.)

Custom Fields in Exports

If you have custom fields you wish to include in your export, you can use the custom field keycode to add these fields. You won’t find these fields defined in the onCourse DSL documentation as they are custom to your database. This is why you should make your key’s relevant and memorable.

For example, if you have a contact custom field with the keycode 'howDidYouHearAboutUs' you could add it your export as follows:

"How Did You Hear About Us?"  :  c.howDidYouHearAboutUs?.value

Refer to the Custom Field Types for more information about creating custom fields in onCourse.

Creating and testing your export in onCourse

When you are ready to test your new export in onCourse:

  1. Go to any of the windows listed under the Available From section

  2. Select a record from the window and hit the Share button.

  3. Choose the output type from the left most column, and then select the export, then click Share.

If you attempt to run the export and instead of generating the expected output, it shows an error in the window, then you need to adjust your export code to resolve the error, save the changes and try again. This may be a process you repeat a few times if you are new to creating and editing export files.

When your export runs successfully, check the output is formatted as expected, and make adjustments to your export as needed.

When opening CSV files in a spreadsheet application like Excel, Excel may reformat some of your data based on its own rules. For example, data it thinks are numbers will often be reformatted, so the leading zeros from mobile phones numbers may be stripped . You should run your formatting checks in a text editor like Sublime or Notepad.

29.4. Importing

Using the onCourse Groovy scripting engine, powerful import process can be created in onCourse for either once off events or a regular data transfer between onCourse and a third party software service.

For once off type data imports, you may like to read our chapter on migrating to onCourse.

For regular data transfers, you may like to read our chapter on External Integrations.

Custom import processes and integration scripts can also be created on request. Please send your request to support@ish.com.au for a proposal.

Standard Imports available

onCourse AVETMISS outcome import

Using data from an import set of NAT00120, NAT00060, NAT00080 and NAT00085 file, create new students in onCourse with their existing AVETMISS file student number. Import their contact record into onCourse and update their record with their outcomes in the onCourse prior learning record.

The prior learning records are grouped by qualification, where the qualification data is supplied in the NAT00120. This import is most commonly used during system migration to import data from another AVETMISS reporting tool into onCourse. Running this import on the same data set twice will create duplicate records for each student.

onCourse AVETMISS outcome update import

Using data from an import set of NAT00120, NAT00060, NAT00080 and NAT00085 files, update existing students in onCourse with prior learning data. This process does not create new contact records, only adds prior learning data to existing contacts.

onCourse AVETMISS student import

Using a data from an import set of NAT00080 & NAT000085 files, create new student contact records in onCourse. Running this import on the same data set twice will create duplicate records for each student.

onCourse AVETMISS student update import

Using a data from an import set of NAT00080 & NAT000085 files, update existing student contact records in onCourse. This process does not create new contact records, only adds prior learning data to existing contacts.

onCourse contact CSV import

Import contact data from CSV file to create new contacts, students, tutors and/or companies in the database. Running this import on the same data set twice will create duplicate records for each student.

onCourse paymentIn CSV import

Using CSV data, import paymentIn information in order to automatically match paymentIn records with invoices.

onCourse Contact Update Subscriptions CSV import

Search for contacts based on the provided email address and update their marketing permissions in bulk.

Payment In Import file set up

Please see below for the import file specification. You will need to ensure that each line in the CSV relates to an invoice, or the import will fail. To make sure this is the case, please deleted any lines in the spreadsheet that appear after the last invoice record.

Table 2. Payment In Import file format
payment.invoice payment.dateBanked payment.amount paymentIn.paymentMethod.name payment.chequeBank payment.chequeBranch payment.chequeDrawer

the onCourse invoice numbers

date the payment was banked here, in date format DD/MM/YYYY

the payment amount as numbers. Do not use dollar symbols or commas

the payment type. the name must be the same as the payment type in your onCourse database

if payment was by cheque, the bank issuing the cheque

if the payment method was by cheque, the name of the branch issuing the cheque

if the payment method was by cheque, the name of the drawer on the cheque

12045

31/10/2017

1295.50

other

12892

30/10/2017

1000

Cheque

Commonwealth Bank

Bendigo

A J Spencer

Contact Update Subscriptions CSV import

This import will allow you to update, in bulk, the email, post and sms subscription preferences of a contact record, as identified by its email address. Below is an example of how your CSV file should be laid out. When you format your CSV, be sure to allow the table headers otherwise the import will fail.

Table 3. Contact Subscription Update CSV format
email allowEmail allowPost allowSms

alice@email.com.au

TRUE

TRUE

FALSE

bob@email.com.au

TRUE

FALSE

FALSE

charlie@email.com.au

FALSE

FALSE

FALSE

V: RTO Features

30. RTO Setup

30.1. Chapter Overview

This chapter looks at how an RTO can prepare their courses and classes in onCourse to ensure they’re set up properly and can correctly report their data for funding. Included in this chapter is what to do before taking enrolments, how to set up funding sources/contracts, and how to set up sites, courses and classes.

30.2. Before Taking Enrolments

If you’re required to report AVETMISS or funded training there are a few steps you’ll need to take to ensure that reporting time goes as smoothly as possible. Do these things before you accept your first enrolment into any VET classes.

Set up General Preferences

Set up your AVETMISS details within the Preferences window.

Make sure that the 'Show RTO related screens and menus' checkbox is enabled, then fill out the rest of the page and be especially certain both your Training organisation name and RTO Identifier field match the details recorded on training.gov.au.

When you’ve finished, hit the 'Save' button.

Competency components

onCourse imports information from training.gov.au such as Qualifications, Accredited Courses, Skill groups/sets, Units of Competency, and Modules. It also tracks higher education Courses and Units of Study.

onCourse automatically imports all this data regularly. You can view Units of Competency or Qualifications form the nav menu by clicking Training > Units of Competency or Training > Qualifications.

You can also create your own competencies for skills groups, modules and higher education which aren’t imported automatically from training.gov.au. You can learn how to create your own Modules, Units of Competency and Qualifications in the paragraphs directly below.

How to create your own Modules and Units of Competency

You can add your own modules and units of competency to the onCourse system from within the Units of Competency window.

It will open a new column in the window where you must enter a title, the national code, the field of education code, a credit points value, and an expiry days value. You cannot save the record without these fields being filled. After filling these fields, the save icon will become enabled. Click the icon to save the record.

new uoc add
Figure 336. A new unit of competency being created

There is an additional field for specialization, however this is not mandatory in order to save the record.

Type is a drop-down box where you can select whether the record is for a unit of competency, a unit of study, a module, or other. There’s also an 'Is Offered' check box that, when ticked, flags that UoC as being offered by your college.

You can delete a custom record by highlighting it and clicking the cogwheel icon, then clicking delete record. You can only delete custom records.

How to create your own Qualifications

From within the Qualifications window you can create your own Qualifications and Skill Sets. There are four mandatory fields that must be filled out before the record can be created: Type, Level, Title and National Code.

The Type field is a drop-down box that will allow you to specify the type of record; a qualification, an accredited course, a skill set, a local skill set, or higher education. Level, title and national code are all free-text fields.

For AVETMISS purposes, the presence of a Local Skill Set during the reporting period will create a NAT00030A file in your AVETMISS 8 export.

Additional fields include the ANZSCO number, field of education code, specialization code, and the number of nominal hours. There’s also an 'Is Offered' check box that, when ticked, flags that qualification as being offered by your college.

You can delete a custom record by highlighting it and clicking the cogwheel icon, then clicking Delete Record. You can only delete custom records.

delete custom qual
Figure 337. Deleting a custom qualification

Site setup

Before creating courses or classes, you should ensure that all the sites you’ve set up have the correct address, suburb, postcode and timezone set. Any sites that are used for VET classes will have most of these details included in reporting, so ensuring accuracy in this data is important.

You can learn more details about Sites and Rooms.

Course setup

In this section when we talk about Qualifications we really mean "Qualifications, Accredited Courses or Skillsets". When we say "Unit of Competency" we also include "Modules". Although the words are different between state and commonwealth accreditation regimes, the processes in onCourse are exactly the same.

Before going any further, you should read Creating Courses to understand the basics of what a course is in onCourse, and how to go about creating one.

Once you have a course created, in the VET tab of the new course record you can select the Qualification, and the Units from the built in NTIS data for your chosen course. If your course is VET, but not from a training package or accredited course, you can also flag it VET here and allocate its Field of Education ID. This is something you may need to do as part of your government funding requirements for non accredited courses.

Do you deliver state accredited courses? You will find the course listed in onCourse but not the modules that make up the course. This is because they are not publicly available on training.gov.au. You can add your own by hitting the + button on either the Qualifications or Units of Competency windows.

onCourse does not contain the qualification packaging rules, so it is up to you as the RTO to ensure that you are compliant with your own scope of registration, and the requirements of the training packages you are authorised to deliver. You should refer to these requirements when creating your courses and only select those units which are allowed to contribute towards that particular qualification.

  1. A full Qualification where you know all the units the students will complete in advance i.e. all students will complete the same core and elective units. Students will graduate with a complete Qualification.

  2. A full Qualification where all students will undertake the core units, but may all select different elective units. Students will graduate with a complete Qualification.

  3. A short course which has one or more units of competency embedded within it. The units may or may not all contribute to the same Qualification. Students will graduate with a Statement of Attainment.

  4. A short course where you know which qualification a student will be working towards in advance, but the students in the class will complete a variable number and selection of units. Some may achieve a Statement of Attainment, some may be working towards a full Qualification, and some may simply receive a non-vet Statement of Attendance.

  5. A course which is not linked to any national or state accredited training packages or accredited courses, but has a vocational learning outcome. Depending on your reporting requirements, these courses may also contribute towards your annual VET delivery.

In onCourse, outcomes (records of undertaking and achieving a unit of competency) flow down from the course to the student via an enrolment in a class. If a course has 15 units attached to it, the students enrolled in that class will have 15 outcomes created for them - one for each unit. You can always modify the units for the student in their own enrolment, for example if they change to a different elective.

Creating a VET Course
  1. Go to Courses and hit the + button to create a new course record. For a detailed view on how to create a new course in onCourse, read Creating Courses.

  2. When you’re done with the initial course setup, open the VET tab.

  3. Enter the National Code. The fields are clairvoyant, so as you type in them, onCourse will search for and list the qualifications in the built in training.gov.au database. Select the qualification by clicking on it. You can also search for qualification by name in Qualification. Omit the words Certificate in or Diploma of in your search. For example, search for the Certificate IV in Aged Care by typing 'Aged Care'.

  4. The qualification information is broken into different fields, so the Certificate IV Training and Assessment would read National code - TAA40104 Qualification - Training and Assessment Level - Certificate IV

  5. You can then add modules, and the units by clicking the +icon on the right-hand side of the screen. This will open a drop down screen.

  6. Enter the National Code or Title These fields are also clairvoyant so make your selection and press ok. You will then be returned to the course screen where you will see the modules and units listed. To add more units simply click on the +sign and repeat the process. To delete any units, click the - sign. When you are done, click save. You can also set the nominal hours for the units as you attach them to the course.

vet course tab
Figure 338. The VET tab of the course,showing a full qualification with selected units
How to "add" a unit of competency to a course

You cannot actually add a Unit of competency to a course if it already has enrolments (see the caution above), you can only cancel the old course and then create a new course with the additional unit of competency you want included. This is because changing the units of competency changes the very nature of the course, but the history of the old course and its previous students need to be retained.

If needed, you can also add units directly to student enrolments. This will not change the course units for new students enrolling, but can be used to correct or update the records of existing students.

If the unit change is substantial, you may want to consider creating a new class against the new course, and transferring all the students from the class linked to the old course to the class linked to the new course. This will remove all the old units from their record (provided outcomes have not yet been set), and with their new enrolment, add all the new units to their record.

Changing units in a course

Once a course has a class with an enrolment in it you CANNOT change the units of competency assigned to the course. This is because onCourse has created an immutable relationship with this data - if you changed it at the course level, every student ever enrolled in a class for this course would have their outcomes changed.

However - you can always retire the old course and create a new course to use for future enrolment using the 'duplicate course' option in the list view cogwheel. The new course can have the same name but will have to have a different course code. You may choose to change the code of the old course instead, so the new course can use the existing code, which is advantageous for your SEO. Make sure to set the status of the old course to 'course disabled' and when you are ready, the status of the new course to 'enabled and visible online'.

You may also want to duplicate one of the classes from the old course and assign it to the new course to use the same timetables and teaching schedules.

How to duplicate a course:
  1. First go to "Course" list view and single click to select the old version of the course

  2. From the cogwheel, select the option 'duplicate course'. This will make another course with the same name and all the same content, with a course code with a 1 on the end.

  3. Courses can have the same name, but every course has to have a unique code. Because the course code is what forms your URL on the website, it is better for SEO purposes to change the code of the old course to something different before you disable it e.g. BCDCERTV could become oldBCDCERTV. Then you can change the code of the new version of the course from BCDCERTV1 back to BCDCERTV.

  4. Open the old version of the course and set the status to 'course disabled'.

  5. Open the new version of the course and make the required changes to the listed units of competency by adding or deleting from the current list on the VET tab. Note you will need to delete all the non-required units, save the record, and then reopen it to add new units.

  6. When you are ready to save and close the new course, set the course status to 'enabled and visible online'

  7. Open the class list view and locate a recent class from the old course. Following from the example before, this might be class oldBCDCERTV-90.

  8. Using the class cog wheel option, duplicate this class, making any changes to the dates as appropriate. This new class will have the code oldBCDCERTV-91 and be linked to the old course.

  9. Double click on the new class to open it. In the course code field in the top right-hand corner, change the code from the old course to the new course e.g. BCDCERTV. This has now linked the class to the new course. Save and close.

    You can only change the course a class is linked to before any enrolments are processed into the class. If a class has enrolments, even if those enrolments are cancelled, you can not change the course code it is linked to.
Courses which are complete qualifications or skill sets

When a course has the flag 'Satisfies complete qualification or skill set' checked on the VET tab, this means that if the student successfully completes all the attached units, they will be eligible for a Qualification or Skill Set Statement of Attainment.

Using the automatic 'create Certificates' options from the class or enrolment cogwheels will look at the value of this flag and determine what type of certification to create.

This flag, for AVETMISS purposes, also signifies the student’s intent to complete a qualification. Outcomes linked to a class with this flag checked will be reported linked to the parent qualification, where courses where this isn’t selected will be reported as module only enrolments.

This value of this checkbox can be changed as needed after the course has been created, and even after students have enrolled.

Partial qualifications

Remember that in onCourse a course is about the product you are selling to your students. Sometimes you may break a program of study e.g. full qualification into lots of short courses for students to buy, complete and over time, to work towards the final outcome of a qualification.

In onCourse, courses don’t have to be linked to a qualification or a unit of competency. They can just be a non-accredited course.

If students are working towards a unit of competency that they will complete in another course, you may like to indicate this in the program description that you use for marketing purposes. If the student only completes this course, they will only be eligible for a non-accredited Certificate of Attendance, not a Statement of Attainment.

You can set up this type of program in onCourse by attaching the Qualification that the student will be working towards in the VET tab of the course, but not adding any Units of Competency to the course. You do not have to add the Qualification at all - this is optional, and would not be appropriate if the program of study never led to any formal Qualification outcome.

When students enrol in this course, they will get a dummy outcome (used for reporting purposes in some states) with the name of the course. You can set this dummy outcome to pass (81) or fail (82). Using this outcome, you will then know when the student enrols in the next course (where the units have been attached) that they have successfully completed the part one component.

When you set up the second part of the course, you will add the qualification and the units to the VET tab, so when the student enrols they will get the appropriate units of competency added to their record. Then you are able to record their final outcome result as per the standard list of VET options.

In the example below, a student is working towards a cluster of units from the Certificate I in IT. Only when they have completed the second course, Understanding Computer Basics, are they eligible to be assessed against the unit outcomes. The first course, Computing Basics, has no units attached, and the second course has three units attached.

computing basics
Figure 339. 1st course: The Qualification is attached to the course,but the student has not completed any units of competency by completing this course
understanding computer basics
Figure 340. 2nd course: The Qualification and Units are attached to this course. After completing part 1 and 2 the student can now be assessed.
vet student outcomes
Figure 341. This student record shows a

Class setup

First, you should be familiar with creating a Creating Classes in onCourse.

Where a class has multiple units of competency assigned to it, you may wish to create a training plan to define at which points during the class delivery each unit begins and ends.

For some government funding training, is it important to show in the AVETMISS reporting the sequence of the delivery of units by having varied start and end dates. Training plans allow you to achieve this.

Training Plans

Training plans are linked to sessions and can be found in the VET section of the class record.

By default, all units of competency are assigned to all sessions unless you choose to change this in the training plan. Units can’t be assigned to no sessions as they would then have no start or end date, creating errors in AVETMISS reporting.

The Training Plan report allows you to provide hard copy evidence of the outcomes delivered in each session of the class, and the tutors you have assigned to deliver them. This report may be useful to provide to government funding bodies or ASQA auditors, as well as being used for internal planning and resource management.

The outcomes/modules must have been set at the Course level first or else you won’t be able to build a training plan.

To create a training plan:

  1. For any VET class, open the class record and go to the VET section.

  2. In VET, there’s a sub-heading called 'Training Plan' which lists out the outcomes defined in the Course record, as well as each session date listed in the class’s Timetable.

    timetable training plan
    Figure 342. Select all outcomes for delivery per session.
  3. New classes appear with every box checked. To quickly uncheck them, hover your mouse over the dates at the top and click the chevron that appears, then select 'Not Assigned'. this wil unassign each outcome for that date, and you can now set them as you wish.

