The following steps will allow you to enrol Learners into their respective course offer(s) and/or unit offer(s) once you have created Learners in the database. At the time of a course enrolment you can also modify unit enrolment details specific to the Learners that you are enrolling if you wish.
Before you begin:
Required Pre-Steps: Add Learners to your database and set up your courses, units and offers
1
Initiate Add Enrolment. This can be done from any of these 4 places in LRM
- Navigate to LRM > Learners
- By default the Search page will open
- On the Left Navigation Bar, Click Enrol Learners
- Navigate to LRM > Learners
- Search for the relevant Learner
- Click Action Menu, Select and Click Enrol
- Navigate to LRM > Course Offer
- Open the relevant Course Offer
- Click on the Action Menu, Select and Click Add Course Enrolments
- Navigate to LRM > Course Offers
- Search and Open the relevant Course Offer
- On the Left Navigation Bar, Click on Enrolments
2
Review Course Offer and Learners
- On the Add Course Enrolment page ensure that the right Course Offer and Learner(s) are selected:
- Step 1: Select the relevant Course Offer
- Step 2: Select the relevant Learner(s)
- Click to Enrol
3
Add Course Enrolment
- When you select to Enrol a Learner, on the Add Course Enrolment page, the Application Status will be automatically selected and locked to be ‘Accepted‘.
- Complete all other relevant Enrolment and Compliance details
- Add Enrolment options, by default:
- Add template checklists is set to Yes – Update accordingly
- Add Elearning Enrolments is set to No – Update accordingly
- Select and Click:
- either, Save and Finish (you can always come back to add Unit Enrolments at a later stage)
- or, Save and Choose Unit Enrolments (see steps below)
4
Select Unit Offers (Units of Study) to be enrolled into
This is applicable if you chose Save and Choose Unit Enrolments in the previous step.
- Tick the Checkbox to select the Unit Offers (when you click on a Parent Unit Offer, all associated Child Unit Offers will be selected but you can select/deselect as required) that you are enrolling the Learner(s) into
- (To select all unit offers at once, Click the Checkbox at the top to select all)
- Click Add Enrolments from the Action at the top right of the table
- Choose the appropriate options
- Override: Set Start and End Dates from Course Enrolment – Sets the Unit Enrolment start and end dates to match the dates on the Course Enrolment. The default start and end dates are from the Unit Offers.
- Add Elements to Added Unit Enrolments – Automatically adds any Elements associated with the Unit Offer Unit to the newly created Unit Enrolments.
- Add Unit Enrolment Template Checklists to Added Unit Enrolments – Automatically applies the Unit Enrolment Template Checklists configured on the Unit Offer to the newly created Unit Enrolments.
- Add Elearning Enrolments to Added Unit Enrolments – Automatically enrols the learners into associated elearning offers.
- Do you want to modify the Unit Offer details (e.g. change trainer and assessor details, set unit enrolment outcomes or set dates)?
- Yes: Click Enrol and Update Unit Enrolments (Highly recommended for rolling enrolments or where for government reporting requirements you need to enter outcome codes)
- No: Click Enrol
5
Modify Unit Enrolments (Optional)
- Tick the Units you wish to Update or Select > all Records
- Click Action at the top right and choose the Update enrolments
- Select a field to update
- Enter a value
- Repeat steps 3-4 as necessary
- Type confirm in the Confirm your Changes field
- Tick the checkbox
- Click Save
Learn more How to Manage Unit Enrolments
(VSL or FEE Help Approved Providers only)
When you enrol VSL/FEE Help Learners into units that are Units of Study – the Unit of Study fields are automatically populated for you. If you need to modify details:
If you have Parent and Child Enrolments, apply the appropriate filter to display the required records.
- For the relevant Course Enrolment, select View Unit Enrolments
- Toggle TCSI View ON
- For each Unit of Study enrolment, click the arrow next to Quick Edit and select Edit TCSI.
- Update the required fields
- Click Save
Note: TCSI fee-related fields can only be updated one enrolment at a time. Bulk updates are not available.
Learn more How to Edit Unit of Study Enrolments
6
Country Specific Set up
Each Country has their own unique requirement.
Quick Tip
The quickest way to find your field is to type it into the Search function just above the table.
Or you can sort by clicking on the arrows at the top of each column.
