understanding progress codes - tafe nsw · understanding progress codes version 1.0 – july 2016...

Quick Reference Guide

UNDERSTANDING PROGRESS CODES

Version 1.0 – July 2016

Introduction Progressions relate to a learner’s status within their unit or course and are shown through the use of different Progress Codes. Progress Codes are assigned to each of the different phases of a learner’s TAFE NSW lifecycle, and are used to label and identify a particular status. This Quick Reference Guide (QRG) describes the different Progress Statuses and Progress Codes that exist in ebs and outlines the automatic workflows attached to each progression. It also describes the Progress Reasons that are used in ebs to provide context to the progression. How to change a Progress Code A Progress Code can be changed in several ways. The table below outlines the different ways to change a Progress Code in ebs:

Method

Description

Automatically Some actions in Client automatically update Progress Codes via workflows. The workflows attached to automatic Progress Codes are shown in this QRG.

Manually in Client Progress Codes can be manually changed in Client in the learner’s Applications or Enrolments tab.

Bulk Progressions Progress Codes can be changed in bulk using the Learner Manager in Client.

TAFE NSW Version 1.0 August 2016 of 15


Method

Description

Withdraw/Transfer

Wizard

Progress Codes 2.1, 3.1, 3.2 will launch the Wizard to complete the Progress. The wizard screen requires additional information for Withdrawals and transfers. Please refer to the TAFE-SALM15 Withdraw and Transfer Quick Reference Guides for more information on the Wizard.

Agent Progression Teachers can request a Progress Code change via Agent. These requests are authorised or rejected in Client.

Progress Statuses In ebs Progress Codes are attached to one of six Progress Statuses. Progress Statuses are not changed by staff directly. Staff can change Progress Codes and if this change results in a different Progress Status being applicable (as more than one Progress Code can apply to each Status), then the change in Progress Status will happen automatically in Client. Movement between Progress Statuses can generate changes and workflows in Client. An overview of the Progress Statuses in ebs is outlined in the table below: Progress Status

Abbreviation

Description

Wait List L When a learner has expressed interest in an Offering but is on the wait list

Non Starter N When a learner’s enrolment is not yet confirmed in an Offering

Active A When a learner has finalised their enrolment and is enrolled in an Offering. They may be undertaking an additional activity that does not impact the fact that they are enrolled (for example, requesting RPL or VET FEE-HELP)

Transfer T When a learner withdraws from one Offering and transfers to another Offering

Withdrawn W When a learner withdraws from an Offering either due to a desire to withdraw, or due to RPL being granted

Finish F When a learner completes an Offering by finishing the units and assessments, or due to receiving auto credit

QRG – Progress Codes Version 1.0 July 2016 of 15

Quick Reference Guide Progress Codes for Applications Progress Code

Title Progress Status

Description Automatic workflow attached to the Progress Code

How the Progress Code is changed

0.0 ROI Registration of Interest

A This Progress Code is used when a learner submits a Registration of Interest (ROI) against a Course Offering

1. Progress Code will automatically be changed to this when a learner submits a ROI via the Enrolment Portal or the staff assisted method

2. Automated email will be sent to the learner (if email address provided) advising them of their successful ROI

Automatically or Manually in Applications

0.1 AR Application Received

A This Progress Code is used when a learner applies for a Course Offering (but no automatic interview has been set up against the Course Offering)

1. Progress Code will automatically be changed to this when the learner applies via the Enrolment Portal and staff assisted applications

2. Automated email will be sent to the learner (if email address provided) advising them of their successful application


0.10 INC Incomplete A This Progress Code is used when a learner’s application is saved without completing all information

1. Progress Code will automatically be changed to this for incomplete applications via the Enrolment Portal

2. Automated email will be sent to the learner (if email address provided) with a link to the Enrolment Portal advising them to complete details


0.11 CP Cancelled via Portal

W This Progress Code is used when a learner clicks Cancel during their application via the Enrolment Portal

Progress Code will automatically be changed to this when a learner cancels their application via the Enrolment Portal

Automatically

0.12 AW Application Withdrawn

W This Progress Code is used when a learner requests their application to be withdrawn

N/A Manually in Applications

0.13 ATPS

App Program Stream Intervention Req

N No Program Stream has been assigned to an application and requires manual investigation. A Program Stream will not be assigned if the qualification is not Active on the Activity Schedule, or there is more than one Program Stream in the Activity Schedule and the applicable one cannot be determined

Set by workflow when an application is saved, and no Program Stream can be assigned

Users will need to manually assign a valid Program Stream for which the Institute has contract to deliver


Quick Reference Guide Progress Code




0.2 AP Application Pending

A This Progress Code is used when a learner submits an application for a Course Offering and is invited to attend an interview

1. Progress Code will automatically be changed to this when the learner applies via the Enrolment Portal and staff assisted applications

2. If interview details are added against the Course Offering, details will automatically be populated to the learner's application in Client

3. Automated email will be sent to the learner (if email address provided) advising them of interview details


0.21 EP VFH Enrolment Pending

N Manually applied in Applications workflow to allow management of 48 hour cooling off period and VFH entry requirement assessment.

