Release 6.0

5 Aug 2014

Important changes

JAVA 7 update required

onCourse 6.0 now requires a minimum of Java Version 7 to run. If you are running Java 6 at the moment, download Java for free at www.java.com Most users will already be running Java 7 or even Java 8.

Major features

Document management

Document Management in onCourse has just become bigger and better. With the recently launched document delivery system in the onCourse portal, you now have the opportunity to easily provide resources to tutors and students via their portal login. Remember, the skillsOnCourse portal is available to all onCourse licensed users, even if you don't have an onCourse website.

Documents can also now be attached directly to enrolments, so completed student assessment tasks can be stored in an easy to find way in onCourse. Public, private, tutor only and tutor and student resources can be centrally managed and controlled for greater transparency and compliance with AQTF and NVR document record keeping standards.

For documents like policies and procedures, assessment tasks and learning resources, you can choose to lock previous class instances to previous versions, while new classes will have access to more recent versions. With versioning, historic documents can never be deleted, even in error. Compliance is now made even easier with a complete audit trail always available.

Users of onCourse with a support contract have been given cloud storage for their documents. This gives you:

  • better performance for large files

  • version controlled history for every file

  • unlimited storage (costs apply)

Portal user switching

For employers, HR managers, client managers or even parents who manage a group of students attending training at your college, you can now assign portal switching permissions based on contact relationships in onCourse. This allows approved users to login to the SkillsOnCourse portal and then switch the view to see the portal records for any of their related contacts.

Capture Parent/Guardian contact details for under 18's during online enrolment

The online enrolment process will now detect any enrolling student under 18 years of age, and request that emergency contact details are provided for their parent or guardian. This will create a new contact record in onCourse with a fixed relationship to the student. By default, the Parent/Guardian will be set as the payer for the enrolment and therefore be sent the invoice, but this can be switched back to the student or another contact at payment.

Add custom fields to online enrolment

Custom fields that have been added to onCourse contact records can now be added to the online enrolment process. In the onCourse CMS you will see your custom fields and can make them shown, hidden or mandatory for enrolling students.

Define age restrictions for enrolment in a class

All classes in onCourse now have two new fields to allow you define a minimum and/or a maximum age of enrolment. Some classes may be set to have, for example, a minimum age of 16 for enrolment while classes for children may have an age range set i.e. 6 to 9 years. For these rules to be enforced in the online enrolment process, you must have set the date of birth field as mandatory in the CMS settings.

If you do not wish to set varying enrolment age permissions at the class level, you still have the ability to set a global age minimum for enrolment in the CMS. If you choose to set an age restriction at the class level, this will override the CMS global preference for minimum enrolment age for that class only. For example, you could have your CMS global age minimum set to 18, and then have some specific children's classes with lower minimum ages. Note there is no global preference for minimum age for taking enrolments through the office – the CMS setting only applies for student enrolling online.

Students who have previously provided a date of birth that doesn't meet the class enrolment rules can not change their age during the online enrolment process and will be prompted to contact the college to complete the enrolment process.

During an office based enrolment, users will be prompted to complete the date of birth fields for customers enrolling in an age restricted class, and will also be notified of (and have the opportunity to correct) the date of birth of a student enrolling who is outside the set age range.

For more information, see the Quick Enrol FAQ

Minor features

  • Include the Special Needs fields to the online enrolment process. This field can be shown, hidden or made mandatory in the onCourse CMS.

  • Two new fields were added to the timetable sessions – Public Notes and Private Notes. Public notes can be used to add information you want the potential students to see about what content will be delivered in the session, or any special resources they should bring. Public notes will be shown in the timetable on the class page on the website, and in the student's portal. Private notes is for internal notes about resourcing or room configuration that may be required to deliver the session and is not publicly visible on the website, but printable in timetable reports.

  • Change in publishing rules to the course and class URL pages to ensure links sent via enrolment confirmation emails are always available, even once the class is no longer displayed on the public website for enrolments.

  • Improvements to the Victorian AVETMISS 7 to ensure enrolment fees are reported per hour, instead of per unit as per other states

  • Addition of Victorian only AVETMISS 7 fields to the NAT00010, NAT00020 and NAT000130 files

  • Improvements in AVETMISS 7 to the auto setting of outcomes after the reporting period to 70. Previously, outcomes with an end date after the export end date were automatically set to 70. Now, outcomes with an end date in the year after the year of the export end date are set to 70. This means that for partial year data exports, only outcomes ending in the following calendar year will be set to 70. Where unset outcomes ending in the export range calendar year will be exported as 00, 81 or 90 depending which override outcome is chosen in the export window.

  • Added payment type of EFTPOS. All transactions processed as type EFTPOS are automatically marked with a date banked of the day they were created so they can be immediately reconciled. We recommend type EFT is now used for direct bank deposits, rather then EFTPOS

Fixes

  • Performance improvements for the class cancellation process #21186

  • Performance improvements for contact merging #21181

  • Fix to an AVETMISS export exception that occurs when the site postcode is non-numeric #21611

  • Fix to an exception that occurs when a tutor has multiple payroll lines for $0.00 #21784

  • Fix to search options in the Certificate table that were failing to return results when searching on the contact name #21831

  • Fix to the tabbed display of classes for non-admin users which sometimes hid the VET tab in self paced classes #21918

  • Correct line break types in the AQTF Competency Completion export #21900

  • Remove AQTF Competency Completion export from the AVETMISS 7 menu. This export remains available to all users from the AVETMISS 6.1 menu #21987

  • Improvements to the address parsing for the AVETMISS 7 NAT0080/85 files #21838

  • Improvement to the calculation of the Commencing Course Identifier to ensure all outcome records for a student have the same identifier #22318

  • Fix to the tutor class relationship to prevent the tutor relationship from being edited and causing an exception. The tutor relationship to a class can be deleted, and a new tutor can be added #21791