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English Course Delivery

 Related Feature: Courses

ELICOS stands for English Language Intensive Courses for Overseas Students (ELICOS). There are different types of english courses, namely:

  • General English
  • Academic English
  • PTE Academic Exam Preparation
  • IELTS Exam Preparation
  • English for Academic Purposes (EAP)
  • Cambridge Preparation Course (FCE and CAE)
  • General Professional English (GPE)

This article is to guide you on how to setup to deliver any type of non-accredited English courses.

Benefits
  • Meet ESOS Compliance and ELICOS Standards
  • Customise delivery to suit your organisation
  • Monitor Course Progress and Attendance
  • Bulk generate certificates and warning letters
NOTE: All English as an Additional Language (EAL)

All English as an Additional Language (EAL) courses have to be setup like any other regular accredited course. Learn More? Courses

 How does it work?

1

Add a Course
  1. Navigate to LRM > Courses
  2. On the Left Navigation Bar, click Add New
  3. Complete the relevant fields as below:
    • Code – GE or AE or PTE or IELTS
    • Desc – General English or Academic English or PTE Academic Exam Preparation or IELTS Exam Preparation
    • Recognition Status – 14 – Other courses
    • Nominal Hours – 0
  4. Save

2

Add Units
  1. Add each level as a Unit
  2. Navigate to LRM > Units
  3. On the Left Navigation Bar, click Add New
  4. When the Unit page opens, choose the Course and enter all details as table below, then, click Save

IMPORTANT NOTE:

Vet Flag should = No

3

Add Elements

You can use the Element section to record Tests for each English level added as a unit.  Against every unit,

  1. On the Left Navigation Bar, click Elements
  2. When the Elements Page appears, from the Action Menu on the right hand side, select and click on Add
    • Code (i.e. Test, Workbook, Exams, etc…)
    • Description (i.e. Test, Workbook, Exams, etc…)
  3. Click Save

To Set Up for Delivery you are required to create Course Offers and Timetables.   It is best to create an Enquiry Course Offer AND a Course Offer for every level per calendar year for General English, and Academic English. This is because the Start, and the End dates of the Course Offer do not directly impact the Learner. They are used as defaults, and can be modified per Course Enrolment as required for each Learner. It is the individual Enrolment dates that are reported per Learner.

Enrol all the Learners into the Enquiry Course Offer to manage the Letter of Offer process. Once the level has been successfully established, then move them into the Course Offers for specific levels.

1

NOTE: You don’t have to create an Enquiry Course Offer for all the other English courses except General English and Academic English if not required.

Add an Enquiry Course Offer
  1. Open the General English Course that you wish to create a Course Offer for
  2. On the Left Navigation Bar, click Offers
  3. When the Offers page opens, click the Add New icon
  4. Enter a Course Offer Code and Description (i.e. Code = YYYYGE – Enquiry and Description = General English Enquiry for YYYY)
    • NOTE: This is extremely important in order to easily identify information about your Course Offer and the groups of Learners you would enrol in each.The Course Offer Code and Description should be meaningful for your organisation and help you easily identify different groups of students. The Description may be in upper or lowercase or a combination of the two. Some exports will produce a report in upper case only. We recommend that you establish internal guidelines for your Course Offer Codes and Descriptions.

2

Add a Course Offer per Level
  1. Open the General English Course that you wish to create a Course Offer for
  2. On the Left Navigation Bar, click Offers
  3. When the Offers page opens, click the Add New icon
  4. Enter a Course Offer Code and Description (i.e. Code = YYYYGE – Starter and Description = General English Starter for YYYY)
  5. Enter the following mandatory details:
    • Offering Start and End Dates
    • Enrolment Period Start and End Dates
    • CRICOS Code

3

Add Unit Offers
  1. On the Left Navigation Bar, click Unit Offers
  2. On the Top Right Action Menu, Click and Select Add/Edit Unit Selection
  3. A list of units for the course will appear, Tick the relevant Level (In the above example case, choose Starter)
  4. Below the list of Units in the Action Menu, Select Confirm Unit Selection
  5. You will now receive a confirmation of the number of Units added – click Confirm

NOTE:Repeat the above process until you add a Course Offer for every level for General English and Academic English. For all other English Courses, just add one Course Offer per calendar year.

4

Add Course Enrolment Checklists

CRITICAL! This is an important step to generate Letter of Offers. Do NOT Skip!

