onCourse handbook

Aristedes Maniatis

Natalie Morton

Stephen McIlwaine

Charlotte Tanner

Marcin Skladaniec

version 7.0


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.

17 Feb 2015

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
Help, Support and Log files
4. Email Templates
Email Templates
5. onCourse scripts and custom workflow
What can you do with scripts?
Script permissions
onCourse default scripts
Script triggers
Script content
Default scripts
6. onCourse Cloud
What is onCourse cloud?
II. Entering data
7. Getting Started
How to get around the onCourse interface
Filters and query
Cogwheel special functions
Record detail view
8. 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
9. Sites and Rooms
onCourse Terms and Definitions
Working with Sites and Rooms
Creating Sites and Rooms
10. 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
11. Tutors
onCourse Terms and Definitions
Working with Tutors
Creating Tutors
Contacting tutors by email or SMS
Contacts and Attachments
12. Creating Courses
onCourse Terms and Definitions
Working with Courses
Writing course descriptions for the web
VET Courses
13. Creating Classes
onCourse Terms and Definitions
Working with Classes
Special Class Functions
Class Record Tabs
Creating Classes
Adding RTO and VET data to class records
Publishing classes online
Working with classes that have enrolments
Marking Student and Tutor attendance
14. Other products
Navigating around the Product window
Adding a new product
Relating a product to a course
Purchasing a product
15. Budgets
Budget overview
Adding and Editing Budget Items
Linking manual invoices income to the class budget
16. 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
17. Mailing lists
Why use mailing lists
Creating a mailing list
Sending Emails and SMS Messages to Clients on your Mailing List
Student self subscriptions
Manually adding or removing students from a mailing list
Unsubscribing a contact from a mailing list
18. 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
19. CorporatePass
When to Use a CorporatePass
Controlling Usage
Setting up your CorporatePass within onCourse
Using the Corporate Pass to Enrol Online
Monitoring the Use of CorporatePasses within onCourse
20. Document Management
Adding new documents
Attaching existing documents
Editing an existing document
Special documents
Access rights
III. Processes
21. Processing Enrolments
Terms and Definitions
Working with Quick Enrol
Creating an enrolment with Quick Enrol
Quick Enrol payment options
Processing a credit card payment in Quick Enrol
Processing payments outside of Quick Enrol
Tax invoices and enrolment confirmations
Quick Enrol FAQ
22. 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
Payment reversals within the payment in window
Refunding a student via Payment Out
Cancelling A Class
Student Transfers
23. Private Bookings and Custom Classes
Creating and Enrolling Students in a Custom Class
24. Enrolments by Application
An overview of applications and enrolments
Applications on the web
25. Vouchers
onCourse Terms and Definitions
Creating a voucher type
Purchasing a voucher
Redeeming a voucher
Navigating the Voucher list window
26. 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
27. Unique Student Identifier (USI)
What is the USI?
Requirements and limitations
The onCourse USI process
Student self-service
Capturing the USI in onCourse
Certificate printing and the USI
28. AVETMISS Reporting
What do I have to lodge?
Competency Completion Online System (CCOS)
Creating a VET FEE-HELP Class
Setting the Student's VET FEE-HELP eligibility
Student VET FEE-HELP Loan requests
Exporting VET FEE-HELP data
30. Reporting
Existing reports
Printed Reports in onCourse
Developing custom reports
Importing a custom report
SQL Reporting with a JDBC connector
31. Importing and exporting
Exporting to MYOB
32. 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
33. 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
34. Accounting
Relationship between the Student and the Debtor within onCourse
Principles of Accrual Accounting
Explanation of Financial Transactions Generated by the System
Contra Payment Types for Refunds
Deferred Income
Assigning Account Codes within onCourse
Accessing Financial Information from onCourse
Banking and Reconciliation
35. Tutor pay
Setting standard pay rates
Class budget with Tutor pay
Unavailability bookings
Confirming Attendance and exceptions
Generating Tutor pay
Payroll Questions and Answers

List of Tables

5.1. Examples
13.1. Web availability rules

List of Examples

3.1. How to create a concession type
6.1. How to access the onCourse Cloud
7.1. How to cancel a class using the cogwheel
7.2. How to duplicate a class
7.3. How to use the cogwheel to contact tutors and students
7.4. How to create a certificate of attendance
8.1. How to create a Filter using Advanced Search:
8.2. How to bulk tag
9.1. How to set up a new site
9.2. How to set up a new Room
11.1. How to create a new tutor
12.1. How to create a new course
12.2. How to "remove" a unit of competency from a class
12.3. Creating a VET Course
13.1. How to create a new class
13.2. How to create sessions
13.3. Setting the VET information for a class
15.1. How to create a Class budget
16.1. How to create a concession type
21.1. How to process a payment in
22.1. How to cancel a single enrolment
22.2. How to create a manual credit note
22.3. How to refund a student
25.1. Voucher Use Cases
26.1. How to create a class training plan
28.1. How to export date range AVETMISS data
28.2. How to export AVETMISS for one or more classes
28.3. How to export AVETMISS for one or more enrolments
31.1. Exporting Class Information
31.2. Exporting Invoice Information
33.1. Creating a 10% discount for seniors card holders
33.2. How to create a marketing campaign with a promotional code
33.3. How to create a membership discount
33.4. How to create a private discount for your college staff
35.1. How to create Tutor pay rates
35.2. Assigning a Tutor and payrate to a class in one step
35.3. Editing a tutors wage after they have been added to the class
35.4. How to record a Tutor as being unavailable
35.5. Setting Tutor attendance for Tutor pay
35.6. Generating, editing and finalising Tutor pay