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Where a workshop is required for a particular course, it is created at the same time the intake is created in aXcelerate. Students are not linked to the workshop until later in the enrolment process.
Where a course is delivered on Cloud Assess, intakes are created using the Intakes Policy and Procedure (Cloud Assess).
Client Engagement
Prior to and while enrolling, potential students are provided with and have access to the following:
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An enrolment fee may or may not be applicable for a re-enrolment, refer to the Fees and Charges Policy and Procedure for details.
Enrolment Admin Tasks
When notified of enrolment, the Enrolment Administrator administrative assistant accesses the student’s tentative enrolment in aXcelerate and:
Merges any duplicate profiles (if and where applicable) as per the /wiki/spaces/QD/pages/3039133731
Checks the student's funding eligibility and/or payment options, and completes any state or funding specific tasks:
Reviews and performs final funding checks and ensures all relevant documents or evidence have been collected and uploaded, this is tracked using the Portfolio Checklist
Ensure payment has been received or where appropriate a purchase order issued
Processes Credit Transfers etc. – as per the Credit Transfer Policy and Procedure
Adds the subjects to the enrolment
Links the student’s enrolment to the Workshop
Links the enrolment to the E-Learning portal
Ensures applicable fees are invoiced/paid
- Set up subject delivery Modes – Refer to the
For QLD enrolments - funded students only, conducts Conducts AISS Check/s as per the /wiki/spaces/QD/pages/3038576779
For WA LFLS Diploma enrolments – Refer to WA LFLS Procedure (below)
Contacts student – Welcome student and discuss outstanding requirements
Updates the National and State Funding Source fields – For applicable courses, this will trigger the tentative enrolment email to be sent to the student detailing any further action required by the student. For details on what courses receive an email automatically – Refer to the Email Triggers below
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Throughout the enrolment process, students receive emails to provide them with:
Staff members responsible for performing specific tasks must ensure they do not leave out areas that affect Triggers or perform an action that will cause specific actions to occur earlier than planned milestones. All triggers and automation are outlined in the following link and apply to the following (but not limited to):
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The Admin Assistant:
For WA enrolments – https://team-1597131381081.atlassian.net/l/cp/daTNStdd
For SA enrolments - Skilled Careers Funding Procedure
For NSW enrolments - https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038576677/Smart+and+Skilled+Policy+and+Procedure?atlOrigin=eyJpIjoiMzQ0MmU2ZTBjYjUwNDYxODk3NzVjOGU3ZWQ4NWI4OTIiLCJwIjoiYyJ9
Updates the National and State Funding Source fields, as per the above checks – For applicable courses, this will trigger the tentative enrolment email to be sent to the student detailing any further action required by the student. For details on what courses receive an email automatically – Refer to the Email Triggers below
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Throughout the enrolment process, students receive emails to provide them with:
Staff members responsible for performing specific tasks must ensure they do not leave out areas that affect Triggers or perform an action that will cause specific actions to occur earlier than planned milestones. All triggers and automation are outlined in the following link and apply to the following (but not limited to):
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Contacts student – Welcome the student and discuss any outstanding requirements
Reviews and performs final funding checks and ensures all relevant documents or evidence have been collected and uploaded, this is tracked using the Portfolio Checklist
Ensures applicable fees are invoiced/paid, or where appropriate, a purchase order issued
If an invoice and payment are not attached to this enrolment, enter the relevant invoice # in the Student Contribution Invoice field. For example, “S0012345”
Processes Credit Transfers etc. – as per the Credit Transfer Policy and Procedure
Adds the subjects to the enrolment
Update enrolment status to In progress
Select Update Enrolment
Scroll down to the Enrol in New Subjects section and tick the box for all subjects
Note: If Moodle course and access is not required as of yet, untick the “Enrol in linked E-Learning” box
Select Update Enrolment
Update enrolment status back to Tentative
Links the student’s enrolment to the Workshop (if applicable)
Links the enrolment to the E-Learning portal - Refer to the procedure for the relevant portal:
Cloud Assess - Intakes Policy and Procedure (Cloud Assess)
If processing a re-enrolment, refer to the https://team-1597131381081.atlassian.net/l/cp/q5DtRW2c
Releases the “Induction Checklist” for the student to complete (Cloud Assess only)
Set the predominant delivery modes (if not set up at the Course level) – Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913/Student+Results+and+Outcomes+Policy+and+Procedure#Set-Predominant-Delivery-Mode
Trainer Allocation
It is the responsibility of the Department Manager to assign trainers to intakes on the relevant calendar. It is the responsibility of the Administrative Assistant to allocate the trainer to the intakes in aXcelerate and the assessment platform as per the calendar.
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At this stage, the administrative assistant must update any subjects which are yet to be commenced (which have future proposed start dates) to outcome 85 “Not Yet Started” (NYS)all subject outcomes according to the /wiki/spaces/QD/pages/3037724913.
The Administrative Assistant updates the aXcelerate triggers for the Confirmation of Enrolment to be sent. Some Domains may require the Confirmation of Enrolment email to be sent manually.
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