  4. Just like when marking student attendance, click any circle to add a check mark, click again to remove it. This will mark that outcome as being taught in that session, and will adjust that outcomes start and end dates within the class training plan accordingly. You can see these dates below each outcome heading as you add check marks. Every outcome should have at least one check mark next to it. A combination of these dates, the tutors for each session and other class details form the training plan.

  5. Once the class record has been saved, the start and end dates are now set for each unit and can be reviewed by clicking the 'Show All Outcomes' button at the bottom of the Class edit view.

  6. The start dates and end dates defined by each unit must fall within the sessions of the class. You cannot manually set a date in a training plan outside the class boundaries, but you can do this on an outcome by outcome basis if required. To edit outcome dates individually, click 'Show All Outcomes' at the bottom of the class view, then in the window that opens, double-click the student/outcome you wish to edit the dates for. Outcome dates may have a padlock next to them, you can click this to unlock it and edit the field.

  7. If a student’s outcome has been modified manually e.g. the end date has been extended beyond the duration of the class, the Training Plan settings will not modify the manual overrides you have created.

  8. To print the training plan report for all class enrolments, save and close the record and ensure the class is selected in the class list view. Click the Share icon > PDF > Individual Training and Assessment Plan. You can also print training plans for individuals from the Enrolments window. Go to Enrolments, highlight the enrolment you wish to create the Training Plan for then select the Share icon > PDF > Individual Training and Assessment Plan.

TrainingPlanPageOne
Figure 343. The 3rd page of the Training Plan starts the list of outcomes with visible start and end dates.

Funding source/contract

Once you’ve created the class, add the correct funding contract at the Class level via the VET tab, and then make any required changes for individual students at the Enrolment level. You can go here to learn more about Funding Contracts.

When you make any changes to funding source fields in the VET tab after you’ve already created the class, if there are already enrolments and outcomes associated with the fields you’ve just edited, you’ll be prompted via pop-up whether you want to copy that change to all associated enrolment and outcome records. You can push the changes to enrolment records only, outcome records only, or both types.

Funding invoices

You can create funding-specific invoices in onCourse for any funded VET class. There is a very specific process to creating this special invoices, which can be used to track payments from any funding body for any funded enrolment.

Funding Invoices appear as an extra step within the Checkout process, after the Summary. They will only appear for single new enrolments if the class being enrolled in to has a 'default funding contract' that isn’t 'fee for service (non-funded)'.

If you don’t require a funding invoice, or don’t wish to use one, you can simply disable the tracking switch and move on to Payments.

funding invoice
Figure 344. Funding invoice in the Checkout

The Summary is the invoice going to the student, whereas the Funding Invoice isn’t sent to anyone, but used to track the funded payments internally for each enrolment. To correctly set up a funding invoice you must:

  1. Ensure the 'Track the amount owing' switch is turned on - you can change the funding contract this is recorded against here as well by selecting a new option from the drop down box.

  2. Set the Funding Provider contact record - generally this would be the Department of Education or another similar contact you keep in your system. If you don’t have one, create one.

  3. Set the purchasing contract ID (NSW Commitment ID) - this will appear as the customer reference in the invoice record.

  4. Set the Price - this is the full amount of money you’re expecting to be paid in funding, NOT from the student. Student invoices are all controlled via the summary in Checkout.

  5. Set the Payment Plan estimates - The payment plan will show a date entry for each day a session is held in this class. You will also see a breakdown of the class training plan, which will show you the number of units commenced by that date, and the number of units completed by that date. These are intended as a guide to help you work out your payment estimates and are taken directly from the settings in the class training plan.

    Just like in other Recurring Payments, you can click a payment plan entry (not the first entry), and set an amount. As with other payment plans, the total amount put into the payment plans must equal the amount you entered into the Price field above.

These invoices are all traceable within onCourse, just like a normal invoice, from the invoices window.

The invoice will display with unique invoice lines noting that funding is being provided, the name of the student and the class enrolled in.

funding invoice display
Figure 345. Funding invoice in detail showing the invoices lines with student name and class name.

31. Enrolments and Delivery

31.1. During Enrolment and Delivery

Right, that’s everything you need to take care of before letting students hand over their money to enrol in your courses. All you need to worry about from this point is what to do while you’re delivering training, but before you hit the 'Export' button on the AVETMISS runner to collate all your reporting data there are some things to consider.

Enrolment

For all VET enrolments you are required to validate each student USI against their first name, last name and date of birth with the USI Registry System. If you have an onCourse support plan and have correctly set up your USI Integration in onCourse, onCourse will do this automatically for each USI supplied. For more information on creating and validating USIs, please refer to the USI Chapter.

Students who are exempt of the USI requirement will need to report the value 'INTOFF' or 'INDIV' in the USI field to demonstrate that they are exempt and show their exemption type. onCourse will assist you with complying with the requirements by automatically exporting 'INTOFF' for students with a residential address in a country outside Australia.

Training Contract Identifier

This information can be entered on the General tab on the student Enrolment.

Client Identifier - Apprenticeships

This information can be entered on the General tab on the student Enrolment.

Fee Exemption/Concession Type Identifier

This is set in the student’s Enrolment record on the General Tab.

Purchasing Contract Identifier

This can be set in the class on the VET tab or in the student’s enrolment General tab.

VET in Schools Flag

This information can be entered on the General tab on the student Enrolment.

Specific funding identifier

This field is labelled 'specific program identifier' and can be found on the outcome record.

Outcome Identifier - Training Organisation

This information can be entered on the General tab on the student Enrolment.

Funding Source - State Training Authority

You can enter this information in the Class VET tab, the general tab in Enrolment or in the individual outcome record on the Class Outcomes Tab or the Enrolment Outcomes tab. Double-click the outcome to see this field.

Client Tuition Fee

This is the fee you charged the student at the time of enrolment, divided by the total nominal hours in the course, multiplied by the nominal hours of each unit to set a proportional student fee for each unit. To charge a fee, set a class fee in the Class General tab. VET courses are usually GST exempt.

During the enrolment process, you can charge the student the full fee or give them a manual discount if they meet fee exemption criteria. The fee they pay here is what is reported. If you don’t usually use onCourse for invoicing and payment records, create a full cash payment for each student on enrolment. Don’t worry about the invoices that are automatically created here - they have nothing to do with AVETMISS.

(VIC) Eligibility Exemption indicator

Exported from the option set the Enrolment record value from the field of the same name.

(VIC) VET FEE-HELP (Income Contingent Loan) Indicator

Exported from the option set the Enrolment record value from the field of the same name.

(VIC and QLD) Student number - VSN or LUI

This is entered on the contact record AVETMISS tab in the field labelled Government Student Number (VIC/QLD)

VSN location
Figure 346. Enter a VSN or LUI in the Government student number (VIC/QLD) field. Data here will only export if you are reporting in VIC or QLD.

Marking attendance

You must ensure that tutors are marking student attendance for every class. This can either be done in onCourse itself, within the attendance tab of the applicable class window, or more likely via the SkillsonCourse Portal. Accurately marking attendance means that certain fields will update automatically once a course has completed.

You can learn more about marking attendance in onCourse here in our Classes chapter.

Marking outcomes

Tutors should always be marking student outcomes in the SkillsonCourse portal periodically to ensure data is as up to date as possible.

You can also set Outcome statuses in the class record by clicking the 'show all outcomes' button. You can bulk set an outcome status but selecting all the records, clicking the cogwheel and selecting 'bulk edit…​'. Or you can set them all one by one, whichever you prefer. You can also set the outcome status in the enrolment record.

If you set an outcome an RPL, RCC or Credit Transfer status, the Delivery Mode Identifier will always export as 90 - NA regardless of what is set in the outcome value.

Creating certificates

onCourse will create AQF compliant certificates for your students, but for the purposes of lodging AVETMISS, you don’t need to print or issue them. Qualification and skill set completions are reported in the NAT00130 file for all states. If the export flavour is for a funding type that requires it, details of anticipated qualifications e.g. NSW Smart and Skilled or Victoria’s Skills First.

The 'awarded on' date determines the date of certificate issue for AVETMISS reporting purposes. By default, this date will be the date the certificate was created in onCourse. If you create certificates early in a calendar year that need to be reported as part of the previous calendar years completions, be sure to back date the 'awarded on' date to the previous year.

More information about certificates, check our Certificates chapter.

Hours Attended

If you need to set the hours attended you can find the field in the Outcome record. Double click the outcome to see this field called 'Reportable Hours'.

31.2. Setting and modifying outcomes

When you enrol students into a newly set up VET course and class, outcomes will automatically be created for each of the units of competency you assigned to the course, while other properties: start and end date, reportable hours, delivery mode and funding type are set in the class.

There are multiple places you can access the outcomes and set them, plus modify the details mentioned above for individual students - in the outcomes window, the find related outcomes window and in the certificate window when you are creating a new certificate.

What are outcomes?

A student’s outcome is the record of their engagement with a Unit of Competency or Module from a training package or accredited course. Outcomes are often reported to government through processes such as AVETMISS and must meet certain validation rules. Primarily, an outcome records if a student has passed or failed their course. The outcomes available for selection are as follows:

  • Competency achieved/pass (20)

  • Competency not achieved/fail (30)

  • Withdrawn (40)

  • Recognition of prior learning granted (51)

  • Recognition of prior learning not granted (52)

  • Recognition of current competency granted (53)

  • Recognition of current competency not granted (54)

  • Credit transfer (60)

  • Did not start (NSW: 66, SA: @@)

  • Continuing enrolment (70)

  • Non-assessed enrolment - Satisfactorily completed (81) **

  • Non-assessed enrolment - Withdrawn or not satisfactorily completed (82)

  • Result not available (90) *

Refer to the NCVER publications, VET Provider Collection Specifications and AVETMISS Data Element Definitions for more information regarding the definitions and use of these outcomes. Additionally:

  • You do not need to set the outcome 'Continuing enrolment (70)' for any outcomes. During the AVETMISS export process, if the outcome end date is in the calendar year after the date range of the export, 70 will automatically be exported.

  • If you export data for non-VET outcomes, you do not need to set the outcome 'Non-assessed enrolment - Satisfactorily completed (81)'. This will always be exported for unset non-VET outcomes.

  • You may not need to set 'Result not available (90)'. During the export process, you can choose to set this outcome for all unset VET outcomes.

Finding outcomes

Outcome data is available in the enrolment record, the student record, the class record and via the 'Find related' outcomes option.

Go to the Outcomes window to see all outcomes in your system. The outcomes list view allows you to search and sort on all outcomes, or use the core filter to view outcomes in progress, pre-commencement or completed.

To see outcomes related to a particular record, such as an enrolment record, double-click on the enrolment and navigate to the outcomes section. You can do the same thing in a class to see all outcome records for the students enrolled in that class.

When you look at the education section of a student’s contact record, you can see all their outcomes. These outcomes could have been created via enrolments in onCourse or through prior learning record imports.

  1. Start from the classes window and locate the class, or group of classes you wish to find the outcomes for.

  2. Highlight the classes, and from the 'Find related' icon in the list view, select 'outcomes'.

    classes find related outcomes
    Figure 347. Finding the related outcomes for the highlighted classes
  3. A new window will open showing the outcomes list. From this list you can run further searches or use the filters to search the outcome list for outcomes in progress, pre-commencement or completed.

    outcomes list view
    Figure 348. Looking at the outcomes list view
  4. This same process can be done from the contact, student or the enrolments list view. Outcomes linked to prior learning records (which are available from the contact or student record) will not show any data in the course or code column, as they were not created via an enrolment in onCourse.

Setting individual outcomes

To set the outcome, modify the start or end date, or delivery mode, simply open the record you wish to change and enter the data. You can also modify the unit/module the outcome is linked to, change the funding source or change the reportable hours.

set outcome status
Figure 349. Setting the outcome status in the outcome edit view

If you wish to add additional outcomes to a student’s enrolment, open the enrolment record to the outcome tab, and click the plus sign to add an outcome. You may need to do this if a student completes an additional unit by RPL, or if the entire class complete an additional unit to what was originally planned in the course.

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.

Setting outcomes in bulk

You can set outcomes in bulk from the Outcomes window by highlighting the outcome records you want to update, clicking the cogwheel and selecting 'Bulk Edit'. You can choose from a number of fields to update:

  • Status

  • Funding Source

  • Purchasing contract identifier

  • Funding source state

  • Purchasing contract schedule identifier

  • Delivery mode

  • Reportable hours

Depending on the field you can either make a selection from the drop down box, or add text into the field, then hit Submit.

Exporting outcome data

All RTOs are obliged to report their training activity data under the AVETMISS standard, as part of their registration obligations. For more information on Total VET Activity Reporting, please refer to the AVETMISS chapter of the user handbook.

There may be other occasion when you need to export your outcome data for your own recording keeping purposes. To that end, onCourse contains some CSV exports you can open in excel that are a little like more user-friendly, readable versions of AVETMISS data.

The 'Class Outcomes CSV' or 'Extended Outcomes CSV' exports in the class window show outcome data, funding sources, and useful information for audit evidence trails like the name of the tutor contact who marked the outcome via the portal.

Another class export called 'Class Attendance CSV' exports an electronic record of the marked class roll, with any comments made for partial attendance or approved absences and the details of the tutor who marked the roll.

extended outcomes csv
Figure 350. A class grouped outcomes export in excel format

Importing and adding prior learning

If you are migrating to onCourse from another AVETMISS compliant student management system, or have students who have completed training at another RTO, you can add prior learning data to a student’s record that can be used to create Certificate records in onCourse and be exported out as AVETMISS data.

Manually adding prior learning records

The education tab of a student record is comprised of four sections - enrolments, prior learning, outcomes and certificates. In onCourse, both enrolments and prior learning can be vocational, and linked to one or more units of competency or be non-vet and linked to no formal study units.

To add prior learning to a student record, click on the + option to the right of the prior learning panel.

Prior learning must have a title - this can be descriptive of the course or training conducted elsewhere. Optionally, the prior learning record can be linked to a Qualification or Skills Set on the general tab, contain reference to an external system reference number e.g. the course code or enrolment code from the previous system and optional descriptive notes.

On the second tab, outcomes, you can manually add one or more units of competency or accredited modules to the prior learning record. It is important you add start and end dates to the units of competency, and a valid outcome status here if you want to report them for AVETMISS or use the unit to create a certificate. If you are adding units completed at another RTO, you should record the outcome status as 'Credit Transfer'.

If you scan any documents, such as a copy of their Certificate, you can add them to the prior learning record also. You will just need to make sure you save the prior learning record first, before adding documents.

Once the prior learning record has been saved, the outcomes attached to the prior learning will appear in the outcomes section of the student’s education record, combined with any outcomes completed by the student via enrolments into onCourse classes.

manual add prior learning
Figure 351. The general tab of the prior learning sheet in the Education tab of a contact
Importing prior learning using AVETMISS files

If you are migrating to onCourse and wish to bring over your student and outcome data, onCourse can import standard AVETMISS files to create student contact records with prior learning data.

There are four built in types of AVETMISS data imports, with different purposes depending if you are importing new data to onCourse, or updating existing onCourse records. If you are importing data into an active onCourse database, please speak with us first to confirm what import option is the best option to avoid creating duplicate student records.

onCourse AVETMISS outcome import

This option is best for colleges starting a new onCourse database who want to import AVETMISS files from another system, and do not have student records in the onCourse database yet. You will need NAT00060, NAT00080, NAT00085 and NAT00120 files for this import. This import will create student records in onCourse, and attach prior learning records to those students. If you run this import twice, you will create duplicate student data. This import does not check for matches.

onCourse AVETMISS student import

This is an alternative import option for colleges new to onCourse to import student contact data only, via the AVETMISS NAT00080 and NAT00085 data. This will create contact records without any learning history.

onCourse AVETMISS outcome update import

This import option is for colleges who already have student contact records in onCourse and wish to update those records with data from an external source e.g. ARMS data for AMEP students. This import will try to match a student to their existing onCourse record based on a firstName, lastName and DoB match, and will create a new student record if it can’t find a match. Note that any student matches found will have their contact data overridden by the data from this import.

This import also tries to match importing outcome data to data already recorded in onCourse, and avoid creating duplicate prior learning records if the record doesn’t already exist. This import will add additional outcome data to existing prior learning records when it finds multiple outcomes belonging to the same qualification code.

You will need NAT00060, NAT00080, NAT00085 and NAT00120 files for this import.

onCourse AVETMISS student update import

This import updates student contact details in onCourse based on NAT00080 and NAT00085 data files imported from another system. This import will try to match a student to their existing onCourse record based on a firstName, lastName and DoB match, and will create a new student record if it can’t find a match.

Note that you could potentially update onCourse student records with outdated data using this import option, so use with caution when importing data from a record set older than your onCourse records.

You will need validated NAT00060, NAT00080, NAT00085 and NAT00120 files first. Make sure these files have been validated in the NCVER AVS tool and are reporting no errors before importing them into onCourse.

To import these files, type Import into the Dashboard, then select the result 'Import…​'. Select the onCourse AVETMISS option required. The import process will prompt you to open each of the NAT files listed above from a location on your computer.

Once you have selected all the required files, click on the import button on the bottom of the window.

31.3. Understanding how outcomes are attached to enrolments

When a VET course is created, qualifications, accredited courses, skillsets, modules and units of competency are set at the course level. More information about setting up VET courses is available in the Courses chapter of our documentation. Classes for the course inherit the units set at the course level. You can see these units by clicking the button under Outcomes in the class record.

When a student enrols in the class, the units of competency attached to the course become the outcomes attached to the student’s enrolment. The start and end date of class become the start and end date of the outcomes, unless you choose to define different dates in the training plan. The settings in the class VET section become the default settings for each outcome for that class, but can be changed on an outcome by outcome basis. Within the class level outcomes can be changed or set, but cannot be deleted and new outcomes cannot be added here.