None Manually changed by user or when application is converted to an enrolment

0.22 EDU Pending Educational Assessment

N Same as above but specifically to track VFH entry requirement process


0.23 TEST Pending LLN Test

N As above, but specifically to track outstanding LLN testing to meet VFH entry requirements


0.24 EVI Pending Evidence

N As above but specifically to track applications where learner will supply copy of Year 12 certificate to meet VFH entry requirements


0.3 AU Unsuccessful W This Progress Code is used when a learner is not successful in their application

Upon Progress Code change, an automated email will be sent to the learner (if email address provided) advising them of the status of their application

Manually in Applications

0.4 AS Standby A This Progress Code is used when a learner is placed on standby for an Application Course Offering (or ROI Course Offering that was changed to an Application flow)








0.5 AO Offer A This Progress Code is used when a learner is offered a place in an Application Course Offering (or ROI course)



0.6 AD Declined W This Progress Code is used when a learner declines an offer for a Course Offering

Progress Code will automatically be changed to this when a learner declines their offer via the Enrolment Portal


0.7 AA Application Accepted

A This Progress Code is used when a learner accepts an offer in to a Course Offering

1. Progress Code will automatically be changed to this when a learner accepts their offer via the Enrolment Portal

2. The application will automatically be converted to an enrolment via the Enrolment Portal


0.74 TFCERR

Ineligible for Smart and Skilled

W The created application is not eligible for Smart & Skilled and the application has been withdrawn. Example, a user converts an application to an enrolment but cannot because the learner is ineligible for Smart & Skilled

Set by workflow when an application is saved, and a learner is found to be ineligible

Automatically in Applications. Alternative Offerings will need to be discussed with the learner

0.8 CC Course Cancelled

W This Progress Code is used when the Course Offering that a learner has applied for, or registered interest in, is cancelled



0.9 TVH TVH Application Received

A This Progress Code is used when a TVH learner applies for a Course Offering

1. Progress Code will automatically be changed to this when a TVH learner applies via the Enrolment Portal

2. Automated email will be sent to the learner (if email address provided) advising them of their successful application



Quick Reference Guide Progress Codes for Enrolments (Course Level) Progress Code




0.1 STBY Stand By L This Progress Code is used when a learner enrols in a Course Offering for which maximum places have been reached and the Over Enrol Action is Create record in waiting list. Learner is added to the waitlist in the Enrolments screen

Progress Code will automatically be changed to this upon enrolment if the Over Enrol Action is set to Create record in waiting list and maximum places have been reached

Automatically

0.2 ROI Registration of Interest

L This Progress Code is used when a learner is added to a Waitlist Tab in the Enrolments screen

N/A Manually in Client

0.3 TVHPEND

Temporary Visa Holder Pending

N This Progress Code is used when a Temporary Visa Holder (TVH) learner has enrolled through the Enrolment Portal. The learner is redirected to their study location to validate their visa and passport information

Progress Code will automatically be changed to this when a TVH learner enrols via the Enrolment Portal

Automatically

0.4 PSTBY Standby Paid N This Progress Code is used when a learner pays a fee when they enrol in a Course Offering for which maximum places have been reached and the Over Enrol Action is Create record in waiting list. Learner is added to the waitlist in the Enrolments screen

Progress Code will automatically be changed to this upon enrolment and fee paid if the Over Enrol Action is set to Create record in waiting list and maximum places have been reached

Automatically in Enrolment Portal

0.5 INC Incomplete N This Progress Code is used when a learner’s enrolment through the Enrolment Portal is saved without completing all information or is cancelled before completion

1. Progress Code will automatically be changed to this for incomplete enrolments via the Enrolment Portal

2. Automated email will be sent to the learner (if email address provided) with a link to the Enrolment Portal advising them to complete enrolment details. The link will direct the learner to the Enrolment Portal entry point only

Automatically

0.65 VFHW

VFH Waiting N This Progress Code is used to invoke the two business day (48 hour) cooling off period between enrolment and applying for a loan when learners apply for a loan via the portal.

