Creating Rolling Enrolments in your Schedule

Creating Rolling Enrolments in your Schedule

Overview:


In the Student Management System, you can create program instances that uses rolling enrolments to allow students to enrol in different intake classes but still deliver training in a subject (unit) at the same time. 
Using Rolling enrolments allow RTO's to maximise trainer schedule and gives students flexibility in their course start.

To create rolling enrolments in your schedule, you can try out this interactive tutorial or read the steps list below. 

71 STEPS

1. Rolling intake or rolling enrolments in the SMS allows students to start a program at various times throughout the year. Using Rolling enrolments allow RTO's to maximise trainer schedule and gives students flexibility in their course start.

Step 1 image

2. To create your rolling intake schedule, it is best to have your schedule plotted in a timetable to make it easier to visualise your training calendar and set it up in the SMS.

Step 2 image

3. We will create an Intake schedule for different groups that starts at different months but will undertake training for the same unit at the same time.

Step 3 image

4. To create your rolling enrolment, Click Programs

Step 4 image

5. Click Program Instances

Step 5 image

6. Click Please Select Program Instance

Step 6 image

7. Type your Program Instance name in the search box.

Step 7 image

8. Click Groups

Step 8 image

9. Click Add

Step 9 image

10. Click Group name

Step 10 image

11. Type your preferred Group Name in the text field box.

Step 11 image

12. Click Group start date

Step 12 image

13. Select the starting date of this group. You can use the right and left arrow heads to move through the months.

Step 13 image

14. Select the time.

Step 14 image

15. The group end date is auto-calculated based on the duration set for the Program Instance.

Step 15 image

16. Click the toggle to Yes to make this available in the enrolment form.

Step 16 image

17. Select option for Auto-remove the enrolment form. There are three choices: Auto-remove based on Date, Max students or Max Students or Date.

Step 17 image

18. For this group, we will choose Date only. This particular intake will not be available on the enrolment form a few days prior to the start of the intake. Students who wish to enroll will have to enrol on the next intake schedule.

Step 18 image

19. Enter the hours in the Remove prior to start (total hours) on enrolmenment form.

Step 19 image

20. Enter the trainers name by typing to search and select from the options available.

Step 20 image

21. Click Save

Step 21 image

22. Click OK.

Step 22 image

23. Click Schedule to create the rolling intake schedule.

Step 23 image

24. Click on the left and right arrow buttons in the calendar to go to the next month.

Step 24 image

25. For this timetable, we will be creating a schedule for May for the first unit CHCDIV001 for the first intake group.

Step 25 image

26. Click on the date where you would like to create the schedule.

Step 26 image

27. In the modal window, select the group from the Group drop-down.

Step 27 image

28. Type the Schedule Title.

Step 28 image

29. Select your training location from the drop-down option.

Step 29 image

30. Enter your Start Time

Step 30 image

31. Select the hour by clicking on the up and down arrows.

Step 31 image

32. Select the End date for this unit.

Step 32 image

33. Select the End Time

Step 33 image

34.

Step 34 image

35. Go to the Group/Units section and select which unit will be assigned for this schedule.

Step 35 image

36. In this example, the first unit offered in May for the May intake class is CHCDIV001.

Step 36 image

37. Scroll and click Add Schedule

Step 37 image

38. Click OK.

Step 38 image

39. You can check to confirm that your schedule is now plotted in the calendar

Step 39 image

40. Alternatively, clicking on the schedule will open a window with the information on the Group schedule. You can also Edit or Delete this schedule from here.

