How to Add Subjects in a Program Instance

How to Add Subjects in a Program Instance

Idea
Overview
This tutorial will guide users through the process of creating subjects in the Student Management System (SMS).
This feature significantly improves operational efficiency as it allows you to freely cluster units. Subject completion requirement streamlines the scheduling process, saving time and reducing the potential for errors.

Subjects function similarly to units in the system, but they are most useful when you want to:
  1. Group units together for clustered delivery and link them to a single LMS course
  2. Use the same unit multiple times across different subjects
  3. Deliver clustered and non-clustered units simultaneously
Warning
IMPORTANT: Subjects are not reportable to AVETMISS.

Notes
Step Tutorial
1. From the sidebar menu, go to Program > Program Instances, then search and select the program instance where you want to set up the subjects. 

If you do not yet have a program instance, refer to the tutorial: How to Set Up a Program Instance in the SMS

2. On the Program Instances page, go to Units tab.

Click the + button and select Add Subjects.

This will open the New Subject modal.

3. On the New Subject modal, fill out the following:

If the Program Instance type is Intake:
  1. Subject Code* - Enter a unique subject code.
  2. Subject Name* - Enter a descriptive subject name.
  3. Unit(s)* - Select the unit(s) that belong to this subject.
  4. LMS Course - If applicable, select the LMS course to link to this subject.

If the Program Instance type is Dynamic:
  1. Subject Code* - Enter a unique subject code.
  2. Subject Name* - Enter a descriptive subject name
  3. Unit(s)* - Select the unit(s) that belong to this subject.
  4. Subject Duration (days)* - Enter the duration for the subject in days.
  5. Subject Start Date Delay (days) - Enter the subject start date delay in days, if applicable.
  6. LMS Course - If applicable, select the LMS course to link to this subject.

Once all details are completed, click the Save icon.

InfoNOTE: Only Enrol After Subject and Only Enrol After Unit fields will only appear from the second subject onward.

After saving, the new subject will appear in the Units tab list.

4. To Edit or Delete a subject, click the kebab menu icon under Action column and select the desired action.



Warning
IMPORTANT: 
  1. If a subject contains multiple units and you link an LMS course to that subject, completing the LMS course will automatically mark all units within that subject as complete in the SMS. 
  2. If a unit belongs to multiple subjects, please refer to the FAQ below.


And that’s how to add subjects in a program instance in the SMS!


Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

FAQs
Can I add subjects and standalone units (not in a subject) at the same time?
Yes, you can include both Subjects and standalone Units within the same Program Instance.
Standalone units will behave independently and are not affected by the completion rules or LMS linkages of any subject.

If a unit belongs to multiple subjects, how is completion handled in the SMS?
When a unit appears in more than one subject, the SMS will only mark that unit as complete once all subjects containing that unit have been completed.

For example:
  1. If Unit A is part of Subject 1 and Subject 2, and the learner completes the LMS course linked to Subject 1, Unit A will not be marked complete yet.
  2. The unit will only be marked complete once both Subject 1 and Subject 2 have been completed and/or their linked LMS courses have been completed.
This behaviour ensures that units shared across multiple subjects follow all the requirements set before being tagged as complete.
Is it possible to set up an LMS course on both the subject and the unit under that same subject?
No, you can only set up an LMS course at either the subject level or the unit level.