You can see the outcomes that have been assigned to each student in the class in the outcomes section, in the student’s record in the enrolment section, and in the enrolment record in the outcomes section.

Via the student’s enrolment record, outcomes added in error can be deleted from the enrolment record and additional outcomes can be added. Adding or deleting outcomes needs to be done per enrolment where training and assessment is taking place at your RTO. For outcomes gained in learning outside of onCourse, prior learning records can be imported, or manually added to the student’s education section.

Once outcomes are linked to certificates and the certificate is printed and issued, the outcomes become locked in the system and greyed out so they can’t be edited. If the certificate is later revoked, the outcomes can be edited again.

Training Plan outcomes
Figure 352. A student

Cancelling VET enrolments

Sometimes when you cancel a VET enrolment, it is because it was created in error and you want to delete all the outcomes. At other times, often when the training is funded, you want the enrolment cancelled to make another position available in the class, but have the outcomes retained for reporting purposes.

When you cancel an enrolment, by default the checkbox option retains any outcomes that have had a status set, and deletes any outcomes with a status of 'not set'.

If, at this point, no outcomes have had their status set (for example, the student was enrolled into the wrong class) then all outcomes will be deleted. However, if this was a funded enrolment and you wanted to retain all the outcomes to later mark as 'withdrawn' then you can uncheck this option.

If you are cancelling an enrolment where you have already set all the outcomes, e.g. all set to withdrawn already, leaving this option checked will delete nothing.

If you have set outcomes on an enrolment record and want them deleted, and not retained, then you will need to either set them back to 'not set' before cancelling the enrolment, or you can manually delete them from the enrolment record after processing the cancellation.

If you have created a certificate that includes outcomes from the enrolment, they will always be retained on the student’s outcome and cannot be deleted manually, even if the certificate has been revoked.

cancel enrolment
Figure 353. Cancelling an enrolment and deleting all unset outcomes

31.4. CSWE courses, classes and outcomes

Setting up Certificate in Spoken and Written English (CSWE) courses

Some colleges who deliver CSWE courses run open English language programs at different levels, aligned to the levels available in the CSWE program. Students enrol in course that is of an appropriate level and when a class group is formed, the tutor then assess the students and selects appropriate units from the CSWE curriculum for them to work towards. Some students in a class group may be working towards a single unit, while others may be working towards multiple units. Some students may be fee paying, some may be funded under various government programs. Some students may enrol in a class two or three times before attempting assessment against a CSWE unit and some students may not wish to be assessed at all. All of these circumstances combined can make headaches for the English classes coordinator who both wants to make sure the students and tutors needs are met, as well as reporting accurate statistics for funding purposes.

Setting up the course

onCourse includes all the available TGA data relating to accredited courses and classes. Unfortunately, TGA isn’t able to provide details of accredited course modules, but for both the current and recently expired CSWE, we have built in all the modules to onCourse so you can select those you deliver.

If your college chooses different modules for each class, when you create a CSWE course, simply add the accredited course code to the VET page but leave the module list empty. If you always use the same modules, you can set up your CSWE course like any other VET course, with accredited course detail and modules.

If you do not set any modules in the course, student enrolling in CSWE linked classes will be given a VET-flagged but non accredited outcome, named whatever your course is named. You will override these outcomes later when you have the correct module information for each student.

Enrolling students in CSWE classes.

You can enrol students in CSWE classes like you would in any other program. It doesn’t matter if you mix AMEP, BACE and fee paying students together - the outcomes you set later on will separate them for AVETMISS purposes.

We realise many students attending CSWE classes may have enrolled in English classes at your college previously. Knowing the student language background, what classes they have attended, and what units they have completed will assist your tutors in selecting the best units for their current enrolment.

Once your students are enrolled and classes are ready to start you can print the Student Details Report from the class window, which will provide the tutors with the information listed above.

Setting CSWE outcomes.

Once your tutor has reported back to the college each of the outcomes attempted and/or achieved by each student in the class, you can enter the data into onCourse, ready for your AVETMISS exports.

Go to the enrolment window and search for all the students in the class group you wish to work with by conducting and advanced search on the course code and class code.

The outcome tab of each student’s enrolment will show a non-VET outcome. Open it and change it to the first CSWE outcome you wish to record. You can also set the funding source information in this window.

You can also add additional outcomes to the enrolment if a student has attempted more than one module during this class by clicking the plus sign.

If a student chooses not to be assessed against any outcomes, you either leave them with the VET flagged non-accredited outcome or choose a VET outcome and set it to 30 - Competency not achieved/fail or if you have documented evidence that they have refused assessment, yet successfully attended the class, you can set a suitable module outcome to 81 - Non-assessed enrolment - Satisfactorily completed

31.5. VET delivery hours

How and where onCourse records and calculates student contact hours

VET data in the class window

On the class window, there is a tab called VET, which contains fields that are useful for RTOs and relate to AVETMISS and other delivery statistics. There are also three AVETMISS specific fields 'Delivery mode', 'Funding source' and 'DET booking ID'.

Delivery Mode

This refers to how the class is conducted. Most programs are classroom based, and this is the default value. You can also change this at the outcome level if necessary, e.g. if one student completes the program by distance.

Funding Source

This refers to how the class is funded. These are set selection of national codes. You can also change the funding source at the outcome level, e.g. for AMEP funded students. For more information, visit the NCVER site.

DET Booking ID

This field is specific to the NSW APL report. Visit Training Market NSW for more information on reporting and lodging your data.

Information about the qualification, accredited course, skillset, modules and units of competency delivered in your class are set at the course level.

Nominal hours, classroom hours and Student Contact Hours

The following fields in the class relate to your delivery hours and AVETMISS reporting. This section has been deliberately made complex to assist our clients who are obliged to report AVETMISS for both VET delivery and non-VET delivery.

Qualification Hours

These are the nominal hours set by NCVER for the qualification. Often, this field is left blank, which is acceptable for AVETMISS. You can also add the nominal hours to the qualification yourself in the Qualification table.

Nominal Hours

The nominal hours field in the class is the total of the nominal hours of the units of competency assigned to the course. While the nominal hours for each unit are usually set by NCVER, you can override them or add them where they are missing in Module/Unit of Competency record. You can edit these values when you attach units to courses by double clicking on the unit record.

Classroom Hours

The total hours you have defined as scheduled activity by setting sessions or by defining the minutes per sessions and number of sessions. This is not reported as part of AVETMISS for real VET outcomes - it is for your information only.

Reportable Hours

These are the hours that will be reported against each enrolment in the NAT00120 file. They default to the nominal hours of the units attached to the course. If there are no nominal hours set in the unit, i.e. in a non-VET course, the nominal and reportable hours will default to the classroom hours. You can override the reportable hours field to the classroom hours or any other number that you wish to export in its place for non-VET courses only. You can also override the reportable hours in each outcome, if they differ from the unit nominal hours.

If you have created a class which has units of competencies assigned and not set nominal hours for these units, your contact hours and reported hours for these outcomes will always be zero.

Reportable hours based on delivery hours only populate non-VET outcomes.

Student Contact Hours

This totals the reportable hours in the outcomes attached to the class. This can also be simplified to number of students x total class nominal hours for most cases, but in VET classes, some students may have different units assigned or different reportable hours for their units. SCHs are often used by funding bodies to measure delivery. If you have not set nominal hours in the units of competency, your student contact hours will calculate to zero. If your classes' course does not have units of competency assigned to it e.g. it is a non-VET course, the student contact hours will by default equal the classroom hours x number of students, unless you override the reportable hours field in the class.

The report Class funding will provide you with summary information, per qualification, per funding code of how many student contact hours you have delivered over the classes selected for the report. This can be used to check at various points during the year, the number of hours you have delivered that compare to your funding targets.

31.6. Courses by Cluster

How to set up qualifications that are delivered by internal clusters where units of competency overlap

Clusters, in this case, refers to an internal grouping of units of competency that a college delivers to break up a qualification into teaching-focused groups of units. Sometimes one unit from a qualification may be delivered across multiple clusters, and a student must successfully complete the assessments in each cluster to achieve competency in the unit. For example the Qualification Certificate IV in Training and Assessment has 12 units in total, but the four Environment units are assessed in each cluster.

The course is delivered in three clusters and each cluster has a fee that applies to it.

Creating the Qualification

Create a new course and attach all the units that you deliver as part of the qualification. This is the formal enrolment where you will record the student’s completion of outcomes once assessment has been sufficiently completed across your various clusters.

This is the course that you will advertise on your website, so make sure you include the full course description and information about how you deliver the program.

Next, create a class for this course, entering the dates, student fees and venue information. Details on how to create a class is available in our creating Classes chapter. Make this class visible online so students can enrol.

You may choose to set up this course as an 'application fee enrolment' and advise the students of the full fee within the course description. You can learn more about enrolments by application in our Applications chapter.

Creating the clusters

The cluster courses that you create are for your scheduling and management purposes only. They will not be advertised online, as you will enrol students in these classes as appropriate.

The clusters that you create are not VET courses - do not attach the qualification or units of competency to these records. You can put details of the units and content covered in the description if you wish.

Set up each course and class with the assigned sites & rooms, tutors and sessions.

Enrolments and Payment

As onCourse will invoice students class fees, you can allow students to make full payments or part payments at the time of enrolment.

For example, you could set the full fee on the first class and track students as they make payments towards this total amount. Alternatively, you could set up multiple classes with fees attached, so students are only invoiced for a portion of the course fee each time they are enrolled in a new cluster.

Learn more about payment plans in our Payment Plans chapter.

31.7. Quality Indicator Reporting

All RTOs registered with ASQA must provide an annual summary report to ASQA of their performance against the learner engagement and employer satisfaction quality indicators. You are required to send a survey to every student who undertakes VET training with your college (the Learner Questionnaire), and to every employer with whom you conduct traineeships (the Employer Questionnaire). Read more on ASQA’s requirements here. Remember that students and employers don’t have to complete these surveys, but you do need to send them out.

You will need to collate the responses and complete ASQA’s Quality Indicator annual summary report.

Using SurveyMonkey

SurveyMonkey is an online survey tool which can help you remove any paper from the survey process. SurveyMonkey has some pre-existing templates for the Questionnaires so you can get started very quickly. Set up a new account and then add them:

There is no cost for copying these templates, and SurveyMonkey has some cheap or free plans, depending on your usage needs.

Other survey tools

You might also want to look at FormStack, SurveyGizmo, Google Forms and wufoo forms as some other survey tools. While you might need to create the survey yourself, each of these tools has some interesting strengths.

There are two ways to send students a link to your survey automatically.

Integrated option

In this option, onCourse sends SurveyMonkey or SurveyGizmo details of each student completing a VET course. The survey tool then sends out an invite to the student, with a link to the questionnaire.

The advantage of this approach is they you can log into your survey tool to see a list of all the students who have not yet responded. There are features there which allow you to send reminders. You’ll need a paid account with the survey tool and this option takes a bit more work to set up.

Information on how to link your onCourse to your Survey Provider Account in our External Integration chapter.

Alternatively you can just email the student a link to the questionnaire. This will work with any third party tool, but you will not easily be able to generate a list of students who have not completed the questionnaire. Mostly this doesn’t matter, because you only have to invite the student to complete, not ensure they respond.

Instructions for getting the SurveyMonkey link.

Instructions for getting the SurveyGizmo link.

These links are then added to an email template that can be sent out to all completed students. The records of the emails will be stored in onCourse, while the Survey results will be stored on the third party tool.

32. Assessment

32.1. Assessment in onCourse

Assessments are tasks that you create and assign to classes in onCourse. When an assessment task is assigned to a class, it has a release date, due date and assessor nominated.

An assessment comprises a name, description and attached documents, and is designed to:

  • Instruct the candidate, or student, of the assessment activity they are required to complete for the assessment task

  • Instruct the assessor, or tutor, of the marking guidelines and criteria for the assessment

32.2. Creating an Assessment task

Assessments can be set as 'active' or 'not active'. Only active assessments can be assigned to classes.

  1. Type 'Assessment tasks' into the Dashboard search and click the link to open the Assessment tasks list view

  2. In the bottom right-hand corner, click the plus button to create a new assessment task

  3. Give your assessment task a code and name you will remember. This is how you will look up the task later.

  4. Add a description to the description field that describes the overall assessment task and its requirements. This will be visible to candidates and assessors in their web portal. The description field allows for rich text entry, so you can format your text with headings and other elements to make the content easy to read.

assessment task general
Figure 354. The general tab of an assessment task

Any content added to the notes tab is internal, and will not be visible to candidates or assessors.

To add a document to the assessment, click the + button to the right of the Documents heading, type the name you gave the document in onCourse, or click the Browse button to upload a new document from your machine. Add any assessment documents to distribute to the candidates or assessors. Be sure to set the appropriate permission for each document attached e.g. 'Tutors and enrolled students' for documents that the candidates and assessors can access like the assessment task instructions, and 'Tutors only' for documents that only the assessors can access, such as marking guides.

assessment task documents
Figure 355. Adding an Assessment Guide pdf to the assement task record

When you’re done, save and close the assessment task. By default, it will be set as 'Active', so you can add it to classes.

32.3. Assigning an Assessment task to a class

After you have created your assessment tasks in onCourse, you can assign them to classes. To do this:

  1. Open an existing class and click on Assessments in the right-hand column.

  2. Click on the plus button next to the heading Assessments.

  3. Type in the code or name of the assessment task to look it up and add it to the class.

  4. Select from the existing class tutor list who will be set as the assessor responsible for marking this assessment task for the class group. You can select multiple assessors if multiple tutors are assigned to the class.

  5. Enter an optional release date. The release date is when the assessment task is made visible to students enrolled in this class through the portal. You may choose to make this a date prior to the class commencement, on commencement, during or after training. If you do not set a date here, the assessment task will be available on enrolment.

  6. Enter a due date. This is when the students are required to submit their completed assessment task.

  7. Save the class to save the assessment. You can repeat this process to add multiple assessments to a class as needed.

During the class duplication process your assigned assessments will be duplicated also, and moved forward by the same date schedule, unless you uncheck this option.

add assessment to class
Figure 356. Adding an assessment task to the class and setting the due date and time

32.4. Assessment tasks list view

The Assessment task list view uses pre-populated filters for the status, and comes with its own set of Assessment specific tags. You can add to or delete the individual tags, but the tag and tag group cannot be edited. Assessment tasks can have more than one tag.

assessmentListview
Figure 357. Assessment tasks list view

32.5. Training and Assessment Plans

Assessments assigned to the class inform the training and assessment plan for that class.

In the VET section of the class record, you will see all sessions, outcomes, and scheduled assessments for a class under the heading 'Training Plan'.

Assessments will be mixed with the scheduled sessions based on their date. Some assessments will have due dates during the class training period where other assessments will have due dates after the training period is complete.

For each assessment task, you can indicate if a scheduled unit of competency will be assessed via that task by assigning the unit to the task.

In this example, there is an assessment task due on 5 Feb (with an open related icon link). This assessment task has been linked to the third unit of competency listed in the class. Assessment tasks can be linked to more than one module if need be.

If the assessment due date is after the class completion, outcomes attached to the assessment will have end dates linked to the due date.

link assessment to unit
Figure 358. Here you can see assessment CERTIIIAIN_WP is due 5th Feb and covers the CHCAC12A module

The training plan set up in the VET section can also be modified in this view. There is a tick / untick all units assigned to a session date. This allows you to set up the training plan per column of this view.

You can tick or untick all sessions assigned to the unit. Next to each unit code is a chevron that appears when you hover over the name. Clicking here give you a drop down list to assign the unit to all sessions and tasks, or unassign the unit to all sessions and task. This allows you to bulk edit the training plan per row.

Between the column and row edit options, you can quickly create your class training and assessment plan.

bulk assign unit
Figure 359. Assign the module (unit of competency) to all sessions and tasks in bulk

How training and assessment plans calculate outcome start and end dates

Outcome start and end dates are inherited from the class attendance settings. If you have an Assessment task attached to the outcome the end date will be the last due date of the last Assessment task.

If you class has no scheduled sessions (a self paced class) the outcome start and end date will default to the day the student enrolled (start date) plus the 'maximum number of days to complete' (end date). If no 'maximum number of days to complete' has been set, the end date will default to 12 months after the start date.

33. Certification

There are two types of Certification available within onCourse:

  1. Vocational Education Training (VET) Certification, which creates a permanent record stored in the database for compliance purposes, and forms the basis of NAT00130 Program Completed data reported to NCVER that is used to create the student’s official USI Transcript.

  2. Certificates of Attendance for non accredited and professional development course certification. No formal register of this type of certificate creation is stored in onCourse, nor is their issuance reported to any formal bodies.

This chapter of the user documentation covers the creation, customisation and distribution of both these types of certificates.

33.1. Creating Certificates

There are three parts to the process of creating certificates in onCourse.

1 - Creating the certificate record

This is either done automatically as part of a scheduled script, manually as part of a bulk process for a group of students, or individually.

2 - Verifying the certificate record

Before printing, check the details are correct. Additional validation will also take place during the print process.

3 - Printing the certificate record

This 'locks' the certificate record for further editing and creates a printed Certificate and Transcript based on your certificate report templates and selected background.

certificate window
Figure 360. Certificate list view - this is the register of all certificates created,printed and revoked in your organisation

Step 1 - Creating the certificate record

Automating the Certificate creation process

There are two pieces of the VET certification process you can automate with default scripts. You can choose to enable one or both of these scripts depending on the business automation aspects you wish to use:

  1. Automatic Creation of VET Certificates: This script creates the certificate records. It looks at the units attached to the student’s enrolments, and the Qualification properties of the course they have enrolled in. When all units from the enrolment have been assigned outcomes, the script creates either a Statement of Attainment or Qualification/Skill Set certification for the student.

