How to Issue Certificate in the SMS

How to Issue Certificate in the SMS

Idea
Overview
A Certificate in the Vocational Education and Training (VET) industry is an official document that acknowledges the completion of a full qualification. It serves as an official document for students to showcase their skills and qualifications to potential employers or for further education.

The Australian Qualifications Framework (AQF) governs the levels of qualifications in Australia, ensuring consistency and quality across the VET system. 

This tutorial will guide users on how to issue a certificate to students in the Student Management System (SMS). 

WarningIMPORTANT: Make sure that the student is eligible for certificate issuance before going through this process.

Notes
Step Tutorial

Issuing Certificate

1. From the sidebar menu, go to Students > search and select the student > then go to Enrolments tab.

2. In the Student Enrolments table, select the checkbox for the enrolment you wish to issue a certificate for. Then, tick Certificate to issue the certificate for the selected enrolment.

Preview a Certificate Prior to Issuance

If users would like to preview the Certificate before issuing or downloading a copy, click on the Preview Certificate button.

This will automatically download a copy of the certificate, with all the students details except the Certificate Number will display as PREVIEW.

Download and Print a Certificate

To issue a physical copy of the Certificate, users can download a ready-to-print version. To do this, click on the Certificate button.

This will download a copy of the Certificate similar to the Preview version, with the Certificate number already populated with the actual number. 

Email a Certificate

Users also have the option to directly email a copy of the Certificate to a student, providing them with a copy of their Certificate as an email attachment. 

1. To issue the Certificate via email, from the Student Enrolments table, click on the Action button of the enrolment then click Email.

2. This will open the Send Student Email window. Users can compose a new message or use custom email templates if available. Complete the following fields: 
  1. Subject - Enter the email subject. 
  2. CC - Enter an email address in the carbon copy field to send a copy of the email to other required recipients. Leave blank if not required. 
  3. Issue Parchment - Select the tick box for the Certificate to issue the certificate. Ticking this box will include the Certificate as an attachment in the email. 
InfoNOTE: This field will display as Re-issue Parchment if the parchment has already been downloaded prior to the email.
  1. Email body - Compose the body of the email message. Available fields can be used to customise the email content.
  2. Attach Files - Attach additional files if needed.
  3. Preview and Send Email - Click Send Email to send the email or Preview to check the email. 

Once the email is sent, a record of it will be logged under the student’s Notes tab, where it will be accessible for viewing.




And that’s how to issue certificate 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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