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How To Send Enrolment Details to eCAF

eCAF submission through Wisenet allows the information currently in the system for that enrolment to be used. This process can be completed manually or automatically.

Before you begin:

Required Knowledge: eCAF, VSL

Required LRM Access: Admin

Required Pre-Steps: eCAF Integration,  Set up VSL Course Offers

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Before  you send your eCAF
  1. Set up your VSL Course Offers
  2. Enrol Learner into VSL Course Offer
  3. Update all required eCAF fields
  4. Wait for the 2 day cooling off period.  Only after the Cooling Off Period (minimum 2 Business days from application to enrol) can the Learner details be sent to eCAF. You can use Learncycle to trigger task for 2 days.

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Use the information currently in Wisenet for your eCAF submission.

It is recommended to use this Automatic feature rather than manual.

  1. Go to relevant Learner’s Course Enrolment and Edit
  2. Select Send to eCAF

It is recommended to use the Automatic feature rather than manual. The Manual option is to be used when you have Learners of unique requirements that cannot be handled through the eCAF feature, for example for Learners that are Non-Australian Resident or Learners that have other special requirements.

  1. Select Manual Submission
  2. Login to the eCAF website
  3. Add a new Enrolment
  4. Get the Enrolment ID and Save this into the Course Enrolment.
    • This will then link the manual enrolment to Wisenet Course Enrolment and auto update Wisenet once the Learner completes the ECAF process

Manual bulk is not recommended as it would probably take more time but is available.

  1. Login to the eCAF website and upload a CSV file of enrolments eCAF Enrolments 
    • This is not able to be fully done from Wisenet as some fields are still being added
  2. Continue to monitor eCAF enrolments and update Learner details in Wisenet
  3. When you have Learners eCAF ID these will need to be entered into Wisenet individually
  4. Go to relevant Learner’s Course Enrolment and Edit
  5. Select Manual Submission
  6. Enter eCAF ID
  7. Continue to monitor and check eCAF details and update Wisenet

Note

Once an eCAF ID is saved you cannot edit this field. Please check the eCAF ID before entering

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Validation Errors
  1. Once you have entered in the eCAF ID select Save
  2. If you have errors they will appear at the bottom of the screen. Your submission to eCAF will not be saved until these errors are resolved. When you resolve these errors you MUST go back and amend the errors.

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No Errors

If you have no errors the eCAF has been submitted.

eCAF system will now handle the eCAF process with the learner.

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Check Learners’ status

You can view the status either in eCAF or directly from Wisenet.

1. On the Top Navigation Bar select Reports

2. On the Left Navigation Bar select eCAF/Progressions

3. Select the tab eCAF Summary

4. There are two main headings:

  • Enrolments Pending eCAFs.  Displays all enrolments that still require students to submit their eCAF forms.
    • Click on the eCAF ID number and follow up with the student as needed.
  • Unprocessed eCAFs. Displays all submitted but unprocessed eCAFs
    • eCAFs with Status No Exceptions can be processed by clicking on the Process All button
      • This will Process the eCAF and set the Accessed VSL Flag to True.
    • eCAFs with Exceptions must be processed manually via https://ecaf.education.gov.au/provider
      1. Review Exceptions
      2. Once approved set to Processed in eCAF system
      3. Go to Course Enrolment in Wisenet and set:
        • eCAF status to Processed
        • Accessed VSL Flag to True

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Login to eCAF account to check Learners’ status

 

Login to your account https://ecaftraining.education.gov.au/provider to check their status

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