  2. Send certificate vet created notification: This script issues a generated PDF copy of the students certificate to their Portal page. It if the certificate is eligible to be printed based on the student’s USI status being verified, and then prints the certificate, attaches it to the enrolment record, uploads it to the portal and sends the student an email notice where they can click and retrieve their certificate without a password (for 7 days) or retrieve by entering a password past 7 days.

Enabling the automatic VET Certificate creation script

Like most included scripts, the 'automatic creation of VET Certificates' script is disabled by default. If you wish to automate this script you will need to enable it in the Automation window.

The script checks at 4am every day check for outcomes which have been modified in the previous 24 hrs. If any outcomes attached to the enrolment are not yet marked, the enrolment is skipped for certificate creation. When all outcomes have a status, then the certificate creation process is triggered. This means if outcomes are marked over time, the certificate will not be created until the last outcome of the enrolment is marked.

Creating certificates manually

If you have a student who has collected units of competency across multiple enrolments, and you want to print a certificate showing this, you can create a manual certificate directly in the certificate window, selecting your choice of qualification reference and appropriate units from their entire transcript list. To create a certificate record manually:

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

  2. Type the student name into the first field. This field is clairvoyant and will detect results as you type. The 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, Accredited Course or skill set 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 or skill set, select 'Satisfies complete qualification or skill set'. 'Statement of Attainment' will be selected by default.

  5. Select the + sign next to Transcript to begin adding modules/units from the students record to the certificate. You can add as many as you need – you must ensure that you only add units that meet the qualification packaging rules of the qualification or skill set 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. By default, the Awarded on date will be the date you created the certificate record. Edit this if needed. At this point, the Issued on date will be blank, and will be set based on the date you print the certificate. You can manually set this date now if needed.

  7. Add any public notes that you wish to display on the certificate face, such as information about the funded program that this certificate was delivered under, or the language the training was delivered in (if not English).

  8. If your certificate should have an expiry (E.G. a first-aid certificate), you can enter the expiry date into the expiry date field.

  9. When the information is correct, select save.

  10. Created certificates appear in the Certificates window. From this window, you can print the certificates. Select the Share icon > PDF > and choose which certificates you wish to print. Ensure you select a certificate PDF report.

certificate edit view
Figure 361. Certificate edit view in full screen mode
Creating certificates in bulk
How to create certificates for a class group

If you wish to create certificate records for the whole class group, we recommend creating the certificate records from the class cog wheel option. You can do this by going to the Classes window, clicking the cogwheel icon, then selecting 'Create certificates'.

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

  2. Select the cog wheel option 'Create certificates'. This will automatically create Statements of Attainment or Qualifications (depending what was chosen at the course level and the student’s outcomes) and transcripts for each student enrolled in the class. These records are created in the certificate table.

  3. Open the certificate window and edit any certificates that need changes and/or delete any certificate records that have been created for students who are not eligible for certification. Units can be added or removed from individual certificates as needed, but only prior to printing.

  4. You can create the certificates, but will not be able to print them, until each of the outcomes are set. Ensure the outcomes have been set in the class outcomes window, the enrolment records or via the student’s contact record.

  5. From the certificate window, click the Share icon, select PDF and print the certificates as needed.

How to create certificates from enrolment records

If you wish to create a certificate based on a single, or group of student’s enrolments, then you can do the same thing from the enrolment window by highlighting an enrolment or group of enrolments and using the cog wheel function to create the certificate records. This option only picks up outcomes attached to the particular enrolments you have selected (manual outcomes can be added to enrolments prior to certificate creation if needed).

  1. Highlight one or more enrolments in the enrolment list view window.

  2. Go to the cogwheel and select the option 'create certificate(s)'. This will automatically create Statements of Attainment or Qualifications (depending what was chosen at the course level and the student’s outcomes) and transcripts for each student enrolled in the class. These records are created in the certificate table.

  3. Open the certificate window and edit any certificates that need changes and/or delete any certificate records that have been created for students who are not eligible for certification. Units can be added or removed from individual certificates as needed, but only prior to printing.

  4. You can create the certificates, but will not be able to print them, until each of the outcomes are set. Ensure the outcomes have been set in the class outcomes window, the enrolment records or via the student’s contact record.

  5. From the certificate window, click the Share icon, select PDF and print the certificates as needed.

When generating certificates from the cogwheel in either the Classes or Enrolments windows, remember that Not Set outcomes will not be included. If all related outcomes are Not Set then a certificate will not be produced.

Certificate generation logic

Here is a quick explainer of the logic onCourse uses to determine whether a statement of attainment, full qualification or certificate of attendance should be generated when certificates are generated manually via the cogwheel:

Full Qualification

Created when the course modules are marked as sufficient for a full qualification, and that the outcomes have either of the following statuses - competency achieved, RPL granted, credit transfer or RCC granted.

Statement of Attainment

Created if the course modules are marked as sufficient for a full qualification but at least one of the outcomes is not marked as complete. This will show a dialog box asking if you’d like to create a statement of attainment which a checkbox in it. Mark the checkbox to create a statement of attainment. If the check mark is not checked, nothing is created. A Statement of Attainment is also created if the course modules are not sufficient for qualification, regardless of outcome status.

Certificate of Attendance

is a non-VET certificate, awarded when a course has no VET modules attached. These can be awarded regardless of attendance marked during the class.

Step 2 - Verifying the Certificate

Manual verification prior to printing

Certificate records in onCourse can either be full Qualifications, Statements of Attainment working towards a Qualification, Statements of Attainment with no qualification reference, or a Statement of Attainment for a skill set.

If you have created the certificate from the course or enrolment cogwheel process, onCourse will select the most appropriate certificate type based on the course settings and the student’s outcomes. For example, if a student enrolled in a complete qualification has one or more outcomes not set, a Statement of Attainment, rather than a Qualification will be created for them. You may need to add the missing outcome status and then change the certificate type to 'qualification or skill set' prior to printing.

You should confirm the certificate record was created automatically is of the correct type prior to printing as this cannot be changed afterwards.

It is worth noting, that as with the course set up process, onCourse does not contain any reference data to determine if a full Qualification is valid or not. It is up to you as the certifying RTO to ensure when you create and issue a certificate record you have deemed a qualification, the student has achieved sufficient outcomes those outcomes are attached to the certificate record.

You can also choose to attach unsuccessful outcomes to the certificate record, for example, outcomes where the student has withdrawn or been deemed not yet competent. These outcomes will print on the accompanying transcript that is generated when you print a certificate, but will not print on the Statement of Attainment certificate face. Only successful outcomes will print on the certificate face.

If you wish to alter the Awarded on date from the default date the record was created, or the Issued on date from the default date the certificate was printed, you should do this prior to printing. These fields can be changed after printing if you notice the dates are incorrect, and the certificate reprinted.

Add any public notes that you wish to display on the certificate face, such as information about the funded program that this certificate was delivered under, or the language the training was delivered in if not English, need to be manually added during the pre-printing verification process. There is no automatic population of this data from anywhere in onCourse. You can add information to this field, and the private notes field, after printing if you require, and reprint the certificate.

Certificate record verification during printing

When you attempt to print a certificate created in onCourse, the following verification checks will take place. If the certificate is not valid, you will not be able to print it until you have corrected the data.

  1. You can attach any outcome from a student’s transcript to the certificate record, but if you attach an outcome where the status has not yet been set you will not be able to print the certificate. Update the outcome status in the student’s record first, then attempt to print again.

  2. If a certificate record contains all unsuccessful outcomes e.g. 40 withdrawn, it cannot be printed. You may choose to delete this type of certificate record.

  3. As of 1 January 2015, it is mandatory for all student’s being issued a VET certification to have a verified USI on record. During print attempts, a check is conducted against the student record and, in the abscence of a verified USI, the print process may be denied. If the student doesn’t have a USI or doesn’t have a verified USI, an access control option can allow you override this restriction and print the certificate. More information is available in our USI chapter.

Revoking Certificates

On occasion a printed certificate will contain an error, like a misspelled name.

After printing a certificate, if you determine the certificate was printed in error, you can choose to revoke the certificate using the cogwheel option. This maintains the certificate reference in the database, with a note as to why you have revoked it.

A revoked certificate cannot be printed, but other valid certificates can be reprinted at any time. The last date you printed the certificate is automatically recorded in the certificate record.

To print a single certificate, go to the Certificates list view then hit the share button. Select the type of certificate you’d like to print and the background you’d like to use, then hit Print. A PDF version of the certificate will appear for you to print off for a student, or attach to an email to send to them.

Customising the layout of your VET Certificate template

The certificate templates in onCourse contain the information about the certificate that is stored in the onCourse database, like the student name, qualification name and code and unit names and codes.

Your RTO contact and registration details, logos, other required certificate logos and any other fixed visual elements in a printed certificate template should be in your background document.

When you print a certificate record from onCourse, the onCourse certificate record information is overlaid on your background document to create a AQF compliant certificate. You can store multiple report background types in onCourse to use during printing.

Certificate Backgrounds

The standard Qualification report includes a second report, the transcript, as the second page while a Statement of Attainment is only a single page report.

If you already have a certificate background you have had professionally designed, which you order from the printers, you can choose to embed this background in the report. You should request a A4 PDF of your backgrounds from your designers first.

If you do not have a professionally designed background, you can easily create your own using a simple word processing tool. Keep in mind the ASQA guidelines for issuing certificates and the appropriate use of the formal logos, when designing your backgrounds.

You will also need a second page PDF background for the transcript report.

If you create and upload a two page PDF, comprised of your Qualification background design followed by your letterhead or transcript design, for example, these pages will be used correctly when printing the combined report from onCourse. If the transcript is more than one page long, the second page of the template will be used for the subsequent pages printed.

If you are printing Qualifications in bulk, onCourse will recognise when the student record has changed to the next student and therefore apply the first page of the PDF background again as this is a new Qualification.

When creating a background for a Statement of Attainment report, only a single page background is required. On occasion, Statements of Attainment may contain reference to more units that can fit during printing on a single page. In this instance, the report will be split into multiple certificate pages. Each certificate number will be appended with a page number on printing e.g. certificate 472 may display as 472/1 and 472/2 if multiple pages are created.

If you are manually printing a range of Statements of Attainment and Qualifications to the printer at a time, and you have different backgrounds for these reports, you need to print them in two groups - once group the Qualifications with their background chosen, the next group the Statement of Attainments with their background chosen. If you use the onCourse automated script to run the print and issue process, the correct background will be selected automatically.

There is more information about how you can create and update report backgrounds in Using reports.

Certificate signatory name and title

You can update the signatory name for your Certificate reports via the AVETMISS tab / General Preferences settings of onCourse. Remember that this field will appear as one line on your Certificate report, so you would add the name and title of the nominated signatory name in the one line. Go to the Preferences window and click on the AVETMISS section and add the name to the 'Full certificate signatory name' field. Whatever content you add to this field, will appear automatically within your Certificate Reports, unless your custom report has this information hard coded into it.

If you require a different layout for the signatory fields i.e. two names, name and title on separate lines or embedded digital signature, we recommend you put all this data in the background and remove the signatory details from the onCourse report templates.

EditSignatoryNameViaAVETMISSTab
Figure 362. Updating signatory name via General Preferences
Changes to the report templates

Within the onCourse user interface, you can make some simple customisations of your certificate template wording. More detailed customisations require you to edit the report outside of onCourse.

If you wish to make other changes to the fixed wording, the font sizes or styles or embed any other images into the certificate templates, then you will need to modify the report files outside of onCourse.You can do this yourself, or you can request a quote from ish to do this for you if you are on any of our support plans. There is more information about custom reports in our reports chapter.

Printing Certificates with QR Codes

By default, the onCourse Statement of Attainment and Qualification Certificate templates print with an embedded QR code and unique URL for online certificate validation through the onCourse Certificate Verification Service.

This service allows employers or other RTOs to verify the issuing data presented to them in PDF or paper format against the RTOs records, without having to make personal contact with your admin staff. The end user can scan the QR code, or visit the www.skills.courses URL and type in the verification code. They will then be shown the name, qualification and/or units of competency that the certificate was issued for, plus the issuing date and issuing RTO details.

This online validation service allows you to meet your RTO obligations to ensure your Certification process is secure and difficult reproduce in a forgery context, and also to make your certification documentation accessible to past learners.

If you do not wish to print certificates with QR codes you can uncheck this option during the print process.

print with qr code
Figure 363. Printing a certificate with the QR code option enabled
Examples of default Certificate layouts
Standard Qualification

To create a qualification for a student you need to ensure the following:

  1. If you are creating the Certificate directly from the class or the enrolment, the course has to have the option 'satisfies complete qualification or skill set' checked and be linked to a qualification by its national code to create a certificate of type 'qualification or skill set'.

  2. You need to manually confirm that the qualification record you are creating meets the training package requirements, by adding sufficient and valid units of competency from the student’s record which they have completed successfully.

  3. When you print a Qualification you will also print a transcript which shows the outcomes status of each unit you have selected. Unsuccessful outcomes you have added to the certificate record will also print on the transcript. It is your choice to add these to the certificate record or not, depending on your organisation’s policies.

CertificateQualificationPageOne
Figure 364. Standard Qualification Certificate layout without a print background
CertificateQualificationPageTwo
Figure 365. Standard Transcript layout without a print background
Qualification for a Traineeship/Apprenticeship

As per the instructions above for creating a standard Qualification, you can modify a qualification certificate record to show the text 'achieved through Australian Apprenticeship arrangements' by entering this text in the public (printed) notes field in the certificate record.

qualapprentice
Figure 366. A qualification achieved via an apprenticeship arrangement
Statement of Attainment with qualification reference

To create a Statement of Attainment that references a qualification to need to ensure the following:

  1. If you are creating the Certificate directly from the class or the enrolment, the course has a qualification defined, and 'satisfies complete qualification or skill set' is not checked you will create a Statement of Attainment record linked to a qualification. If you have not defined the reference qualification in the course, you can define this in the certificate record before printing.

  2. Any unsuccessful outcome you add to the certificate record will not print on the certificate face, but will print on the accompanying transcript.

StatementOfAttainment
Figure 367. Standard Statement of Attainment layout with reference to a qualification
Statement of Attainment without qualification reference

If you wish to create a Statement of Attainment that doesn’t include a reference to a qualification, you need to ensure that National Code field is left blank in the certificate record. Otherwise the instructions are the same as above.

soanoqual
Figure 368. Statement of Attainment layout without a reference to a qualification
Skills Set Statement of Attainment Certificate

A skill set is a relatively new concept of a fixed grouping of units of competency to meet an industry need, that are less units than completing a whole qualification. Skill sets are defined by Training Packages and available on training.gov.au, and their names and codes are automatically downloaded into onCourse, along with units of competency and qualifications. You could think of a skill set as a mini qualification. In onCourse, they are treated similarly to a qualification, as in a student has to be competent in all the skill set outcomes to be issued a complete skill set.

Like a qualification, completed skill sets are reported in the AVETMISS NAT00130 file. Normal Statements of Attainment are not reported.

If the course has been defined as being a 'complete qualification or skill set', and the student has successfully completed all the units of competency, then onCourse will attempt to create a skill set certificate for the participant.

If you are manually creating a skill set certificate, you need to select the option inside the certificate window 'qualification or skill set' rather than Statement of Attainment, even though a skill set is a type of statement.

On training.gov.au, each skill set includes suggested words for the Statement of Attainment. If you wish to add these words to your printed certificate, be sure to copy and paste them into the Certificate public (printed) notes fields.

Below is an example of a Skill Set Certificate record, and a printed copy of the certificate using the default onCourse template with no background.

skillset certificate set up
Figure 369. A Skill Set certificate record
soaskillset
Figure 370. Statement of Attainment layout for a Skill Set Certificate without a background

Certificate Distribution

If you wish to distribute your VET Certificates electronically, you can either enable the default onCourse script to schedule this print and distribution process automatically, or you can manually print and distribute the PDF.

Scripted Certificate Distribution

A default onCourse script called 'send certificate vet created notification' is available to enable so you can automate the printing, upload to the portal and notification to students of their VET certificate availability.

By default, this script runs at 5am each day and prints all unprinted certificates in the database, where the student has a verified USI.

Before you enable this script you need to ensure you have created and tested the printing of the certificate reports with the following backgrounds:

vet_qualification_background.pdf

This background is for printing certificates of type full Qualification. It should be a two-page background with a certificate face page, followed by a transcript page background

vet_soa_background.pdf

This background is for printing certificates of type Statement of Attainment. It should be a two-page background with a certificate face page, followed by a transcript page background

vet_skillset_background.pdf

this background is for printing special Statements of Attainment that are of full Skill Set type. It should be a two-page background with a certificate face page, followed by a transcript page background

This script sends the message template 'certificate available' which you should adjust as needed before enabling the script. Keep in mind this message template is also used by the script to send non-VET certificates, 'send certificate created notification', so if you adjust it, and use both scripts, then the wording needs to make sense for both VET and non-VET courses. Alternatively, you could make a copy of this template, and use two different versions, one for each script.

When the script runs, it will send an email, with the default template encouraging the student to complete the course feedback process in the portal.

vet cert email
Figure 371. Email to notify the student their certificate is available
portal feedback
Figure 372. After clicking on the link in the email the student can provide feedback
vet soa email sample
Figure 373. Statement of Attainment PDF available in the portal for the student to download or print
Manually creating and issuing PDF Certificates

Once you have printed a Certificate to PDF, you can either send the PDF as an email attachment (outside of onCourse) or attach the Certificate PDF record to the student’s Enrolment using the onCourse document management system so it is available in the student’s skillsonCourse portal. You can also send them an email with the link to access it.