Important Note!
The rows highlighted in GREEN are your MANDATORY FIELDS
| Category | Field | Type | Notes | AVETMISS | VSL/VFH | |
|---|---|---|---|---|---|---|
| 1 | Enrolment Details | Course Offer | Links to Course Offer section | Can only be changed using Course Enrolment Move feature. | ||
| 2 | Enrolment Details | Enrolment Status | Fixed dropdown | Choose a value that represents the appropriate stage of the learner lifecycle | Y | Y |
| 3 | Enrolment Details | Program Status | For VIC only - reports to the government the status of the Course Enrolment and is required in the NAT130. Can also be set in Course Offer as a default value for newly created records and is also available in Course Enrolment Bulk Update actions. | Y (VIC) | ||
| 4 | Enrolment Details | Status Reason | Custom dropdown | Used to define more specifically the reason for the enrolment status. Used in Learncycles | ||
| 5 | Enrolment Details | Code 13 To get skills for community/voluntary work | ||||
| 6 | Enrolment Details | Study Mode | Fixed dropdown | Full-time or part-time | Y (QLD) | Y |
| 7 | Enrolment Details | Target Group | Custom dropdown | Specify which group the Course Enrolment belongs | ||
| 8 | Enrolment Details | Coordinator | Linked to Staff section | Specify the Coordinator for the Course Enrolment | ||
| 9 | Enrolment Details | Trainer | Linked to Staff section | Indicates the main person responsible for delivering the training of the Course Enrolment | ||
| 10 | Enrolment Details | Assessor | Linked to Staff section | Indicates the main person responsible for delivering the assessment of the Course Enrolment | ||
| 11 | Enrolment Details | eCoE Number | Electronic confirmation of enrolment for International students only | |||
| 12 | Enrolment Details | Client Position | Link to Client Position section | Assign a Learner's workplace position relative to the Course Enrolment (Trainees, apprentices or work experience) | ||
| 13 | Enrolment Details | Student Number (int) | Internal reference for number for Students | |||
| 14 | Enrolment Details | Visible in the Learner App? | Choose whether the Learner will see details about this Course Enrolment in their Learner App (if they have Learner App access) | |||
| 15 | Enrolment Details | Visible in Moodle? | Choose whether the Learner will enrol into Elearning courses linked to this Course Enrolment | |||
| 16 | Timeline | Orientation Date | Link to Course Offer section | Can be reported on Letters of Offer or Welcome Letters in uReport | ||
| 17 | Timeline | Start Date | The date the Learner is expected to start the Course Enrolment | |||
| 18 | Timeline | Enrolment Duration | Enter number of weeks/months for rolling enrolments - this will automatically calculate the Nominal End Date based on the Start Date | |||
| 19 | Timeline | Tuition Duration | Specify the tuition duration which is usually less than enrolment duration | |||
| 20 | Timeline | Unique Training Hours (PUSH) | The total number of unique (non-overlapping) hours of supervised training and assessment activity for the Course Enrolment | Y (VIC) | ||
| 21 | Timeline | Nominal End Date | The date the Learner is expected to finish the Course Enrolment | |||
| 22 | Timeline | Commencement Start Date | Automatically calculated based on the first Unit Enrolment Start Date | |||
| 23 | Timeline | Expected Award Date | The date the qualification is expected to be awarded | |||
| 24 | Timeline | Training Plan Issued? | Indicates that a training plan has been issued | Y (NSW) | ||
| 25 | Timeline | Training Plan Sign (TPS) Date: | The date the training plan was signed | Y (NSW) | ||
| 26 | Timeline | Actual End Date | The date the Learner actually completes or withdraws from the Course Enrolment | Y | Y | |
| 27 | Timeline | Expiry Date | Used for Courses that have licencing renewal requirements | |||
| 28 | Timeline | Qualification Issued? | Indicates that a full qualification certificate was issued | Y | Y | |
| 29 | Timeline | Date Issued | The date the Learner was issued the full qualification certificate | Y | ||
| 30 | Timeline | Enquiry Date | The date the Learner enquired about the Course Enrolment | |||
| 31 | Timeline | Enrolment/Acceptance Date | The date the Learner accepted enrolment into Course Enrolment | |||