  1. On the Left Navigation Bar, click Enrolment Checklist Templates
  2. Click on Add/Remove Checklist Items
  3. The list of Available Checklist Items will appear, Tick the checkbox for the Course Fees and Payment Schedule Checklist Items
  4. In the Action Menu at the bottom of the page, Select Confirm Checklist Item Selection
  5. You will be prompted to Set Defaults. Would you like to set defaults?
    • NOTE: You can always change these values individually or in bulk later, So ignore this bit and Just click Save Changes

5

Update Checklist Values and Amounts
  1. Tick the checkbox for each Checklist Item you wish to update
  2. In the Action Menu, select Edit Selected Checklist Items if you will be entering different data into each Checklist Item
  3. Enter the relevant data into the fields as applicable
  4. Click Update

6

Add a Timetable
  1. Navigate to LRM > Timetables
  2. On the Left Navigation Bar, Click Add New
  3. When the Timetable page opens, fill the following details
    • Timetable Code and Description (i.e. Code = YYYYGE – Starter and Description = General English Starter for YYYY)
      • IMPORTANT NOTE: This must match the Course Offer Code and Description otherwise it will affect their Certificate of Attendance
    • Status – Confirmed
    • Start and End Dates
  4. Set Up the Defaults for the first class in your timetable
    • NOTE: These can be left and edited later except for Start and End time
  5. Click Save

7

Add Classes

Follow instructions on How to Add and/or Delete Classes

1

Add and Enrol Learners
  1. Add a Learner
  2. Enrol a Learner
    • IMPORTANT NOTE:
      • When you search for the relevant Course Offer you want to enrol Learners into, if it is for General English and Academic English, Enrol them into the Enquiry Course Offer initially)
      • When you fill out the applicable Enrolment Fields, follow the guidelines below:
        • Enrolment Status – Set to Enquiry/Pending
        • Study Mode – Set to Full Time
        • Start and End Dates – Set according to each Learner

2

Generate a Letter of Offer
  1. Generate a Letter of Offer
  2. (Only Applicable for General English and Academic English) Move the Learner
    • Once the Learner has accepted the Letter of Offer and an eCoE is issued:
      • Navigate to LRM > Learners (Clients)
      • Search for the relevant Learner
      • Choose the relevant Course Enrolment
      • In the Top Action Menu, select Move Course Offers
      • Choose the appropriate Course Offer for the right level
      • Click Save

3

Update Course Enrolment Details
  1. Navigate to LRM > Learners (Clients)
  2. Search for the relevant Learner
  3. Against the appropriate Course Enrolment, in the Action Menu select Edit Course Enrolment
  4. Change the Enrolment Status to Current
  5. Update the eCoE number
  6. Click Save and Choose Unit Enrolments at the bottom of the page, and choose the appropriate units
  7. Click Save and Modify Unit Enrolment values
  8. Select the appropriate unit(s)
  9. Tick Start and End Date
    • Choose From Course Enrolment
  10. Click Apply Changes at the very bottom

4

Add Learners to Timetables

You add Learners to Timetables by adding them to their relevant class(es)

Managing Enrolment will be an ongoing step, and  the following are required to be updated as often as needed:

  1. Update Attendance
  2. Update Unit Element Results
  3. Update Unit enrolments
  4. Update Course Enrolments

As Learners progress through the Course Offer it is important to update their records regularly.  Progression Management is extremely critical to ensure accurate records for compliance and external reporting. Internal Reports can be generated to obtain key information pertaining to Learner Course Progress and Attendance Progress. Please see below for key progression reports:

  • 0148 Course Progression Unit Count Summary
  • 0793 Course Progression Unit Count with Study Period
  • 0818 Attendance Progression with Study Period
  • 0819 Attendance and Course Progression Unit Count Summary by Study Periods
  • 4019 Attendance Progress Report with Attendance Reporting Checklist
  • 2013 Course Progression Unit Count Summary (NZ only)

Learn More? How To Generate a Report

If you have a distinct list of learners falling below an average percentage, you can use the following features to send warning letters and messages:

  • uReports – for a mixture of generic templates, such as Welcome Letter or Warning Letters, for you to customise and issue in bulk to Learners
  • Messages – which allows you to create templates that function in a similar way to emails; allowing your staff to communicate the same messages to their Learners. This could be a welcome message, late notice, warning message etc
  • Tasks – There are many tasks that need to be completed along the enrolment process and over the course of a year for reporting. Tasks are a useful tool to keep track of these requirements.  Learn More? How to Create and Assign Tasks, and How to View Tasks

It is important that the Enrolment Status and even Status Reason be updated first as this may trigger Tasks and processes to occur.  Three important steps to remember when you are Finalising a Learner

  • Update Enrolment Status
    1. Navigate to LRM > Learners (Clients)
    2. Search for the relevant Learner
    3. Against the appropriate Course enrolment, in the Action Menu select Edit Course enrolment
    4. Change the Enrolment Status
  • Outcome Codes – It is important to provide the correct grade and end dates to units. Learn More:
  • Generate Certificates
    1. Navigate to the Clients’ Profile
    2. Click on the required Course Enrolment
    3. On the Left Navigation Bar, select Enrolment Logbook
    4. In the Action Menu select Generate uReport
    5. From the uReport Template Type Dropdown, select General
    6. From the uReport Template Dropdown, select your desired certificate
    7. Complete additional options
    8. Click on Save

NOTE: ELICOS Certificate of Completion and ELICOS Certificate of Attendance Templates can be found under uReport Templates

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