In enrolment portal when learner indicates they want to apply for VFH.

Automatically from Enrolment Portal






0.7 PAIDNS

Paid Non Starter N This Progress Code is used when a learner has paid their course fees after the pay by date, instalment date or lapsed days of the Course Offering. It can also be used if the learner pays via the Enrolment Portal after maximum places for the Course Offering have been reached.

1. Progress Code will automatically change to this if the learner pays for a course after the enrolment pay by date, the first instalment due date or the application lapse days date have passed.

2. Progress Code will automatically change to this if the learner enrols and pays through the Enrolment Portal but maximum places have been reached in the Course Offering.

Automatically or Manually in Client

0.71 TFCMAN

TFC Manual Intervention Required

N The Fee Calculator experienced a technical failure while getting the fee for the N-Non Starter enrolment

Set by workflow when an enrolment is saved, and connection to the Fee Calculator is unavailable.

Manually click the Fee Calculator button to retrieve a fee. If it is still unavailable, manually attach the correct fee using the Add Fee button, manually change the Progress Code to 1.0 Unpaid, and manually assign the correct Region.

0.72 TFCERR

TFC Fee Missing from Curriculum

N The Fee Calculator could not assign a fee to the enrolment due to a missing fee type against the Offering

Set by workflow when an enrolment is saved, and no matching fee type can be assigned.

Ensure that the Offering is setup with the correct fees or where the Institute is not contracted to deliver a particular program stream and hence the fee is not setup, discuss alternative offerings with the learner.






0.73 INELIG

Ineligible for Smart and Skilled

N The created enrolment is not eligible for Smart & Skilled. No Commercial Fee was available on the Offering.

Set by workflow when an enrolment is saved, and a learner is found to be ineligible.

Alternative Offerings will need to be discussed with the learner before the enrolment can be progressed.

0.8 A/TUN Apprentice/ Trainee Unpaid

N This Progress Code is used when staff enter a learner's Training Plan Template (TPT) into ebs prior to the learner’s enrolment. The purpose of early entry of the TPT is so information can be sent to TPL through integration

The learner's TPT is automatically sent to TPL through integration

Manually in Client

0.9 RENR Re-enrolment N This Progress Code is used when a learner is continuing in the same Product but in a new Course Offering (e.g. 2015 to 2016)

Upon Progress Code change an automated email will be sent to the learner (if email address provided) advising them of their enrolment into a new year Course Offering and providing them with a link to the Enrolment Portal to pay for the Course Offering

Automatically

1.0 UNPAID

Unpaid N This Progress Code is used when a learner enrols in to a Course Offering via the Enrolment Portal but has not yet made payment for the course

Progress Code will automatically be changed to this for enrolments that have been submitted without payment via the Enrolment Portal and staff assisted enrolments

Automatically or Manually in Client

1.1 ACTIVE

Active A This Progress Code is used when a learner pays their first instalment for a Course Offering

1. Progress Code will automatically be changed to this via the Enrolment Portal and staff assisted enrolments if the learner pays the minimum fee for the course (includes a waiver being applied)

2. Learner becomes Active on Timetables and Registers if completed

Automatically, Agent Progression, Bulk Progression or Manually in Client

1.1 COND Conditional A This Progress Code is used when a learner is enrolled into a Course Offering on a conditional status where more information is required

N/A Manually in Client






1.5 VFHPEN

VET FEE-HELP Pending

A This Progress Code is used when a learner requests VET FEE-HELP for a Course Offering they are enrolled in but information (such as their TFN or CHESSN) is missing

Progress Code will automatically be changed to this via the Enrolment Portal and staff assisted enrolments depending on which information is entered

Automatically

1.6 VFHAPP

VET FEE-HELP Approved

A This Progress Code is used when a learner requests VET FEE-HELP for a Course Offering they are enrolled in but information (such as their TFN or CHESSN) is missing


Automatically

1.7 FHPEN FEE-HELP Pending

A This Progress Code is used when a learner requests FEE-HELP for a Course Offering they are enrolled in but information (such as their TFN or CHESSN) is missing


Automatically

1.8FHAPP FEE-HELP Approved

A This Progress Code is used when a learner has had FEE-HELP approved for a Course Offering they are enrolled in

Progress Code will automatically be changed to this via the Enrolment Portal and staff assisted enrolments once all mandatory information is entered

Automatically

1.91 TFCMAN

TFC Manual Intervention Required

A The Fee Calculator experienced a technical failure when getting a fee for an (A-Active) enrolment.

