VET Enrolments menu

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All the tasks to do with the creation and maintenance of VET Enrolments are gathered under the VET Enrolments menu in the Schools Online system. The tasks fall under several broad headings:

· creating VET enrolments

· viewing entered VET enrolments

· confirming completed VET qualifications

· producing VET reports.

Contents

VET Enrolments menu

Creating VET Enrolments

VET Enrolment Wizard

Step One – VET Qualification

Step Two – Units of Competency

Step Three – Student

Finish – Create VET Enrolments

Final Step – Summary

Viewing entered VET enrolments

Confirm completed VET Qualifications

VET Reports

Selecting a report

Units By Qualifications

VET Qualification Verification

VET Qualifications entered as Completed

VET Result Sheet

Creating VET Enrolments

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VET enrolments can be added to the database by:

· creating them via Schools Online

· importing them from another administrative system.

VET Enrolment Wizard

This wizard will allow you to enrol a number of students in one or more units of competencies at the same time. Essentially you will identify the VET qualification, the students they wish to enrol and the units of competency in which to enrol them.

HINT: Throughout the wizard portions of the screen they can be minimised or minimised by clicking these icons for minismise and for maximise.

Step One – VET Qualification

The screen will display a list of the 25 most commonly used VET qualifications for the current user’s school.

You have two options to select the VET qualification:

· Click on a commonly used VET qualification

· Perform a search on all VET qualifications on the Recognition Register and/or Schools Online.

1. To perform a search of VET Qualifications on the Register:

· enter a Qualification Code

· enter a Qualification Title

· enter aYear

· SACE Stage set within qualification register

· select an AQF[1] (Australian Qualification Framework) Certificate Level (i.e. Level I etc.)

· VET Industry Area (i.e. Automotive etc.)

· Entering a Student Surname who already has VET enrolments already entered

HINT: Any VET Qualification added must be on the VET Recognition Register before proceeding. If your search returns no results please ensure you have selected the option View all qualifications in the Recognition Register.

In order you find the qualification quicker you can sort the results by selecting an appropriate option from the Sort Options drop down.

2. Click on Search button and the results will appear at the bottom of the screen.

3. Select the Qualification to proceed to the next step of the wizard.

To proceed to step two of the wizard click on the qualification either from the commonly used or the search results.

VET Enrolments 1 Add Multiple VET Enrolments Wizard (Step 1 - VET Qualification)

Step Two – Units of Competency

The second step of the wizard list the commonly used 25 units of competency for the selected qualification in step 1 at the current user’s school.

The qualification selected in step one will be shown throughout the wizard and if you have selected the incorrect one click on the Back to Previous Step button to take you back to step one of the wizard.

You have two options to select one or more VET unit of competency:

· Select one or more commonly used competencies.

· Performing a search on all unexpired VET units of competency in Schools Online.

Selecting commonly used competencies.

Select a commonly used competency by clicking on the box alongside the VET units of competency you wish and then click on Add to Selected List below the section of the page you have selected the VET units of competency.

The third step of the wizard allow you search for and select at least one student to add the previous selected Units of Competency under the VET Qualification selected in step one of the wizard.

The qualification and competencies selected in previous steps will be shown throughout the wizard as seen below and if you have selected the incorrect one/s click on Back to Previous Step button to take you back to step two of the wizard.

VET Enrolments 2 Add Multiple VET Enrolments Wizard (Step 2 - VET Units of Competency)

Performing a search

To perform a search on the :

There are currently over 50,000 VET units of competency on Schools Online so you need to enter some search criteria to narrow the search.

1. Enter a code or text to match with the fields:

· an individual VET Unit of Competency Name, VET Qualification, Unit Code and/or TAFE SA code.

· range of Nominal Hours set for the competency

In order you find the Competency quicker you can sort the results by selecting an appropriate option from the drop down.

2. Click on Search button and the results will appear at the bottom of the screen.

Manage the selected list of competencies

A VET competency selected can be removed by click on the box alongside the competency and then click on the Remove From List button.

VET Enrolments 3 VET units of competency selected list

To add one or more competencies you can either perform a search or select one from the commonly used.

Once the list contains the units of competency you wish to add to the qualification click on Next Step button.

Step Three – Student

The third step of the wizard allow you search for and select at least one student to add the previous selected units of competency under the VET qualification selected in step one of the wizard.

1. You can perform a search of students by:

· an individual student by Registration, Student Code, Givens Names, Date of Birth or Surname

· a group of students by Home Group or Year Level

· the members of a current SACE class

HINT: To add students who are not at your school, select Students from another school hyperlink and enter the student’s details.

