Students/People
True or False: If a user was created in the LMS then added onto the SMS afterwards, they would need to toggle "auto create user in LMS" in order to connect the two accounts.
False. You need to put in the LMS username and password in the SMS.
What does the button "Look up RTO" do?
It auto populates the information for a valid RTO number, so they won't have to type in all their information manually.
Show us where you can indicate that a program is accredited or not.
In the Programs page, there is a toggle that you can enable to identify a program as accredited or not. Simply toggle yes.
True or False: Clients can change the password complexity and have it be up to 75 characters long.
False. Clients can change the password but they can have it be up to 99 characters long.
What happens when you click on "LMS" on the right hand column of the SMS dashboard?
A new tab opens and takes you to the LMS account that's connected to your SMS dashboard.
What is the difference between "reset system password" and "send set password link"?
"Reset system password" allows you to type in the new password manually in the SMS dashboard while "send set password link" sends an email notification with a link to change the password.
What is the difference between Certificates and Statements of Attainment?
SoAs are proof of completing certain UOCs, while Certificates are proof of completing a full qualification.
What does the button "sync" do after creating an accredited program?
It automatically pulls the information from the TGA website and lists the units of competency associated with the said program.
True or False: It is mandatory for RTOs to assign a code number to each certificate in order for ASQA to verify them.
False. A code number is not mandatory. It is only mandatory to issue certification, but the number is only for internal tracking purposes within the RTO.
True or False: Aside from emails, we can also automate tasks, SMS, and reports in the Automation page.
True.
What is an organisational unit and what actions can you take with a unit? Show us how to create a unit.
It's basically a group of users that have been assigned a "unit" and serves a specific function within the organisation (e.g. admins, trainers, accountants, etc.) You can choose to assign them tasks, automate emails, receive reports, etc.
If we wanted to change the email address where all system emails will be coming from, how do we go about making this change?
Simply go to the settings page and update the email address field under Details.
What is the purpose of LLND? How do we set it up on the Programs page?
ASQA mandates the LLND assessment for students seeking to enrol in nationally recognized vocational education and training (VET) qualifications. This requirement ensures that students have the foundational skills necessary to complete their chosen course and comply with the Standards of RTOs. It should be set up in the Program Instances page.
Why is AVETMISS reporting important? Show us where to obtain this report.
It's important for compliance as the RTO needs to submit this report every year or quarterly. They can download it from the Settings page and indicate the dates needed for reporting.
Why are the results for LLN test and Digital skills test separate?
LLN and Digital skills tests could have different standards/thresholds that the students may need to reach. Also, not all courses require both literacies.
What is the main difference of the files uploaded in the "Documents" tab in the Settings page from other document pages? Show us the five different places where documents can be uploaded.
These are documents that are accessed internally only by RTO users in the SMS dashboard.
People, Settings, System Attachments, Templates Documents, Documents on the left hand side
Demonstrate how to set up a cluster and give a scenario of when this might be helpful to an RTO.
You can go to the corresponding PI and select "add a subject" under the Units page. The clustered units might have just one proficiency test to pass, or those units could have the same trainer, are some examples of when clustering might be helpful.
An RTO admin found that it takes up too much of their time to manage and upload the compliance documents on behalf of all their trainers. What solution can we provide this user to make the process more efficient?
In the settings page, they can simply toggle the button for "allow trainers to manage own trainer matrix".
What solution will you provide to the client if they said they wanted to add questions to the enrolment form that aren't already there?
Direct them to the Form Creator page where they can customize fields for enrolment.
True or False. After creating a PI, you can now begin accepting students to enroll via the SMS enrolment link. Defend your answer by demonstrating how to do it in the dashboard.
False. You have to create a group with a schedule in order to start accepting enrolments via the SMS enrolment link. There are two ways to create a group: via Students option in the main menu or by creating a group inside the PI itself.
An RTO owner who already has admin access on the SMS wants to add their executive assistant to help them oversee the system. They want to give them an admin role but want to restrict access to financial settings and pages. Is this possible and how do they go about doing this? Demonstrate on the SMS.
Yes, it's possible by copying permission from the admin role but customizing the "finance" section of the new role to restrict access.
Use the Programs page from the main menu option and go through the steps of creating a Program and PI. Add the units into the PI once reflected on the system.
What do these refer to? And where do we get the report for them?
TAMS, VSN, Smart and Skilled, VSL
TAMS is used for reporting VET activities in WA.
VSN is used for tracking students in VIC.
Smart and Skilled is used for student activity in NSW.
VSL is a crucial report to track VET student loans to avoid complications with payments.
All the reports can be found on the settings page.
Demonstrate how we can make a document accessible to the public, students, or companies.
From the Documents page on the main menu, upload a document here and toggle the applicable permissions under "Access and Permissions".