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Enrolment Portal Fact Sheet · PDF file SMART AND SKILLED FACT SHEET: ENROLMENT PORTAL 14 MARCH 2017VERSION , 1.2 FACT SHEET SCOPE . The scope for this fact sheet includes student

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  • SMART & SKILLED FACT SHEET ENROLMENT PORTAL

    14 MARCH 2017 V. 1.2

  • TAFE NSW

    Skills List Product Development Product

    Offerings Admin

    Enrolment Creation

    Training Services NSW

    Notification

    Payments Learning & Assessment Completions

    One version of the NSW Skills List will be setup in ebs per year. Changes will be made to the List during the year to reflect changes to qualifications already on the List, and to add new qualifications approved for inclusion. Institutes will update the Activity Schedule with the contracted Program Streams. The contracted Program Streams on the Activity Schedule are used to validate the Program Stream against the enrolment. A new ebs role will be developed to maintain the Skills List

    New checkbox ‘Smart & Skilled Approved’ to be populated manually. Needs to be manually aligned to the Institute Activity Schedule

    There will be a hard stop if a S&S Offering is created which is not flagged on the Product as ‘Smart & Skilled Approved’ Institutes have the ability to create one Offering with multiple fee types, i.e. S&S and COMM, reducing administrative burden of having multiple Offerings. Unit Delivery Mode is being renamed to Delivery Mode. 4 new Smart & Skilled Course Delivery Modes are available in the drop down. The Course Delivery Mode set at the Offering must be the same as that specified in the Institute Activity Schedule. A S&S Offering can be linked to one or more alternative Offerings to indicate other possibilities should a learner not be eligible for that S&S Offering.

    Where the Offering is setup to online enrolment , a learner may proceed to full enrolment including payment before a CID is obtained.

    Alternatively, where setup for registration or application the CID may be obtained prior to requesting payment. This creates additional manual intervention but minimises the risk of the Training Services fee being different.

    Additional data will be collected for reporting compliance (currently captured in TEA)

    Ability to check the USI format and uniqueness (within a single instance only).

    Enrolment Portal only: USI will be mandatory for Enrolments (active A and unpaid N) but not mandatory for Applications and Registration of interest.

    Ability to send and receive commitment details from Training Services NSW via file export/import. Currently performed in TEA. Institutes will be able to select records for upload using a range of filters. Records that do not meet the criteria are available to view in Activity Viewer. Institutes can identify records that require editing. The Learner Record will be updated with Commitment ID, Commitment Date, Student Fee, Subsidy etc. There is no impact to eReporting, i.e. the current process remains. A new ebs role will be developed for STS Export

    Ability to edit the Standard fee will be locked down. The TEA FEE API will apply the concessions and exemptions while calculating the fee amount, therefore staff should not apply concessions on top of calculated fees.

    To manage deferment, Institutes will use the Progress Code ‘Withdrawn’, and a new Progress Reason SS Deferred is available .

    Ability to change the Actual fee after Credit Transfer or RPL adjustment.

    SMART AND SKILLED FACT SHEET: ENROLMENT PORTAL 14 MARCH 2017, VERSION 1.2

    FACT SHEET SCOPE The scope for this fact sheet includes student online registrations/ applications / enrolment via the Enrolment Portal. Enrolment in Client is covered in a separate QRG

  • TAFE NSW

    a) From the point a learner chooses to apply or enrol (after potentially checking initial eligibility and having a fee estimate provided via the TEA Fee Calculator), they will be directed to the ebs Enrolment Portal. TEA Application Portal will be decommissioned.

    b) New validation has been built into ebs so that additional data is collected and Smart & Skilled eligibility is checked where the Offering Type is Smart & Skilled VET FEE HELP or Smart & Skilled Non VFH. Hereafter a Smart & Skilled Offering refers to both Smart & Skilled VET FEE HELP and Smart & Skilled Non VFH Offerings.

    c) The primary driver for collecting additional information is to comply with the requirements for the Training Services NSW Input file in order to obtain a Smart and Skilled Commitment ID.

    d) Unique Student Identifier (USI) is collected, and is mandatory on the Enrolment Portal for Online Enrolments, but not mandatory for Online Applications and Registrations of Interest. This change applies for all Offering Types, not just Smart & Skilled Offerings.

    e) No data is transferred to ebs from the ‘short’ eligibility check performed in the TEA Fee Calculator.