  1. Print the Certificate to PDF with the background of your choice.

    printing a certificate
    Figure 374. Printing a certificate
  2. Save the PDF file to a location on your computer, and give it a name that makes sense for later retrieval i.e. the student’s name and qualification.

    saving a certificate on your computer
    Figure 375. Saving a certificate to your computer
  3. Find the enrolment you want to attach the certificate in the enrolments list view.

    enrolment list view
  4. Open the enrolment record and click the + button next to the Documents heading.

    enrolment edit view attachments tab
    Figure 376. Attaching the certificate to the enrolment record
  5. Type the name you gave the uploaded file in onCourse into the search bar that appears, it should appear as a search result to select. More information about how to upload a file can be found in our document management chapter.

When uploading the Certificate you will need to set the Access level to 'Tutors and enrolled students' otherwise the student won’t be able to see if in skillsonCourse.

attaching certificate enrolment

Once the Certificate is attached to their enrolment record, the student will be able to see the file and download it in their skillsonCourse portal. Send the student an email advising them the certificate is available in the portal.

If you create an email template to this, you can use the code ${enrolment.student.getPortalLink(document)} to send the student a login free link directly to retrieve their Certificate.

After 7 days, this login free link expires, however the student can still click the link and login to access their Certificate again at any time. If you want to extend the link beyond 7 days, to say 30 days, format the link ${enrolment.student.getPortalLink(document,30)}

33.2. Verifying VET Certificates issued from onCourse

onCourse supports your requirement to verify VET certification for Employers, other RTOs and interested parties with the Certificate Verification Portal. The Portal is an automated verification service of VET Certificates and Statements of Attainment issued in onCourse using the QR code printing function. See Printing Certificates with QR Codes for more information on printing your certificate with a QR code.

Interested parties can confirm the certificate was issued to the student named without the need to contact your RTO.

The Employers or RTOs have three options to access the service.

  1. From a tablet or phone, scan the QR code using a QR code reader. This will prompt them to visit the portal.

  2. From a computer, tablet or phone, open the PDF certificate and click on the QR code. This will prompt them to open the Portal.

  3. From a computer, tablet or phone, go to the URL http://www.skills.courses and typing in the unique certificate code.

A verification page will be displayed with an electronic record of the units successfully completed, student name and date of issue.

A revoked certificate or statement will state it was revoked. If the code used is invalid, or a false code used, it will display 'no certificate found'.

verified soa
Figure 377. A verified Statement of Attainment

33.3. Exporting Certificate data

As an RTO, you may be required to provide reports of the certificates you have issued to your VET Regulator. In Western Australia, a defined format for providing this information existing in a format called the Client Qualifications Register (CQR).

In other states and territories, there is no set defined format, outside the AVETMISS data reporting of the NAT00130 file.

onCourse contains both a CQR layout export CSV option for use in WA and a generic Certificate CSV export option for use in other jurisdictions. Both of these file formats can be opened in Excel, Numbers or other spreadsheet or text editing tool of your choice to view or edit.

To access these exports, first select the records in the certificate window you wish to export by either running an advanced search or by highlighting the records in the window. Then click the Share icon, select 'Excel', then select the CSV export and click Share.

The export will download the spreadsheet to your browser after running.

certificate CQR export
Figure 378. Exporting certificate registrar data in the CQR format

33.4. Non-VET Certificates of Attendance

Certificates of Attendance can be created manually and printed to paper for distribution, or automatically created when the class is finished and distributed via PDF upload to the skillsOnCourse portal, with automatic email notifications to students.

By default, the automated script is disabled in new onCourse databases, but you are free to enable or disable this script as your require.

Manually 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.

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

  2. Select Share > PDF > Certificate-Attendance, then click 'Share'.

  3. The certificates will be created on in a PDF file within the browser, which you can then print or save and send to the student electronically. When printing from the Class record, the whole class’s 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. Alternatively you can print a Certificate of Attendance for a single student by going to the enrolment window, highlighting the student’s enrolment and selecting Share > PDF > Certificate-Attendance

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

Manually creating a Certificate of Attendance for a VET class student

On occasion, a student may attend a VET course but choose not to be assessed. If they have met your attendance requirements, you may choose to issue them a Certificate of Attendance.

You can do this by going to the enrolment window, highlighting the student’s enrolment and selecting the Share icon > PDF > Certificate-Attendance, then click 'Share'.

Please note that if you have named the course the official title of the Qualification or Unit of Competency (e.g. Certificate IV in Frontline Management) their Certificate of Attendance will include that wording.

No certificate record is created in the certificate table for the printing of a Certificate of Attendance. This is just a printed report.

Certificate Attendance
Figure 379. Certificate of Attendance printed for a VET student who chose not to be assessed

Automatically create and issue Certificates of Attendance

The onCourse script "send certificate created notification" is an automated process that will:

  1. Checks at 6am daily for all non-VET classes that had their last session the day before

  2. Optionally check for 80% or other minimum attendance requirement before creating the certificate

  3. Print to PDF a Certificate of Attendance using the background template "certificate_attendance_backgound.pdf"

  4. Attach the PDF to the student’s enrolment record and upload it to the skillsOnCourse portal

  5. Send the student and email notification with a no-login link to complete a short survey and download their certificate

Before you enable this script, there are some tasks you need to undertake to ensure the script and associated message templates are configured to meet your requirements.

Decide if you want to check attendance before issuing Certificates of Attendance

The standard script includes a commented out option to check the attendance of students before issuing them with a Certificate of Attendance.

To enable this requirement you will need edit rights to adjust the script. We suggest you copy the script into an editor such as Sublime Text to make these changes, then copy your changes back into the script body when it is complete.

There are instructions inside the script to show you how to adjust the requirement to 80%. For example, below is an adjusted script to only issue Certificates of Attendance to students who had met a 75% attendance requirement.

adjust script attendance
Figure 380. Changes made to the default script rules to check for a 75% attendance before issuing the certificate
Create and test a certificate background

The script calls on a PDF background in onCourse named 'certificate_attendance_backgound.pdf' to merge with the report inside onCourse called 'Certificate-Attendance', called by the script through its keycode "ish.oncourse.nonVetCertificate"

If you have a custom Certificate of Attendance report with a different keycode, and/or a background report with a different name, you can change the references under the Options heading within the script record.

If you do not want to edit the script, and use the standard 'Certificate-Attendance' report as is, you will need to make sure you have uploaded a background with the exact name 'certificate_attendance_backgound.pdf'. Note that the file name is all in lower case and uses underscores, not hyphens, to separate each word. Create, edit and save the background document on your local computer, and then upload it to onCourse for testing.

You can do this in the Automation window under the PDF Backgrounds. You can then either select the background from the Share menu when printing, or set the background as the default for that report by clicking on the report in the PDF Reports section, and then selecting the background from the drop down box of the default background field.

print certificate attendance with background
Figure 381. Selecting and printing a Certificate of Attendance with the specified background for this script

Print and test your report layout, and if it is successful it will look something like this:

certificate attendance with background
Figure 382. A sample Certificate of Attendance printed with a custom background

If you need to adjust your background document layout after testing, return to the original file on your computer and make the necessary changes. Ensure the file is saved with the same name on your computer.

Before you try testing the background in onCourse again, delete the first copy of the background by going to the Automation window, finding the background under the PDF Backgrounds heading, highlighting it, then clicking the cogwheel and selecting the delete icon.

Repeat the earlier process of printing, uploading and testing the background layout and alignment with the embedded report elements until you are satisfied with the result.

Customise your email template

The onCourse message template 'certificate available' contains a time based link to allow the recipient to access their class via the skillsOnCourse portal, complete the satisfaction survey, and download their certificate as a PDF all without logging in.

The link is valid from 7 days after the email is sent. If the user clicks on the link after 7 days, they will be redirected to the login screen to supply their name, email address and password before they can access their certificate.

By default, the link in the email template is to ${enrolment.student.getPortalLink(enrolment)}, which takes the student to their class page and presents them with the survey.

If you do not wish to use this feature, you can instead replace the link in the template with ${enrolment.student.getPortalLink(certificate)} to direct the student directly to their certificate. You will also want to adjust the wording of the template depending on which link you use. Be sure to make your changes to both the plain text and HTML versions of the email.

You can test your emails by ensuring an enrolled student has your email address in their contact record and using the 'send message' function in the enrolment window cogwheel.

certificate attendance available survey HTML
Figure 383. A sample email advising the student their certificate is available after completing the survey

33.5. Information About onCourse Certificates

onCourse includes the AQF recommended templates for full Qualification Certificates, Skill Set Statements of Attainment, Statements of Attainment and transcripts. These templates can be modified as needed to meet your own style guides and content preferences. Certificates can only be generated from units that are recorded as part of onCourse enrolments or Prior Learning records. If you wish to include prior learning or credit transfer units, you will need to add these outcomes to the student’s record before you create the certificate.

General

By generating the certificate record in onCourse you will have created the data required to meet the ASQA Standards for RTOs 2015 - Standard 3. The certificate list is your Certificate Register. A certificate record you create is available in the certificate table in onCourse for printing, AVETMISS export and re-printing. Once created, the certificate record can be edited and amended or even deleted prior to printing, but after the record is printed it becomes locked in the database to ensure an accurate record of your issued certificates are retained.

The associate outcomes that make up the certificate also become locked in the database, so they cannot have their outcome status changed, or be deleted after the certificate has been issued.

Every certificate record created is issued a unique certificate number, which is printed on the certificate face. The same number series is used for Qualifications and Statements of Attainment. The records will begin at 1 and automatically increment each time a certificate is created.

If you are required to generate and submit AVETMISS data, any certificate record you create that is marked as being for a full Qualification or skill set will create a corresponding record in the NAT00130 file. You can also export a CSV of your certificate register from the Certificates window.

There are several dates in an onCourse certificate record. They are awarded date, issued date, expiry date, printed on date and revoked on date.

Awarded

Awarded is the date the certificate record is generated in onCourse. It’s an arbitrary date in that it can be edited up until the certificate has been printed, or a PDF generated.

Issued

Issued is the date the Certificate PDF was first created from the certificate record. It can be edited up until the time the certificate has been printed, or a PDF generated.

Expiry

Expiry dates are only used for timed certificates, like First Aid Certificates. This is the date that the certificate will expire.

Printed On

This is the date the certificate record was last turned into a generated PDF and either distributed to the student digitally, or printed on to paper. It will update each time a new PDF is generated.

Revoked On

This is the date the certificate record was revoked by the system.

Automated Certificates

It is important to note here that an outcome with an indeterminate status like a 70 or 90 will trigger the certificate creation process. There are almost no cases where you should enter this value in an onCourse record - allow the AVETMISS export runner to set these values as needed.

For students with at least one successful outcome, create the certificate record (Statement of Attainment or Qualification, based on the 'Satisfies complete qualification or skill set' flag at the course level). If the outcome is already joined to a certificate, this script will not create a new certificate containing that outcome.

You can identify these auto-created certificates in onCourse as the issued on date will be 'not set' until they are printed.

Q: What will happen if a student has enrolled in full Qualification but only successfully completed some of their units?

A: If all the outcomes have been given a value, and some outcomes are unsuccessful, then the student will be issued a Statement of Attainment, rather than a Qualification. The successful units will print on the certificate face, and on the accompanying transcript, both the successful and unsuccessful units will be printed.

Q: What happens if a student is enrolled in a class with a single outcome and it is marked as unsuccessful, but then they resubmit and assessment and the outcome becomes successful?

A: They will not be issued a certificate in the first instance, because they were unsuccessful, however when the outcome is changed to success, it will trigger the certificate to be created

Q: If a student has three outcomes attached to their enrolment are two are marked as successful and one is not marked, will they get a Statement of Attainment for the two successful outcomes?

A: No, the automated certificate creation process won’t be triggered until the final outcome is marked. You can choose to make them a Statement of Attainment for the first two units manually, and when the third outcome is marked, they will get a second Statement of Attainment containing only that unit. If you do nothing, they will get a single statement containing all three units when the final outcome status is provided.

Q: If a Statement of Attainment is created automatically for a student who partially succeed in completing a qualification, but I don’t want to issue it, what should I do?

A: Before the Certificate is printed, you can delete it, or if it has been printed, revoke it.

Manual Certificates

If at the course level, you checked the option 'Satisfies complete qualification or skill set' on the VET tab, enrolled students will be automatically generated either the qualification or skill set certificate for which the course is for. If you have not selected this option, Statements of Attainment will be generated. This option only selects outcomes from the student’s record that have been created due to their enrolment in this particular class.

Additional validation rules apply to this creation process to ensure that only student’s who have achieved the outcome of the course are issued with the correct certification. For example, where a course is marked 'Satisfies complete qualification or skill set' on the VET tab, and the student has one or more unit with a non-successful outcome, a Statement of Attainment will be generated instead of a Qualification or skill set certificate. Where no outcomes have been marked as successful, no Statement of Attainment will be created.

34. Unique Student Identifier (USI)

This section is only important for RTO’s. If you are not an RTO, you don’t need to worry about the USI or this section of the documentation.

34.1. The onCourse USI process

Our primary goal is to make obtaining and verifying USIs the responsibility of the enrolling student to minimise the data entry and management effort required by your office staff.

If a student enters their USI online, or you enter it manually in onCourse the USI can automatically be verified against the USI Agency system. In order for this process to work you’ll need to run through the USI Integration process, listed on our Integrations page.

The verification system is not available to onCourse community edition users who don’t have a support agreement with ish. You can still capture the USI within onCourse and report it for AVETMISS but you will not be able to take advantage of the online student self-service process or the automatic verification process. Community users can verify their student’s USIs manually using the USI Agency RTO portal.

How onCourse automates the USI process

When a student enrols in a course which is identified as a VET course, their enrolment confirmation will include some additional text explaining what a USI is and why they need to tell you theirs. This email directs them to a special onCourse portal page (no log in required) requesting they supply their USI or go through the process to create one.

Most students will be going through the process of creating a new USI. Once they complete this part of the process, we will then take that new USI and verify it against their first name, last name and date of birth as supplied on their enrolment. If the USI doesn’t validate (possibly because the student used a dummy date of birth on enrolment, or a shortened version of their first name) then they will be prompted to update the incorrect data in onCourse to match their USI, so we can pass the USI validation process.

Provided you have the 'send usi reminder' script enabled in the Automation > Scripts section, every Monday morning (this timing can be changed), all recently enrolled VET students who have not supplied you with their USI will be sent an automatic reminder email on how to complete this process and why it is important they do so. A student who doesn’t complete this process or cannot validate their USI will be flagged in onCourse for you to follow up.

Enabling automated USI validation

You can enable the USI validation by following the steps laid out in the USI section of our external integrations chapter of our documentation. There are a handful of steps that must be completed externally to the onCourse system before running the integration so ensure you follow each step closely before moving on to the next one.

34.2. Capturing the USI in onCourse

The USI does not need to be captured at the time of enrolment, but typically you’ll want to have it entered and verified before the class is completed in order to not delay issuing of certificates.

Creating a USI for a student

Some students will not be able to navigate the USI portal to obtain their own USI, in which case you are able to do this on their behalf within the VET section of their contact record, just click the cogwheel next to the USI field then select 'Create a USI…​'

create a usi
Figure 384. When there is no USI supplied,you can click on the link to open a web portal and create a new USI.

Clicking on this link will open a web portal where you can complete the student details and identity document information. You will need to declare that you have obtained permission from the student to complete this process on their behalf.

We do not recommend you copy or store the student’s identity documentation in their onCourse record as this is in breach of the USI legislation.

Manual entry of a USI

When you create a new student or update an existing one, you can type the USI directly into the field available on the VET tab in their contact record. This can also be done directly within the checkout process. The USI will be checked for validity (it is the correct length and matches a checksum) and then verified against the USI agency.

invalid usi
Figure 385. What you will see if the USI has not been entered correctly. This USI is invalid as it doesn

If you have completed the steps to set up the USI Integration successfully, then the USI validation system in onCourse will be enabled.

Once a complete USI is entered, the background validation process with the USI Registry System will run automatically. The validation process is checking that the student’s first name, last name, date of birth and USI match the data held by the USI Registry System.

If it succeeds the USI will be marked as verified with a green pill next to the USI field and the student’s first name, last name and date of birth will become locked.

verified usi
Figure 386. This USI has passed verification and the record has been locked.

If the one of the fields do not match e.g. the student’s first name in onCourse is a shortened version of their legal name, then the USI verification process will fail. Hovering over the information icon next to the USI field label will show the reason why the verification process failed. You can update the non-matching data in onCourse and the verification process will run again, automatically, when you change one of the first name, last name, date of birth or USI field’s data.

usi verification failed
Figure 387. This USI has failed verification. The data can be corrected and the verification attempted again.

Editing a locked student record

After successful USI validation, the data that was matched with the USI - the first name, last name, date of birth and USI of the student, becomes locked and will no longer display an edit icon next to the field.

On occasion, a student may inform you that they created their USI with the wrong name details and wish to update their records. To do this, they need to contact the USI Agency by logging into their own portal and completing the process to make the change. Once the USI Agency has the details of the change, you can go ahead and update their onCourse records to match.

In the VET section of the contact, click the cogwheel next to the USI field and click 'Update USI'. This will empty the student’s USI field and unlock their first name, last name and birth date fields. Once updated you’ll need to re-enter the student’s USI number for validation.

usi edit sheet
Figure 388. Click the cogwheel next to the USI field,then select Update USI to update an already verified contact

34.3. Student self-service

On enrolment through the office or the web, onCourse will send an email enrolment confirmation to the student. If the course is VET flagged, the confirmation template will include some text directing the student to obtain and supply you with their USI.

