a pictorial walkthrough manage students manage courses manage avetmiss

A pictorial walkthrough

Manage students

Manage courses

Manage AVETMISS

www.worksmartsystems.com.au

Manage students, courses and AVETMISS

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Contents

Course Administration Section Student Administration Section

- Course Main Menu

- Training Organisation Details

- List of Courses

- Modules / Units

- Learning & Assessment Material

- Staff Qualifications

- Reports & Printing

- Contact WorkSmart Systems

- Student Main Menu

- Student Personal Details

- Trainee Details - AVETMISS

- Employer Details

- Course Details

- Enrolments – AVETMISS

- Qualifications – AVETMISS

- Student Attendance

- Reports & Printing

- Export AVETMISS File




After installing the Student Management SmartGuide you will see the desktop icon for the program.

Double clicking the icon opens the Student Management SmartGuide.




This is the Main Menu screen

for the Student Management

SmartGuide.

Lets look at the buttons at the

bottom.




Opens a Help file detailing how the

program works.

If you have a problem or query clicking

this will open a new email message for

you to send to us.

Closes the program down, make sure your

work is saved first!




When using the program for the

first time it is recommended

that you complete the Course

Administration section first.

That way all unit details in this

section will be available for use

in student enrolments in

Student Administration.

We will select the Course

Administration button.




This is the starting form for

Course Administration.

You navigate by clicking the tabs

to move to different data forms.

The tabs with top edge in orange

are the active tabs.




Note that each top row tab contain

several lower sub tabs.

Clicking each sub tab will show a different

form to complete.

If the information on the tab sheet is

specific to AVETMISS requirements this is

labeled on the tab.




Notice the drop down arrows.

These contain a selection of

choices for you to select from.

These are set descriptions by

AVETMISS and must be used.




Clicking the next top tab

takes you to the List of

Courses data forms.

There are four sub tabs.

These tabs all relate to

summary level course

information.

Note the drop down arrows. All

information has been entered

for you, just select the

applicable option.




Any blue underlined text is a

hyperlink to external website

information.

Clicking the next top tab takes you

to the Modules / Units data forms.

Note that each top tab goes down

to a greater level of detail.

There are four sub tabs. These

tabs all relate to summary level

module / unit information. Each

form contains example

information.





to the Learning & Assessment

Material data forms.

There are five sub tabs. These

tabs all relate to specific learning

& assessment materials for each

unit in the selected course.




Clicking the folder icon allows you to link your documents to

the program for each unit / module. Clicking the page icon

opens the linked document.

Have lots of documents to link? No problem. Make

a list of documents you want to link to in a Word

document and hyperlink to those documents in

Word (under menu Insert: Hyperlink).

Now click the folder icon and link to the word

document with the hyperlinked list. Now you can

link all your learning & assessment documents for

each unit / module in one place!





to the Staff Qualifications data

forms.

There are four sub tabs. These

tabs all relate to a specific trainer

for each unit / module in the

selected course.




Note that you can enter any

number of trainers and / or

assessors for each unit.

Selecting each trainer will bring up

their specific information in these

tab forms.




The final tab gives you print

options.

Select your options and click the

applicable button to go to a print

preview window.

Enter your organisation’s name

here.




You also have many print or export

options available to use.

Click the drop down arrow for export

printing options.




With the Course Administration

section completed we can now

start on the Student

Administration section.

We will select the Student

Administration button.




This is the starting form for Student Administration. The first tab screen is where you enter the

student’s personal details. This form is explained in detail in the following pages.




There are three main tabs, the one shown Student Details tab, contains all the tab

forms for each student (8 in total).

For each new student enter their First and Last name and allocate them a unique

Student ID number here to create their student record in the system.




This is the student navigator. By default students are sorted alphabetically by Last

Name. If you want to sort by Student ID click the Up arrow in the title of that

column.

Note that each column can be re-sized and the navigator made wider by dragging

with the mouse to suit your monitor size.

To find a specific student quickly start typing

their last name and the browse list will change

to show names to match what you are typing.




Do you deliver training to international students? If so check the overseas /

international student box and these four entry boxes appear to complete the

details for the relevant student.

Note that if you do not deliver training to international students leave the box

unchecked and the four entry boxes will remain hidden.




This is the Trainee Details – AVETMISS tab form on the student’s personal tab. Note that the

student navigator and name details bar (in red boxes) do not change but remain constant for

each tab form.




This is the Trainee Details – AVETMISS tab form on the student’s personal tab. Note that the

student navigator and name details bar (in red boxes) do not change but remain constant for

each tab form.

Note the drop down arrows. All

AVETMISS information has been entered

for you, just select the applicable

options.




This is the Employer Details tab form. Note that there are 2 sub tabs on this form Company

Contact and Company Site Visit Details. Record details of any site visits done.

If student is an apprentice or has a

documented Training Agreement you

can link that here.




This is the Payment Details tab form. Use this form as a way of tracking student payments

overtime. Allows entry of a different invoice address (if applicable), and multiple invoices as

they are issued.




This is the Course Details tab form. This form shows all the courses and units that were entered

in the Course Administration section of the program. Select the course to display the units.




Course Details tab form explained. After highlighting the course row in the course table

clicking this button will add all the units to the

students enrolment form below.

By selecting a course row in the course table

above all units will be displayed here. Select

specific units for a student and click the Select

Unit button to add only specific units to a

students enrolment form.

These show the units selected for the

students enrolment. Any unit can be

deleted by clicking the red cross.




This is the Enrolments – AVETMISS tab form. This form shows all required AVETMISS data for each

unit the student is enrolled in.

Most of the details for these boxes

will be supplied by your training

authority.

Information auto filled from

previous entry.




This is the Qualifications – AVETMISS tab form. This form collects all required AVETMISS data for

completed qualifications for each student.

With the details previously entered

you can generate and print a plain

Statement of Attainment or

qualification Certificate for each

student.

This means you can print onto your

paper stock and use your own logo

and layout.




The last sub tab of the Student Details top tab is the Student Attendance tab form. Use this to

track student attendance and absences for each unit.

When a student is absent enter

the unit against their name and

keep track of absences.

If attendance level matches or

exceeds stated allowed

absences document actions to

be taken.

This is a CRICOS requirement for

international students.




This is the Reports and Printing tab form. Use this to select the information you want for your

reports. This screen represents to different print options.

Option 1: Select a course and print

out a summary list of all students

enrolled.

Option 2: For the selected course

choose the desired report options

and whether you want to print for

one student or for all.

Clicking the View Report button

takes you to a print preview screen.




This is the Print Preview Window. Again you can

select your print options as described before.

Click the drop down arrow for export

printing options.




The final top tab is the Export AVETMISS Files tab form. Here the information is auto filled for you,

just select the required start and end date of the desired collection period.

Click the Save AVETMISS Files

button and a browse box will

appear for you to choose a

save location.

The required AVETMISS files

will be saved in the required

format ready for you to submit

to your training authority

when requested.




This concludes the pictorial guide to the Student Management

SmartGuide specifically designed for training organisations to manage

all their course materials, manage student enrolments, attendance

and progress plus meet AVETMISS requirements.

If you have any queries or wish to talk to someone about the Student

Management SmartGuide call:

John on 0413 055 446

Steve on 0429 001 796

Or visit our website at www.worksmartsystems.com.au.

a pictorial walkthrough manage students manage courses manage avetmiss

Documents

avetmiss slide

avetmiss requirements

courseslist of courses

student enrolments

student management smartguide

course administration

unit details

main menu screen