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Wisenet

      How to set up English Courses

      How to set up non-accredited English courses such as:

      • General English
      • Academic English
      • All English as an Additional Language (EAL)
      • PTE Academic Exam Preparation
      • IELTS Exam Preparation
      • English for Academic Purposes (EAP)
      • Cambridge Preparation Course (FCE and CAE)
      • General Professional English (GPE)

      1. Create Courses and Units

      1.1

      Add a Course

      1. See How to Add a Course
        • Refer to the table below to complete the relevant fields:
      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? How to Set Up Courses in Wisenet

      1.2

      Add Units

      Add each graded criteria as a Unit. (i.e. Listening, Speaking, Reading, Writing)

      See How to add a Unit to a Course

      More info:

      IMPORTANT NOTE:

      Vet Flag should = No

      1.3

      (Optional) Edit CourseUnits

      The CourseUnit has Unit fields that are specific to the Unit for that Course.

      See How to Edit a CourseUnit

      2. Set Up for Delivery

      2.2

      Add a Course Offer per level

      NOTE:

      • For English Courses where Learners are allocated to levels (i.e. Intermediate, Advanced, etc…)  you may want to follow the following format:
        • Course Offer Code = YEAR + COURSE CODE + LEVEL. Examples:
          • 2019GEBEG
          • 2019GEINT
      • For English Courses where Learners are not allocated to levels (like IELTS preparation Course), you may wish to create the Course Offer as YEAR + COURSE CODE (i.e. 2019IELTSPREP)

      NOTE: Naming conventions are extremely important in order to easily identify your Course Offer and the different groups of Learners. The Course Offer Code and Description should be meaningful to your organisation. Please establish guidelines for your Course Offer Codes and Descriptions. The Description may be in upper or lowercase or a combination of the two. Some exports will produce reports in upper-case only.

      1. Navigate to LRM > Offers > Course Offers
      2. Click Add Course Offer
      3. Search for the English Course
      4. Enter a Course Offer Code and Description, i.e:
        • Course Offer Code = 2019GEADV
        • Course Offer Description = General English Advanced 2019
      5. Enter the following mandatory details:
        • Offering Start and End Dates
        • Enrolment Period Start and End Dates
        • CRICOS Code

      2.3

      Add Unit Offers

      NOTE: Optional if you are not required to score your Learners.

      1. Navigate to LRM > Selected Course Offer > Unit Offers
      2. Click Add Unit Offer
      3. Tick the units to be added into the Course Offer
      4. Click Add Unit Offer

      NOTE: Repeat steps 2.2-2.3 until you add a Course Offer for every level.

      2.4

      Add Course Enrolment Checklists

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

      1. Navigate to LRM > Selected Course Offer > Enrolment Checklist Templates
      2. Click Add/Remove Checklist Items
        1. The available checklist items appear.
      3. 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. (Optional) Set defaults for the checklists.
      6. Click Save Changes.

      2.5

      Update individual Checklist Values and Amounts

      If you wish to enter different data into each Checklist:

      1. Tick the checkbox for each Checklist Item you wish to update
      2. In the Action Menu, select Edit Selected Checklist Items
      3. Enter data into the fields as applicable
      4. Click Update

      2.6

      Add a Timetable

      1. Follow the steps on how to Add a Timetable
      2. When the Timetable page opens, fill the following details
        • Timetable Code and Description (i.e. Code = 2019GEBEG and Description = General English Beginner 2019)
          • 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
      3. 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

      2.7

      Add Classes

      1. Follow the steps on how to Add Classes

      3. Enrol Learners

      3.1

      Add and Enrol Learners

      1. Add a Learner
      2. Enrol a Learner
        • IMPORTANT NOTE:
          • If you are enrolling Learners into the Enquiry Course Offer, fill out the applicable Enrolment Fields following the guidelines below:
            • Enrolment Status – Set to Enquiry/Pending
            • Study Mode – Set to Full Time
            • Start and End Dates – Set according to each Learner
          • Once Learners confirm their level upon commencement, move their enrolment into the correct Course Offer. Learn More? How to bulk move Course Enrolments
          • Each time a Learner commences an English Course (even if it’s the same level) they will have a new Course Enrolment. This can be into the same Course Offer if need be.

      3.2

      Generate a Letter of Offer

      1. Follow the steps on how to 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
          • 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

      3.3

      Update Course Enrolment Details

      1. Navigate to LRM > Learners
      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

      3.4

      Add Learners to Timetables

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

      4. Enrolment Progression and Completion

      4.1

      Ongoing Enrolment management

      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

      4.2

      Monitoring and Reporting

      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

      4.3

      Communicate

      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

      4.4

      Finalise a Learner

      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

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