| 32 | Timeline | ReEnrolment Date | The date the Learner re-enrolled into Course Enrolment | |||
| 33 | Compliance | For AVETMISS Export | Tick where you will be required to complete AVETMISS reporting. Only used in NSW | Y (NSW) | ||
| 34 | Compliance | Registration Number | Traineeship number for Course Enrolment - leave blank for non-trainees | |||
| 35 | Compliance | Program Status | Fixed dropdown | Identifies the program's status, i.e. Program Completed (Issued), Program Completed (Not Issued), Withdrawn etc... | ||
| 36 | Compliance | Contract Type | Fixed dropdown | Used on training plans | ||
| 37 | Compliance | RTO Status | Fixed dropdown | Defines the type of RTO you operate as. Options to be selected from fixed dropdown | ||
| 38 | Compliance | Study Reason (AV) | Fixed dropdown | Identifies the Learner's main reason for studying | Y | |
| 39 | Compliance | Commencing Course Identifier (AV) | Fixed dropdown | A value that indicates whether a Learner has enrolled in a training package or a Course with the intent of completing the full Course | Y | |
| 40 | Compliance | Eligible for Funding / For LSS Funding (SA) | Mandatory for TAS. Must be switched on for Learners to appear in some VFH files | Y (TAS) | ||
| 41 | Compliance | Previous Course Identifier (VIC) | To identify enrolments in superseded qualifications. Leave blank if course enrolment does not have a superseded course. | Y (VIC) | ||
| 42 | Compliance | Eligibility Exemption (VIC) | An exemption from the Victorian Training Guarantee (VTG) eligibility criterion that may be granted by a training provider under eligibility exemption policies | Y (VIC) | ||
| 43 | Compliance | Learner Other Fees (VIC) | Captures fees/cost (excluding Client Tuition Fee) levied to client. | Y (VIC) | ||
| 44 | Compliance | Commenced At School (VIC) | Fixed dropdown | Confirms whether the learner commenced this program while attending secondary school or not | ||
| 45 | Compliance | Commencing Program Cohort (VIC) | Is there a cohort associated with the program for this learner? Use dropdowns to confirm cohort(s) details. | |||
| 46 | Compliance | Individual Contract ID | Enter if applicable ACT Skilled CapitalID NSW CommitmentID SA SACE ID VIC Funding Eligibility Key | Y (ACT/NSW/SA/VIC) | ||
| 47 | Compliance | Individual Contract ID Expiry Date | The date the Individual ContractID expires | |||
| 48 | Other | Parchment No | Located under Learner Course Enrolment. If CourseEnrolment.Cert1 field contains data -> CourseEnrolment.Cert1 field Else report Latest Credential Number | |||
| 49 | VSL / FH | VSL/FH Eligible | Tick if Learner is eligible for VSL/FH assistance. Must be switched on for VSL/FH reporting. | Y | ||
| 50 | VSL / FH | Accessed Fee Help? | Tick if Learner is receiving VSL/FH Assistance. Must be switched on for students to appear in VDU file | Y (VIC) | Y | |
| 51 | VSL / FH | Admission Basis | Fixed dropdown | Identifies the main criterion used by the Higher Education/VET Provider in granting a Learner admission to the current course | Y | |
| 52 | VSL / FH | Attendance Type | Fixed dropdown | Identifies whether a Learner is classified as being a full-time or part-time. | Y | |
| 53 | VSL / FH | Study Reason | Fixed dropdown | Identifies the Learner's main reason for studying | Y | |
| 54 | VSL / FH | Specialisation Field of Education | Fixed dropdown | Identifies a specialisation within a course for which the academic requirements have or will be completed by a Learner | Y | |
| 55 | VSL / FH | Scholarship Type | Fixed dropdown | Identifies the scholarship type code | Y | |
| 56 | VSL / FH | Previous RTS EFTS | The total EFTSL value that has been consumed at previous Higher Education Provider by a student who was enrolled in those HE Provider under the Research Training Scheme (RTS) and who is enrolled at the current university under the same scheme | Y | ||
| 57 | VSL / FH | Completion Percentage | Indicates the percentage of a course completion in a joint degree program that is recognised by a provider | Y | ||
| 58 | VSL / FH | Joint Degree Provider Code | Indicating the partner Higher Education Provider where study in a joint degree is undertaken | Y | ||