Step 40 image

41. You can also change the schedule color that will appear in the calendar.

Step 41 image

42. Click Update Schedule for any changes to be saved.

Step 42 image

43. We will now create another schedule for June for the next unit.

Step 43 image

44. Select the group again.

Step 44 image

45. Complete the information for the schedule similar to what we did for the first unit.

Step 45 image

46. In the units section, we will now choose the 2nd unit for the May intake class.

Step 46 image

47. Click Add Schedule

Step 47 image

48. Click OK

Step 48 image

49. We will now create a new group for the June intake class and plot their schedule in the calendar.

Step 49 image

50. You can add a new group by going to Schedule then Student Groups/Intakes then click on ADD.

Step 50 image

51. Complete the information required in for the Group details.

Step 51 image

52. Alternatively, you can also use the Duplicate Group option. To use this, go to Schedule, then select the Group you want to duplicate in the search bar. In this case, we will duplicate the May intake for this program instance.

Step 52 image

53. Click Duplicate

Step 53 image

54. This will open a new window. Type New Group Name

Step 54 image

55. Select the New Group Start date from the date picker. This group will start on June.

Step 55 image

56. Enter the Hour start time

Step 56 image

57. The New Group End Date calculate based on the start date plus the program duration.

Step 57 image

58. Click Duplicate

Step 58 image

59. Click OK.

Step 59 image

60. Edit the details of the new group you created as needed. Click Update Group to save any changes.

Step 60 image

61. Go to Schedule tab.

Step 61 image

62. Select the unit that we created for June training schedule.

Step 62 image

63. On the Schedule modal window, click Edit.

Step 63 image

64. Click Please select group to add. Select the June intake group.

Step 64 image

65. Edit your title as well as other details of the group as needed.

Step 65 image

66. On the Units field, select the Unit for June Intake

Step 66 image

67. The group/units section should show all your intake groups that will be enrolled in that unit. Make sure that the units match for each intake group. Click Update Schedule.

Step 67 image

68. You can click on the calendar entry to confirm the details of your schedule.

Step 68 image

69. You can see in this window that the May intake and June intake will be doing the training for this unit at the same time.

Step 69 image

70. That's it! You have created your Rolling enrolments in the SMS.

Step 70 image

71. Click Close. You may repeat this process until all your schedules are created in the SMS and all groups are added in each schedule.

Step 71 image

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

https://www.iorad.com/player/2179947/Creating-Rolling-Enrolments-on-your-Schedule



Next step




 Step by Step Tutorial

 

To create your rolling intake schedule, it is best to have your schedule plotted in a timetable to make it easier to visualise your training calendar and set it up in the SMS.


 


We will create an Intake schedule for different groups that starts at different months but will undertake training for the same unit at the same time.

Step 1.       To create your rolling enrolment, go to Programs.




Step 2.       Go to Program Instances and  ADD a new Program Instance or select an existing Program Instance. 


 

Step 3.       Once you are in the correct Program Instance, go to Groups.



 
Step 4.       Click Add


 

Step 5.       Type your preferred Group Name in the text field box. 

As best practice, use naming conventions that are standard to your organisation or are descriptive and easily remembered. 



 

Step 6.       Select the starting date of this group in the Start Date field. You can use the right and left arrow heads to move through the months. Select the time if applicable, otherwise this defaults to 12 pm. 

 


Step 7.       The group end date is auto-calculated based on the duration set for the Program Instance.


 

Step 8.       Click the toggle to Yes to make this available in the enrolment form. This will allow this intake class to be selected in the enrolment form. 


 

Step 9.       Select option for Auto-remove the enrolment form. There are three choices: Auto-remove based on Date, Max students or Max Students or Date.

For this group, we will choose Date only. This particular intake will not be available on the enrolment form a few days prior to the start of the intake. 
 


 
 Step 10.        Enter the trainers name by typing to search and select from the options available.



Step 11.       Click Save then OK to confirm action. 




Step 12.       Click Schedule to create the rolling intake schedule.




Step 13.       For this timetable, we will be creating a schedule for May for the first unit CHCDIV001 for the first intake group.

 


Step 14.       Click on the date in the Calendar where you would like to create the schedule. An Add New Schedule window will open. In the modal window, select the group from the Group drop-down. Select the group/intake created from earlier. 


 
Step 15.       Type the Schedule Title. 

