a pictorial walkthrough manage students manage courses manage avetmiss
TRANSCRIPT
A pictorial walkthrough
Manage students
Manage courses
Manage AVETMISS
www.worksmartsystems.com.au
Manage students, courses and AVETMISS
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Contents
Course Administration Section Student Administration Section
- Course Main Menu
- Training Organisation Details
- List of Courses
- Modules / Units
- Learning & Assessment Material
- Staff Qualifications
- Reports & Printing
- Contact WorkSmart Systems
- Student Main Menu
- Student Personal Details
- Trainee Details - AVETMISS
- Employer Details
- Course Details
- Enrolments – AVETMISS
- Qualifications – AVETMISS
- Student Attendance
- Reports & Printing
- Export AVETMISS File
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After installing the Student Management SmartGuide you will see the desktop icon for the program.
Double clicking the icon opens the Student Management SmartGuide.
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This is the Main Menu screen
for the Student Management
SmartGuide.
Lets look at the buttons at the
bottom.
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Opens a Help file detailing how the
program works.
If you have a problem or query clicking
this will open a new email message for
you to send to us.
Closes the program down, make sure your
work is saved first!
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When using the program for the
first time it is recommended
that you complete the Course
Administration section first.
That way all unit details in this
section will be available for use
in student enrolments in
Student Administration.
We will select the Course
Administration button.
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This is the starting form for
Course Administration.
You navigate by clicking the tabs
to move to different data forms.
The tabs with top edge in orange
are the active tabs.
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Note that each top row tab contain
several lower sub tabs.
Clicking each sub tab will show a different
form to complete.
If the information on the tab sheet is
specific to AVETMISS requirements this is
labeled on the tab.
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Notice the drop down arrows.
These contain a selection of
choices for you to select from.
These are set descriptions by
AVETMISS and must be used.
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Clicking the next top tab
takes you to the List of
Courses data forms.
There are four sub tabs.
These tabs all relate to
summary level course
information.
Note the drop down arrows. All
information has been entered
for you, just select the
applicable option.
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Any blue underlined text is a
hyperlink to external website
information.
Clicking the next top tab takes you
to the Modules / Units data forms.
Note that each top tab goes down
to a greater level of detail.
There are four sub tabs. These
tabs all relate to summary level
module / unit information. Each
form contains example
information.
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Clicking the next top tab takes you
to the Learning & Assessment
Material data forms.
There are five sub tabs. These
tabs all relate to specific learning
& assessment materials for each
unit in the selected course.
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Clicking the folder icon allows you to link your documents to
the program for each unit / module. Clicking the page icon
opens the linked document.
Have lots of documents to link? No problem. Make
a list of documents you want to link to in a Word
document and hyperlink to those documents in
Word (under menu Insert: Hyperlink).
Now click the folder icon and link to the word
document with the hyperlinked list. Now you can
link all your learning & assessment documents for
each unit / module in one place!
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Clicking the next top tab takes you
to the Staff Qualifications data
forms.
There are four sub tabs. These
tabs all relate to a specific trainer
for each unit / module in the
selected course.
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Note that you can enter any
number of trainers and / or
assessors for each unit.
Selecting each trainer will bring up
their specific information in these
tab forms.
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The final tab gives you print
options.
Select your options and click the
applicable button to go to a print
preview window.
Enter your organisation’s name
here.
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You also have many print or export
options available to use.
Click the drop down arrow for export
printing options.
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With the Course Administration
section completed we can now
start on the Student
Administration section.
We will select the Student
Administration button.
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This is the starting form for Student Administration. The first tab screen is where you enter the
student’s personal details. This form is explained in detail in the following pages.
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There are three main tabs, the one shown Student Details tab, contains all the tab
forms for each student (8 in total).
For each new student enter their First and Last name and allocate them a unique
Student ID number here to create their student record in the system.
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This is the student navigator. By default students are sorted alphabetically by Last
Name. If you want to sort by Student ID click the Up arrow in the title of that
column.
Note that each column can be re-sized and the navigator made wider by dragging
with the mouse to suit your monitor size.
To find a specific student quickly start typing
their last name and the browse list will change
to show names to match what you are typing.
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Do you deliver training to international students? If so check the overseas /
international student box and these four entry boxes appear to complete the
details for the relevant student.
Note that if you do not deliver training to international students leave the box
unchecked and the four entry boxes will remain hidden.
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This is the Trainee Details – AVETMISS tab form on the student’s personal tab. Note that the
student navigator and name details bar (in red boxes) do not change but remain constant for
each tab form.
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This is the Trainee Details – AVETMISS tab form on the student’s personal tab. Note that the
student navigator and name details bar (in red boxes) do not change but remain constant for
each tab form.
Note the drop down arrows. All
AVETMISS information has been entered
for you, just select the applicable
options.
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This is the Employer Details tab form. Note that there are 2 sub tabs on this form Company
Contact and Company Site Visit Details. Record details of any site visits done.
If student is an apprentice or has a
documented Training Agreement you
can link that here.
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This is the Payment Details tab form. Use this form as a way of tracking student payments
overtime. Allows entry of a different invoice address (if applicable), and multiple invoices as
they are issued.
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This is the Course Details tab form. This form shows all the courses and units that were entered
in the Course Administration section of the program. Select the course to display the units.
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Course Details tab form explained. After highlighting the course row in the course table
clicking this button will add all the units to the
students enrolment form below.
By selecting a course row in the course table
above all units will be displayed here. Select
specific units for a student and click the Select
Unit button to add only specific units to a
students enrolment form.
These show the units selected for the
students enrolment. Any unit can be
deleted by clicking the red cross.
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This is the Enrolments – AVETMISS tab form. This form shows all required AVETMISS data for each
unit the student is enrolled in.
Most of the details for these boxes
will be supplied by your training
authority.
Information auto filled from
previous entry.
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This is the Qualifications – AVETMISS tab form. This form collects all required AVETMISS data for
completed qualifications for each student.
With the details previously entered
you can generate and print a plain
Statement of Attainment or
qualification Certificate for each
student.
This means you can print onto your
paper stock and use your own logo
and layout.
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The last sub tab of the Student Details top tab is the Student Attendance tab form. Use this to
track student attendance and absences for each unit.
When a student is absent enter
the unit against their name and
keep track of absences.
If attendance level matches or
exceeds stated allowed
absences document actions to
be taken.
This is a CRICOS requirement for
international students.
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This is the Reports and Printing tab form. Use this to select the information you want for your
reports. This screen represents to different print options.
Option 1: Select a course and print
out a summary list of all students
enrolled.
Option 2: For the selected course
choose the desired report options
and whether you want to print for
one student or for all.
Clicking the View Report button
takes you to a print preview screen.
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This is the Print Preview Window. Again you can
select your print options as described before.
Click the drop down arrow for export
printing options.
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The final top tab is the Export AVETMISS Files tab form. Here the information is auto filled for you,
just select the required start and end date of the desired collection period.
Click the Save AVETMISS Files
button and a browse box will
appear for you to choose a
save location.
The required AVETMISS files
will be saved in the required
format ready for you to submit
to your training authority
when requested.
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Manage students, courses and AVETMISS
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This concludes the pictorial guide to the Student Management
SmartGuide specifically designed for training organisations to manage
all their course materials, manage student enrolments, attendance
and progress plus meet AVETMISS requirements.
If you have any queries or wish to talk to someone about the Student
Management SmartGuide call:
John on 0413 055 446
Steve on 0429 001 796
Or visit our website at www.worksmartsystems.com.au.