Enrolling a Student in a Funded Program (WA)

Enrolling a Student in a Funded Program (WA)

Enrolling a Student in a Funded Program Instance

There are multiple ways to enrol a student in the Student Management System. A system administrator can manually enrol a student by creating a student and then enroling using the Enrolment Wizard. Another option is to Enrol a student using the Online Enrolment Form. In this tutorial, we will enrol a student through the Enrolment Wizard. 


Step 1. Create a student or select the student you want to enrol in the program. 

In this tutorial, we will start with creating a student. 

Go to Students in the side menu. Click on ADD to create a new student. 



Complete the General Information and Additional Information details. 

The following fields are required to be completed before you can save the student information: 

  1. Title
  2. Surname
  3. Date of Birth
  4. Gender
  5. Email Address and Student Password
  6. International Student Flag 

Please note that most of the fields for the Student information are reported fields; it is best practice to complete the details to ensure compliance. 



Once the fields are completed, click SAVE. 

If the International Student field is set to YES, a CRICOS tab will appear in the Students menu after saving, allowing you to enter your International student's information. 




If you've entered information in your Unique Student Identifier, you can validate USI from the VALIDATE USI button. 





Step 2. Enrol a student in the funded program 


Go to the Enrolments Tab. Click New. 




This will open up the Enrolment Wizard Modal. 



The Enrolment Wizard will initially show only the Standard three tabs: Enrolment, AVETMISS and Units. If the program instance you are enrolling in is funded, the AVETMISS-CONTRACT tab and the Payments Tab will also be available. Suppose the Program Instance is also tagged as YES for either Apprenticeship, Traineeship or School-Based Apprenticeship or Traineeship (SBAT). In that case, the Enrolment wizard will also show a Training Plan tab. 





Complete the Program details in the Enrolments tab of the Enrolment Wizard. 



  1. Program Code - Select the program code from the drop-down. This will automatically populate available program instances for that Program. Choose the program instance on the following field. 
  2. Program Instance - Select the Program Instance you want to enrol the student in. 
  3. Intake - Select the schedule you want to enrol the student in. 
  4. Enrolment Date - Enter the date of enrolment using the date picker
  5. Enrolment Status - Select the enrolment status of the student. 
  6. Enrolment Start date - Select the enrolment start date. This will be the duration of when the program is available for the student to complete. 
  7. Enrolment End date - This will automatically calculate from the Enrolment start date and the duration of the program instance. For this example, the duration was set to 365 days. 
  8. Employer - Select an employer from the drop-down for the student if applicable. Tick the box below if you want the Employer to be invoiced for this enrolment. 
  9. Agent - Select the agent for this enrolment if applicable. 
  10. Requires LLN - Select YES or NO if the program instance requires Language, Literacy and Numeracy (LLN) to be completed for this program. 
  11. Host Employer (Vocational Placement Provider)  - Select the Host Employer/Vocational Placement provider from the drop-down.

The Host Employer (Vocational Placement Provider) field will only show if the field "Requires Host Employer" in the Program Instance details is set to YES. 



The drop-down options for Employer,  Agent and Host Employer fields populate from the organisation set-up and are tagged as Employer, agent or host employer. If you don't see any options available, ensure you have already created them in the Companies tab. 

Selecting YES for LLN will add fields specific to LLN: 
  1. LLN Complete - Select yes or no if the LLN is completed. 
  2. LLN Start Date - Select the start date for the LLN unit
  3. LLN Completed Date - Select the completed date for the LLN unit
  4. LLN Assistance required - Select Yes or No if the student requires assistance for LLN purposes. 





Step 3. Complete the information in the AVETMISS - Contract tab of the Enrolment wizard 

The AVETMISS tab includes most of the AVETMISS information required for National and State reporting. These fields are organised into different sections: Funding Source information, Contract information, Program Information, Culture, Disability, Employment and Education information of the student. The fields may change depending on which state you will be reporting. 


Select the Funding Source ID - State Training Authority from the drop-down. 

The drop-down options will populate from all the funding sources included in the Contract used for this Program Instance. If you do not see an option, confirm that your Contract has funding source codes selected. 




Select the Specific Funding State ID from the drop-down.



Complete the Contract section. 

  1. Contract Name field - this will automatically populate the contract name used in this program instance. 
  2. Contract Status - select if the Contract status is Active or Cancelled. 
  3. Schedule Name field - this will automatically populate from the funding schedule chosen for this program instance. 
  4. Contract Status Date field - this field will automatically get the date when you toggled the Contract Status to ACTIVE.
  5. Purchasing Contract ID field - will populate from the Contract Name or can also be a manual entry depending on your contract information. 



Complete the Apprenticeship and Traineeship section.

This section will only be visible if the program you are enrolling the student in is for an Apprenticeship/Traineeship or SBAT program. 


Training Contract ID  field - Enter the Training Contract Identifier in this field. The Training Contract Identifier uniquely identifies an apprentice or trainee training Contract registered with a training authority. Refer to your Training Contract for this information. 
Client ID - Apprenticeships -  This ID is used to identify a client with an apprenticeship/traineeship training contract. This identifier can be sourced from the registering state/territory training authority. 



Complete the Program Information Section

Select the Commencing program ID from the drop-down options. 



Select the Enrolment Category ID from the drop-down options. This field defaults to S- Standard. 



