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College Info

This menu allows you to enter all the relevant information of your college in the General Information section such as College Name, NTIS Code (National Training Information Service), CRICOS Code (Commonwealth Register of Institutions and Courses for Overseas Students), and ABN (Australian Business Number.)

      
Note: You must have a SADMIN (Super Administrator) role to set up this information.

• From the Homepage, click Admin > Configuration and Setup > College Info.
• Enter General college information, AVETMISS Training organisation identifiers for each state These identifiers usually includes 5 zeros and the RTO number e.g. 0000012345, College address, VET Student Loan Information and bank details.

• Click Update to save.

Course Type

From this menu you can set up course type for e.g. VET, ELICOS etc. which, will be used to manage that type of course delivery with associated workflows. Course type refers to the type of course that you offer to your student's for example; VET, ELICOS.

NOTE: Unless you set up your course type you will not be able to do any activities related to course type for example setting up the courses, intakes, calendar, issuing offer letters, enrolling students etc. To setup Course Type follow the instructions below:

1. Click Admin > Configuration and Setup > Course Type. All the available course type as per your platform feature purchase will be displayed as shown below.
2. Activate/deactivate your course type by ticking/unticking the check box and clicking check icon

Note
Note: You cannot deactivate/Delete the Course Type which is associated with some courses already in the system. Please make sure to activate Course Type before using RTOManager system.

Enrolment Fee

This menu allows you to set Enrolment fee information for each course. To set up, please follow instructions below:

        

1. Click Admin > Configuration and Setup > Enrolment Fee.
2. Enter Value for the Enrolment fee e.g. AUD200.00
3. Select Student Origin(s)
4. Enter validity date (fee valid until date).
5. On the drop down menu, select Course type e.g. ELICOS, Short Course, VET
6. Tick the box for the Course selected. You may apply the same enrolment fee for all courses by ticking the box for 'All Course' or for one course 'Selected Course'
7. Click Setup.

Note
Note: You may have different Enrolment fees for different courses. You may set it up separately. You may also set up multiple enrolment fees for one course which will then be available to choose during Application stages.

OSHC Info

This menu allows you to setup Overseas Student Health Cover (OSHC) information and fees in your system.

The Australian Department of Immigration and Citizenship requires International students undertaking formal studies in Australia, and their dependants (for example, spouses and children under 18 years old), to maintain OSHC for the duration of time they are in Australia.

Information entered in this section will be shown on student application where student are provided option to include this service into their application. To setup, please follow instructions below:

 

1. On your RTO Manager, Click Admin > Configuration and Setup > OSHC Info.
2. Choose the provider name from the drop down menu. . If there is no provider information available, click Add New Provider.
3. Select OSHC Type from the drop down menu e.g. Single, Couple, Family. If there's no information available, click Add New Type from the drop down menu.
4. Select OSHC duration on the drop down menu. Duration can be from 3 months to 24 months depending on the OSHC provider information provided.
5. Select Validity start and finish date (for OSHC coverage).
6. Enter OSHC Fee value and click Add.
7. To set up Active Provider, tick the box for which provider/s you would like to make active and click Set Active.

       

• You may also import OSHC Pricelist by downloading the available template.

       

• Click Download template Tab and open predefined excel spreadsheet and click Enable Editing. Enter information such as Provider name, OSHC type, Duration/month, OSHC fee and validity dates. Please do not take off the column headings.

       

• Save the File to your desktop and go back to the page and click Choose File.
• Look for the saved spreadsheet and click Upload.

Offer Document Checklist

Navigation: Admin> Configuration and Setup > Offer Document checklist

This tab allows users to define the documents that applicants will be required to upload at the final step of the online application process. These documents should be setup to meet the College application process requirements. The system allows for different documents for different student origins - overseas (offshore) students, overseas students in Australia (onshore), or resident/domestic students. Examples of documents are Birth Certificate, Passport, Academic Transcripts etc.

To set up the Offer Document checklist in the system:

1. Type in Document Name e.g. Birth Certificate, Passport, etc.
2. Select the Document type (see note below for further information).
3. Select Set Compulsory if the document is mandatory.
4. Select Set Active to make the document active in the checklist.
5. Select the applicable Student Origin for the document. 
6. Click Add Document.
7. The new document will be added to the Offer Document list

       

Info
title Document Type
The System provides two pre-defined values for Document Type: In_application will group documents required prior to issuance of offer and are to be submitted during the application process at Step 5. Post_application will group documents required after the application process is completed. In addition to these pre-defined values, users can configure custom values for Document Type using the System Fields Setup feature.    Custom values for Document Status, which allows for tracking of documents (for example; approved, pending, etc.), can also be configured using the System Fields Setup feature.

Agent Document Checklist

This tab allows you to create Document checklist for Agents. This checklist will show up on the Agents Registration form. To set this up, follow the instructions below:

       

• On your RTOManager, Click Admin > Configuration and Setup > Agent Document Checklist
• Enter Document name and select the checkbox to select whether documents are compulsory or not.
• Tick the Set Active box to make it active.
• Click Add Document to save.
• To edit, activate and make the documents mandatory, click the edit icon . To delete the document. Click the delete button.