| 59 | FH PIR | Estimated Yearly EFTSL | Reported from Course Enrolment but also available in course Offer section to allow defaults for newly created records. Also available in Course Enrolment Bulk Update actions | Y | ||
| 60 | FH PIR | Commencing Student Identifier | Reported from Course Enrolment but also available in course Offer section to allow defaults for newly created records. Also available in Course Enrolment Bulk Update actions | Y | ||
| 61 | FH PIR | Fee Type Indicator | Reported from Course Enrolment but also available in course Offer section to allow defaults for newly created records. Also available in Course Enrolment Bulk Update actions | Y | ||
| 62 | AAC | Australian Apprenticeship Centre (AAC) | Custom dropdown | |||
| 63 | AAC | AAC Sales Officer: | ||||
| 64 | AAC | Sales Person: | Linked to Staff section | Sales | ||
| 65 | AAC | AAC Sign Date: | ||||
| 66 | Other | Certificate #1 | Additional field to collect certificate information. Not widely used. | |||
| 67 | Other | Certificate #2 | Additional field to collect certificate information. Not widely used. | |||
| 68 | Other | RTO status | Fixed dropdown | Used on training plans | ||
| 69 | Other | Fee Type | ||||
| 70 | Other | Invoice Number | ||||
| 71 | Other | Invoice Date | ||||
| 72 | Other | Invoice Hours | ||||
| 73 | Other | Payment Type | Custom dropdown | |||
| 74 | Other | Deposit | ||||
| 75 | Other | Rate | ||||
| 76 | Other | Privacy Flag | ||||
| 77 | Other | Language, Literacy & Numeracy Addressed? | ||||
| 78 | Other | Assessment Type for LLN | Fixed dropdown | |||
| 79 | Other | Fees Collected Year 1 | ||||
| 80 | Other | Fees Collected Year 2 | ||||
| 81 | Other | Fees Collected Year 3 |
| Category | Field | Type | Notes | NZQA | SDR | UIP | WBR | |
|---|---|---|---|---|---|---|---|---|
| 1 | - | Course Offer | Links to Course Offer section | Can only be changed using the Course Enrolment Move feature. | ||||
| 2 | - | Application Status | ||||||
| 3 | - | Application Status Reason | ||||||
| 4 | - | Enrolment Status | Fixed dropdown | Choose a value that represents the appropriate stage of the learner lifecycle. Used in Learncycles. | ||||
| 5 | - | Status Reason | Custom dropdown | Used to define more specifically the reason for the enrolment status. Used in Learncycles | ||||
| 6 | Detail | Study Mode | Fixed dropdown | Full-time or part-time | Y | |||
| 7 | Detail | Studylink status | Custom dropdown | Used to record StudyLink status. The dropdown options contain values from the StudyLink Status Report definitions | ||||
| 8 | Detail | Studylink status reason | Custom dropdown | Studylink VoS status reason contains values from the StudyLink Status Report | ||||
| 9 | Detail | Target Group | Custom dropdown | Specify which group the Course Enrolment belongs | ||||
| 10 | Detail | Coordinator | Linked to Staff section | Specify the Coordinator for the Course Enrolment | ||||
| 11 | Detail | Trainer | Linked to Staff section | Inherited from Course Offer. If a trainer is not assigned to a Unit Offer or Enrolment they will not appear in report or Trainer Portal. Inherits from unit offer. Record trainer for this unit offer. | ||||
| 12 | Detail | Assessor | Linked to Staff section | Inherited from Course Offer, can be adjusted here | ||||
| 13 | Detail | Sales Person | ||||||
| 14 | Detail | Opportunity | ||||||
| 15 | Detail | Student Number (int) | Internal reference for number for Students | |||||
| 16 | Detail | Public Trust Number | ||||||
| 17 | Detail | Learner Position | Link to Learner Position section | Assign a Learner's workplace position relative to the Course Enrolment (Trainees, apprentices or work experience) | ||||
| 18 | Detail | Tags | ||||||
| 19 | Timeline | Start Date | The date the Learner is expected to start the Course Enrolment | Y | Y | |||
| 20 | Timeline | Enrolment Duration | Enter number of weeks/months for rolling enrolments - this will automatically calculate the Nominal End Date based on the Start Date | |||||
| 21 | Timeline | Tuition Duration | Specify the tuition duration which is usually less than enrolment duration | |||||
| 22 | Timeline | Unique Training Hours | ||||||
| 23 | Timeline | Course Commencement Date | Automatically calculated based on the first Unit Enrolment Start Date | |||||