2. Click on the Search button. The list of matching students is displayed in the bottom portion of the screen.

3. Click on the box alongside the student or students you wish and then click on Add to Selected List.

A student selected can be removed by click on the box alongside the student and then click on Remove From List button.

Once the list contains the students you wish to add to the selected competencies and qualification click on Next Step button.

VET Enrolments 4 Add Multiple VET Enrolments Wizard (Step 3 - Student)

Manage the selected list of students

A student selected can be removed by click on the box alongside the student and then click on the Remove From List button.

VET Enrolments 5 student selected list

To add one or more students you can perform another search.

Finish – Create VET Enrolments

The qualification competencies, students selected in previous steps will be shown as seen below and if you have selected the incorrect one/s click on the Back to Previous Step to take you back to step three of the wizard.

Training 6 Add Multiple VET Enrolments Wizard (Final Step - Create VET Enrolments) (SA)

Training 7 Add Multiple VET Enrolments Wizard (Final Step - Create VET Enrolments) (NT)

For any student selected either all or few as appropriate you enter or select common values:

1. Check the year in the Year field. It will default to the current year. Only change this if entering VET for the previous year.

2. For Northern Territory schools, you must enter a Delivery Location.

3. Select ‘Yes’ or ‘No’ for the Apprenticeship option.

4. Select a result state from the Add As list. This result will apply to each student in the group. (Individual results can be changed later from the Student Enrolments screen.) The result list includes:

· Continuing

· Credit Transfer

· Failed

· Observer

· Observer (F)

· Prior Learning

· RPL-NG (Recognition or Prior Learning - Not Granted)

· Passed

· Unresulted

· Withdrawn

5. Click Add Students to add the VET enrolments to the selected students.

6. Select a Registered Training Organisation (RTO) from the list which will contain the 15 commonly used organisations. If the RTO you require isn’t listed you may perform a search by clicking on icon.

7. Once the common values are selected and the students are ticked you click on Create Enrolments.

VET Enrolments 8 Confirmation prompt before adding VET enrolments

8. A prompt will appear confirming the number of students and competencies you will now add. Click OK to allow Schools Online to create the selected enrolment otherwise click Cancel return back to the wizard.

9. Once added to Schools Online it will appear at the bottom of the screen under the section titled Created VET Units of Competency Enrolments. Students with all their enrolments added will be removed from the list.

10. As soon as there are no students to select or you have added the VET enrolments to the students required you can click on Finish to take you to the Summary screen

HINT: Once you begin creating enrolments you cannot go back to any previous steps of the wizard.

Results can be changed as often as necessary until the database Cut-Off dates for VET results via the List Qualification by Student screen.

Final Step – Summary

This summary show you all the enrolment information added to Schools Online via the wizard.

VET Enrolments 9 Add Multiple VET Enrolments Wizard (Final Step - Summary)

HINT: Each individual VET enrolment can be editing by clicking on the icon along the enrolment.

Viewing entered VET enrolments

The List Students by Qualification provides the functionality to search and display student enrolments in units of competency, grouped by VET Qualification.

VET Enrolments 10 VET Qualification Search

You can perform a search by entering/selecting one or more criteria:

· a Qualification Code, an AQF Certificate Level, a SACE Stage of the qualification as on the Register, a RTO Code, and/or an SACE Completion Requirement,

· a Qualification Title or part of the title,

· select from an Industry Area,

· a Year,

· a VET Unit of Competency Code, or

· a VET Unit of Competency title or part of a title.

Click on the Search button to view matching qualifications on the List VET Qualifications and Students screen.

VET Enrolments 11 List VET Qualifications and Students

For each qualification that matches the search performed you see the qualification records. Each qualification can be expanded by clicking on to view the Units of Competency added. Finally each Unit of Competency can be expanded to view the students enrolled in that competency.

You can alter the Result and Apprenticeship fields and then click on Submit to save the information to Schools Online.

Confirm completed VET Qualifications

In order for the qualification (Certificate III or above) to be used for the Australian Tertiary Admission Rank (ATAR) each student needs to have successful completion of their qualification confirmed by the Registered Training Organisation (RTO) and verified by the Principal and the form submitted to the SACE Board.

The report will list those qualifications currently being undertaken at the user’s school.

VET Enrolments 12 VET Qualification Confirmation

To enter details for each student to indicate that they have successfully completed the qualification click on the alongside the qualification.