Note
Note: You can only delete the Document if they have not been used in any application. You can however make it inactive if not relevant anymore.

Agent Status

Agent status refers to defining category for agents to allocate to. For example once the agent has applied for the agency for your college they may be given "provisional" status, or if has already signed a contract, can be given "active" status. To set up agent status category, follow the instructions below:

      

• On your RTOManager, Click Admin > Configuration and Setup > Agent Status.
• To enter new agent status, Type in Status Type e.g. Provisional, Active etc. Tick the box Publish under Agent List should you want to publish this agent on your website.
• Select duration of the contract. Duration refers to the validity of the status for example: if an agent is contracted 12 months refers to the period of contract. Click Add.
• You can edit the document name and Active options by clicking this icon . You can also delete the document clicking the button.

Note
Note: To view the public portal, make sure that you are not logged into RTO Manager.

Country List

From this menu you can add/delete country list which will later be used by the system while generating offer letters. However the system will populate the possible country list from the NCVER AVETMISS text file. To set up country list, follow the instructions below:

• On your RTOManager, Click Admin > Configuration and Setup > Country List.

       

• To add a new country in the list, enter the name on the country, country code region, country level and ABS Value and click Add.
• To edit/delete the existing Country Name, click the edit/delete / icons. You can edit the fields highlighted in red then click the green tick button to save changes as shown below:

       

Language List

This menu allows you to set up language list of all the countries. To do this, follow the instructions below:

• On your RTOManager. Click Admin > Configuration and Setup > Language List as shown below.

       By default, all the list of languages will be displayed. 

      

• To add a new language, enter the language and the ABS Value on the field provided and click Add.
• To delete a Language from your list, click the delete icon .

Student ID Format

Student ID Format allows you to set up initial information for creating automatic student ID. Student ID Format can use combination of 4 types of information to generate automatic student ID:  Country Code, Alphanumeric, Year Digi,t and Number (Auto or Random).

The system uses this information to generate student ID once the Certificate of Enrolment (CoE) is issued for the student.  To do this, follow the instructions below:

• On your RTOManager, click Admin > Configuration and Setup > Student ID Format.

    

• Select the Order Set value as 1 for Country Code (061). This means that you would want to appear your country code in the first position in the Student ID. Generally this may not be required in most cases and you can select Not Used option
• Similarly select Order Set value as 2 for Alphabet (ID). This means that you would want to appear Alphabet (ID) in the second position in the Student ID. The Alphabet could be anything other than ID not more than 5 letters/digits which makes sense to you and generally are used as College Acronym.
• Select Order Set value as 3 for Year Digit and select the value 4 (2019) for Year Digit as shown in figure above. This means that you would want to appear Year Digit (2019) in the third position in the Student ID. The value 4 for Year Digit represents 2010 and value 2 represents 10.
•  Auto Number or Random Number by default the Order set value is set to 4 which is fixed and cannot be altered.
  • Auto Number - Max. 6 digits. Auto increment. This value will be the starting point.
  • Random Number - Max. 6 digits position. This value will be the number of random digits. Where D is the random number.
• Once you have selected all the parameters for your desired student ID, click Preview. Your student ID would appear as shown within red boxed area like ID20190001.
• Click Setup to save the preferred Student ID format. This format will be automatically used by the system to generate Student ID for students.

Note
Note: The suggested format is YYYYDDDD (which uses the combination of 4 digit year and 4 digit number providing option to have up to 9999 student in any given year with this format).

Info
TCSI reporting has a maximum of 10 Characters for Student ID

Certificate ID Format

This menu allows you to set up a predefined format for the certificate ID as per your choice. This gives you full control to have your choice of ID format for all the certificates you generate for the student for example: statement of attainment, duplicate certificate, transcript of grade achieved, transcript of competency achieved. To set this up, follow the instructions below:

       

• On your RTOManager, Click Admin > Configuration and Setup > Certificate ID Format.
• On the drop down menu, select Certificate type e.g. Certificate, Statement of Attainment

          

• Select Type, Prefix, Auto Number and Suffix for the certificate of your choice as shown in figure above. The example above is for a Statement of Attainment, Prefix is RTO (can also be your college acronym) auto number and Suffix e.g. SoA ( for statement of attainment)
• To view sample of the Certificate ID format, click Preview.
• Click Set Format to save setup.

Result Grade

This menu allows you to setup all the preliminary information required for result grading for your college. This information will be used by the system for grading purposes when processing the final result. To setup result grading system, follow the instructions below:

        

• On your RTOManager, Click Admin > Configuration and Setup > Result Grade.
• Existing Result grade will show in the list. You may edit/delete the existing grades by clicking / icons.
• To edit, click edit icon . This allows you to make updates on the following fields such as Grade, description, Final outcome and transcript display (as shown below).

       

• To add New Grade, enter all the relevant setup information and click Add New to save setup.

