How to Create a Funded Program Instance (VIC)

How to Create a Funded Program Instance (VIC)

Idea
Overview
Creating a funded program instance for the state of Victoria (VIC) refers to establishing a specific educational program that receives government funding under Victoria's state funding schemes. This involves setting up the program within a Student Management System.

In this tutorial, we will show you a step-by-step guide on how to create it.

Notes
Step Tutorial
1. To add a new Program Instance, go to Programs > select Program Instances > then click Add. 

2. Complete the Program Instance Information.

  • Select the Program* from the drop-down menu (The AVETMISS tab will appear after a program is selected.)
  • Enter the Program Instance Name*
  • Enter the Duration (Days)*
  • Enter the Weeks Attended
  • Select Program Participation from the drop-down. This can be full-time, part-time or self-paced. 
  • Select the Program Type* (Intake or Dynamic) from the drop-down.
  • Enter LMS Course (Program to Single Course), if available.
  • Toggle the button if the program Requires LLN (if yes, additional fields to complete will appear)
  • Select a Colour for this program instance, if needed. 
  • Indicate the CRICOS Course ID No for this program instance, if available.
  • Toggle the button if you wish to Allow Letter of Offer for Domestic Students.
  • Enter the number of Core Units* and Elective Units* for this program instance.
  • Toggle the button if you wish to Automate Certificate Creation for this program instance.
  • Toggle the button if the program instance Requires Vocational Placement/Host Employer. 
  • Select whether the program instance will be Delivered with a Partner Training Organisation. (If yes, additional fields will appear.)
  • Select a Custom Theme, if needed.
  • Toggle the button if you wish to Allow Letter of Offer.
  • If Enrolments Expire is toggled ON, enter a value in the Enrolment Expires After (Days) field.
  • Toggle Enrolment Units Expire, if applicable.

InfoNOTE: Fields marked with an asterisk (*) are mandatory and must be completed before saving the program instance.

3. Go to AVETMISS tab and select the Reporting State. Additional fields to complete will appear.

InfoNOTE: It’s important to select the correct reporting state, as the additional fields will vary depending on the state selected.

AVETMISS Data
  1. Select the applicable Funding Source - National. 
  2. Select the Unit Delivery Mode from the drop-down. Unit Delivery Modes could be Internal, External, Workplace-based only, a combination of those delivery modes, or Not Applicable if RPL or Credit Transfer. 
  3. Select if this program instance is a VET in Schools Flag.
  4. Nominal Hours in the Program Instance calculates from the total nominal hours of all the Units in this program instance once the units are added.
  5. Select Associated Program ID.
Once done, click Save.

Info
NOTE:
  1. Ensure units are properly set up in the Units tab before adding them to the program instance. After adding units with nominal hours, refresh the page to populate the Nominal Hours field. 
  2. Once the program instance has been saved, additional menu options will appear for the program instance. Navigate to the AVETMISS tab again.

4. In the AVETMISS tab, the Contract section will be available.

To have an available list of Funding Contract Name, you must have created Contracts already in the Finance Tab and set those contracts for VIC. Only Contracts that are set for the specific state will appear in the drop-down options.

Once a Funding Contract has been selected, the Purchasing Contract ID field will automatically fill the contract ID you have set for this Contract. If the Funding Contract has just one Funding Schedule, the Default Funding Schedule field will default to that schedule. Otherwise, choose a funding schedule from the options available in the drop-down menu. 

Also, any Concessions included in that schedule will be displayed in the table below. Toggle the enable field to select which concession can be applied to this program instance.

InfoNOTE: The Concessions table can also be edited by clicking on the Action button. You can edit the Name and the Percentage of the concession from this table. 

Going back to the Contract fields, you can select if the program instance is for Apprenticeship, Traineeship, or School-Based Apprenticeship/Traineeship (SBAT) Program.

InfoNOTE: Selecting Yes to any of these fields will add a Training Plan section in the AVETMISS tab (below the Concessions table), as well as add a Training Plan tab in the Enrolment Wizard.  


Once all the fields are filled in, click Update to save and update your program instance.

5. To set up the enrolment form of your funded program instance, go to the Enrolment Form tab.
  1. General Settings
    1. Enrolment Form Type - Select the Enrolment Type, whether Express, Standard, or Smart Enrol. Express enrolment form has less information required from the students, while the Standard enrolment form will include all details needed for AVETMISS reporting. 
    2. Accepting Enrolments - Select if the program instance is accepting enrolment. 
    3. Allow International Students - Toggle ON to allow international students.
    4. Show Prompt on Enrolment Submission - Toggle ON to enable prompt on enrolment submission.
    5. Enforce Use of External Account - Toggle ON to enforce use of external account.
    6. Allow Elective Unit Selection - Toggle ON to allow elective unit selection.
  2. Financial Settings
    1. Invoice Student On - Select from the dropdown list: Application Received, Application Approved, or Enrolled.
    2. Set Enrolled On - Select from the dropdown list: Leave as Application Received, With Payment, or Without Payment.
    3. Allow Pay Later - Toggle ON to allow pay later.
    4. Invoice To Student Only - Toggle ON if invoice to student only.
    5. Invoice To Employer Only - Toggle ON if invoice to employer only.
    6. Show Course Fee on Front Page - Toggle ON to show course fee on front page.
    7. Stop Automatic Credit Card Charge After First Invoice - Toggle ON to stop automatic credit card charge after first invoice.

