RTO Setup

Contents

Before Taking Enrolments
Set up General Preferences
Competency components
Funding source
Site setup
Course setup
Class setup

Before Taking Enrolments

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 the VET classes.

Set up General Preferences

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.

Competency components

onCourse tracks VET competencies 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 from training.gov.au. You can view these from within the Training menu in the nav bar.

For each competency on your scope, tick the 'is offered' option; this will ensure that only those records can be added to your courses. You can also create your own competencies for Skills groups, modules and higher education which aren't imported automatically from training.gov.au.

The new Qualifications/Units of Competency list view

You can view all of the Qualifications and Modules/Units of Competency (including skill sets) by opening the Qualifications window, either via the Dashboard, or by clicking Training > Qualifications in the nav menu. This has been merged with the Unit of Competency window as well, so all of these are able to be viewed and reviewed together in the one place.

You can switch between the three-column view or a list view by selecting the switcher at the bottom of the window.

The new Qualifications/Units of Competency window in three-column view mode

The new Qualifications/Units of Competency window in list view mode

Funding source

Make sure you remember to add the correct funding contract at the Class level, and then make any required changes for individual students at the Enrolment level.

To learn more about Funding Contracts, click here .

Site setup

You should ensure that all of the sites you've set up have the correct address, suburb and postcode. Any sites that are used for VET classes will have these details included in reporting, so ensuring accuracy in this data is important.

You can learn more about adding Sites and Rooms by clicking here.

Course setup

If you are an RTO who offers short accredited programs, or full qualifications, you will appreciate the ease in which you can set up your courses with the right unit and qualification details. This then flows through to recording outcomes, creating transcripts and certifications, and generating AVETMISS compliant data.

Tip

In this section when we talk about Qualifications we really mean "Qualifications, Accredited Courses or Skillsets". And 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.

You must ensure that in the File > General > Preferences > AVETMISS you have the 'show RTO related screens and menus' option enabled. This makes the VET tabs in the course and class records and the AVETMISS tab in the student record visible for data entry.

In the VET tab of the 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.

Tip

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:

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. 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, when a student is enrolled in a class for that course, the student 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. What this means is that you can save yourself a lot of data entry work if you set your course up with all the units to begin with.

Example 28.1. Creating a VET Course

  1. Follow the instructions to create a new course. Open the course record to the VET tab.

  2. 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'.

  3. 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

  4. You can then add modules and the units by clicking the +icon on the right hand side of the screen. This will open a drop down screen.

  5. 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 save. You can also set the nominal hours for the units as you attach them to the course.


The VET tab of the course, showing a full qualification with selected units

Changing units in a course

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.

Example 28.2. How to create your own Modules and Units of Competency

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.

A new unit of competency being created

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.


Example 28.3. How to "add" a unit of competency to a 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.


Example 28.4. How to create your own Qualifications

From within the Qualifications window (Training > Qualifications) 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.

Deleting a custom qualification


Example 28.5. 

How to duplicate a course:

  1. First go to "Course" list view and single click to select the old version of the course

  2. 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.

  3. 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.

  4. Open the old version of the course and set the status to 'course disabled'.

  5. 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.

  6. 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:

  1. 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.

  2. 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.

  3. 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.


Courses which are complete qualifications or skill sets

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.

Partial qualifications

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.

1st course: The Qualification is attached to the course, but the student has not completed any units of competency by completing this course

2nd course: The Qualification and Units are attached to this course. After completing part 1 and 2 the student can now be assessed.

The student record shows a 'dummy' outcome for the course with no units. They have completed it successfully. Now they can be assessed against the other units.

Class setup

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.

Example 28.6. How to create a class training plan

  1. For an existing VET class, open the class record and go to the Timetable tab.

  2. Select a session from the list to view the Training Plan in the left hand panel of the timetable. By default, all the available units will be ticked. You can tick all/ untick all as needed to start preparing the training plan for that session.

    Select all outcomes for delivery during a session

  3. Progressing through each session, select and de-select the units in the left hand panel which will be delivered in that session.

  4. Note that the first session where the unit is delivered and the last session where the unit is delivered will become the start and end dates of the outcomes. If there are sessions in between these two where the unit is not selected, this will have no impact on your AVETMISS reporting, only your internal resource management.

  5. For each session in the timetable, you can define one or more tutors and one or more units. These combine to form the training plan.

  6. Once the class record has been saved, the start and end dates now set for each unit are available on the class Outcomes panel, in the training plan section. The lower half of the window shows the outcomes assigned to student enrolled in this class.

  7. 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.

  8. 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.

  9. To print the training plan report for class, save and close the record and ensure the class is selected in the class list view. Select File > Print > Training Plan to print the report.

    Training Plan Report showing the unit list and their start and end dates

    Training Plan Report showing the units scheduled for delivery for each session and the tutors responsible for their delivery