       

Note
Note: You can choose to have different type of grading setup in one system. For example you could have Competency Grading (not using marks) for VET, but have different grading for Higher Education courses based on the marks (e.g. High Distinction – HD, Distinction – D etc.)

Intervention Strategy

This menu allows you to set up intervention strategy based on your policies and procedures. Intervention strategy refers to college effort to identify, record and intervene student for academic progress, counselling for any identified issue, counselling to secure better grades, counselling to reduce absence. To set this up, follow the instructions below:

       

• On your RTOManager, Click Admin > Configuration and Setup > Intervention Strategy.
• A default list of existing intervention strategy will come up. To delete an intervention type, click the delete icon . To add a new intervention type and intervention strategy, select Add New Intervention Type from the drop down menu (as per below).

          

• Enter new Intervention type and strategy (free type). Click Add New.

          

Note
Note: Intervention Type and Strategy will later be used during recording of Intervention cases for particular Student and their Courses to support Student.

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SystemFieldsSetup SystemFieldsSetup

System Fields Setup

Navigation: Admin> Configuration and Setup > System Fields Setup

This tab allows users to configure custom types and values for some fields in the system.  The custom types and values will be displayed as options that can be selected for these fields (typically in a drop down list).

System fields that can have custom values are:

To set a custom value for a System Field:

1. Select the required Field
2. Select the required Type
3. Enter the text for the Value 
4. Click Add
5. The new value will be added to the Field Value list

To delete a custom value, click the delete icon  

Example: A custom value of 'Change in personal circumstances' for the Section Field 'Defer/Holiday/Suspension' Type 'Reason'

Example: Custom values for the Section Field 'Offer Document Checklist – Document Type' Type 'Type'

Example: Custom values for the Section Field 'Offer Document Checklist – Document Type' Type 'Status'

Checklist Setup

This menu allows you can create a check list for the offers, payment and Student course. The checklist will appear in the section it is created for. The user will have the option to check and uncheck the Check List section and confirm whether the documents are obtained from the students or not. To set up Checklist, follow the instructions below:

• On your RTOManager, Click Admin > Configuration and Setup > Checklist Setup.

        

• To indicate if checklist is Mandatory - tick radio button for Yes or No.
• Enter Checklist name (free type) For Offer checklist - e.g. English Language requirement
• Enter Description (free type).
• From the drop down menu, select for what function the checklist is for e.g. Offer, Student Course, Graduation checklist and Accounts.
• Click Add to save setup.
• To edit/ delete information, click action icons  /  .

Note
Note: Checklist are great way to build and manage process within the system.

Additional Custom Fields

This menu allows you to add additional custom fields on top what is available in the RTOManager. This maybe an additional information you would like to capture as part of your business process during Student application form or later during admission process. To create this, follow the instructions below:

        

• Click Admin > Configuration and Setup > Additional Custom fields.
• Select the Custom Field Type from the drop down menu. If the field type in not on the list, you can select New Custom Field Type/ Name and enter new name e.g. Study Mode (as shown below).

      

• Select the Field this new custom field name will be used for from the drop down menu.  

         

• Select Data Type e.g. String, Integer, Double String is a data type which includes letter characters and can be a combination of upper and lower case. Integer is a data type which includes whole numbers that can be positive, negative or zero. Double data type includes double digits and can also include decimal values. from the drop down menu.       
• Select Input Control type from the drop down menu and enter Display value.

Note
Note: For both Drop Down and Radio button control Type, you may enter multiple display values. It will appear as choices on the custom field type you have set up. The Textbox control type usually appear as empty field and user may fill in the information as free type.

• Tick the relevant boxes for other settings. You may opt to tick the boxes if this custom field requires mandatory answer, or if you would like this custom field to be shown in other places in the system (as shown in below). 
• Click Add to save Custom Field Setup.
• A new message will appear on the screen that says "New additional custom field was created successfully" and new Custom filed will show at the bottom of the page.

On the example shown below, we have added a custom filled "Study Mode" which will be used for "Student Course" The field we have selected Dropdown and we have set up two options Blended Delivery and On Campus. We have also indicated that this setup will also show in Public application (Online student application)
         

• These icons includes functions to edit , delete information setup. This icon allows you to assign this new custom filed to a specific course. Click on the icons to view functions.

Additional Email Setup

This menu allows you to add additional email address set up in addition to the standard email set up in the system. These emails will then be available on the list of Sender email while using email editor functionality within RTOManager. To set up follow the instructions below:

• Click Admin > Configuration and Setup > Additional Email setup.

       

• Enter Email type on the field provided e.g. Student services email.
• Enter email address e.g. studentservices@tba.edu.au
• Click Add Email to save.
• To delete information, click delete icon .

Assessment due Date Extension

This tab allows you to setup Assessment extension Due date. This is an additional functionality to allow you to extend default assessment due date after class period ends.

       

• Tick the box to Enable Assessment Due Date extension
• Enter information for Maximum Extension days allowed.
• Enter the information on number of days to extend.

• `Click Setup to save.