Set by workflow when an enrolment is saved, and connection to the Fee Calculator is unavailable.

Manually click the Fee Calculator button to retrieve a fee

1.92 TFCERR

TFC Fee Missing from Curriculum

A The Fee Calculator could not assign a fee to the (A-Active) enrolment due to a missing fee type against the Offering.

Set by workflow when an enrolment is saved, and no matching fee type can be assigned.

Ensure that the Offering is setup with the correct fees or where the institute is not contracted to deliver a particular program

2.1 WDTFR

Withdraw and Transfer

T This Progress Code is used when a learner transfers from one Course Offering in to another within an instance (the learner’s record will be withdrawn from the old course and they will enrol in to the new course)

The Transfer Wizard will be activated. Information relating to the Course Offering that the learner is transferring in to must be entered

Manually in Client, Agent Progression or Bulk Progression. Will activate the wizard

3.1 WD Withdrawn W This Progress Code is used when a learner withdraws from a Course Offering

The Withdrawal Wizard will be activated which will require a withdrawal policy and withdrawal reasons to be entered







3.3 WN Withdrawn Finished

F This Progress Code is used when a learner withdraws from a Course or Unit Offering. This does not activate the Withdrawal Wizard

N/A Manually in Client, Agent Progression or Bulk Progression

3.4 NS Non-Starter Finished

F This Progress Code is used when a learner does not start a Course or Unit Offering that they are enrolled in. This does not activate the Withdrawal Wizard

N/A Note: No withdrawal code will automatically populate. Result code will need to be manually applied if at the unit level

Manually in Client, Agent Progression or Bulk Progression

4.1 COMPL

Complete F This Progress Code is used when a learner has achieved a Unit Outcome or a Course Award

1. Progress Code will automatically be changed to this on the roll up of Unit Outcome

2. Progress Code will automatically be changed to this on completion of all units in the award

Automatically

4.4 TPS Enrol Program Steam Intervention Required

N No Program Stream has been assigned to an enrolment after enrolment Save and requires manual investigation. A Program Stream will not be assigned if the qualification is not Active on the Activity Schedule, or the applicable one cannot be determined. It also applies where a learner has enrolled online as an Apprentice, and no Apprentice Program Stream is available (the same applies to Trainee Program Stream), OR…. A learner has not enrolled as an Apprentice into an Apprentice-only course.

Set by workflow when an enrolment is saved, and no Program Stream can be assigned.

Users will need to check whether the enrolment is valid before manually assigning a valid Program Stream for which the Institute has contract to deliver. Manually assign a valid Program Stream (for which the Institute has contract to deliver), save the enrolment and manually click the Fee Calculator button to retrieve the fee.


Quick Reference Guide Progress Codes for Enrolments (Unit Level) Progress Code




1.1 ACTIVE

Active A This Progress Code is used when a learner pays their first instalment for the Course Offering that the unit is linked to

1. Progress Code will automatically be changed to this via the Enrolment Portal and staff assisted enrolments if the learner pays the minimum fee for the course that the unit is linked to

2. Learner becomes Active on Timetables and Registers if completed

Automatically, Manually in Client, Agent Progression, Bulk Progression

1.2 PEND Enrolment Pending

N This Progress Code is used when a learner is enrolled in a unit with a pending start date

For a unit with a Progress Code of 1.2 PEND, the Progress Code will automatically update to 1.1 ACTIVE 21 days from unit start date


1.3 RPLREQ

RPL Requested A This Progress Code is used when a learner is enrolled in to a unit and has requested RPL for that unit

N/A Automatically, Manually in Client, Agent Progression

1.4 RPLNOG

RPL Not Granted

A This Progress Code is used when a learner is enrolled in a unit that they requested RPL for, but were not successful in their request

N/A Automatically, Manually in Client, Agent Progression

2.1 WDTFR

Withdraw and Transfer

T This Progress Code is used when a learner transfers from one Unit Offering in to another within an instance (the learner’s record will be withdrawn from the old unit and they will enrol in to the new unit)

Upon Progress Code change the Transfer Wizard will be activated. Information relating to the Unit Offering the learner is transferring in to must be entered


3.1 WD Withdrawn W This Progress Code is used when a learner withdraws from a unit they are enrolled in

Upon Progress Code change the Withdrawal Wizard will be activated which will require a withdrawal policy and withdrawal reason to be entered

Manually in Client, Agent Progression or Bulk Progression. This will activate the wizard

3.2 RPLGRA

RPL Granted W This Progress Code is used when a learner is granted RPL for a unit they are enrolled in. This will trigger the Withdrawal Wizard

