This chapter looks at how a 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.
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 your AVETMISS details within the General Preferences window. To access this, in the navigation menu click File > Preferences > General, then find the AVETMISS tab in the left-hand column on the window. 'Show RTO related screens and menus' should be enabled. Then fill out the rest of the page and be especially certain that 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 in the top-corner of the window, then close it.
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.
You can add your own modules and units of competency to the onCourse system from within the Units of Competency window (Training > Units of Competency) by clicking the + button in the bottom navigation panel. 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.
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 is a check box called 'Is Module'. If checked, then the record will be classed as a module for use within a qualification. If this is not checked, then the record is considered a unit of competency for use within non-accredited courses. 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.
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 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.
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.
Before creating courses or classes, you should ensure that all of 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 adding Sites and Rooms here.
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 the Courses chapter 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.
There are a few different ways you can structure VET Courses within onCourse:
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, 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.
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, visit our Courses chapter.
When you're done with the initial course setup, open the.
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'.
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
You can then add modules and the units by clicking theicon on the right hand side of the screen. This will open a drop down screen.
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 . You can also set the nominal hours for the units as you attach them to the 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 it's 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.
Once a course has a class with an enrolment in it you CAN NOT 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.
First go to "Course" list view and single click to select the old version of the course
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.
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.
Open the old version of the course and set the status to 'course disabled'.
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.
When you are ready to save and close the new course, set the course status to 'enabled and visible online'
How to duplicate a class from an old course to a new course:
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.
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.
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.
NOTE: 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.
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.
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.
First, you should be familiar with creating a class in onCourse. You can learn how to do this in our Classes chapter.
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 in the AVETMISS reporting to show the sequence of the delivery of units by having varied start and end dates. Training plans allow you to achieve this.
Training plans are linked to sessions and can be found in the class timetable.
By default, all units of competency are assigned to all sessions unless you choose to change this in the training plan. Units can not 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 sessions of you 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:
For any VET class, open the class record and go to Attendance.
In Attendance, 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.
New classes appear with every box checked. To quickly uncheck them, hover your mouse over each outcome and click the chevron that appears, then select 'Not Assigned'. Once done for all outcomes, this will give you a fresh window.
Just like when marking student attendance, click any circle to add a check mark. 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.
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.
The start dates and end dates defined by each unit must fall within the sessions of the class. You can not 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. Out come dates may have a padlock next to them, you can click this to unlock it and edit the field.
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.
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
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. To learn more about Funding Contracts, click here .
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.