A new set of features involving onCourse scripts, email templates, post class satisfaction surveys and document uploads to the skillsOnCourse portal comes together in a new feature set for automatic distribution of Attendance Certificates for non-VET courses.
Each day, for classes that ended the previous day, onCourse will create and upload to the student portal a Certificate of Attendance for each enrolled student. Optionally, you can set the script to check attendance has also reached a certain threshold, like 80%, before issuing this certificate.
For students issued with a certificate, a new email template will be sent with a one time password free login link to take them straight to the portal page where they can then download and print their certificate.
The default wording in the email template encourages the student to complete the simple satisfaction survey built into the portal, so you can start collecting 5 star ratings for the class venue, tutor and content, plus an optional comment.
As per all new scripts and templates, this is disabled by default, and we encourage you to customise the wording of the 'Certificate available' email before activating this script at your college.
Deatiled documentation for enabling and customising this feature is available in the user handbook: RTO Guide - Non-VET Certificates of Attendance
Unlike non-VET Certificates of Attendance, formal VET certifications like Statements of Attainment and Qualifications can only be issued when a student achieves outcome results for the units that make up their course.
A new script in onCourse checks daily for any outcome results which have been updated during the previous 24 hours, and if all the outcomes attached to the enrolment have be set to have an outcome status, a VET certification will be created if at least one of those outcomes was successful.
Where the student has successfully achieved all outcomes linked to a course which 'satisfies complete qualification or skill set', then they will be issued a Qualification or Skill Set Certificate on completion. If all outcomes have been marked, and some are unsuccessful, they will be issued a Statement of Attainment instead.
For students undertaking a short course, who have successfully, or a mix of successfully and unsuccessfully, completed their outcomes, a Statement of Attainment will also be created for their successful units.
Deatiled documentation for enabling this feature is available in the user handbook: VET Qualifications and other Certificates
To improve clarity and ensure all new onCourse features have a home in the menu system, we have restructured the top level menus to better group related items.
A new menu option called 'Products' includes all the items you can sell via onCourse, including Courses, Gift Vouchers and Memberships.
The menu item 'Training' contains the features related to setting up and scheduling training, including items such as Classes, Sites and Documents.
The previous menu 'People' has been split into two menus: The new 'People' menu contains the options to access contacts and their communication history via mailing lists and messages, while the new 'Activity' menu is where you will find Quick Enrol and all the results of contact engagement with onCourse including Applications, Enrolments, Certificates and Sales.
All options related to fees and payments, including CorporatePasses and Discounts can be found under the 'Financial' menu.
The File, Edit, Windows and Help menu options are unchanged.
The new onCourse menu structure
A new script has been created called 'Send weekly finance summary report' to email
the Trial Balance for the previous 7 days to the system admin email address every Monday
morning. You may like to alter the email address in the script, so this report sends to
your finance managers email address. This script is disabled by default
#27931
A new script has been created called 'cloudassess course enrolment create' to create enrolments in the CloudAssess LMS where you have set up this integration in onCourse. This script is disabled by default
#27107
Added new ReportSpec API functions to allow reports to be printed and emailed via scripts
#27405
Added new DocumentSpec API functions to allow documents to be created and uploaded into the skillsOnCourse portal via scripts
#27696
Two new reconciliation reports have been added to the Banking Deposits window
called 'Reconciliation Summary' and 'Reconciliation Detail' that group and total
payments by type, better assisting bank account reconciliation for daily Credit Card and
AMEX transactions #27696
The Enrolment Confirmation HTML email template has been updated to ensure the class
list displays correctly in MS Outlook 2013. To apply this change, you will need to get
the latest copy of the template from GIT Hub and add in any customisations you may have made to this template
#27122
The Tax Invoice plain text and HTML templates have been updated to only show unpaid due dates for invoices. To apply these changes, you will need to get the latest copy of the templates from GIT Hub and add in any customisations you may have made to these templates.