VET Enrolments 13 VET Qualification Confirmation – Completion Details

For each student that requires confirmation you need to:

Tick the box at the beginning of each student’s name.
Indicate whether a student has successfully completed as deemed by the Registered Training Organisation (RTO) by selecting Yes (Y) or No (N) from the Completed drop down box.
Indicate whether a parchment already has been Issued by the RTO by selecting Yes (Y) or No (N) from the Parchment Issued drop down box.
Enter the Year Completed for that qualification.
Once the details have been entered click on Save.

HINT: You can confirm multiple VET Qualifications at one time by repeating the above steps.

Once all VET qualification details have been entered on the VET Confirmation screen. Print the report by clicking on the Print Confirmation Report button. If you have confirmed multiple VET qualification completion these will all print on the one report.

VET Enrolments 14 Confirm Student’s Completed VET Qualification Report that needs to be signed by the principal

NOTE: If Certificate III or above qualifications have been completed and will required for Tertiary Entrance calculations, Principal’s verification must be submitted to the SACE Board by VET results cut-off date.

· Print Confirmation Report button will populate the following report – to be printed, verified and signed by the Principal.

· Printed, verified and signed original to be couriered or faxed to SACE Board Assessment Operations (fax number is 8372 7509).

VET Reports

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The VET Reports that are available in Schools Online include:

· Units By Qualifications

· VET Qualification Verification

· VET Qualification entered as completed

· VET Result Sheet

All reports will be displayed on the screen in pdf format. If you wish you can print the reports to a local printer.

Selecting a report

· Select VET Reports from the VET Enrolments menu or the Reports menu to display the VET Reports Selection screen.

VET Enrolments 15 VET Reports Selection screen

Units By Qualifications

The Unit By Qualifications report produces a list of students in the selected VET Qualification listing the Unit of Competency.

1. From the VET Reports Selection screen, select Units By Qualifications as the Report Type.

2. Click OK to display the Units By Qualifications screen.

VET Enrolments 16 Units By Qualifications

3. The current year will show as the default. If you want a report for another year, enter a Year for the report.

4. Identify the qualifications for your report by entering an appropriate VET Qualification Code, VET Unit of Competency Code or Registered Training Organisation of an enrolment.

5. Enter details in the Attention and Action fields (optional).

6. Click on the Go button to view the report on screen. If you wish, you can save or print the report.

VET Enrolments 17 Example of the Units By Qualifications report

VET Qualification Verification

The VET Qualification Verification form produces a list of students who have been entered as completing a Certificate III level or above qualification and will required for Australian Tertiary Admissions Rank (ATAR) or TAFE SA selection calculations. Principal’s verification must be submitted to the SACE Board by VET results cut-off date.

1. From the VET Reports Selection screen, select VET Qualification Verification as the Report Type.

2. Click OK to display the VET Qualification Verification screen.

VET Enrolments 18 VET Qualification Verification

3. Change the Year if you need to look at the details for a previous year.

4. Click on the Go button to view the report on screen. If you wish, you can save or print the report.

VET Enrolments 19 Example of the VET Qualification Verification form

VET Qualifications entered as Completed

The VET Qualification entered as Completed report produces a list of students that have been entered by the school as having completed a VET Qualification.

1. From the VET Reports Selection screen, select VET Qualification entered as Completed as the Report Type.

2. Click OK to display the VET Qualification entered as Completed screen.

VET Enrolments 20 VET Qualification entered as Completed

3. The current year will show as the default. If you want a report for another year, enter a Year for the report.

4. Identify the qualifications for your report by entering an appropriate VET Qualification Code, VET Qualification Title and/or select from a valid Industry Area.

5. Click to select the AQF Certificate Level/s you wish to view on the report.

6. Enter details in the Attention and Action fields (optional).

7. Click on the Go button to view the report on screen. If you wish, you can save or print the report.

VET Enrolments 21 Example of the VET Qualification entered as Completed report

VET Result Sheet

The VET Result Sheet report lists students in each VET Competency with a field in which to enter results.

1. From the VET Reports Selection screen, select VET Result Sheet as the Report Type.

2. Click OK to display the VET Result Sheet screen.

VET Enrolments 22 VET Result Sheet report

3. The current year will show as the default. If you want a report for another year, enter a Year for the report.

4. Select Print Results if you want the entered result to be shown on the result sheets.

5. Enter details in the Attention and Action fields (optional).

6. Click on the Go button to view the report on screen. If you wish, you can save or print the report.

VET Enrolments 23 Example of the VET Result Sheet report

[1] The Australian Qualifications Framework (AQF) is the national policy for regulated qualifications in Australian education and training. It set the certificate levels ranging from Level 1 (Certificate 1) to Level 5 (Diploma) and higher.