Another default script in onCourse can be enabled to send a reminder email to students every Monday at 9am until the class is complete or the USI is entered. You can modify these templates or alter the script which determines when and how often to send these emails.

Note that students are only sent this email if they are enrolled in a VET flagged class, to avoid bothering your students engaging in non-VET training, however by default VET flagged courses without qualifications or units will also trigger this email as they are usually reported via AVETMISS for funding arrangements. You may wish to alter the scripts to only send the email when the course has a qualification record attached.

usi email
Figure 389. An example of a confirmation email with USI information
usi followup email
Figure 390. An example of a USI reminder email.

Once the student gets the email requesting their USI, they will be able to click on a link which takes them directly to a page within the skillsOnCourse portal. They will not require a password and the link will be valid for 7 days from the email being sent. The URL is cryptographically signed so that they will not work after the expiry date and they will not be transferable between students.

You can change the default 7 days expiry to any number of your choosing by editing your enrolment confirmation and USI reminder email templates.

The skillsOnCourse portal page will explain the USI to the student and give them a convenient link to create or recover a USI if they don’t have one or have forgotten it. This has been optimised so that it can be used on mobile and tablet devices. The student will be able to enter the USI and onCourse will handle the verification process automatically. The student will be asked to complete three steps

Step 1: Personal Details

The first step requests additional contact data not already captured on enrolment, that is mandatory for AVETMISS reporting or USI validation. No information they have previously supplied will be visible, only fields that are currently blank. This allows you, if desired, to collect minimal information during the online enrolment process and request the additional data be supplied post enrolment.

In the example below, the student is required to complete some mandatory fields such as their street address and country of birth, plus some options contact details such as home phone numbers. Previously supplied contact details like email address and mobile phone number are not displayed.

usi mobile start
Figure 391. Step 1: This is the screen the students will arrive at. Fields will only be shown if data isn

Step 2: AVETMISS questions

The second step requests the student complete the AVETMISS questions. Responses to these questions are not mandatory but may be important for verification of student access to various types of government funding, for example, accessing lower student fees for Smart & Skilled funded programs.

For each VET enrolment the student has in progress, they will be asked to complete a 'reason for study' question. Some students may have this question once, for a single enrolment, where other students enrolled in multiple programs.

usi portal step2
Figure 392. Step 2: The student completes the AVETMISS questions.

Step 3: USI

The third and last step requests the student supply their USI. If their date of birth was not supplied on enrolment, they will be asked to enter this also. If the student doesn’t have, or know, their USI, they can click on the link to visit the USI Agency website to obtain or retrieve it.

On clicking next, the student’s USI and contact details will be verified with the USI Agency.

usi enter in portal
Figure 393. Step 3: Provide your USI
usi mobile verifying
Figure 394. Step 3 in progress: While the USI is being verified they will see this window.

If the USI agency reports back that the student’s name is wrong (for example, they enrolled in onCourse with their maiden name but their USI is issued in their married name) then onCourse will give them the opportunity to fix this.

usi student name mismatch
Figure 395. Step 3 failed: The student

34.4. USI Exemption Process

There are two types of exemption currently available for students who don’t want to, or can’t, obtain a USI - international students who complete their training offshore (INTOFF), and students who have an individual exemption due to a personal genuine objection (INDIV). Check the USI website to ensure you have the most current information available about who is entitled to an exemptions and the process required for reporting.

To set a USI exemption in a student’s contact record:

  1. Open the contact record and navigate to the VET tab

  2. Click the cogwheel option next to the USI field

  3. Select the exemption type that applies

    usi set special status
  4. The record will update to inset the exemption code and marked the student’s record as verified. This will allow you to print Certification.

    usi INTOFF
    usi INDIV

Should a student’s exemption status later change, the cogwheel can also be used to remove the special USI status, so an actual USI value can be entered and verified.

usi remove special status

34.5. Certificate printing and the USI

The USI legislation requires that RTOs only issue formal certification to students who have supplied a USI which has passed verification.

From 1/1/2015 all certificate record print attempts will check the student USI status. A warning will show for any certificate print or reprint where the student doesn’t have a USI. A certificate created after 1/1/2015 will not print without a verified USI.

A range of warnings and errors will appear based on your onCourse access rights. By default, all non admin users do not have permission to print certificates for students without verified USIs.

All admin users will see the warnings if a student doesn’t have a USI or verified USI, however they will be able to proceed to print for all certificates if they choose.

usi cert print warn
Figure 396. This is a warning only. You can still proceed by selecting print.

All access roles have two optional levels of access - print certificate without verified USI (this means the student has supplied a USI that meets the checksum requirements, but for whatever reason it hasn’t passed verification with the USI Registry System) and a higher level of permission, print certificate without USI.

We do not recommend that you allow staff permission to print certificates without verified USIs.

usi certificate print permissions
Figure 397. This access role does not have permission to print certificates without a verified USI.

34.6. USI FAQ

Q: How do I make the USI validation process run in onCourse?

A: When onCourse detects you have entered a USI in the USI field on the Student VET tab, it will check that you have an RTO ID entered in your general preferences, and a First Name, Last Name and Date of Birth entered in the student record. If all these fields are complete, the USI Validation process will run automatically in the background.

If it fails, and you need to change some of the data to make it try again, make the change, click out of the field (use tab on your keyboard, or click into any other field) and the process will run again. If you don’t need to change any data, just click in the USI field and click out and it will try again. You can do this as many times as you like - the validation check is quite fast, less than 3 seconds in most instances, and there is no limit to the number of times you can try to validate a USI.

Q: How can I test that my onCourse USI portal access is working as required?

A: Go and create yourself a USI. Then you can use your own details to create a new student contact and test the USI verification. Try without a date of birth or misspelled name to see the error responses you’ll get in onCourse. You can discard the contact instead of saving it onCourse after sufficiently testing the verification process.

Q: What should I do when the student has created their USI in a name different to the name they enrolled with?

A: Commonly, students will enrol with the name they prefer to use e.g. Bob rather than Robert, but their USI will be issued in their legal name. When you try to verify the USI they supply against their name, an error will be returned telling you that the first name (or last name, or date of birth) doesn’t match the USI you supplied. In that case, you can change the data in onCourse and the verification process will automatically run again.

If the student uses the USI portal to supply you with their USI, then they can correct their name spelling themselves. You might need to call the student to get their correct name spelling if you are collecting and verifying USIs via an office based process.

Of course, we have also had instances of students whose name is spelt incorrectly on their ID and therefore the name linked to their USI has the wrong spelling, or students who have enrolled using a married name, when the ID they used to create their USI was in their maiden name. You’d need to enter their name into onCourse as an exact match as their USI name to make it validate, but you probably don’t want to do this as then their certificate will be issued in the wrong name too. For the time being, leave it as an invalid USI.

In these instances you need to get the student to log into their own USI Agency Portal and make the change there, and advise you once this has been done. Then you can try the validation process again, and it should pass with the right spelling.

Q: How can I find out which students USIs have failed to pass validation in onCourse?

A: In the contact window, you can search for students without a verified USI by using the following query:

student.usiStatus is NON_VERIFIED

You can then work through the list of returned to results to check the error messages, contact the students and make the appropriate changes. As you change the data, the verification process will run again.

Q: How can I find out which students need USIs but don’t have one recorded in onCourse?

A: Using the class window, locate all your VET classes that are running and highlight them all. Use the find related function to find all 'Enrolled students' related to the highlighted classes.

In this new group of students, pop the following search query into search to find the students without verified USI’s:

student.usiStatus is NON_VERIFIED

You can then manually follow them up with phone calls or find their enrolments to send them the USI reminder email.

To send the reminder email, select all the students and use the find related icon to find related enrolments. When the enrolment window opens, check the filter options 'current active' and 'completed active' to remove any cancelled or failed enrolments from the list. Then highlight all the enrolments and from the cog wheel choose the option 'send emails from template' and select the template called 'USI reminder email'.

Q: What happens when merging contacts with USIs?

A: You cannot merge two contacts with different verified USIs. If you attempt a merge, a notification will be displayed informing you that you can’t do this.

If only one of the contacts has a USI, then they can be merged, but their First/Last Name and date of birth can’t be changed during this process.

Q: How do I validate a student who has only one name?

A: You can put their 'one name' into both the first name and last name field in onCourse and it will pass validation. For example, a student with a single name like 'Madonna' will be entered as first name 'Madonna' and last name 'Madonna'. Their certificate and other documentation issued from onCourse will be in the single name 'Madonna', and the AVETMISS files will export the expected 'Madonna, Madonna'. Some students are setting up their USI with 'one name' because they misunderstand the question in the USI portal. They think it means no middle name. If you have a student with a name like 'Sally Smith' who has created their USI as one name, then you can record her as First Name = Sally Smith and Last Name = Sally Smith so her USI passes validation.

35. Funding Contracts

35.1. What are Funding Contracts?

Funding Contract allows you to connect additional funding to an enrolment. Whether this is from a state funding source or private agreement, funding contract allows you to create a default payer and payment that will be used to fund all or part of an enrolment. It allows you to easily locate a report on one or more funding contract types to your funding agency.

Funding contracts encompass state funding sources linked to Smart and Skilled or CSO, but also allows you to set up custom funding contracts. The funding contract can also be linked to the AVEMTISS Reporting type required for that contract.

35.2. Default Funding Contracts

onCourse has created default templates for the state-based funding contracts, and integrated them with your AVETMISS reporting options. On higher level subscriptions, you are able to create custom funding contracts for any source of funding that supports the student enrolment, such as grants, department co-payment or even private contracts with large organisation.

All subscribers have access to the make the default funding contracts active. Default funding contracts are available for the major state funding sources.

Funding Contracts and AVETMISS exporting

Many Funding Sources have their own reporting requirements, and for State Training Authorities, this is often a modified version of the AVEMTISS standard.

AVETMISS reporting’s discussed in detail in our AVETMISS Reporting chapter.

State funding contracts often have their own reporting requirements. You should contact the relevant department for your state to learn more about their specific requirements.

Funding Contract List View

To view the funding contract list view, go to the Preferences window, then scroll the left-hand panel until you see Funding Contracts.

fundingcontracts prefs
Figure 398. Funding Contract List View

Activating a default funding contract

To activate a default funding contract, open the funding contract list view and then double click on the funding contract you wish to activate. Tick the box 'Active' to active the contract and then save.

fundingContractActive

Adding the default Funding Contract to a class

Once a Funding Contract is active, you can add it as a default funding type to the class. If you add the funding contract at the class level all new enrolments in the class will have that funding contract added to their enrolment. A pop up will then ask you if you want to change any already existing enrolments for that class. You can remove the Funding Contract from individual enrolments if needed, for example, if a fee for service student joins a class that’s funded under CSO.

The funding contract drop down on the class will only let you select from active contracts.

If you tick 'Assign the same value to the VET Fields' when you duplicate a class, the funding contract will be duplicated to the new class.

Changing the funding contract on a class will not change the funding contract applied to any enrolments already processed. It will only apply to enrolments created after the change is made.

The default funding contract setting for all new classes is 'Fee for service (non-funded).' By default these enrolments will export using the AVETMISS standard flavour.

fundingContractAddtoClass
Figure 399. Adding a Funding Contract as the default on the Class VET tab

Adding or Editing the Funding Contract on an Enrolment

Once a Funding Contract is active, you can add to an enrolment on the General Tab of the enrolment record. An enrolment will have the Funding Contract that was active on the class record at the time the student was enrolled.

The Funding Contract drop down on the enrolment will only let you select active contracts.

fundingContractAddtoEnrolment
Figure 400. Adding or editing the funding Contract at the Enrolment

You can learn more about process enrolments here, in our Processing Enrolments chapter.

Searching for Funding Contracts

In the enrolments and classes list view, you can use a search query to find any records with the associated funding contract. For enrolments you’d use: 'relatedFundingSource.flavour is' and then select a flavour from the drop down list that will appear when entering this into the search.

35.3. Creating custom Funding Contracts

If your subscription allows you to create a custom Funding Contract, you can create them in the Funding Contract section in the General Preferences window.

You may use this feature to create different contracts for specific program types, for funding streams within state funding, or for additional funding sources outside the normal state contracts, such as grants or commercial agreements.

To create a new contract, click on the "+" button to create a new record.

You will need to name the funding contract appropriately. It’s a good idea to include the type of funding or source.

If there is a reporting requirement you can select the AVETMISS Flavour appropriate to the funding type. If there is no specific flavour you should select NCVER (AVETMISS Standard) as the AVETMISS Flavour.

Lastly, you need to ensure the Active box is checked, otherwise the funding contract won’t be available for selection in the application.

Click save to complete the new contract.

fundingContract Custom Contract
Figure 401. Custom Funding Contract Record in General Preferences

36. AVETMISS Reporting

This chapter looks at the AVETMISS reporting process in onCourse, including how to extract your data from the system, and how to navigate the different choices and selections you can make from the AVETMISS export window.

36.1. AVETMISS Exports

There are a number of ways to export your data in onCourse, however the easiest and best way is to do so directly from the Export AVETMISS 8 window.

  1. On the Dashboard, type 'AVETMISS' into the search and select Export AVETMISS 8

  2. Select the AVETMISS Flavour you wish to report. Total VET Activity will be NCVER (Standard AVETMISS).

  3. Select the funding courses and fee for services state training you wish to include. Not all states require you to lodge your Total VET Activity with NCVER, particularly if you already have a funding contact. The NCVER (Standard AVETMISS) Flavour is only accepted by NCVER and NT. Every other state has its own variations.

  4. Enter the date range for your AVETMISS data. By default, the dates will be the recent or previous calendar year. You may also select a custom date range if you wish. Then push the Find button to run your initial query.

  5. If you run both VET and non-VET training, you may choose to export only VET courses. Non-VET training can be exported under the AVETMISS standard as needed, by ticking the 'non VET' checkbox but for Total VET Activity Reporting it can usually be excluded.

  6. If running Total VET activity, do not check the option 'include all outcomes linked enrolment'. This is used for funded training.

  7. You can optionally select to export all completed but not yet set outcomes with continuing enrolment (70) by pushing the end date forward by 7 days. This is useful if you have students who have not completed their training on time according to their original schedule. However, for Total VET Activity, these students should have completed or actually have their end dates manually moved. You can use the find related icon next to "x completed VET outcomes need a status' to open a list of the outcomes affected and modify the end date manually or set a final status if available.

  8. Outcomes that are still in progress will be automatically exported as 70. A count of these is provided.

  9. The export runner will also indicate the total number of outcomes you have selected.

  10. Click Export to complete.

The export will download a ZIP file containing all the generated files.

AVETMISS export GUI
Figure 402. Review the numbers on this screen before exporting. It can help you find any issues earlier than usual

If you have activated a default or custom funding contract in onCourse, you can use this to pre-select the enrolments during export.

  1. On the Dashboard, type 'AVETMISS' into the search and select Export AVETMISS 8

  2. Choose an export location. The location MUST be on a local drive, you cannot export to a folder on a network drive. The 10 text files will then be created here in a folder ready to be submitted to the government reporting agency of your choice.

  3. Select the AVETMISS Flavour for the lodgement e.g. STSOnline(NSW)

  4. The AVETMISS export flavour chosen will auto select all Funding contract enrolments from the contracts associated with that funding. You can tick additional checkboxes as needed. Funding Contract types are discussed further in the Funding Contracts Chapter.

  5. A note on non VET data: Some training contracts, like CSO include non Non-VET training courses. If you have set the Funding Source for these courses, the VET and non-VET data will be included. However, if you tick 'Non-VET' training here, you will export all your non-VET data - not just the non VET data attached to the funding source. It would be rare you want to do this.

  6. Enter the date range for your data. 'Commenced outcomes' is usually the preferred choice for funding contract data.

  7. When running a funded export, you often need to select 'include all outcomes linked by enrolment' as this collects the additional outcomes associated with the funded enrolment that may fall outside the outcome date range selected.

  8. You can optionally select to export all completed but not yet set outcomes with continuing enrolment (70) by pushing the end date forward by 7 days. This is useful if you have students who have not completed their training on time according to their original schedule. You can use the find related icon next to "x completed VET outcomes need a status' to open a list of the outcomes affected and modify the end date manually or set a final status if available.

  9. Outcomes that are still in progress will be automatically exported as 70. A count of these is provided.

  10. The export runner will also indicate the total number of outcomes you have selected.

  11. Click Export to complete.

You should use the Funding Contract feature instead of this method for exporting, however if you need to export a small specific group of records, this feature may be useful.

Sometimes you may wish to export one or a select group of classes only. You can do this from the class window.

  1. Open the class window and run the query or filter to return the classes you wish to export

  2. Highlight from this list the classes you want to export

  3. In the cog wheel, select AVETMISS export

  4. Select the funding contract or requirement you are exporting for. You can choose to define a date range for the export at this point, or leave it blank. Choosing a date range will restrict to exporting the outcomes from the class that start or end between the date range. If you leave the dates field blank, all outcomes from the class will be exported. Note: Outcomes from cancelled classes or enrolments will be exported, if their outcomes were retained during the cancellation process.

  5. Your files will be downloaded to the browser.

You should use the Funding Contract feature instead of this method for exporting, however if you need to export a small specific group of records, this feature may be useful.

Sometimes you may wish to export one student’s enrolment only, or a selected group of enrolments. You can do this from the enrolment window.

  1. Open the enrolment window and run the query or filter to return the enrolments you wish to export. You can search on items like contains 'NSW Commitment ID', to find all Smart & Skilled enrolments, or Funding source - state begins with CS to find all CSD/CSR coded enrolments for the CSO program.