Extended tags to waiting list, so you can now add your own workflow and grouping criteria to requests
#27398
A new integration with the LMS Cloud Assess has been added to onCourse, to allow you to
automatically enrol onCourse students into the LMS via enabling the 'cloudassess course
enrolment create' script#27931
Added new 'Print' and 'Export' buttons to the list view, to allow quick access to these functions without having to choose a menu option
#27760
Addition of syntax ${image "imagename"} to allow onCourse images to be embedded in HTML email
templates #26862
Added 'total' to the list of advanced search options in the invoice window
#27859
Moved Taxes window (formerly in the financial menu) to the General Preferences
#27616
Quick Enrol now shows all classes for a course sorted by start date order by default, with the next available classes at the top of the list
#27429
Added a new access right type 'Summary extracts' to Financial section to Allow/not allow user roles to export/print MYOB and trial balance reports
#27288
Export the option 'neither Aboriginal or Torres Straight Islander' for Indigenous status
for all students born in a country other than Australia, regardless of their response in
the AVETMISS questions, as 'neither' is the only option allowed according to AVETMISS
validation rules. #27320
Export 'Not provided' for student AVETMISS address data where the student has provided a
PO or GPO Box address instead of a street address #27488
Add the additional text 'All outcomes ending after 'outcomes before' will
automatically export as 'Continuing enrolment (70)' to the AVETMISS 7 export runner for
better clarity as to when a 70 will be exported instead of the database value
#27620
Changed the AVETMISS label 'Identifier' to 'RTO Identifier' and added a link to
training.gov to improve clarity for RTOs reporting into QLD who also report their QLD ID
via an additional field#27691
AVETMISS improvements for non-VET Prior Learning, to export a default FOE ID of
129999 where no value is provided #27241
Export VET Fee Help files to the same nominated location as AVETMISS files by default#27550
Addition of the USI to the VET Fee Help VEN export file as per the 2016 reporting requirements#28116
Embedded Open Sans Condensed fonts inside onCourse for new print report font
options#28070
Improved prefetches for creating large message batches, to ensure server is not overloaded
#27748
Removed lock/unlock icons from outcomes obtained via prior learning, as there are no class dates to inherit this data from
#27241
Do not request to save company records when closing the edit view and no changes have been made
#27631
Improved validation message when attempting to delete discounts to explain discounts already used can only be disabled
#27346
A fix to access control edit permissions where when the account access role was
changed, and some preferences and permissions didn't update as expected
#27717
Allow spaces to be added when entering credit card numbers in the onCourse payment gateway
#26889
Improvement to the onCourse replication process to reduce the occurrence of stuck 'in
transaction' status enrolments #28089
Improve clarity of user messages in Quick Enrol when the payment gateway is closed
without completing or cancelling the payment attempt
#26888
Improve visual display of calendar icon in advanced search so it doesn't overlay the data in the field
#27422
Fix to prevent sending of Credit Note emails when 'send credit note email' option is unchecked in enrolment cancellation or transfer process
#27963
Improved loading speed of course lookup process in Quick Enrol
#28057
Fix to ensure correct naming of payment types in onCourse UI for new installations
#27991
Replacement of the class cancellation script and email set to a version that triggers
only on class cancellation instead of enrolment cancellation
#28001
A new set of preferences were added to lock the online mailing list, waiting list and
enrolment process to only allow existing students to add or enrol themselves. This feature
is particularly for the use for enterprise RTOs or membership based organisations. To
enable these functions on your website, uncheck the CMS setting options 'Allow create new student' #27668
Apply marketing preferences selected during the enrolment process to the contact record in onCourse
#27870
Change validation for email addresses during the online enrolment process to allow for new domain name extensions
#27935
Allow a voucher purchased on the website to be redeemed by any user presenting the voucher code
#27312
Classes that have their enrolments automatically disabled based upon date restrictions collapse under the 'show full classes' list set with classes that are actually full
#27975
Increase URL redirect fields in CMS to 512 characters
#27948
Allow site based searches on course pages, to restrict the classes displayed to a particular site location
#27665