How to Generate Enrolment Report in the SMS via Trainer Portal

Overview

Generating an enrolment report via the Trainer Portal in the SMS is a simple process designed to provide trainers with key insights into student enrolment data. This functionality enables trainers to access and analyse essential details such as student demographics, course enrolments, progress statuses, and enrolment dates, ensuring they have the information needed to effectively manage their students.

The system ensures reports are accurate and accessible while meeting compliance requirements. With user-friendly interfaces and customisable options, this feature empowers trainers to stay informed and make data-driven decisions to support their students' academic journeys.

Step Tutorial

1. From the Dashboard, navigate to Reports, then Enrolment, and click the New button to create a new report.

NOTE: If you have previously created and saved a report, you can select it from the dropdown menu beside it and reuse it.

2. Enter the report name and/or set it as the default. Once set as default, the system will automatically select this template from the dropdown menu. Once completed, click the Save button.

3. A confirmation message about the creation of the new report will appear. Click OK to close it.

4. Ensure the correct template is selected before making any changes.

5. The Fields and ASQA Audit buttons determine which information should be included in the report.

a. Fields - Select from the variety of fields on the left and move them to the right if you want them to be displayed in the report. Once completed, click the Save button.

NOTE: If you want to remove fields, selection should begin from right to left.

b. ASQA Audit - Select a specific end date to be included in the report. Once completed, click the Submit button.

NOTE: By default, it is set to the last day of the current year.

6. Select or use filters to further narrow down the selection, ensuring that the specific conditions are targeted.

1. Start To From Range - Specifies the starting date range for enrolments to filter students within a given period.
2. End To From Range - Defines the ending date range for enrolments, allowing reports to capture students who enrolled up to a particular date.
3. Start From End To Range - Filters enrolments that start and end within a specific date range, enabling precise tracking of enrolment periods.
4. Min % Complete - Filters students based on the minimum percentage of course completion.
5. Max % Complete - Filters students based on the maximum percentage of course completion.
6. Min % Attendance - Filters students based on the minimum percentage of attendance required for enrolment or progress.
7. Max % Attendance - Filters students based on the maximum percentage of attendance they have achieved.
8. USI Status - Specifies the status of the Unique Student Identifier (USI), such as whether it is valid or pending.
9. Enrolment Status Type - Defines the type of enrolment status, such as active, withdrawn, or completed.
10. Enrolment Status - Provides the specific enrolment status of a student, such as active, withdrawn, or completed.
11. Qualification Issued - Filters students based on whether a qualification has been issued or not.
12. Include AVETMISS Fields - Includes AVETMISS (Australian Vocational Education and Training Management Information Statistical Standard) fields for reporting compliance.
13. Only Unique Enrolments - Ensures that the report only includes unique enrolments, removing duplicates in the enrolment data.
    

Click the Search button to start searching, or click Clear Filters to remove any filters applied.

7. You should now see the list of students and their enrolment information based on the fields you specified above. You can also:

1. Change the value of Results per Page to view more entries.
2. Use the search bar in the column header if you want to find a specific value.
3. Use the Export button in the upper right of the enrolment report module to download an Excel file of the report's results.
   

8. Once completed, click the Save button to save the changes made, so they can be used in the next report generation.

These are the steps on how to generate an enrolment report in the SMS via the Trainer Portal.

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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