PET / Foundation Short Courses Procedure

Owned by Rebecca Smibert, created
Last updated: 11 Dec 2024 by Claudia Dowling
3 min read

OVERVIEW

Table of Contents

Table of Contents

Status

DRAFT Needs review

Classification*

PUBLIC INTERNAL CONFIDENTIAL SENSITIVE

Department

ALL STAFF ACADEMY VETiS COLLEGE EST INTERNATIONAL WP QUALITY

Review

Dec 31, 2025

Notes

 

*See Information classification policy

PROCEDURE

Overview

Step

Overview

Responsibility

Notes

Step

Overview

Responsibility

Notes

1.

Course and workshops created

Course Coordinator

Once created in aXcelerate, the course automatically displays on the website.

Close days must be zero

Intake pulled over to Cloud Assess and set up accordingly

2.

Student enrols into course

Student

Enrolment via website

3.

Tentative Enrolment emailed to the student

Workflow engine

Automatically sent when the student enrols into the course and has a tentative status

Template: Strategix Foundation Course - Tentative Enrolment (auto)

Workflow: aXcelerate - aXcelerate Workflow Task System - Edit Autotask

4.

Student applies for funding

Student

Sales team to assist and follow up

5.

Student receives funding outcome

Course Coordinator

Student and Michael Fitzpatrick currently receive copies of the approval letter. The approval letter needs to be uploaded to the students portfolio. Use portfolio type 'Back to Work Letter'

If students are not approved for funding they can be offered the following options:

  1. Paying FFS

  2. Enrolling into another course

  3. Cancel enrolment and change status to cancelled to avoid receiving future automated communications

6.

Confirmation of Enrolment

Workflow engine

Automatically sent when student enrolment status is changed to ‘in progress’

7.

Course reminder

Workflow engine

Text and Email is automatically sent to the student within 3 days of the course start date.

The reminder text and email is sent to all students who are ‘tentative’ and 'in progress' within 3 days of the course starting. The automation runs daily and sends a maximum of one time.

  • Example1: If a student enrols 7 days before the start of the course they will receive the reminders 3 days before the course start date. They will only receive the email once.

  • Example 2: If another student enrols 2 days before the course start date they will receive the reminders 2 days before the course start date. They will only receive the email once

  • Example 3: If a student enrols after the course start date, they would not receive the reminders.

Text: Hi [Contact Given Name]. A reminder email about your upcoming course has just been sent. Please check your email for more info. Strategix

Email Template: Strategix PET / Foundation - Course Reminder (auto)

Workflow: aXcelerate - aXcelerate Workflow Task System - Edit Autotask

8.

Cloud Assess Portal

Course Coordinator

Pull the students over to cloud. This includes their units and ensure that any proven cts are removed from their units.

8.

Course starts - Invoice created

Course Coordinator

*(Cannot invoice without the funding approval letter from ‘TAFE - Back to Work’)

Included in the invoice, must be in this order:

  • PO number

  • Student full name

  • ID code

  • Training course dates

  • Cost of the course

  • Units enrolled

  • Include the words ‘confirmation of enrolment attached’

  • Issue invoice

  • Send invoice with confirmation of enrolment attached

    image-20241211-002614.png

    Invoice procedure can be found here.

9.

Course delivered

Trainer

  • Assessments completed and marked

  • Attendance marked (daily)

10.

Course finish

Course coordinator

Enrolment status’s are changed to completed or cancelled

11.

Statement of Attainment created

Course coordinator

Created within 28 days of the course being completed

12.

Statement of Attainment sent

Workflow engine

Statement of attainment is automatically sent to the student at 10pm on the award issue date

Workflow: aXcelerate - aXcelerate Workflow Task System - Edit Autotask

 

Further Information

Creating Courses & Workshops

Follow these instructions for creating an aXcelerate class for a Foundation course. Once a course has been created it will automatically populate on the website

The enrolment URL is as follows (You must change the two XX values)

https://my.strategix.edu.au/enrolment/qld_enrolment/?course_id=XX&course_type=p&instance_id=XX

https://app.tango.us/app/embed/Adding-a-Foundations-Course-in-aXcelerate-5d8d70f3249a463da0c96be144feb5bf

Handling Finance and Invoices

The fund source recorded for PET / Foundations courses is usually 20 - Domestic full fee-paying client

Invoices must be sent on the first week of the course for all who have commenced/attended.

Invoices for Foundations courses are to be billed to Accounts - TAFE QLD (Back to Work JSP). To generate an invoice and issue one follow the steps in the invoice procedure.