How to Create a Program for a Qualification, Accredited Course, Unit/Modules or Skill Sets

How to Create a Program for a Qualification, Accredited Course, Unit/Modules or Skill Sets

Idea
Overview

Programs in the eSkilled Student Management System (SMS) refers to courses that could be a nationally accredited training programs, qualifications, part qualifications, units or modules, or non-accredited courses. 

Planning and setting up your Programs in the SMS correctly is important to ensuring a seamless experience for your administrators, trainers, and students. Correct Program settings also help ensure compliance with reporting requirements. 

In this tutorial, we will guide you through the steps of creating nationally accredited training programs in your SMS. Nationally accredited training programs are either reported to National Centre for Vocational Education Research (NCVER) during AVETMISS reporting or through your State Training Authority. 

This tutorial will cover the following: 

  1. Creating a qualification or accredited course program
  2. Creating a program that is unit/s or module/s only, part qualification, or skill set
  3. Updating additional details of a program and adding units using the training.gov.au sync function
  4. Manually updating additional details of a program
  5. Manually adding units to a program

Notes
Step Tutorial

Creating a qualification or accredited course program

1. From the sidebar menu, go to Programs > Programs tab > then click Add.


2. Fill out the following fields:

Scope Information Section: 

  1. Program Code - enter the program code of the Qualification or the Accredited course as they appear in training.gov. au. The code must be an exact match with the listing in training.gov.au with no extra characters or trailing spaces.  Below is a sample of a qualification code from training.gov.au:

  1. Program Name - enter the program name of the qualification as it appears in training.gov.au. The name should match exactly as it appears in the site and must be for the correct program code. You may copy the name from training.gov.au to ensure no errors in the entry. 

  1. Qualification or Accredited Course - Toggle this to YES if the program is a Qualification or Accredited course. If this is a units or modules, part qualification or skill sets, turn off this toggle. 
  2. Type - select the program type in the dropdown field. The dropdown is dynamic.
    1. If the toggle for Qualification or Accredited course is set to YES, users will need to select the corresponding AQF level for the program
    2. If the toggle is turned off, the following selections will appear.
      1. Non-accredited course
      2. Units or Modules only
      3. Part Qualification
      4. Skill Set
  3. Maximum Nominal Hours - enter the maximum nominal hours for your program if the information is available. This is the maximum anticipated hours of supervised training deemed necessary to conduct the training and assessment activities associated with the program. 
  4. Transition/Teach Out Date - enter the transition or teach out date for the program if applicable. 
  5. Status - enter the program's status based on training.gov.au information. 
    1. Current
    2. Superseded 
    3. Transitioned

Once done, click Save.


Warning
IMPORTANT: A program can only be a Qualification or Accredited Course, a Unit or Module Only, Part Qualification or Skill sets. Each different type of program should have one program created to ensure proper reporting of the training activity. For example, if you offer training for a Full Qualification and a part qualification of Certificate IV in Cookery, two programs must be created, one for the Full qualification and the other for the part qualification. Only the full qualification program should use the qualification code and name found in training.gov.au.

Creating a Program for a Unit/s or Module/s Only, Part Qualification, or a Skill Set


A Unit/s Only or Module/s Only program typically refers to a training program where students enrol in a single unit or specific units of competency without completing the full qualification. These programs are particularly useful for students looking to upskill or specialise in a particular area without committing to a full qualification.  

Part Qualification refers to a subset of units required for a qualification and may represent a stage towards completing the full qualification.

Skill Set is a group of units of competency that are combined to provide a specific set of skills focused on a specific job task or function. They are designed to address specific industry needs and are often smaller and more targeted than a full qualification.

In the SMS, creating Unit/s or Module/s Only, Part Qualification, or Skill Set program follows the same process as a Qualification with some differences in the setting selection.

1. From the sidebar menu, go to Programs > Programs tab > then click Add.


2. Fill out the following fields:

  1. Program Code - enter the code for the program. The code should not match an existing qualification or accredited course in training.gov.au
  2. Program name - enter a program name. The name should not match an existing qualification or accredited course in training.gov.au.
  3. Qualification OR Accredited Course - turn off the toggle
  4. Maximum Nominal Hours - enter the maximum nominal hours for your program if the information is available.
  5. Type - enter the program type. Select if the program is a Unit/Module only, a Skill Set or a Part Qualification. Ensure that the selection in this field matches your Program. 
  6. Status - you may select the status of the Qualification. 

Once done, click Save.