  1. External Enrolment Form Settings
    1. USI Required - Select if the USI is required to be provided in the enrolment form. 
    2. Collect CRICOS Information - Toggle ON to allow collecting of CRICOS information.
    3. Show Upload Document - Select if the Upload document button will show in the online enrolment form. Ticking Yes will show additional fields labeled Document Upload Description and Require Document Upload. Selecting Yes will make the document upload field a requirement before the enrolment form can be submitted. 
    4. Require Emergency Contact Details - Select if Emergency Contact details are required to be provided in the online enrolment form. Selecting YES will make the emergency contact details field a requirement before the enrolment form can be submitted. 
    5. Hide International Student Question - Toggle ON as needed.
    6. Allow Blank Student Email - Toggle ON to allow blank student email.
    7. Profile Image Upload - Select if the Profile Image Upload will be available in the enrolment form. Options are: "Show and require", "Show but not required" or "Do not show on enrolment form". 
    8. Student Declaration - Select the available student declaration from the dropdown list.
    9. Remove Payment Stage - Toggle ON to remove payment stage.
    10. Industry of Employment - Select if the "Industry of Employment" field will be shown in the enrolment form. Options are: "Show and require", "Show but not required" or "Do not show on enrolment form". 
    11. Victorian Student Number - Select if the VSN field will be shown in the enrolment form. Options are: “Show but not required" or "Do not show on enrolment form". 
    12. Occupation ID - Select if the Occupation identifier field will be shown in the enrolment form. Options are: "Show and require", "Show but not required" or "Do not show on enrolment form". 
    13. Commenced While at School Flag - Select if this field will be visible in the enrolment form. Options are: "Show and require", "Show but not required" or "Do not show on enrolment form". 

InfoNOTE: Some of the enrolment form fields are state-reported fields and may be required by your state when doing reports for funding. Tag fields as required if these are details you need for the students to complete. 

6. To set up the units for your funded program instance, go to the Units tab then click New.

WarningIMPORTANT: Units must comply with the program's packaging rules as outlined on training.gov.au.

Complete the unit information in the Create new entry pop-up window. Fields with asterisks are required.

  1. Unit Code* - Select the unit from the list of available units in the drop-down menu. The units here will be the available units for the Program based on TGA.
  2. Unit Name - This will be automatically populated once you select the unit code.
  3. Unit Duration (days)* - Indicate the duration of the unit in days.
  4. Unit Start Date Delay (days)* - Indicate the unit start date delay in days.
  5. LMS Course - Select the associated LMS course for this unit (only available if LMS is connected to the SMS)
  6. Only Enrol After Unit - You can either select available unit from the list or leave this blank.
  7. Unit Delivery Mode - Select the delivery mode for this unit in the drop-down list.
  8. Predominant Delivery Mode* - Select the predominant delivery mode for this unit. If the selected option for the Unit delivery mode is one mode only, the predominant delivery mode will default to the same delivery mode. If the Unit delivery mode has two options (eg. Workplace or Internal delivery) the Predominant delivery mode options will only show those two options in the drop-down. 
  9. Scheduled Hours - Enter the training scheduled hours for this unit. 
  10. Program Unique Supervised Hours - Enter the unique hours of supervised training and assessment activity for this program enrolment.
  11. Override Nominal Hours - Check the box as needed.

Once done, click Create.

Info
NOTE: You can edit the unit information for this program instance by clicking on the Action button, then selecting Edit. The Edit entry window will appear. After making the changes, click Update.
To delete, click the Action button, then select Delete.

7. To set up Program Fees and Payment Plans for your funded program instance, go to Financial tab then click New (this field is available for each section).

After clicking New, a pop-up window will open.

Program Fees

  1. Fee Type* - select from the drop-down list. Options are Tuition, Resources or Other. Select Tuition in the Fee type to set up Tuition Fees. 

Refer to your contract details and updated State rules when creating program fees. 

  1. Description* - Enter a description for the fee. 
  2. Student Fee* - Enter the amount for student fee.
  3. Discount - Enter the amount for discount, if applicable.
  4. GST - select whether GST Charged or GST Not Charged.

Once done, click Save.


Set up additional fees such as Resource or Other by clicking on the New button and selecting Resource or Other in the drop-down menu. Follow the same step as above.

Info
NOTE:
  1. You can add multiple Tuition, Resource, and Other fees. Just click New for every instance.     
  2. To edit or delete existing program fees, click the Action button and select either edit or delete.

Payment Plan
To add a payment plan, click New.
  1. Payment Plan - Select payment plan available from the drop-down list.

Once done, click Save.

InfoNOTE: If Payment Plans are not available in the drop-down, make sure to set up a payment plan option in the Finance tab under Payments Plan. Ensure that the Payment Plan options align with the total of the items for the Program Instance. 


You have now created a funded program instance for the state of Victoria (VIC) 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.

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