| 24 | Timeline | Qualification Issued? | Indicates that a full qualification certificate was issued | Y | Y | |||
| 25 | Timeline | Completion Pathway | ||||||
| 26 | Timeline | Expected Award Date | The date the qualification is expected to be awarded | |||||
| 27 | Timeline | Nominated Reporting Period | ||||||
| 28 | Timeline | Nominal End Date | The date the Learner is expected to finish the Course Enrolment | Y | Y | |||
| 29 | Timeline | Actual End Date | The date the Learner actually completes or withdraws from the Course Enrolment | Y | Y | |||
| 30 | Timeline | Expiry Date | Used for Courses that have licencing renewal requirements | |||||
| 31 | Timeline | Date Issued | The date the Learner was issued the full qualification certificate | Y | Y | Y | ||
| 32 | Timeline | Parchment Number | ||||||
| 33 | Timeline | Enquiry Date | The date the Learner enquired about the Course Enrolment | |||||
| 34 | Timeline | Enrolment/Acceptance Date | The date the Learner accepted enrolment into Course Enrolment | |||||
| 35 | Timeline | Application Expiry Date | ||||||
| 36 | Timeline | ReEnrolment Date | The date the Learner re-enrolled into Course Enrolment | |||||
| 37 | Timeline | Orientation Date | ||||||
| 38 | Timeline | ReEnrolment Date | ||||||
| 39 | Compliance | For UIP | Tick where you will be required to complete UIP reporting | Y | ||||
| 40 | Compliance | Fund Source | Fixed dropdown | Contains a code that identifies the source of the funding that supports the Learner's enrolment in the course. | Y | Y | ||
| 41 | Compliance | Foreign Fee | Fixed dropdown | Tuition fee paid by international fee-paying student ($ New Zealand excluding GST). See SDR: Foreign Fees in the SDR Export | Y | |||
| 42 | Compliance | Main Subject 1 | Fixed dropdown | The main subjects studied by a Learner who has completed a qualification | Y | |||
| 43 | Compliance | Main Subject 2 | Fixed dropdown | The main subjects studied by a Learner who has completed a qualification | Y | |||
| 44 | Compliance | Main Subject 3 | Fixed dropdown | The main subjects studied by a Learner who has completed a qualification | Y | |||
| 45 | Compliance | Return To Provider | Used for NZQA reporting to indicate that the certificate is to be returned to the PTE for distribution. Must be ticked/checked if Request Type is 'C' | Y | ||||
| 46 | Compliance | Awarding Provider | Custom dropdown | Used for NZQA reporting to indicate the awarding provider if it is not your PTE | Y | |||
| 47 | Compliance | NZQA Strand | Mandatory for NZQA reporting where applicable. If this qual does not have a strand, leave blank | Y | ||||
| 48 | Compliance | NZQA Optional Strand | Mandatory for NZQA reporting where applicable. If this qual does not have an optional strand, leave blank | Y | ||||
| 49 | Compliance | Request Type | Fixed dropdown | Required for NZQA if reporting to QE1. Else leave blank. | Y | |||
| 50 | Compliance | Managed Apprenticeship | Identifies if the student is enrolled as a Managed Apprentice | Y | ||||
| 51 | Compliance | ITE Subject 1 | Fixed dropdown | Mandatory if Course Enrolment is for an ITE qualification where sector is 'Secondary'. | Y | |||
| 52 | Compliance | ITE Subject 2 | Fixed dropdown | Mandatory if Course Enrolment is for an ITE qualification where sector is 'Secondary'. | Y | |||
| 53 | Compliance | ITE Subject 3 | Fixed dropdown | Mandatory if Course Enrolment is for an ITE qualification where sector is 'Secondary'. | Y | |||
| 54 | Compliance | ITE Subject 4 | Fixed dropdown | Mandatory if Course Enrolment is for an ITE qualification where sector is 'Secondary'. | Y | |||
| 55 | Compliance | Secondary School Programme Indicator | ||||||
| 56 | Other | Privacy Flag | Used where the Learner has requested no contact for marketing | |||||
| 57 | Other | Language, Literacy & Numeracy Addressed? | ||||||
| 58 | Other | Payment Type | ||||||
| 59 | Notes | Notes that will be printed on the training plan | ||||||
| 60 | Notes | Private Notes (not printed) | ||||||
| 61 | Notes | Completion Pathway Notes (not printed) |
Set up FPS Detail
(FPS Providers only)
See instructions on how to Set up Client Course Enrolment FPS Detail