    ENROLMENT PORTAL

    1. Overview of Changes

    Page 3

    This Fact Sheet focuses on the changes to the Enrolment Portal to cater for Smart & Skilled Offerings.

    Content:

    • Online Registration / Application / Enrolment (pages 6-12)

    • Confirmation of Registration / Application (page 13)

    • Online enrolment - Payments (pages 14-16)

    • Online Enrolment – Disability concession or exemption (page 17)

    To learn about Smart & Skilled eligibility, refer to Smart Space: Smart and Skilled eligibility checklist

    A learner may perform a full enrolment, including make payment without the need for any manual follow up by Institutes. This is existing ebs functionality that will also apply to Smart & Skilled Offerings.

    Note: for Smart & Skilled Offerings: Where a learner has provided incorrect information, and the wrong fee is assigned, there is a risk that an enrolment is rejected by Training Services NSW for entitlement and will require manual intervention.

    2. High Level Process Flow: Online Enrolment

    Research (optional) Enrolment Payment Options Batch Notification for a CID

    TEA Fee Calculator ebs Enrolment Portal ebs Client

    3. High Level Process Flow: Online Application or Registration of Interest

    Research (optional) Application/Registration Intervention

    TEA Fee Calculator ebs Enrolment Portal ebs Client

    Payment Options

    ebs Client

    The application/ registration is checked, and any required documentary evidence is

    reviewed before it is converted to an enrolment either by the learner or the

    Institute

    Refer to QRG Convert Application to an Enrolment

    SMART AND SKILLED FACT SHEET: ENROLMENT PORTAL 14 MARCH 2017, VERSION 1.2

    Batch Notification for a CID

    ebs Enrolment Portal

    http://ecommunities.tafensw.edu.au/course/view.php?id=298&section=1

  • TAFE NSW

    STUDENT ELIGIBILITY AND FEE ARRANGEMENTS

    Extract from the Smart & Skilled Fee Administration Policy, Version 1.1, February 2016

    Page 4

    Steps to eligibility 1. All students must meet

    Smart & Skilled personal eligibility (excluding Smart & Skilled Apprenticeships and Traineeships) THEN

    2. Students must meet Program eligibility THEN

    3. Fees and eligibility for exemptions and concessions are applied • There are

    exemptions for eligible students for all qualification levels

    • There are concessions for eligible students for certificates up to and including Certificate IV THEN

    4. Eligibility for fee-free scholarships is determined

    SMART AND SKILLED FACT SHEET: ENROLMENT PORTAL 14 MARCH 2017, VERSION 1.2

    http://www.training.nsw.gov.au/forms_documents/smartandskilled/contract/fee_administration_policy_2016.pdf

  • TAFE NSW

    HOW DO LEARNERS ACCESS THE ENROLMENT PORTAL? THIS OVERVIEW EXCLUDES INSTITUTE SPECIFIC SCENARIOS WHERE EBS ENROLMENT PORTAL IS NOT USED

    Page 5

    Once an Offering Status is ‘Approved’ in client and set to Publish to Web Sites with either Online Registrations/ Applications or Enrolments; a URL is generated in the Product Details tab that directs learners to the Enrolment portal. New Offerings will be published to TOMS / Institute web sites, and a learner may be presented with the following options once they have identified a course:

    1

    Changes to links from Institute websites

    Institutes will need to ensure that links from their respective websites are updated from go-live as follows:

    • Calculate Fee- point to current TEA Fee Calculator- refer to screenshot 2 • Register Interest / Apply / Enrol – use the same url as generated in the Product Details tab so

    that users are directed to the ebs Enrolment Portal.

    Summary changes to TEA

    The TEA Application screens are being decommissioned but the TEA Calculator is being retained to provide users a simple way to assess eligibility and obtain a course fee estimate. As part of SSIP Phase 2, learners who then decide to register/apply/enrol will be linked from TEA Calculator to ebs enrolment portal.

    Register Interest Apply Enrol Calculate Fee

    TEA Fee Calculator

    ebs Enrolment Portal

    Register Interest Apply Enrol

    Depends on the setup at the Course Offering - Anonymous - Estimated fee only - Data not transferred to ebs

    Depends on the setup at the Course Off