How to Enrol a Student in a Funded Contract (NSW)

How to Enrol a Student in a Funded Contract (NSW)

Idea
Overview
In this tutorial, we'll discuss how to enrol a student in a funded contract in NSW using the SMS. This involves accurately recording their details and linking them to a government-subsidised training program, such as Smart and Skilled or an apprenticeship. The process includes selecting the appropriate program and intake, confirming enrolment dates, and entering key information like the student’s education background, employment status, language spoken at home, and any support needs. It also ensures compliance by capturing contract identifiers, funding sources, and training arrangements, helping to secure the correct subsidies and meet reporting requirements.

Notes
Step Tutorial
1. From the Dashboard, go to Students, select a student from the drop-down menu, then navigate to the Enrolments tab. Then click on the New button.


2. Fill in the necessary information in the fields provided. Fields marked with a red asterisk are mandatory.
Part 1 – Enrolment
  1. Program – The name of the qualification, course, or training program the student is enrolled in.
  2. Program Instance – A specific offering of the program, defined by a unique schedule, location, or delivery method.
  3. Group/Intake – The cohort or intake group the student is assigned to, often based on start date or delivery mode.
  4. Enrolment Date – The date the student formally enrolled in the program.
  5. Enrolment Status – The current status of the student’s enrolment (e.g., active, completed, withdrawn).
  6. Enrolment Start Date – The date the student is scheduled to begin the training.
  7. Enrolment End Date – The date the student is expected to complete the training.
  8. Weeks Attended – The total number of weeks the student has participated in the program.
  9. Employer – The business or organisation employing the student, where applicable.
  10. Agent – A third party or education agent involved in referring or managing the student’s enrolment.
  11. Training Provider Partner – Another registered training organisation (RTO) delivering part of the training in partnership.
  12. Requires LLN – Indicates whether the student requires Language, Literacy and Numeracy (LLN) support.
  13. Host Employer (Vocational Placement Provider) – The organisation providing vocational placement or on-the-job training for the student.
Once completed, click on the Continue button.
Part 2 – AVETMISS-Contract
  1. Exclude from AVETMISS Reporting - Indicates whether a student's data should be excluded from AVETMISS (national training data) reporting.
  2. Funding Source ID - State Training Authority - Identifies the source of state-based funding for the student's training (used for state-level reporting and funding claims).
  3. Funding Source National - Specifies the nationally recognised funding category applied to the training activity, used for AVETMISS reporting.
  4. Contract Name - The name of the government funding contract or agreement under which the training is being delivered.
  5. Contract Status Date - The effective date of the current status of the funding contract (e.g. active, completed, or cancelled).
  6. Contract Status - Indicates the current status of the funding contract (e.g. Active, Cancelled, Completed).
  7. Commitment ID - A unique identifier used in some state-based systems (e.g. QLD or NSW) to track individual funding commitments.
  8. Schedule Name - Name or title of the scheduled training program or delivery plan associated with the enrolment.
  9. Employment Service Provider Client - Indicates if the student is referred by an employment service provider (e.g. JobActive, DES), and may require reporting to those providers.
    1. Employment Service Provider ID - A unique identifier for the employment service provider who referred or is supporting the student.
    2. Client ID - A reference number or code assigned to the student by their employment service provider for tracking and reporting purposes.
  10. Commencing Program ID - Identifies the training program in which the student is newly commencing; used to track commencements.
  11. Indigenous Status - Records whether the student identifies as being of Aboriginal and/or Torres Strait Islander origin.
  12. Main Language Spoken at Home - Captures the primary language the student speaks at home, for equity and diversity reporting.
  13. Has a Disability, Impairment or Long-Term Condition? - Indicates whether the student has any disability or health condition that may affect their learning.
  14. Employment Status - Describes the student's employment situation at the time of enrolment (e.g. full-time, part-time, unemployed).
  15. Currently At School? - Indicates if the student is concurrently enrolled in secondary school while undertaking VET.
  16. VET in Schools Flag - Identifies if the enrolment is part of a VET in Schools (VETiS) program.
  17. Highest School Year Completed - The highest level of secondary education the student has completed.
  18. Study Reason ID - Records the student’s main reason for undertaking the training (e.g. to get a job, for personal interest).
  19. Prior Education Flag - Indicates whether the student has previously completed any other qualifications or study.
Once completed, click on the Continue button. A confirmation will appear after this, indicating the successful enrolment of the student. Click OK to close it.
Part 3 – Units
This tab is straightforward – it shows the available units within the program. If you wish to make modifications to a unit, simply click the Action button under the Action column, then select Edit. The same process applies for deleting units – just click the Action button under the Action column, then select Delete.

Once completed, click on the Continue button.
Part 4 – Payments
  1. Enrolment Status - Indicates the current status of the student's enrolment (e.g. Enrolled, Withdrawn, Completed, Cancelled).
  2. Concession / Waiver - Identifies whether the student is eligible for a fee concession or waiver, often based on concession cards or special criteria.
  3. Payment Plan - Refers to an agreed payment arrangement that allows the student to pay their course fees in instalments over time.
  4. Do you wish to override the Amount? - Allows manual adjustment of the default course fee amount, typically used for special pricing or negotiated fees.
    1. Subsidy (Standard) - The standard funding amount provided per unit or qualification under the relevant funding model.
    2. Total Subsidy Expected - The total amount of government funding expected for the entire enrolment based on eligible units and loadings.
    3. Needs Loading - A type of additional subsidy applied when a student requires extra support (e.g. due to disability, LLN needs).
    4. Needs Loading Amount - The dollar amount of additional funding provided due to the student's identified support needs.
    5. Location Loading - A loading applied to training delivered in regional, remote, or high-cost locations.
    6. Location Loading Amount - The additional subsidy amount provided to compensate for delivering training in a specific location.
Once completed, click on the Submit button. A confirmation will appear after this, confirming the successful editing of the student's enrolment. Click OK to close it.

3. The recently added enrolment should now appear in the list.


These were the steps for enrolling a student in a funded contract (NSW).

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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