  2. Highlight from this list the enrolments you want to export

  3. In the cog wheel, select AVETMISS export

  4. Select the State or requirement you are exporting for. You can choose to define a custom date range for the export at this point, or leave it blank. Choosing a date range will restrict to exporting the outcomes from the enrolments that start or end between the date range. If you leave the dates field blank, all outcomes from the enrolments will be exported. Note: Outcomes from cancelled classes or enrolments will be exported, if their outcomes were retained during the cancellation process.

  5. Your files will be downloaded to the browser

36.2. Explaining the AVETMISS runner choices

Flavour

This AVETMISS variation type you want to export. Often these variations are based on State.

Select enrolments from

This directs the export runner to chose certain enrolments based on their Funding Source. If you haven’t set any funding sources, all your courses will be Fee for service VET (non-funded) by default. For 'Fee for Service', you can further refine by delivery state. You can select multiple options here.

Date range

The options available here are date based and will collect the OUTCOMES that fall into this date range:

Commenced Outcomes

all outcomes that have a start date in the past from the chosen enrolments. Be careful choosing this with 'Fee for service VET' or 'Non VET' as you will export every outcome ever created in your onCourse database. It is better chosen in combination with a specific Funding Source.

Previous calendar year

this will show in the drop down as a date range like '2017 year'

Previous calendar quarter

this will show in the drop down as a date range like '1 Jan 2018 - 30 April 2018'

Custom date range

this will display two text fields where you can enter your own start and end dates.

AVETMISS reporting is designed to report data in the past, so your date range end should be no later than today. The end date is considered to be 'Reporting as of' date, meaning that the exported data will be true to how it was set as of the end date in this field.

Include all outcomes linked by enrolment (Checkbox)

When running a funded export, you often need to select this option as this collects the additional outcomes associated with the funded enrolment that may fall outside the outcome date range selected. For example. when reporting to Smart and Skilled, you must always report all outcomes associated with the funding, even if they haven’t yet commenced, or completed in the past. This option is only available when you run the AVETMISS export from the Export AVETMISS 8 window directly. It doesn’t display when running from the cogwheel, as all outcomes from enrolments are always included.

History

This section shows you a list of the most recent AVETMISS exports to be run on your system, allowing you to run them again or review the outcomes exported by each. You can also set a status for each–either Success, Fail or Unknown–so you can tell in the future which extracts were reported successfully. You must set this manually; the next time you open the AVETMISS export window after running an extract you’ll be asked a question about your previous export, whether it was successful, failed or outcome unknown. Once you choose an answer the export will be 'filed' in the History section as the most recent export, and display the time of the export, the number of outcomes, the user who ran it and the success/failure flag.

These records will last in the system dependent on how they’re flagged. Exports flagged as Success will remain forever, while those set as Unknown will remain for 28 days. Any set as failed will only be stored for three days.

Any outcome that is reported as a part of a funding upload that is listed as 'Success' or 'Unknown' will be locked.

AVETMISS overview
Figure 403. Ensure you select the right

Other options will appear once you have made your initial query (after hitting the 'find' button), these are outlined below:

Outcomes & Enrolments Count

The exact number of outcomes, and their attached enrolments, will appear at the top of the new window. Check this number matches the value you are expecting.

Status Breakdowns

Each outcome status has an individual breakdown showing the number of outcomes to be exported with this status. Click the 'open related' icon to the right of the number count to see a full list of each outcome with this status.

Delivery - xxx pending status. Export as continuing (70) ending 7 days from now

If the AVETMISS pre-run checks find outcomes that ended in the past where you haven’t set a final status, you can automatically push the outcome end date forward by 7 days and report a 70. This does not change the outcome end date in onCourse, only for the data in the export file. The find related icon here also allows you to open the records in question and actually set a final outcome status if required. Note that if you have set an export end date in the future, this setting will not make much sense. e.g. If I have an outcome that was due to end next week, it would be reported today as an in progress 70. If I set an outcome end date of the end of the calendar year, the outcome is considered to have been completed, but not properly finalised. Moral of the story - don’t set an export end date after today’s date unless you want some funky data issues.

Final Status

This is a breakdown of the number of different outcomes included in the final export data. This window, in fact the whole screen, is a useful tool to review the data before you generate the file, so you can visually see any possible issues before you submit to AVS. If you do spot anything out of the ordinary, you can click the 'open related' icon to the right of each record to see an overview of each outcome included with that status.

AVETMISS export overview
Figure 404. A breakdown of your export as it appears before you create the NAT files

36.3. History

When you run an AVETMISS export, a history of the upload is stored in the History section of the AVETMISS Export window. When you open the export window after running an export, you’ll be asked whether the previous upload was successful or not, and will record the answer. This section also allows you to change the status of the export to record if it was successfully exported (and uploaded) to NCVER or your funding provider, or if it failed. By adding this information to onCourse, you will have a history stored of each time you export your data as is required under various contractual arrangements, and can access the same exports more quickly in the future by simply clicking the 'run again' button next to the export you wish to run.

funding upload
Figure 405. The funding upload window showing the history of AVETMISS exports run

Each funding upload record shows how many outcomes were exported. You can use the find related option to look at the outcomes that were exported. Please note: the outcomes may have been changed in onCourse since the export was run - when you use the find related option you are looking at the outcome values as they exist right now - not at the time of the export.

When opening the export window, if you’ve run an export in the past you’ll be asked to let the system know whether the upload to the reporting body was successful, failed or unknown. This lets you keep a centralised record of previous exports and whether they were successful or not, which can be useful when needing to report again in the future, letting you access them again quickly.

An access right control exists for this feature, so each user who needs permission to view or edit these records must have the appropriate access right assigned.

Outcome funding history

From within an individual outcome record, you can review which funding uploads this outcome has been included in by looking under the Funding Uploads heading. It will show you a list of AVETMISS 8 Exports this outcome was included in, when the export was run, who it was run by, the number of other outcoimes included, and the success flag of the export.

If the outcome is included in a funding upload that is flagged as 'Success', you will not be able to edit that outcome any further as it is considered reported and therefore unchangeable.

outcome funding uploads
Figure 406. Enter your State Funding Source code in the field highlighted.

36.4. AVETMISS FAQ

Can I stop a class and all its students being exported for AVETMISS?

Yes. In the class VET tab, select the option 'Do not report for AVETMISS'.

How about a single enrolment, can’t I stop that also?

Yes. In the enrolment general tab, select the option 'Do not report for AVETMISS'. This is something you may need to do if reporting a withdrawn Smart & Skilled student in NSW.

Where do I enter the State Funding Codes in onCourse for the state where I am reporting to?

There are three places where you can set your state funding source codes; the Class level, then the Enrolment level, and the Outcome level. This data is semi-hierarchical, meaning anything set at the Class level will be mirrored at the Enrolment and Outcome levels for any new enrolments taken for that class, but won’t change any previously taken enrolments. When you set a funding source at the Class level, this makes it the default code for all associated enrolments and outcomes moving forward, but does not change any existing enrolments.

To update the state funding source code at the Class level you’ll need to open the Class record, navigate to the VET section and then enter the code into the Default funding source state field. You will need to make sure you have an up to date list of the appropriate State Funding Codes to use within your reporting state. onCourse doesn’t maintain a list of these codes, you will need to contact your local reporting officer to obtain this information.

Class State funding
Figure 407. Enter your State Funding Source code in the field highlighted.

If a student has a different funding code which applies to them, you can just change their enrolment or outcome funding codes to make it different to the one set at the class level. If all students in the class have different funding codes, you don’t need to set anything at the class level, but can set each enrolment or outcome separately.

For the Enrolment level

Find and open the enrolment record, then add the code to the 'Default funding source - state' field.

At the Outcome level

Find and open the outcome, then add the code to the 'funding source state' field.

state field override enrolment
Figure 408. Where to set the funding source state field at the Enrolment level. Set this if it is different for this student from the class default.

You can also override these values in the outcome, where needed E.G. if the student had funding to complete some outcomes but not others. Just go to the correct outcome record using the find related tool and amend the field, then Save it.

outcome state funding
Figure 409. The Funding Source State value for this outcome has been changed from the default by adding data to this field shown

How do I record a student’s outcome who has completed a different elective from the rest of class?

Once you have set up the outcomes at the Course level, every student enrolling in a Class from that Course will have all the outcomes applied to their record. If a student chooses a different elective from the one you have set at the course level you can change their outcomes at the enrolment level. That way it is linked to a different Unit of Competency.

To update, edit, add or remove an outcome at the enrolment level, go to the Enrolments window, find the enrolment record for the student you wish to update and double-click to open it, then click the Outcomes button. It will take you to the Outcomes window with the appropriate outcome records available. Open the record, make your edits and then click the Save button.

If you wish to add or delete an outcome from the student’s record, you need to do this from the Enrolment Outcome tab. You will see a + and a - button in the top right-hand corner. Use these to add or delete outcome records as required.

Adding outcome
Figure 410. Adding an additional Outcome via the student

How do I record information about a clients traineeship?

When a student is completing a traineeship, you will have been given a 'Training Contract Identifier' and a Client 'Identifier' by your state funding body. They may call them by different names, but the important thing to confirm is that they are the data that exports into the NAT000120 in positions 70 & 80 respectively.

This data is entered into the onCourse enrolment window. This data will need to be entered after enrolment by going to the Enrolment window, locating the student’s enrolment record and double clicking on it. On the general tab you will find these fields.

In NSW, you will need to put your Training Contract ID into BOTH of these fields, as NSW doesn’t issue a separate Client Identifier for trainees.

If you have broken the traineeship into multiple enrolments, each with one or more units of competency, you will need to enter this information into each enrolment record for the student that relates to the traineeship. This information is not recorded as part of the student’s master contact record, as the student may also have other enrolment records which don’t form part of this traineeship.

Why do some outcomes in the NAT000120 export with start and end dates of 00000000?

This is a date that has not been defined, e.g. instead of exporting an eight digit date like 01012012, it has exported no date, or a string of zeros as placeholders.

What this means is that the class the outcome belongs to has no sessions defined. With no sessions, there are no start or end dates available. Also, if you have a self paced class where you have not defined the duration, the start date will be the date of enrolment as usual, but the end date will default to 12 months after the start date.

Look for any unscheduled or self paced classes in your onCourse records, and add either some session information or manual start and end dates to each outcome in the class.

Why, in the AVETMISS export, do my non-VET courses have codes like ISH123?

In onCourse version 5.0 we increased the Course Code field length to 32 characters, to give onCourse Web users more SEO choices for the URL that was created for their course page.

The AVETMISS standard NAT00060 allows for up to 12 characters in the 'subject identifier text'. We also have some users who have to report to other government bodies which further restrict them to using 8 or 10 of these available characters only as they append their own codes to this field.

While we require course codes in onCourse to be unique, if we only exported the first 8 characters of user defined course code, we could very easily end up exporting two courses with duplicate codes that then causes an AVETMISS validation error. Take, for example course codes ComputerClassSeniors and ComputerClassOpen, both which are valid in onCourse and create good URLs like www.mycollegename.com.au/course/ComputerClassSeniors and www.mycollegename.com.au/course/ComputerClassOpen.

Exporting the first 8, 10 or 12 characters for these courses would give us the identical code 'Computer', 'ComputerCl' or 'ComputerClas', all of which would be duplicates. Instead of this possible duplication, we export a made up code that will look something like ISH123 and will not ever create duplicate records in the export.

Keep in mind, that for courses that aren’t linked to training packages, the code reported in AVETMISS here has no meaning at all - it just has to be a unique identifier within your organisation. These 'made up' codes only affect your non-VET courses - real VET enrolments are always referenced to the unit(s) of competency the student enrolled in.

This does mean if you need to follow up another sort of validation error referencing an enrolment in ISH123 you’ll need to check your NAT00060 export file to see that ISH123, for example is the export code for the course with the name 'Introduction to Computers for Seniors'.

As always, we walk the line in meeting the best business, sales and marketing functions for your college AND meeting the AVETMISS requirements in the most non-onerous way we can. Where these two needs conflict, we will try and code our way around it in the export process so we that don’t stop you doing what you want in the onCourse software.

How does prior learning affect AVETMISS reports?

Prior learning records only export from AVETMISS exports run directly from the Export AVETMISS 8 window. They will not export from the cogwheel option in the classes or enrolments window, because they are not associated with either a class or an enrolment, but instead are attached directly to the student.

When you create a prior learning record with one or more outcomes attached, and the start and end dates of the prior learning outcomes fall into the 'outcomes after' to -'outcomes before' date range set in the AVETMISS export runner, then the data associated with the prior learning record will export.

At a minimum, to create successful AVETMISS files your prior learning outcomes need, in addition to a start date and end date, an outcome status. All other values are optional.

If a Delivery Mode is not set, 'classroom based' will export as the default, unless the outcome has an RPL status, in which case the delivery mode ' not applicable' will export.

If the Funding Source - national is not set, then the default funding source set in the college preferences will be applied.

If the prior learning record was linked to a qualification or skills set, then the Commencing Program Identifier will export as '3 - commencing enrolment', otherwise it will export as '8 - module only enrolment'.

If the prior learning record was linked to a qualification or skills set, then the Study Reason Identifier will export as '11 - other reasons'.

The VET in Schools flag will always export as No.

The training location for all prior learning outcomes will be set to your college default administration site address.

How can I add the outcome 85 to my AVETMISS data?

This outcome is not available in the drop down list to set in onCourse because it is a transactional outcome status, not a final status. Transitional statuses are outcomes that change over the duration of the student’s study and just have meaning related to the outcome start and end date, like 'in progress' or 'not yet commenced'. 85 means 'Not Yet Started' therefore, the outcome start date is after the day you run the export. If your start and end dates are set to represent the student’s intended training plan, 85 will export automatically where it is the only correct value. The same process applies to '70 - Continuing Activity', where the outcomes start date is before today and end date is after today.

I set an outcome status in onCourse, but something different came out in the AVETMISS export. Why?

onCourse includes advanced error correction in the AVETMISS export process to reduce the error rate during the reporting process. For example, if you have an outcome end date after the export end date (or today, if you have entered no export end date), then the only valid outcome is '70 - Continuing Activity' because the outcome is still in progress. If you have set a final outcome, like '20 - Competency Achieved' but the end date is in the future, then 70 will be exported because it is the only valid status for the date range.

Note that if your tutors use the SkillsOnCourse portal to set outcomes, it will automatically set the outcome end date to the day a final status is set, reducing the instance of this issue.

Why can I add the outcome 70 to my AVETMISS data if it applies automatically when it’s required?

For the management purposes of enrolments with complex and changing training plans, some organisations like to manually set 70 to indicate a student has actually commenced their scheduled training, and leave the outcomes that are yet to commence as 'not set'. This can be a second process check along with ensuring the training plan dates in onCourse are accurate.

There is no need to ever set 70 in onCourse for accurate AVETMISS reporting, but you can set 70 for other, internal data management, reasons.

37. RAPT - AVETMISS Reporting in Western Australia

37.1. RAPT Reporting

The Resource Allocation Program for Training (RAPT) contract management system is the reporting standard used to collect data from registered private providers. AVETMISS information is extracted from RAPT to meet the local and national timetables for vocational education and training enrolment statistics reporting.

All publicly funded data reporting is submitted directly to DTWD, the State Training Authority (STA) in WA via current RAPT reporting requirements.

The RAPT formatted data is like a cut down version of AVETMISS, and includes student enrolment information like their USI.

You can export your onCourse enrolment data to the RAPT Standard for either your:

  • Total onCourse training activity (enrolment and prior learning outcome data) for a date range period

  • Training activity for a selection of onCourse classes (enrolment outcome data only)

  • Training activity for a selection of onCourse enrolments (enrolment outcome data only)

Exporting all training activity to RAPT

Where your training data includes both outcomes created via students enrolling in onCourse classes and outcomes created by importing data into onCourse (prior learning), this option will collect all outcomes for all students that fall within the specified date range.

  1. Go to the Export AVETMISS 8 window

  2. Select the AVETMISS flavour 'WA RAPT'

  3. Enter the date range export dates

  4. Click 'Find', then when the results overview pops up, click 'Export'.

rapt export
Figure 411. WA RAPT reporting options

Exporting selected classes or enrolments to RAPT

If you only want to select student enrolment data for a specific class group, or for selected enrolments, you can begin the RAPT export process from either the class or enrolment window.

Start by highlighting the particular classes or enrolments in the class list view, and then go to the cogwheel and select the option 'AVETMISS 8 Export'.

Select the AVETMISS flavour 'WA RAPT', click 'Find' then click 'Export'.

37.2. Client Qualifications Register (CQR) Reporting

The Client Qualifications Register (CQR) is a system for the permanent recording of ​Australian Qualifications Framework (AQF) student records from RTOs.

Therefore in the event that an RTO ceases to trade, students will still have access to their records and employers will be able to verify qualifications.

WA RTOs are required to submit information on student achievements to TAC via the CQR. RTOs need to provide data on achievement at the unit of competency and the qualification level as well as provide some minimal student information for identification purposes.

To export this data from onCourse, begin by opening the certificate window from Activity > Certificates.

Once in the certificate window you can export the required data by following the steps below:

  1. Run a date range the query to return the certificates for the time period you wish to export

  2. Highlight what you want to export from this list of certificates

  3. Click the Share icon, select Excel, then select 'Certificate CQR CSV export' from the list of export options and select Share.

  4. Your file will be downloaded to your browser

certificate export
Figure 412. View of the CQR report

38. VET Student Loans and FEE-HELP

38.1. What are VET Student Loans?

In the onCourse context, VET Student Loans are a type of database export and reporting standard for students enrolled in courses for which they can apply for a government study loan.

