onCourse handbook

Aristedes Maniatis

Natalie Morton

Charlotte Tanner

Marcin Skladaniec

version 4.0


This Work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Australia License.


No liability for the contents of this document can be accepted. Use the concepts, examples and information at your own risk. There may be errors and inaccuracies that could be damaging to your system. Proceed with caution, and although it is highly unlikely that accidents will happen because of following advice or procedures described in this document, the author(s) do not take any responsibility for any damage claimed to be caused by doing so.

All copyrights are held by their by their respective owners, unless specifically noted otherwise. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark. Naming of particular products or brands should not be seen as endorsements.

29 Mar 2013

Table of Contents

I. Installation and setup
1. Downloading and installing onCourse
System and hardware requirements
Network requirements
Database considerations
Upgrading onCourse
Troubleshooting connection problems
2. General Preferences
General Preferences Terms and Definitions
Setting your General Preferences
Class Defaults
3. Advanced Setup and Configuration
Financial Setup
Enabling advanced onCourse Features
Access Control (authorisation)
Server configuration file
Using an external database
Server Memory Allocation
4. Email Templates
It's easy to construct emails with onCourse.
II. Entering data
5. Getting Started
How to get around the onCourse interface
Filters and query
Cogwheel special functions
Record detail view
6. Tags and Tag Groups
Using Tags
A flexible way to add classification and structure to your data
Creating a filter in advanced search to make tagging more powerful.
Tagging and Untagging multiple records
7. Sites and Rooms
onCourse Terms and Definitions
Working with Sites and Rooms
Creating Sites and Rooms
8. Creating and Modifying Contacts
onCourse contact types
Adding a new contact from the list view
Adding a new contact in Quick Enrol
Modifying contact details
Relationships between contacts
Finding contacts
9. Tutors
onCourse Terms and Definitions
Working with Tutors
Creating Tutors
Contacting tutors by email or SMS
Contacts and Attachments
10. Creating Courses
onCourse Terms and Definitions
Working with Courses
VET Courses
11. Creating Classes
onCourse Terms and Definitions
Working with Classes
Class Record Tabs
Special Class Functions
Creating Classes
Publishing classes online
Creating class budgets
Adding RTO and VET data to class records
Working with classes that have enrolments
Marking Student and Tutor attendance
12. Budgets
Budget overview
Adding and Editing Budget Items
13. Concessions and Memberships
What is a concession?
What is a membership?
Creating concession types
Creating a membership
Purchasing a membership
Redeeming a membership
Searching for students with concessions or memberships
14. Mailing lists
Why use mailing lists
Creating a mailing list
Student self subscriptions
Manually adding or removing students from a mailing list
Unsubscribing a contact from a mailing list
15. Waiting Lists
Enabling waiting lists
Student web subscription to waiting lists
Managing waiting lists within onCourse
Advising students on waiting lists that a class is available
Enrolling students on waiting lists
III. Processes
16. Processing Enrolments
Terms and Definitions
Working with Quick Enrol
Creating an enrolment with Quick Enrol
Tax invoices and enrolment confirmations
3rd Party Payments
Payments In
17. Cancellations, Transfers and Refunds
Cancelling a single enrolment
Creating a manual credit note
Manual discounts after enrolment
Using the credited amount as credit towards another enrolment
Refunding a student
Cancelling A Class
Student Transfers
18. Private Bookings and Custom Classes
Creating and Enrolling Students in a Custom Class
19. RTO Guide
Understanding how outcomes are attached to enrolments
Creating Class Training Plans
Setting and modifying outcomes
CSWE courses, classes and outcomes
VET delivery hours
VET Qualifications and other Certificates
Courses by Cluster
Traineeships and Custom Training
20. AVETMISS Reporting
What do I have to lodge?
21. Reporting
Existing reports
Printed Reports in onCourse
Developing custom reports
Importing a custom report
SQL Reporting with a JDBC connector
22. Importing and exporting
23. Sending messages
Selecting people to contact
Sending an integrated mail message
Exporting contact details for other messaging tools
Messaging opt in and opt out
Message permissions and message history
Automatic messages in onCourse
Modifying message templates
24. Discounts
Introduction to discounts
Creating effective discount strategies
How to create a discount
Accessing discounts during enrolment
Financial aspects of discounts
Example discount campaigns
Reporting on discount use
25. Accounting
Relationship between the Student and the Debtor within onCourse
Principles of Accrual Accounting
Explanation of Financial Transactions Generated by the System
Deferred Income
Assigning Account Codes within onCourse
Accessing Financial Information from onCourse
Banking and Reconciliation
26. Tutor pay
Setting standard pay rates
Class budget with Tutor pay
Confirming Attendance and exceptions
Generating Tutor pay

List of Examples

3.1. How to create a concession type
5.1. How to cancel a class using the cogwheel
5.2. How to duplicate a class
5.3. How to use the cogwheel to contact tutors and students
5.4. How to create a certificate of attendance
6.1. How to create a Filter using Advanced Search:
6.2. How to bulk tag
7.1. How to set up a new site
7.2. How to set up a new Room
9.1. How to create a new tutor
10.1. Example course and classes
10.2. How to create a new course
10.3. How to "remove" a unit of competency from a class
10.4. Creating a VET Course
11.1. Example course and classes
11.2. How to create a new class
11.3. How to create sessions
11.4. Setting the VET information for a class
12.1. How to create a Class budget
13.1. How to create a concession type
16.1. How to enrol a student with a 3rd party payer
16.2. How to add a company as a contact
16.3. How to enrol a student and Invoice a Company for the enrolment
16.4. How to refund a company for payment marked as received, but should have been invoiced
16.5. How to manage an overpayment by a student
16.6. How to process a payment in
16.7. Example of a Payment In
16.8. Example of paying off a previous and current enrolment together
17.1. How to cancel a single enrolment
17.2. How to create a manual credit note
17.3. How to refund a student
19.1. How to create a class training plan
20.1. How to export date range AVETMISS data
20.2. How to export AVETMISS for one or more classes
20.3. How to export AVETMISS for one or more enrolments
24.1. Creating a 10% discount for seniors card holders
24.2. How to create a marketing campaign with a promotional code
24.3. How to create a membership discount
24.4. How to create a private discount for your college staff
26.1. How to create Tutor pay rates
26.2. Assigning a Tutor and payrate to a class in one step
26.3. How to record a Tutor as being Unavailable for a Given Class
26.4. Setting Tutor attendance for Tutor pay
26.5. Generating, editing and finalising Tutor pay