OVERVIEW

Status
Classification*
Department
Review	23 Jul 2023
Notes	Need to link in other procedures To be updated with the Enrolment and funding procedures Most likely re-name to Cloud Assess Portal Policy and Procedure, and include more details instead of just intake set up and access

OVERVIEW

Table of Contents

Intakes Policy

This policy and procedure is applicable to courses that are delivered on the Cloud Assess learning portal, and is used in conjuction with the https://team-1597131381081.atlassian.net/l/cp/XV7XqqA1.

Once a Course Intake is created in aXcelerate, the Course and Enrolments are to be set up in Cloud Assess, to provide the student and trainer access to the course materials.

Administrative assistants are responsible for creating Intakes within Cloud Assess.

PROCEDURE

Intakes and Access Procedure

Step	Person Responsible
Integrate and Pull Course Intakes	Administrative Assistant
Pull Enrolments	Administrative Assistant
Release Induction Unit	Administrative Assistant
Remove Credit Transfers	Administrative Assistant

Integrate and Pull Course Intakes

In order to link a Course Intake from aXcelerate to Cloud Assess, the Intake needs to be synced and created. In Cloud Assess, this is referred to as “pulling” and “integrating” the intake.

To pull an intake to Cloud Assess:

Select Intakes
Select the orange Integrate button on the top right-hand side, and select Pull Intakes from the drop-down list
- In the Search field, type in either the qualification code or title
- Find the applicable course that matches the new course created in aXcelerate
  - Search the course location/ any other specifics to narrow down the list
  - Note: The Code will match the “ClassID=” in the aXcelerate URL for the Course Matrix. ie. https://strategix.app.axcelerate.com/management/management2/rto/rtoClassDrilldown.cfm?ClassID=XXXXXXX
- Once the course is found, select Create (the word create in the ‘Linked To’ column will then change to an orange hyperlink with the same Class ID Code)
- Select the hyperlink
- The intake has now been created and linked to aXcelerate. Now, the details will need to be updated:
  - Click the 2 dots in the right-hand corner next to Details, and select Edit Intake from the drop-down list
  - Path: Select the applicable Path from the drop-down
    - Note: This is important for bringing over the correct units and course materials. If you are unsure which path to select, please check with your supervisor.
  - Tags: Enter in your initials eg. AH
    - This is a useful search function to filter enrolments and units later)
  - Default Assessors: Start typing the trainer name, and select from the list
  - Intake Contacts: Start typing your name, and select from the list
    - This will send any updates about the course to the selected email address. ie. When all units in an enrolment have been completed
  - Leave the Default Third Parties and AUD$ fields blank, and leave the toggle buttons set as they are
  - Select Save.
- Add resources to the intake:
  - Select Resources
  - Select Link Folder
  - Click on the drop-down, and use the box to search the name of the course and select
  - Select Link Folder (the folder should now appear)
- Enrol a dummy student (this allows the trainer to view all units and assessments):
  - Select Enrolments
  - Select 2 dots in the right-hand corner, and select Create enrolment manually from the drop-down list
  - Learner: Use the search field to find “AAA Ricky AAA Ricky Roller (trainer student)”
  - Select Save.
  - Select blue Add Unit button on the right-hand side
  - Use the box in the top left-hand corner to tick all units
    - Untick any units not required
    - Note: Check this unit list and number of units matches the list in the Course on aXcelerate
  - Select Add Unit Enrolments
- The course number at the top left of the page will take you back to the course.

Pull Enrolments

In order to link a student enrolment from aXcelerate to Cloud Assess, the enrolment needs to be synced and the student will need to be provided with access. In Cloud Assess, this is referred to as “pulling” the enrolment/student.

To pull enrolments to Cloud Assess:

Select Intakes
Use the search field to find the course
Select the hyperlink for either the Code or Title
Select the orange Integrate button on the top right-hand side, and select Pull Enrolments from the drop-down list
- Pull enrolments
- Enrolment date from: Leave blank (remove the default date for today)
  - Note: This relates to the Enrolment Date field in the aXcelerate enrolment. Leaving this blank will ensure all enrolments are pulled over regardless of when they enrolled
- Select Pull Enrolments
  - A green box should appear stating “Integration is processing in the background. Updates will be available shortly”. Keep refreshing this page until all student's names appear
  - Ensure the list on Cloud Assess matches the Tentative & In Progress list on the aXcelerate Course list
- Activate all enrolments
  - Tick the box on far right-hand side at the top (beside Third Parties) to tick all
  - Select Bulk Actions, and select Activate from the drop-down list
  - A confirmation box will pop up “Do you want to activate the enrolments that you have SELECTED, or ALL enrolments on this Intake?”. Select which one applies at the time
  - A green box should appear stating “Enrolments have been activated for selected learners.”
- Send login details to all students
  - Tick the box on far right-hand side at the top (beside Third Parties) to tick all
  - Select Bulk Actions, and select Add from the drop-down list
  - A confirmation box will pop up “Do you want to activate the users you have SELECTED or ALL users in the list?” Select which one applies at the time
  - A green box should appear stating “Ability to login has been granted for selected users.”
  - To check, the Login? column for all students should have a green tick
  - Note: This process automatically sends an email with login instructions to the students

Release Induction Unit

Navigate to the Intakes area
Use the search field to find the course
Select the hyperlink for either the Code or Title
Select the Units tab
Scroll down to find the Induction unit
- Click on plus symbol to expand (Induction checklist then comes up under the ‘assessment’ section)
- Click on plus symbol again
- Click the Release button for all students

Remove Credit Transfers

If a student has a Credit Transfer (as per the https://team-1597131381081.atlassian.net/l/cp/nDmNhMj8), this subject needs to be removed from the list of subjects they need to complete on Cloud Assess:

Select the student’s First Name or Last Name to open the enrolment
Select Enrolment on the top left-hand side
Tick the box on the right-hand side to select the specific unit/s to be removed
Select Bulk Actions, and select Delete unit Enrolments & Records from the drop-down list
A warning box will appear:
Type DELETE into the box and select Yes, Delete Unit Enrolments

Re-enrolments

If a student enrolment has been transferred in aXcelerate, the student must also be transferred in Cloud Assess to the corresponding class.

Refer to instructions outlined in the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3039002668/Transferring+Enrolments+Policy+and+Procedure#Update-Cloud-Assess.

STANDARDS AND REGULATORY REQUIREMENTS

Authority	List here	See Funding
Regulatory Documents	List here	List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document
Approved By	Name here	Details / Decisions:

RELATED DOCUMENTS

Course and Workshop Policy and Procedure
Enrolment Policy and Procedure
Delivery Mode - AVETMISS Policy and Procedure
aXcelerate Naming Conventions Policy
Academy Induction and Skills for Work Policy and Procedure
Workplace Policy and Procedure