Overview

Note: The following table includes the list of the icons together with their functionalities.

Icon	Function
	Allows you to view and edit student's profile.
	Allows you to add SMS to students (if SMS messaging is enabled).
	Allows you to send Email to students.
	Allows you to Generate and send letter to the student using templated letter for selected course for the Student
	Allows you to view/ edit/ check courses the students are enrolled in. This also lets you check if offer and enrolment process has been completed. Lastly, this also provides you the ability to review and verify all documents that has been sent.
	This checklist allows you to check and verify all documents submitted.
	This allows you to view and update Student Subject and/or Unit Enrolment information and lets you set up Study plan.
	This menu allows you to defer (postpone) student's enrolled courses to another semester or study period.
	Allows you to apply intervention strategies to monitor and intervene student during their course of study – e.g. Poor attendance, poor academic performance, counselling to secure better grades, counselling to reduce absences.
	This function allows you to keep track of all the communications and logs made for a student. Example: student complaints, student progress and student attendance.
	This icon allows you to upload student documents such as offer letters, student application, passport copy and other relevant documents.
	This icon allows you to view and add or make changes to Student Payment schedule.
	This icon allows you upload student photo to be used in Student profile page and for Student Identification card.
	This icon allows you to generate Student Identification card (PDF format)
	This icon allows you to view and update Student attendance.
	This icon allows you to view student's OSHC (Overseas Student Health Care) details.
	This function allows you to record Student Exit interview details. This is helpful in gaining feedback and can be used for further improvement.
	This function you allows you to add 'sanction' for students. A sanction is created in order to restrict the user to log in to the system (student) on or after some stipulated date due to various reasons e.g. payment not made on due date and/or library book not being returned on time. The system will not allow the user to log in to the system until and unless the sanction has been removed or disabled. To do this, follow the instructions below:
	This function allows you to create a Training plan for student.
	(This function is Domestic student only) This function allows you to keep track of payment claim for students undertaking funding for NSW Training Courses and used to record their Initial, mid or completion funding lodgment details.
	This is an optional function. Related to VET Student Loan feature.
	This is an optional function. Related to Higher Education Fee Help Feature.
	This is an optional function. Related to CRM Lead Management and will appear if the optional module is activated
	This icon allows you to search for another student profile while you are in one student's profile page. Enter other student ID number to move to that student profile page without going in and out of page.

Pic (Photo)

This icon allows you to upload student photo to be used in generating student Identification (I.D) card.
To upload photo, click Choose file (if photo is stored on your desktop) and click upload (as shown below). The system will confirm once picture is uploaded successfully.

Student Card

This icon allows you to generate and download Student Identification card as shown below in PDF format. This can be printed and issued to students using any compatible ID card printer that takes input as PDF

Attendance

This icon allows you to view Student Attendance Summary.

There are 4 options to view the attendance:

View Full Attendance – this will show each session attendance based on timetable (for example each hourly or two-hourly attendance is shown as one record which depends upon the timetable setup). This information is recorded using the daily attendance entry page (student services section or Trainer portal)

View Attendance by Subject – As students are enrolled in Timetabled batch for a subject, as the daily attendance hours are recorded for the class and the subject attendance are calculated and shown

View attendance by Class Timetable – this is the detailed view of Student attendance summary per day and per week. This will show the total hours attendance per day (based on class timetable) and then weekly summary hours against the weekly class hours. Also other hours (such as e Learning hours or other activity hours) can also be entered here. This interface show the weekly attendance percentage, semester current attendance and projected attendance and also course current and projected attendance. This gives a clear indication of how student is tracking against their attendance weekly. Any holiday week and deferred weeks are also displayed on this page

View total attendance percentage – this section allows you to view the total attendance percentage by course and also allows to generate attendance certificate as set up in your RTOManager platform.

Overseas Student Health Cover (OSHC)

This icon allows you to view Overseas Student Health Cover (OSHC) information of the student if they bought it from your college. OSHC service can be set up on the system (Admin > RTOManager Setup > OSHC Info)

The information regarding OSHC will appear over here once you have entered the payment schedule against the Student under Miscellaneous payment type (OSHC)

Using this interface you can then update relevant information such as Card Arrived date, pickup date, remarks etc. These information once updated will be viewed by Student in their Student Portal

Interview

This icon allows you to record exit interview details when students decided to withdraw from the course or from the college. This function is strictly for data recording purposes which can be used to analyse to understand attrition rates and other statistical information. To use this function, follow the instructions below:

Select Exit Type e.g. College exit or Course exit.

Enter comments on the field provided.
Select New College (if applicable)
Click Add Details to save information.

Sanction

This icon allows you to apply Sanction to student's profile. Sanction is used to get students' attention – may it be of academic or payment in nature.
Example of an Academic Sanction can be academic misbehaviour e.g. plagiarism etc. These cases needs students' cooperation to address the matter. An example of a Payment Sanction can be unpaid fees that are overdue, etc.

Once sanction is in place, students are not able to login to their portal until "sanction" is lifted by the staff who applied it. This message will also show up whenever another staff opens the student file.

To use this function, follow the instructions below:

Select Sanction type e.g. Academic or payment
Enter Comments on the field provided.
Tick the box to Show message to student and Set Sanction status Active.
Select the date when to make the sanction active from e.g. Date today. Click Apply Sanction to activate.

Training Plan

This icon allows you to set up a Training Plan in RTOManager CRICOS platform for Traineeship and Apprenticeship purpose and link them with the employer. You will also need to enter Training Contract ID, purchasing Contract Id, Purchasing Contract Schedule, Supervisor and other relevant details.

To use this function, follow the instructions below:

Select Employer, (Employer can be setup in the System using Admin > Manage Employer menu)
Enter all relevant details and click Add
Once added, the system will then show the second pane below to select each Unit and corresponding Trainer or supervisor for the Unit who will visit the workplace to assess the work of the Trainee ( as shown below).

You may also view/edit/delete the selected employer ( if required) by using the action icons

Note: You can also select to choose the Training Plan Template that may have been set up using Courses > Training Plan Template and use this feature to enrol student into the units and set up subsequent dates as per Training Plan Template. You can also use the icon to generate the Training Plan in word/pdf or export the enrolment details in excel or word format.

Once Units are enrolled then the Action icon can be used to update/delete the enrolment and also record Trainee workplace visit for the Trainer

Also Traineeship assessment can be recorded for the Unit using icon

Claim Tracking

This icon allows you to track claims/ payment for your "funded" students. Funded students are those whose school fees are subsidised by state governments.

This feature allows to enter the Claim Tracking dates (For example – NSW State Training initial, mid and completion) and use this in the AVETMISS data generation section in Home page to track which one are due and overdue based on set up here.

Once the claim is made then the lodgement number can be added using the Add New Record icon as shown below.
Add New student AVETMISS claim (funded) record and other relevant information on the fields provided.
To save information, click Add New.

Lead Activity

(Optional Module)

This icon leads you allows you to your CRM Activity page Activity refers to any activities like follow up, phone call, fax made to the leads with a view to convert the leads in to converted student. You can only create activities for the existing leads. To manage this function, click here for more information.

Search

This icon provides user a shortcut to go into another student's profile by typing next student's Student ID number.

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Related topics

Student Profile Summary Action Icons - Part 3