| Field | FPS Reporting | Accredited | Non-Accredited |
|---|---|---|---|
| Course Offer | Course Offer enrolment is attached to | Course Offer enrolment is attached to | |
| Enrolment Status | N | Mandatory See: Enrolment status options | Mandatory Enrolment status options CPE Annual Report Graduated - Completed Existing - Completion Pending - Current Deferred - Deferred Left before completion - Cancelled - No Penalty - Cancelled - Penalty - Partial Attendance - Transferred - Transitioned - Withdrawn |
| Status Reason | N | Optional customisable drop down field used to provide more information about enrolment status | Optional customisable drop down field used to provide more information about enrolment status |
| FPS Status | Y | The fee protection status of the student. Possible values are: - '0' - Enrolled - Student is enrolled but no fee has been collected yet and no record is given to SPS/FPS provider - '1' - Created - The student's record is with the SPS/FPS provider but no money has been deposited/insured yet - '2' - Activated - there is transaction records with the SPS/FPS provider - '3' - Terminated - when the student has stopped attending the course because of course completion or student has stopped taking this course for whatever reason. | Optional, not required |
| Study Mode | Y | Note that the Course Duration as reported in FPS File 1 & 2 depends on the Duration in the Course as well as the study mode in the course enrolment. | Mandatory field, use as needed. |
| Co-ordinator | N | Inherited from Course Offer, can be adjusted here | Inherited from Course Offer, can be adjusted here |
| Client Position | N | Mandatory for Traineeships and Apprenticeship | Optional |
| Access to Moodle Course? | N | Optional | Optional |
| Visible in MyWise.NET? | N | Optional | Optional |
| Start Date | Y | Inherited from Course Offer Start date: change if applicable | Inherited from Course Offer Start date: change if applicable |
| End Date | Y | Inherited from Course Duration and Study Mode but can be edited if required | Inherited from Course Offer End date: change if applicable |
| Expected Award Date | Y | For CPE Annual Return. The eyar will be exported. Else if this date is blank, then 9999 will be exported. | Optional |
| Enquiry Date | N | Optional | Optional |
| Enrolment/Acceptance Date | N | Optional | Optional |
| ReEnrolment Date | N | Optional | Optional |
| Actual End Date | N | The date that the student completed or withdrew from the course. | The date that the student completed or withdrew from the course |
| Student Arrival Date | Y | For international students. The latest date when they can arrive in Singapore to commence study. Must be no less than two weeks before start date | Optional |
| Commencement Start Date Date | N | Not a reporting field. Calculated from first unit enrolment start date | Optional |
| Expiry Date | N | Optional: Used for licencing courses where the student must renew their qualification | Optional: Used for licencing courses where the student must renew their course |
| Qualification Issued? | N | Used to indicate that the student has been issued with a full qualification certificate | Optional |
| Year Issued | N | Used to indicate the year that the qualification was issued | |
| Medical Insurance Provider | Y | Inherited from Organisation | Inherited from Organisation |
| Student Pass required for this enrolment | Y | must be 1 - required or 2 - not required | |
| Application Date | Y | ||
| In Principle Approved Date | Y | ||
| Issue Date | Y | ||
| Expiry Date | Y | ||
| Cancellation Date | Y | ||
| Target Group | N | Optional Customisable Drop Down List used for internal reporting purposes | Optional Customisable Drop Down List used for internal reporting purposes |
| Privacy Flag | N | Optional - used where the client has requested no contact for marketing | Optional |
| Student Number (int) | N | Optional field to record internal filing number for this course offer enrolment | Optional field to record internal filing number for this course offer enrolment |
| Language, Literacy & Numeracy Addressed? | N | Optional | Optional |
| Sales Person | N | Optional | Optional |
Next Step:
After adding Course Enrolments there are a number of optional steps