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
- See How to Add a Course
- Refer to the table below to complete the relevant fields:
Course Code | Course Description | Recognition Status | Nominal Hours |
---|---|---|---|
GE | General English | 14 - Other Courses | 0 |
IELTSPREP | IELTS Preparation Course | 14 - Other Courses | 0 |
EAP | English for Academic Purposes | 14 - Other Courses | 0 |
PTE | Pearson Test English Prep Course | 14 - Other Courses | 0 |
AE | Academic English | 14 - Other Courses | 0 |
GPE | General Professional English | 14 - Other Courses | 0 |
FCE and CAE | Cambridge Preparation Course | 14 - Other Courses | 0 |
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:
Unit Code | Unit Description | Unit of Competency Flag | Nominal Hours |
---|---|---|---|
LS | Listening | Module | 0 |
SP | Speaking | Module | 0 |
RD | Reading | Module | 0 |
WR | Writing | Module | 0 |
1.3
(Optional) Edit CourseUnits
The CourseUnit has Unit fields that are specific to the Unit for that Course.
2. Set Up for Delivery
2.2
Add a Course Offer per level
- Navigate to LRM > Offers > Course Offers
- Click Add Course Offer
- Search for the English Course
- Enter a Course Offer Code and Description, i.e:
- Course Offer Code = 2019GEADV
- Course Offer Description = General English Advanced 2019
- Enter the following mandatory details:
- Offering Start and End Dates
- Enrolment Period Start and End Dates
- CRICOS Code
2.3
Add Unit Offers
- Navigate to LRM > Selected Course Offer > Unit Offers
- Click Add Unit Offer
- Tick the units to be added into the Course Offer
- 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
- Navigate to LRM > Selected Course Offer > Enrolment Checklist Templates
- Click Add/Remove Checklist Items
- The available checklist items appear.
- Tick the checkbox for the Course Fees and Payment Schedule Checklist Items
- Checklist Items missing? See How to add Checklist Items
- In the Action Menu at the bottom of the page, select Confirm Checklist Item Selection
- (Optional) Set defaults for the checklists.
- Click Save Changes.
2.5
Update individual Checklist Values and Amounts
If you wish to enter different data into each Checklist:
- Tick the checkbox for each Checklist Item you wish to update
- In the Action Menu, select Edit Selected Checklist Items
- Enter data into the fields as applicable
- Click Update
2.6
Add a Timetable
- Follow the steps on how to Add a Timetable
- 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
- Timetable Code and Description (i.e. Code = 2019GEBEG and Description = General English Beginner 2019)
- 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
- Follow the steps on how to Add Classes
3. Enrol Learners
3.1
Add and Enrol Learners
- Add a Learner
- 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.
- If you are enrolling Learners into the Enquiry Course Offer, fill out the applicable Enrolment Fields following the guidelines below:
- IMPORTANT NOTE:
3.2
Generate a Letter of Offer
- Follow the steps on how to Generate a Letter of Offer
- (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
- Once the Learner has accepted the Letter of Offer and an eCoE is issued:
3.3
Update Course Enrolment Details
- Navigate to LRM > Learners
- Search for the relevant Learner
- Against the appropriate Course Enrolment, in the Action Menu select Edit Course Enrolment
- Change the Enrolment Status to Current
- Update the eCoE number
- Click Save and Choose Unit Enrolments at the bottom of the page, and choose the appropriate units
- Click Save and Modify Unit Enrolment values
- Select the appropriate unit(s)
- Tick Start and End Date
- Choose From Course Enrolment
- 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:
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
- Update Enrolment Status
- Update Outcome Codes
- Generate Certificates