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

OVERVIEW

Programs in the eSkilled Student Management System refers to Courses which could be a nationally accredited training program, a qualification, part qualification, unit/s or module/s or a non-accredited course. 

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 helps in ensuring compliance to reporting requirements. 

In this tutorial we will go through the steps of creating nationally accredited training Programs in your SMS. Nationally accredited training programs are either reported to NCVER during AVETMISS reporting or through your State Training Authority. 

This tutorial will walk you through the following: 
  1. Understanding the different fields required for setting up a Program
  2. Creating a Qualification or Accredited Course Program
  3. Creating a Program that is Unit or Modules Only, Part Qualification or Skill Set
  4. Updating additional details of a program and adding Units using the training.gov.au sync function
  5. Manually updating additional details of a Program
  6. Manually adding Units to a Program
To learn how to create a Program in the SMS for a Non-accredited Course, go to this tutorial: How to Create a Program for a Non-Accredited Course

STEP TUTORIAL

To start creating or adding your Programs, go to side bar and navigate to Programs > Programs tab.  

Before starting the Program creation, let's get to know and understand the fields available first. The following fields will display when the Add button is clicked. 

Scope Information Section fields: 

  1. Program Code - enter the Program code for the Program. The program code will vary depending on the type of program you are creating. 
    1. Qualifications and Accredited Programs - enter the Qualification code or Accredited Course code as they are found in training.gov.au. 
    2. Units or Modules - enter the Unit name or the Module name. 
    3. Part Qualification or Skill Set- enter the code used for the Part Qualification or Skill set as determined by your State. 
  2. Program Name - enter the full program name. If this is a qualification or accredited course found in training.gov.au, the program name must be exactly as it is listed in training.gov.au
  3. 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, disable this toggle. 
  4. Type - select the Program type in the dropdown field. The dropdown is dynamic. I
    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
  5. 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. 
  6. Transition/Teach Out Date - enter the transition or teach out date for the program if applicable. 
  7. Status - enter the Program's status based on training.gov.au information. 
    1. Current
    2. Superseded 
    3. Transitioned
  8. Selection for Nationally Recognised Training or Non Accredited training - select Nationally Recognised Training if the Program is Nationally Recognised and needs to be reported to NCVER or your State Training Authority. Select Non-Accredited training if the program is a non-accredited program. 

Important Note: 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 Qualification or Accredited Course

When creating a Qualification or Accredited Course follow the steps below: 

  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: 


  2. 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. 

    Note: You may copy the name and code from training.gov.au to ensure no errors in the entry. 

  3. Toggle the selection for Qualification or Accredited course to YES. 
  4. Enter the Maximum Nominal hours if available. 
  5. Type - enter the program type. In the sample above, this is Certificate IV qualification. 
  6. Status - you may select the status of the Qualification as it appears in training.gov.au. 
  7. Click Nationally Recognised Training. 
  8. Click Save. 

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


A unit only or modules program typically refers to a training program where students enroll in a single unit or specific units of competency without completing the full qualification. These are particularly useful for when students would like to upskill or specialise in a particular area without committing to a full qualification.  

Skill Sets are a groups of units of competency that are combined to provide a set of skills focused on a specific job task or function. They are designed to meet particular industry needs and can be smaller and targeted than a full qualification.

Part Qualifications refer to a subset of the units required for a qualification and can represent a stage in the completion of a full qualification.

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

  1. Program Code  - enter the code for the Unit/Module or the Skill Set code or the Part Qualification code. 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. Disable the toggle for the Qualification or Accredited course. 
  4. Enter the Maximum Nominal hours if 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. 
  7. Click Nationally Recognised Training. 
  8. Click Save. 

Once the Program is saved, you are now ready to update additional information for the program and add Units. 

Updating details of a Program and Adding Units using the training.gov.au sync function


The SMS comes with a training.gov.au sync integration that allows you to quickly update Program fields and add Units for your program. This function will check the Program Code and Name and if found in training.gov,au, will update additional fields in the NAT30A section (if available in the site) and create all the related units for the Qualification if it is not yet added in the SMS. 

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





Clicking on the Sync button will update the following fields if the information is available in training.gov.au for the related qualification or course: 
  1. Program Recognition Identifier
  2. AQF level
  3. Program Field of Education Identifier
  4. ANZSCO Identifier
The sync button will also add all related units to the program. 

Important: Syncing a Program from training.gov.au requires that the Program Name and Code matches exactly as it appears in TGA. If any of this do not match, the sync will return an error. 

Manually Updating Additional Details of a Program


If you would like to manually update the program details and add units, follow the steps below: 

Note: 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. 


NAT30A Section: 

  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. 





 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 your Units to a program: 

Ensure that Units of Competency/Subjects are already added in Programs > Units before doing the actions below. 

  1. In your Programs tab, go to the Units sub-tab.
  2. Click New. 
  3. In the new entry modal, select 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 name for the selected Unit code. This is a non-editable field. 
    3. Unit Type - Select if the unit is a Core unit or an Elective.
    4. Status - Select the status if Current, Superseded or Deleted. This information should match the one in training.gov.au if this is an accredited Unit. 



  4. Click Create to add the unit to your program. 
  5. Continue adding units until all Units are added. 
Your Program creation is now complete. 

The Students and Groups sub-tab 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. 

In this tutorial, we've covered how to create a Program in the SMS for Qualifications, Accredited Course, Unit/Modules only, Skill Set or Part Qualification. You are now ready to create your Program instance so you can start accepting enrolments. 


Next Tutorial
How to Create a Program Instance


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