More information about the current reporting standard can be found on the Heims Help website

VET Student Loans are available to assist eligible students studying approved Diploma level and above VET Qualifications to pay their tuition fees. Part, or all, of an eligible student’s tuition fees can be deferred into VET Student Loan, up to a capped amount. Some Government funded course fees can also be deferred under the VET Student Loan scheme.

An RTO needs to be pre-approved to offer VET Student Loans on some or all of their courses. If you are an approved RTO, onCourse Fee Help functions will enable you to meet your reporting and record keeping obligations.

Set your Fee Help Provider Code in the AVETMISS general preferences panel to export your VET Student Loan files with your code embedded.

fee help provider code
Figure 413. Setting your Fee Help provider code

38.2. Creating a VET Student Loan eligible class

Creating the VET Student Loan course may involve creating a single course, for a full qualification, with all appropriate units of competency attached, if your course is delivered as a single program with one census date. This is generally no longer allowed, and in most cases you will need multiple courses, to represent multiple units of study.

Where your VET Student Loan course contains multiple subjects, each with one or more unit, and with varying census dates, you’ll need to create the appropriate number of onCourse courses, and at least one VET Student Loan eligible class for each course.

The data you set in the course and class records is combined with student and enrolment data to create the VET Student Enrolment (VEN), VET Enrolment Revisions (VER), VET Load Liability (VLL), VET Unit of Study Completions (VCU), VET Course Completions (VCC) and VET Commonwealth Assisted Students - HELP Due (VDU) export files.

On the class VET section, you will need to begin by checking the option 'This is a VET Student Loan eligible class'. This will show the additional class fields.

  • Type of attendance - select from Full time or Part Time

  • Equivalent full-time student load - this must be expressed as a whole number where 1 = a full time student load, 05 is 50% of a full time load and 0125 is equal to 1/8th of a full time student load.

  • Census date - This is the last date students can withdraw before incurring the course VET Student Loan fee. This must match your pre-approved census dates for the course or subject.

  • Reporting period - This is the year and semester period in the format YYYYp. A valid entry in this field would be 20151 or 20152

vet fee help class
Figure 414. VET Student Loan fields in a Class record

38.3. Setting the Student’s VET Student Loan eligibility

For all students enrolled in a class where VET Student Loans are available, every participant must have additional data in their student VET section record completed, even if they are not applying for a loan.

You will need to create and record a CHESSN for each student, and complete the student’s contact details and AVETMISS questions responses as usual.

There are some additional fields in the VET section of a contact record that need to be completed if the student is applying for VET FEE-HELP. You will need to mark the checkbox called 'VET FEE-HELP eligible' for them to appear, these are:

  • Citizenship status - select an option from the drop down box

  • Tax file number - record the number provided by the student which they have obtained from the ATO

vet fee help contact
Figure 415. VET Student Loan fields in a Contact record

38.4. Student VET Student Loan requests

Every enrolment record has a VET Student Loans section that is used to record the VET Student Loan request, or report that the student doesn’t wish to apply for a loan.

The fee charged field will show the enrolment fee the student was charged. This data is tied to the invoices generated is not editable in their enrolment record.

In the FEE HELP requested field, you can indicate that the student doesn’t wish to apply for a loan by leaving the default value as $0.00 or enter an amount up to the full class fee.

The loan fee will be calculated based on the value you have set in the Fee Subsidy drop down box. Non-state government subsidised courses will incur a 20% loan fee that you’ll see added to the Total Loan amount. Subsidised courses incur no loan fee.

You can also override the Type of Attendance information at the enrolment level. By default, the enrolment will inherit the attendance type of the class, but you can change it here if you have students attending the same class, but with different attendance types.

Beyond this required data, you can optionally complete the fields in the section headed 'Credit and RPL'. Leave the fields blank that do not apply this student’s enrolment.

  • Credit offered value - This field contains EFTSL value of the credit/RPL offered at the reporting date towards the total requirements of the course and can contain values from 0001 to 9999.

  • Credit used value - This field should report the sum total value of all credit/RPL used by a student toward their current course, at the reporting date. The value reported in this element must be less than or equal to the value reported in the 'Credit offered value' and can contain values from 0001 to 9999.

  • RPL Indicator - select from the drop down list

  • Credit Field of Education ID - A code that records details of the field of education of the VET study for which credit/RPL was offered. Valid codes are in the range 0100 - 1299 and can be found on the Heims Help website

  • Credit offered provider code - A code indicating the Higher Education Provider where the studies for which the credit/RPL was offered were undertaken. Valid codes are in the range of 1000 to 6000 and can be found on the Heims Help website

  • Credit type - select from the drop down list

  • Credit provider type - select from the drop down list

  • Credit level - select from the drop down list

vet fee help enrolment
Figure 416. VET Student Loans section in a Enrolment record

39. Funded Training

Smart and Skilled is the NSW funded training programme and Skills First is the Victorian State government programme administered by Skills Victoria. Other states also have funded training programmes which are also supported by onCourse.

These contracts require you to lodge your compliant training files (NAT Files) every few weeks. This is known as progressive or ongoing reporting. You may wish to report even more often in order to receive funding more quickly. Concepts which are common to these funding programmes are:

Commencement

The enrolment is reported with a commitment ID and at least one outcome reported as 70 - Continuing Enrolment. Because onCourse automatically reports 70 when the outcome commences you don’t need to manually change the outcome status. Just ensure the student attendance is marked and onCourse will report the commencement.

Progression

As outcomes are completed (or withdrawn) certain funding will be paid as per your contract. Just keep reporting AVETMISS exports to your funding body and onCourse will ensure the correct progressions of the students are reported.

Completion

Finally, when you create a Certificate in onCourse and all the outcomes are finalised, you’ll be able to receive your final payment.

39.1. Skills Groups

Skills Group are special 'made up' Skill Sets or mini qualifications that have been invented by funding bodies to allow funding for clusters of units.

onCourse includes by default all official training package and accredited course qualifications from Training.gov.au, but not the Skills Groups.

  1. When you receive a Skills Group contract, it will include a code like SG00001234

  2. In onCourse, go to the Qualifications screen and click the + button to create a new record

  3. The first drop down box is the Type field. Select 'Skill Set'.

  4. Fill out the remaining fields with relevant details; Level, Title & National Code are mandatory fields that must be filled out.

  5. Click Save.

  6. Once saved, it will be available for you to add to your course on the VET tab national code field

  7. Make sure you tick the option 'Satisfies complete qualification of skill set' to ensure the data is correctly reported for these students as an enrolment in a mini qual, rather than a standalone set of units.

  8. Add the units the Skills Group funding covers to the course and save the course

smartandskilled SkillsGroupCourse
Figure 417. Smart and Skilled Course set up with a Skills Group

39.2. General configuration

Data collection rules and forms allow you to define what information is collected during the online enrolment, application and waiting list process. You can create custom fields and forms for using the Data Collection feature, and assigned them to particular courses, which can assist with the individual requirements of your contact. You can read more about Data Collection Forms and Rules.

You should set up a Funding Contracts or even create multiple contracts to report separately.

When you create courses for enrolling your funded students into, think about whether you want to allow students to enrol directly or have them enrol by application. The application process will give you more opportunity to review the enrolment eligibility and student fee component.

Finally, set up your classes and decide whether the enrolments in that class will be allocated a funding contract by default or are mostly fee for service students with no funding contract.

smartandskilledClassSetUp
Figure 418. Smart and Skilled Class VET tab with the funding contract

39.3. Enrolments

After processing the student enrolment ensure you add the Commitment ID to the Purchasing Contract Identifier field. If the student has multiple enrolments under this funding committment ID (for example you may have split up the delivery into separate classes) make sure they all have exactly the same ID so onCourse can join them together in the AVETMISS export.

smart and skilled fields
Figure 419. Red text showing where specific Smart and Skilled data is recorded

39.4. Eligibility Checks and Provider Calculator

onCourse has developed processes that allow you to collect the student’s information and lodge it with State Training Services using the STSOnline provider portal, using onCourse’s Smart and Skilled Bulk Upload export. You will need to ensure everything is set up at the course level before you can proceed.

Creating the Bulk Upload Export

  1. From the Dashboard, open the Applications window.

  2. From the Applications list view, sort and filter the list until you have the applications you want in the batch. Ensure they are highlighted.

  3. Go to the Share icon on the bottom right hand of the list view, select Excel, and the export file "Smart and Skilled Bulk Upload" and click Share.

  4. Save the file to your computer.

smartandskilledBulkUpload
Figure 420. Smart and Skilled Bulk Upload Export
Editing the Bulk Upload Template for Eligibility Checks

The bulk upload template will need to be edited before you can upload it via the STSOnline provider portal.

Certain fields are mandatory and must be completed for a successful upload. Some fields are conditional and only need to be completed if another field has a value. A few fields are optional and do not need to be completed for the eligibility checks.

Full details of the fields and their specifications are found in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" available from the STSOnline provider portal.

onCourse has added values where applicable from the student, employer, course or class and included some default values for fields as details below, however, the provider will need to confirm that they are accurate and correct for each upload. All values in the export will need to be reviewed and verified by the operators to ensure it’s compliant. You should consult the documentation on the STSOnline provider portal for specific information.

We recommend you download the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Table 1 Bulk Upload file and confirm the values you will need to enter with your compliance team or management before you do your first upload.

Please make sure to check that the dates are formatted as DD/MM/YYYY for all date columns, some spreadsheet programs will change the date formats when the file is opened.

If you encounter issues with the upload failing or student not being accepted, you will need to contact Training Market for assistance: https://www.training.nsw.gov.au/about_us/contacts.html

Export values for an Eligibility Checks
Table 4. Bulk Upload Export Template Fields for Eligibility Checks
Column Column Name Pre-filled by onCourse? Where to locate the information Location in onCourse Mandatory (M) / Conditional © /Optional (O)

A

National_Provider_ID

Yes

General Preferences

M

B

Provider_Student_ID

Yes

Student Contact

O

C

Enquiry_Or_Notification

Yes

Default

M

D

Activity_Period_ID

Yes

Default

M

E

Region

No

Refer to STSOnline’s https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist

N/A

M

F

Prog_Stream

No

Refer to Field 6 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process"

N/A

M

G

Nat_Qual_Code

Yes

Course

M

H

First_Name

Yes

Student Contact

M

I

Surname

Yes

Student Contact

M

J

Other_Name

Yes

Student Contact

O

K

DOB

Yes

Student Contact

M

L

Gender

Yes

Student Contact

M

M

Lives_in_NSW

Yes

Student Contact

M

N

Residential_Postcode

Yes

Student Contact

M

O

Residential_Suburb

Yes

Student Contact

M

P

Still_At_School

Yes

Default value is No. Please refer to Refer to Field 16 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

M

Q

Residency_Status

Yes

Student Contact

M

R

Qual_Since_2017

Yes

Student Contact

M

S

Highest_Post_School_Qual

Yes

Student Contact

C (See R)

T

Apprentice_Trainee

Yes

Default value is No. Please refer to Field 20 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

U

Apprentice_Trainee_Type

No

Please refer to Field 21 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process".

N/A

C (See T)

V

Work_in_NSW

Yes

If no employer listed, the default value No will be used.

Employer Contact

C (See M)

W

Employer_Org_Name

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

X

Org_postcode

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

Y

Org_subrub

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

Z

ATSI

Yes

Student Contact

M

AA

Another_SS_Qual

Yes

Default value is No. Please refer to Field 27 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

AB

Disability_Status

No

Please refer to Field 28 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

M

AC

Disability_Assess_Type

No

Please refer to Field 29 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AB)

AD

Welfare_Status

No

Please refer to Field 30 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AB)

AE

Welfare_Type

No

Please refer to Field 31 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AD)

AF

Planned_Start_Date

Yes

Class

M

AG

Delivery_Mode

Yes

Class

M

AH

LTU_Evidence

Yes

Default value is No. Please refer to Field 34 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

AI

Planned_End_Date

Yes

Class

O

AJ

Unique_Student_ID

Yes

Student Contact

O

AK

ESP_Client

Yes

Default value is No. Please refer to Field 37 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

O

AL

ESP_Org_ID

No

N/A

O

AM

Client_ID

No

N/A

O

AN

Referred_by_ESP

No

N/A

O

AO

ESP_Referral_ID

No

N/A

O

AP

Confirmed

Yes

Default value is Yes. Cannot upload students if they do not consent, no value will fail upload.

Default

M

AQ

In_Social_Housing_Register_Or_Wait_List

No

N/A

M

AR

PAS_No.

No

N/A

M

AS

Waiver_Strategy

No

N/A

M

AT

Fee_Or_Waiver_Code

No

N/A

C (See AS)

AU

Training_Location_Postcode

Yes

Site

C (See AG)

AV

Training_Location_Suburb

Yes

Site

C (See AG)

AW

Training_Location_Region

No

Please refer to Field 49 description in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Use STSOnline’s https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist for the region code

N/A

C (see description)

AX

Residential_Address

Yes

Student Contact

M

Export for an Application for Commitment IDs

You can use the same Bulk Upload template to upload your commitment IDs, however, some of the mandatory and compulsory fields will change.

Certain fields are mandatory and must be completed for a successful upload. Some fields are conditional and only need to be completed is anther field has a certain value. A few fields are optional and do not need to be completed for he Eligibility checks.

Full details of the fields and their specifications are found in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" available from the STSOnline.

onCourse has provided the unique student values, course or class values and some defaults to the most commonly used values included, however, the college will need to confirm that they are accurate and correct for each upload. We recommend you download the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Table 1. Bulk Upload file and confirm the values you will need to enter with your compliance manager before you do your first upload.

Table 5. Smart and Skilled Bulk Upload Template for Commitment IDs
Column Column Name Pre-filled by onCourse? Where to locate the information Location in onCourse Mandatory (M) / Conditional © /Optional (O)

A

National_Provider_ID

Yes

General Preferences

M

B

Provider_Student_ID

Yes

Student Contact

O

C

Enquiry_Or_Notification

Yes

Default

M

D

Activity_Period_ID

Yes

Default

M

E

Region

No

Refer to STSOnline’s https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist

N/A

M

F

Prog_Stream

No

Refer to Field 6 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process"

N/A

M

G

Nat_Qual_Code

Yes

Course

M

H

First_Name

Yes

Student Contact

M

I

Surname

Yes

Student Contact

M

J

Other_Name

Yes

Student Contact

O

K

DOB

Yes

Student Contact

M

L

Gender

Yes

Student Contact

M

M

Lives_in_NSW

Yes

Student Contact

M

N

Residential_Postcode

Yes

Student Contact

M

O

Residential_Suburb

Yes

Student Contact

M

P

Still_At_School

Yes

Default value is No. Please refer to Refer to Field 16 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

M

Q

Residency_Status

Yes

Student Contact

M

R

Qual_Since_2017

Yes

Student Contact

M

S

Highest_Post_School_Qual

Yes

Student Contact

C (See R)

T

Apprentice_Trainee

Yes

Default value is No. Please refer to Field 20 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

U

Apprentice_Trainee_Type

No

Please refer to Field 21 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process".

N/A

C (See T)

V

Work_in_NSW

Yes

If no employer listed, the default value No will be used.

Employer Contact

C (See M)

W

Employer_Org_Name

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

X

Org_postcode

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

Y

Org_subrub

Yes

If no employer listed, field will be left blank

Employer Contact

C (See V)

Z

ATSI

Yes

Student Contact

M

AA

Another_SS_Qual

Yes

Default value is No. Please refer to Field 27 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

AB

Disability_Status

No

Please refer to Field 28 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

M

AC

Disability_Assess_Type

No

Please refer to Field 29 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AB)

AD

Welfare_Status

No

Please refer to Field 30 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AB)

AE

Welfare_Type

No

Please refer to Field 31 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

N/A

C (See AD)

AF

Planned_Start_Date

Yes

Class

M

AG

Delivery_Mode

Yes

Class

M

AH

LTU_Evidence

Yes

Default value is No. Please refer to Field 34 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

AI

Planned_End_Date

Yes

Class

M

AJ

Unique_Student_ID

Yes

Student Contact

M

AK

ESP_Client

Yes

Default value is No. Please refer to Field 37 in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" if other value needed

Default

M

AL

ESP_Org_ID

No

N/A

C (See AK)

AM

Client_ID

No

N/A

C (See AK)

AN

Referred_by_ESP

No

N/A

C (See AK)

AO

ESP_Referral_ID

No

N/A

C (See AN)

AP

Confirmed

Yes

Default value is Yes. Cannot upload students if they do not consent, no value will fail upload.

Default

M

AQ

In_Social_Housing_Register_Or_Wait_List

No

N/A

M

AR

PAS_No.

No

N/A

M

AS

Waiver_Strategy

No

N/A

M

AT

Fee_Or_Waiver_Code

No

N/A

C (See AS)

AU

Training_Location_Postcode

Yes

Site

C (See AG)

AV

Training_Location_Suburb

No

Site

C (See AG)

AW

Training_Location_Region

No

Please refer to Field 49 description in the Table 1. Bulk Upload file in the "Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple Student Process" Use STSOnline’s https://www.training.nsw.gov.au/forms_documents/smartandskilled/deliver_training/regions_postcodes.pdflist for the region code

N/A

C (see description)

AX

Residential_Address

Yes

Student Contact

M

VI: Financial

40. Invoices

40.1. Invoices

Every time you create a purchase through Checkout, an invoice will be automatically created for you. Each item purchased will create an invoice line, so multiple students enrolling in multiple classes each can be recorded on a single invoice.

An invoice is assigned to a debtor, so an employer requesting two students enrolling in three classes each can be issued a single invoice through one Checkout process. Whereas two individual students each enrolling and paying for their classes themselves would be enrolled through two Checkout processes, to create two invoices - one for each student.

During the Checkout process you can see the draft details the invoice y