Updating Details of a Program and Adding Units Using the training.gov.au Sync Function


The Student Management System (SMS) includes a training.gov.au sync integration, allowing you to quickly update program fields and add units for your program. This feature checks the program code and name, and if a match is found on training.gov.au, it will update additional fields in the NAT30A section (if available on the site) and create all the related units for the qualification if they have not yet been added to the SMS.

WarningIMPORTANT: The Program Code and Program Name must match exactly with the one listed on training.gov.au. NAT30A field data will be automatically updated if the information is available on TGA. Units will be added based on the Units of Competency available on training.gov.au for the selected Program. 

1. In the Programs tab, click on Sync [Program Code] button.

Once synced, the following fields will be updated if the information is available in training.gov.au:

  1. Program Recognition Identifier
  2. AQF level
  3. Program Field of Education Identifier
  4. ANZSCO Identifier

The Units tab will also show list of units available for the program.

Manually Updating Additional Details of a Program

InfoNOTE: Some of the information in the NAT30A section is not required in National reporting but is required for state reporting. It is best practice to always complete fields especially if information is available, to avoid having to go back to the system again to update these later on when it becomes required. 
1. To manually update additional details of a program, go to Programs > Programs tab > search and select for the program > then go to the NAT30A section.

Fill in the following fields:

  1. Program Recognition Identifier - select from the dropdown the Program Recognition Identifier based on your Program type. 
  2. AQF Level - Select the corresponding AQF level for the program. Users may leave this blank if the Program type is Unit or Module Only or Skill Set or Part Qualification. 
  3. Program Field of Education Identifier - select from the dropdown the Program Field of Education Identifier. This information can also be found in training.gov.au under Classifications. Users may leave this blank if the Program type is Unit or Module Only or Skill Set or Part Qualification. 
  4. ANZSCO Identifier - enter the ANZSCO identifier for the program. This can be found also in training.gov.au under the Classifications table for the Qualification. Users may leave this blank if the Program is a Unit/Module Only, Skill Set or Part Qualification. 
  5. Program Identifier - Local (WA) - this field is only required for programs that report to WA. Users may leave this field blank if reporting for other States. 

Once done, click Update.


InfoNOTE: You may refer to the Classifications section of the program on training.gov.au for the information required in NAT30A.



Manually Adding Units to a Program

Follow the steps below if the training.gov.au sync is not available for the Program created, or if you would like to manually add units to a program: 

InfoNOTE: Ensure that units or subjects are already added in Programs > Units before doing the actions below


1. To add units to the program, in your Programs tab, go to the Units subtab. Then click New.


2. In the ‘create new entry’ modal, fill in the following from the dropdown fields: 

  1. Unit Code - select the code of the unit you would like to add.
  2. Unit Name - this field will auto-populate with the unit’s name for the selected unit code. This is a non-editable field. 
  3. Unit Type - select whether the unit is a Core or Elective unit.
  4. Status - select the status of the unit if Current, Superseded, or Deleted. This information should match the one in training.gov.au if this is an accredited unit. 

Once done, click Create.

InfoNOTE: The Students and Groups subtab for Programs will automatically update with a list of Students and Groups/Intakes when there are any enrolments to a Program Instance of a Program. 


And that’s how to create a program for a qualification or accredited Course, unit/modules, part qualification, and skill set 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 us via email at support@eskilled.com.au.


Related Tutorials: 

    • Related Articles

    • How to Create a Program for a Non-Accredited Course

      Overview Programs in the eSkilled Student Management System (SMS) refers to courses that could be a nationally accredited training programs, qualifications, part qualifications, units or modules, or non-accredited courses. Planning and setting up ...

    • How to Add a Unit in the SMS

      Overview In your Student Management System, Programs are comprised of Units or Subjects, which can be added manually or automatically. When setting up your Programs, it is good practice to create your Units or Subjects first to allow you to add these ...

    • How to Connect SMS Program Instance Units to Multiple LMS Courses

      Overview To ensure that your student's progress in the eSkilled Learning Management System (LMS) is properly synced to the SMS, setting up the connection between the LMS course and the SMS program instance units is necessary. With this connection, ...

    • How to Set Up a Program Instance in the SMS

      Overview In the SMS a Program Instance, which serves as the different variations of your Programs, can be set up as Dynamic or Intake type. Program Instances that are set as Dynamic are useful for setting up programs that are self-paced or taken ...

    • Setting Up a Non Qualification Program

      OVERVIEW In this tutorial, we will walk you through on how you can set up your program that is a NOT qualification in training.gov.au. This can either be one of the following: a Skillset , a Part Qualification or a combination of units or modules in ...