This menu tab relates to various options to communicate with users within the system. News& Events and Reminder allow RTOs to set up the announcements, events, and reminders and allocate different user to view it in their home page
Mailing List option allows RTO to send bulk email to student or staff using the mailing list interface
SMS option allows RTO to send bulk SMS to student
Communication Log option allows to record the communication log/diary for a student without having to go to the student profile page.
Survey Management option allows you to setup questionnaires and evaluation forms which can be sent to students to do survey.

10.1 Manage news & reminder

Manage news, events and reminder option allows setting up news/announcements to be visible by the different type of user on their portal home page.
To set up news & reminders, follow the instructions below:
10.1.1 Once you have logged in to RTOmanager,
Go to the Message tab then click on Manage News & Reminder as shown below in figure 10.1a.

Figure 10.1a
10.1.2 Once you have clicked on 'Manage News & Reminder' your page will look like the one below shown in figure 10.1b

Figure 10.1b
10.1.3 Select/type Item Type, Headings, content of the message, display period, Announcement and Recurring Interval as shown in figure 10.1b.
10.1.4 Finally click in figure 10.1b. Recently added New will appear in the list as shown in figure 10.1c.

Figure 10.1c
Note:
Other options available are to set the display duration in Display period option, Announcement to force the event information to read as popup, recurring interval as Once Only, Weekly, Fortnightly and Monthly, and lastly assign to what user role can view this event.
To edit/delete a 'News&Event' or 'Reminder' simply click on these \ icons.
To assign access to an event simply click on this icon. A new window will pop up as seen below in figure 10.1d

Figure 10.1d
You have a few options to choose for 'Assign Access To', such as class, course offer intake, user & role. Basically this enables you to filter which users can see this Announcement. Once you have selected your desired method to search by; list of students or staff will appear in the list as shown above in figure 10.1d e.g. there are 2 students for this example.
Select the students by ticking the checkbox then click on 'Assign'. Once assigned you will see them added in the 'Current Assigned List' as seen below in figure 10.1e

Figure 10.1e
Please Note: You can also delete the assigned access by simply clicking on the icon as indicated by the red arrow shown above in figure 10.1e.

10.2 Mailing list

From this menu you can send bulk email to either student or staff.
To do this, follow the instructions below:

10.2.1 Student Mailing List

From this menu, you can send bulk email to students of your interest. To do this, follow the instructions below:
10.2.1.1 Once you have logged in RTOmanager,
Click Message>Mailing list. By default you will go to the student mailing List page as shown in figure 10.2.1a.

Figure 10.2.1a
Note: You have options to select the type as: student course offer, student course, student course between dates, student class list & Particular student to bring all the students based upon your 'Select Type'. Also you can choose the email template that is currently set up on the system.
Email template can be added in the system by Sadmin user role using the Report  Add/Edit Email Template menu.
10.2.1.2 In this example we are 'Selecting Type' by 'Particular Student'. Select who to send the Email from e.g. 'Academic', template is selected /the content is entered, you can select the student who you want the email to be sent by ticking the checkbox on the list shown in figure 10.2.1b.

Figure 10.2.1b
Also if you wish to record this communication as an entry to the student communication/log or diary then you can tick the checkbox as shown in figure 10.2.1b. You can also add an additional file to go as an attachment to this email as shown in figure 10.2.1b.
Upon clicking Send Mail the confirmation to the mail will be shown as follows in figure 10.2.1c.

Figure 10.2.1c

10.2.2 Staff Mailing List

From this menu you can send bulk emails to the staff of the RTO.
To do this, follow the instructions below:
10.2.2.1 Once you have logged in to RTOmanager Local,
Click Message>Staff Mailing List. You will go to the page as shown in figure 10.2.2a.

Figure 10.2.2a
10.2.2.2 Enter all the information in figure 10.2.2a. Your figure 10.2.2a should now appear as shown in figure 10.2.2b.
Note: In Selection Criteria section in figure 10.2.2a, Mailing List Type has two options: All Active Staff and Staff Position. You can choose either option to bring down the names of staff. Check in figure 10.2.2a and figure 10.2.2b.

Figure 10.2.2b
Note: Select the staff you want to send mail by ticking the check box as shown in figure 10.2.2b.
10.2.2.3 Once you are done, click . Successful mail delivery will be displayed by green icon along with message as shown in figure 10.2.2c.

Figure 10.2.2c

10.3 SMS Notification

From this menu you can send bulk SMS notification to your selected students or staff.
To do this, follow the instructions below:
10.3.1 Once you have logged in to RTOmanager Local,
Click Message>SMS Notification as shown in figure below. You will go to the page as shown in figure 10.3a.

Figure 10.3a
Note: You can select the SMS distribution list by the available options and then use the predefined template or enter the SMS content and click Send SMS to send the SMS to list of students.

• The SMS will be sent to recipient mobile phone SMS using the API web interface.
• Note that this feature requires the third party, Message Media, account activation and account details to be set up in RTOmanager system.

Similarly the SMS can be sent to the group of staff using the same feature by selecting recipient as Staff.
10.3.2 Select the intended recipient from the drop down menu in figure 10.3a for e.g. Participant.
10.3.3 Select Distribution Type, Year and Course offer intake in figure 10.3a. Your figure 10.3a should now appear as shown in figure 10.3b.