Select the Training Type ID for this enrolment. The Training Type ID field distinguishes various categories of employment-based enrolments from institutional enrolments. For this tutorial, we will select A - Apprenticeship Enrolment. 



Enter an amount for the Income Contingent Loan Liability field. This field is value of the amount borrowed by students under the Commonwealth VET Student Loans scheme. Leave blank if not applicable. 



Select the applicable option for the Fee Maintenance Flag field. This field defaults to NO. 

The Fee Maintenance Flag indicates whether a client has been enrolled under fee maintenance arrangements according to the Department's current relevant VET fees Policy.




Select the Associated Course ID from the drop-down field. 

The Associated Course Identifier it is used to link a skill set or subject-only enrolment to a qualification or course for funding purposes.




Complete the Culture section.

Indigenous Status - select from the drop-down option if the student self-identifies as being of Australian Aboriginal or Torres Strait Islander descent.
Main language spoken at home - select from the drop-down menu the student's primary language. 



Complete the Disability Section


(1) Select if the student has a disability, impairment or long-term condition. If you select YES in this field, another field will appear (2) where you can choose from the drop-down the specific student disability. 




Complete the Employment Section fields.

  1. Employment status - select the student's employment status from the drop-down menu. 
  2. Employer Contribution flag - select if the Employer will contribute to the student's training fee. 




Complete the Education section fields.

Currently at school field - select if the student is presently studying.
VET in School flag - If NO is selected is the Currently at school field, the VET in Schools flag will be set to NO. If this is set to YES, the VET in Schools flag can be set to either YES or NO. 
Most Recent School ID - enter the most recent school ID of the student. 
Year Highest School - select the year when the highest school level was completed. 
Highest School level achieved - select the highest school level achieved by the student. 
Study Reason ID - select the reason for studying.
Prior Education Flag - select YES or NO if the student has completed post-secondary education. 
Prior Education - if the Prior Education Flag is set to YES, this field will be visible. Select the prior educational achievement of the student from the drop-down. 




Complete the TAFE section.

This section will only be visible if the RTO ticks yes in the TAFE Flag on the Settings page. 


  1. Residency Status - select the student's residency status from the drop-down menu. 
  2. TAFE International Flag - select YES or NO in the drop-down. This field indicates whether TAFE International Western Australia has granted the student an award for successful completion of a recognised qualification or a course. 
  3. TAFE International Client ID - enter the TAFE ID of the student. 
  4. Enrolment Liability Type ID - Select the applicable Enrolment Liability type ID for this enrolment. 




When all the AVETMISS-Contract fields are completed, click CONTINUE to proceed to the next tab. 

The AVETMISS-Contract fields are state-specific and state-reported. 

Student personal information will automatically populate for succeeding enrolments. These fields will be pre-filled with previous details but will still be editable. 

Step 4. Complete the Training Plan details


The Training Plan tab will only be visible if the student is enrolling in an Apprenticeship, Traineeship, or School-based Apprenticeship/Traineeship program.  

A detailed tutorial for setting up your Training Plan is provided in the Help Centre. 




Click Continue to proceed to the next tab. 

Step 5. Check the Units details

In the Units tab, you can check the details of all the units available for this program instance. You can also Edit or delete a unit directly from the table by clicking on the Action button, then EDIT or DELETE. 



Click on the Edit action to edit the Units details directly from the Units table:
  1. Unit Code
  2. Proposed Start and End Date
  3. LMS Course
  4. Group
  5. Scheduled Hours
  6. Predominant Delivery Mode 
  7. Training Mode (this column is only available for Training contract programs) 



Click Continue. 

Step 6. Complete the Payments tab

In this tab, you can edit the Concessions and Waivers, Program Fees, add Loadings as well as see the Funding details of your funded Contract. 

Program Fees


  1. Enrolment Status - Select the enrolment status of the student from the drop-down field. The Enrolment status will determine if a payment needs to be made based on the Payment plan rules of the program (eg. full payment upon enrolment etc.)
  2. Concessions/Waivers - select the concession or waiver applicable to the student. 


The Concession/Waiver drop-down will show options based on the funding schedule of the Contract for this program instance. Check your contract funding schedule in the Finance tab if you are not seeing any options here. Check if the concessions/waivers are also enabled in the AVETMISS tab of the Program Instance. 




The Fees table will show all the Fees applicable for this program instance as set in the Financial tab of the Program Instance. You can click on the Action button to edit the Student fee amount which will only apply to this student enrolment. 



If you do not see the fees, check the Financial tab of your program instance and create the program fees from there. 

Select the applicable Tuition Fee by clicking on the tick box. The Table will automatically compute based on the Student Fee and the Concession chosen. 

The student fee summary will show the total tuition fee, while the TOTAL Student fee will show the Tuition fees plus all the additional fees (eg. Resource fees and other fees). 



The payment plan for this program instance will also show in a table below the program fees. 




Funded Contract Subsidy and Loadings

In this last part of the Payment tab, you can see the computations for the expected Funding subsidy for this enrolment. You can further add Loadings if any are applicable for the student. 

The information in this section is automatically calculated based on the program fees, funding subsidy, concessions or waivers as well as loadings. You can still override amounts if manual entry is required. 




Click Submit to save and update the enrolment details. 


You have successfully enroled a student to a WA funded program instance! 





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