Upon Progress Code change the withdrawal wizard will be activated which will require a Withdrawal Policy of RPL Granted to be selected

Automatically, Manually in Client, Agent Progression. This will activate the wizard






3.3 WN Withdrawn Finished

F This Progress Code is used when a learner withdraws from a Course or Unit Offering. This does not activate the Withdrawal Wizard

N/A Automatically, Manually in Client, Agent Progression, Bulk Progression

3.4 NS Non-Starter Finished

F This Progress Code is used when a learner does not start a Course or Unit Offering that they are enrolled in. This does not activate the Withdrawal Wizard

NA Note: No withdrawal code will automatically populate. Result code will need to be manually applied if at the unit level


4.1 COMPL

Complete F This Progress Code is used when a learner has achieved a Unit Outcome or a Course Award

1. Progress Code will automatically be changed to this on the roll up of Unit Outcome

2. Progress Code will automatically be changed to this on completion of all units in the award

Automatically


Quick Reference Guide Progress Reasons When changing a Progress Code in Client, it is important to select a Progress Reason to provide context to the progression. The Progress Reasons in ebs are described in the table below:

Progress Reason Description Applicable Progress Codes

Application process Can be used to identify that an application has been converted to an enrolment 1.0 UNPAID

Approved Can be used to identify that the Progress Code change has been through an approval process 1.6 VFHAPP 1.8 FHAPP 3.2 RPLGRA

Cancelled via Portal Can be used to identify that the Progress Code has been cancelled via the Enrolment Portal 0.5 INC 3.1 WD

Co-Enrolment other instance Can be used to identify that the learner is enrolled in another Institute 1.1 ACTIVE

FEE-HELP Rejected Can be used to identify that the Progress Code change has been conducted after a review process

1.0 UNPAID 1.1 ACTIVE

Missing Statistics Can be used to identify that the learner has missing statistics that must be completed at a later stage


Other Instance Can be used to identify that the learner’s enrolment has been moved or linked to an enrolment at another Institute

1.1 ACTIVE 2.1 WDTFR 3.1 WD

Over enrolment Can be used to identify that the learner enrolments has exceeded the allocated maximum places of the Course Offering

1.1 ACTIVE

RPL Processed Can be used to identify that a RPL process has been conducted for the learner 3.2 RPLGRA

Requested by Student Can be used to identify that the learner has requested the Progress Code change to their enrolment

1.3 RPLREQ 2.1 WDTFR 3.1 WD




SS Deferral Can be used to identify that the learner has deferred their Subsidised Training after commencement as per Smart and Skilled Operating guidelines.

3.1 WD

SS Discontinuing Can be used to identify that the learner has discontinued their Subsidised Training after commencement as per Smart and Skilled Operating guidelines.

3.1 WD

SS Transfer other RTO Can be used to identify that the learner has discontinued their Subsidised Training after commencement to transfer to another RTO as per Smart and Skilled Operating guidelines.

3.1 WD

Student Reservist Withdrawal and Refund Can be used to identify that the learner is eligible for a withdrawal and refund under the “Student

Reservist Policy” 3.1 WD

Student Withdraws After Class Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD

Student Withdraws Before Class Can be used to identify the type of withdrawal that has been processed on the learner’s

enrolment 3.1 WD

Superseded qualification Can be used to identify that the learner’s enrolment is in a Superseded qualification 1.0 UNPAID 1.1 ACTIVE

Transfer In Can be used to identify that the learner’s enrolment has been transferred from a previous Product


Transfer Out Can be used to identify that the learner’s enrolment has been transferred to another Product 2.1 WDTFR

Transition Can be used to identify that the learner’s enrolment has been transitioned 1.0 UNPAID 1.1 ACTIVE 2.1 WDTFR

VET FEE-HELP Rejected Can be used to identify that the Progress Code change has been conducted after a review process


VFH Withdrawn After Census Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD




VFH Withdrawn Before Census Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD

Withdrawal Course Cancelled Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD

Withdrawal Error Correct Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD

Withdrawal Half Year Can be used to identify the type of withdrawal that has been processed on the learner’s enrolment

3.1 WD

Within Instance Can be used to identify that the learner’s enrolment has been moved or linked to another enrolment within the Institute

1.1 ACTIVE 2.1 WDTFR 3.1 WD

For more information Please refer to the following modules for more information on Progress Codes: TAFE-SALM11 Managing Applications TAFE-SALM15 Managing Progressions


understanding progress codes - tafe nsw · understanding progress codes version 1.0 – july 2016...

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