Choose a name that will allow all users to identify quickly the group and the unit for this calendar schedule. 



 

Step 16.       Complete the fields as required. 



  1. Location - Select your training location for this group/schedule. 
  2. Trainer - will auto-populate from what you selected in the Program Instance. 
  3. Colour - option to use different colours for the schedule in the Calendar for easier visibility. 
  4. Custom recurrence - select whether the schedule repeats on a weekly or monthly basis. You can set specific days and time when the schedule will repeat as well as set how long the schedule will recur. 
  5. Orientation - tick this box if the schedule is for an orientation and not an actual training. 
  6. Start Date - indicate the start date of the schedule
  7. Start Time - indicate the time for the schedule
  8. End Date - indicate the end date
  9. End Time - indicate the time for the schedule. 

Step 17.       Go to the Group/Units section and select which unit will be assigned for this schedule.



In this example, the first unit offered in May for the May intake class is CHCDIV001.

Step 18.       Click Add Schedule




Step 19.       Click OK.



 
Step 20.       You can check to confirm that your schedule is now plotted in the calendar


 

Alternatively, clicking on the schedule will open a window with the information on the Group schedule. You can also Edit or Delete this schedule from here.


 

Step 21.       We will now create another schedule for June for the next unit. Follow the steps again in creating your next schedule for the next unit. 

We will now create a new group for the June intake class and plot their schedule in the calendar. Follow the steps above in creating groups. Alternatively, you can also use the Duplicate Group option. To use this, go to Schedule, then select the Group you want to duplicate in the search bar. In this case, we will duplicate the May intake for this program instance. Click Duplicate.

 

This will open a new window. Type New Group Name


 

Step 22.       Select the New Group Start date from the date picker. This group will start on June. Enter the Hour start time. The group end date will auto-calculate based on the program duration. 



Step 23.       Click Duplicate. Click OK.



Step 24.       Go to Schedule tab. Select the unit that for first intake class that will start on June. 


 
On the Schedule modal window, click Edit.


 
Step 25.       On the Group field, select the second group intake class. 



Edit your title as well as other details of the group as needed.

Step 26.       On the Units field, select the Unit for the second intake. The unit selected for the first group and the second group should be the same. 



 
Step 27.       The group/units section should show all your intake groups that will be enrolled in that unit. Make sure that the units match for each intake group. Click Update Schedule.

 

 You can click on the calendar entry to confirm the details of your schedule.

You can see in this window that the May intake and June intake will be doing the training for this unit at the same time.

 

That's it! You have created your Rolling enrolments in the SMS.

You may repeat this process until all your schedules are created in the SMS and all groups are added in each schedule.


    • Related Articles

    • Creating A Payment Schedule Rule Template (QLD)

      Create A Payment Schedule Rule Template (QLD) The Payment Schedule Rule template allows you to create a template for the different payment rules of your State Training Authority. This template defines when payment is triggered for claims reporting. ...

    • Creating a Payment Schedule Rule Template (WA)

      A Payment Schedule Rule Template allows you to create a Payment Schedule rule for your Contract based on the contract terms of your State Training Authority. In this instance, the Payment Schedule Rule will follow WA’s rule on when you can claim ...

    • Creating a Payment Schedule Rule Template (VIC)

      Create a Payment Schedule Rule Template (VIC) In order to create a funded contract in the Student Management System, a Payment Schedule Rule Template needs to be created. This template will define the rules as to when a payment should be made to your ...

    • Creating a Payment Schedule Rule Template (WA)

      Create a Payment Schedule Rule Template (WA) In order to create a funded contract in the Student Management System, a Payment Schedule Rule Template needs to be created. This template will define the rules as to when a payment should be made to your ...

    • Creating a Payment Schedule Rule Template (TAS)

      Overview In order to create a funded contract in the Student Management System, a Payment Schedule Rule Template needs to be created. This template will define the rules as to when your RTO will receive payment based on student completion or ...