Figure 10.3b
10.3.4 Once you are done click . Your SMS will be delivered to your intended recipients.

10.4 Communication log

From this menu, you can record the communication log/diary for students without going to the Student profile page. Here you can select the student and enter the communication log.
To do this, follow the instructions below:
10.4.1 Once you have logged in to RTOmanager Local,
Click Message>Communication Log as shown in figure below. You will go to the page as shown in figure 10.4a.

Figure 10.4a
10.4.2 Enter the student ID of the student whose diary you want to record then click . Then you can enter the comments, status, and type and click Add log to record the log.
10.4.3 Once you have supplied all the information in figure 10.4a, figure 10.4a should appear as shown in figure 10.4b.

Figure 10.4b
10.4.4 Finally click . The record will be added as shown in figure 10.4c.

Figure 10.4b

10.5 Survey Management

From this menu you can create online survey form for the purpose of evaluating training delivery, course content, college procedures, training methods, trainer performance etc. to obtain feedback from student.

10.5.1 Send Survey Invitation

10.5.1.1 Click Message>Survey Management as shown in figure 10.5a. You will go to the Survey Manager Question Management page as shown in figure 10.5b.

Figure 10.5.1a

Figure 10.5.1b
10.5.1.2 Select Form Type as AQTF Survey in figure 10.5b. As soon as you select AQTF, icon appears at the right hand side of the page as marked by red circle in figure 10.5c.
Note: You also have option to choose the form type from the drop down menu as marked in figure 10.5b.The College may use the form type Evaluation for evaluating its business process, class performance, teacher's performance etc. Whereas AQTF Survey form type is a government requirement which college must submit to the government at some specified date/period.

Figure 10.5.1c
10.5.1.3 Click icon. This will open up a new window Invite Student to submit Survey as shown in figure 10.5d.
This icon as shown above in figure 10.5.1c allows you an 'admin' to submit a survey for a particular student.
This icon allows you to preview how the survey will look like with the questions/answers.

Figure 10.5.1d
10.5.1.4 Supply all the information as shown in figure 10.5d. As soon as you select the Course from the drop down menu in figure 10.5d, the list of the entire student enrolled in the course will be displayed as shown in figure.

Figure 10.5.1e
10.5.1.5 Select students you want to invite for survey. Once done, click Send Request in figure 10.5e. The list of students invited for survey will appear as shown in figure 10.5f. (This will send the email to each selected student with a link to go to the survey submission page which can then be submitted by the applicant receiving the email.)
Please note: As indicated by the blue arrow above in figure 10.5.1e these are the students who have already been invited for the survey, as indicated by the red arrow shown above in figure 10.5.1e are the students based on the course, class or course offer intake you have selected.

Figure 10.5.1f
Once you submit survey to student you will a green tick under status which indicates survey has been successfully sent to students email. Also you have the option to resend request again, simply select the students under 'Already invited for survey' list, you can update the 'Submit before' dates as well.
Email Content received by the Student/learner (figure 10.5.1g)

Figure 10.5.1g
10.5.1.6 Upon clicking the link to access the submission page, the following page will appear.

Figure 10.5.1h
10.5.1.7 Learner can then select the answer and then submit the survey form. The result will then be recorded in the RTOmanager survey system.

10.5.2 View Survey Results

10.5.2.1Click Message>Survey Management as shown in figure 10.5.2a. You will go to the Survey Manager Question Management page as shown in figure 10.5b.

Figure 10.5.2a

Figure 10.5.2b
10.5.2.2 Click AQTF Results as marked by red circle in figure 10.5.2b. You will go to View Survey Results Page as shown in figure 10.5.2c.


Figure 10.5.2c
10.5.2.3 Click icon as shown in figure 10.5.2c to export to the text file that is in the format as required by SMART format.

Figure 10.5.3d
10.5.2.3Click OK either to Open the file or Save file to your computer.
This icon allows you to export data to 'Excel' format.
This icon allows you to export 'Summary' to excel format.

10.5.3 Survey Activation

Before inviting students or other audience to complete the survey, it has to be activated first in order to be accessible by the target audience.
To do this, follow the instructions below:
10.5.3.1 Click Message>Survey Management as shown in figure 10.5.3a. You will go to the Survey Manager Question Management page as shown in figure 10.5.3b

Figure 10.5.3a

Figure 10.5.3b
10.5.3.2Click Activation as shown by red circle in figure 10.5.3b. You will go to the Survey-Forms Activation page as shown in figure 10.5.3c.

Figure 10.5.3c
Brief Description of Fields in figure 10.5.3c

• Select Course Type: The type of the course that you are going to activate for e.g. AQTF and NON AQTF.
• Form Type: Whether AQTF Survey (for student) or Evaluation (could be for teacher, for admin staff, college performance etc.)
• Form Name: Survey name for e.g. Learner Questionnaire/Student Survey or Employee Feedback.
• Evaluation Start Date: Date from which the survey begins
• Evaluation Finish Date: Date from which the survey ends

10.5.3.3 Enter all the required information in figure 10.5.3c as explained above and click . The selected survey will be activated as shown in figure 10.5.3d.

Figure 10.5.3d
Note: You may Edit or Delete the activated survey by clicking or icons.