STELA Self-Paced Training for clients directly entering data into STELA

Transcription

1 STELA Self-Paced Training for clients directly entering data into STELA The purpose of this document is to provide new and existing users with useful information in the form of a self-paced training program. The same program is used to provide training to new users who wish to undertake one on one or small group training sessions in how to effectively use STELA.

2 Contents SLIDE No. Title 1 Accessing STELA 2 Add Student 3 Add Location 4 Create Template 5 Create Bulk Enrolment 6 Create Bulk Resulting 7 Credit Transfer/RPL result 8 Changing Units Undertaken by a Student 9 Delete Student 10 Delete Template 11 Delete Duplicate Enrolments 12 Amending Duplicate Enrolments to RPL/CT

3 From 1 January 2012, all organisations receiving state government funding are required to report their training data into STELA Quarterly. To assist you with meeting your reporting requirements, the table below highlights quarterly reporting deadlines. It is important that all organisations receiving government funding meet these deadlines to ensure they comply with their contractual arrangements. First Quarter 1 January 31 March REPORTING DEADLINE 20 th April Second Quarter 1 April 30 June REPORTING DEADLINE 13 th July Third Quarter 1 July 30 September REPORTING DEADLINE 5 th October Fourth Quarter 1 October 31 December REPORTING DEADLINE 31 st January

4 Accessing STELA Notes complete the request to access STELA application form located at Applications are to be completed in full, any incomplete application will be returned. Application process takes approximately 1 week Once allocated a user name and password, new users will be advised via , therefore a valid e- mail address is required. STELA is accessed via the following web address Regulations state that all users need to have their own access to STELA Users are issued with two login user names and passwords. The first is the Active Directory, (formerly i-chain). This allows access to the network. The active directory user name will read something like this publicdfeest\esmiths The second login is the STELA login screen. The default password to STELA is welcome. It is strongly recommended that you reset your password once received.

5 Add Students Notes Select Students from the left hand menu To reduce the error or inputting duplicate students, it is best recommended that you type the student surname in the search criteria before adding students into STELA. If the student already exists, there is no need to create their profile again, it can simply be reused. Student may exist under another RTO, select from Matching screen and check all student details. If the student doesn t exist, simply click add new student and complete all fields. Once all sections are complete, click save Repeat this process for all students you wish to add into STELA. It is essential that all student details are completed to successfully meet your state and national reporting requirements.

6 Add Location Notes Before you can progress any further you need to add a location. To check if you have an existing location listed on STELA and to add a new location, perform the following: Click Organisation Information Click Training Locations If location already exist simply click enrolment templates to progress to the next stage If no training location exists, click new location. Complete all blank spaces and save.

7 Create Template Notes Templates are created to enable users to enrol students against a specific course/qualification Click Enrolment Templates Click New Template Click on the appropriate qualification from the list provided, if none, click the Here button Search for units/modules using either the code or name search Click on the appropriate module/unit to add to your template Once you ve added all modules/units click next Select Funding Type and delivery Method from the drop down lists then click next Type in the start and finish dates. If the funding type is PPP you will need to type in the PPP contract number in this section If PPP or other commonwealth government funding, select the appropriate code from the Specific Program Identifier drop down list, then click next Type in a meaningful template name, then click finish

8 Create Bulk Enrolment Notes Bulk enrolments can only be entered against templates. If you wish to use the bulk enrolment facility, you will need to create a template first. Click Bulk Enrolment tab on the left hand margin Select the appropriate template to create a bulk enrolment list Type in at least the first three letters of the students last name Select the students from the drop down list, and click add to to add them to your template Once you have selected all students, name the bulk enrolment template then click save enrolment Click yes to confirm this bulk enrolment

9 Create Bulk Resulting Notes Click Bulk Resultingtab on the left hand margin Click the appropriate template from the Existing Bulk Enrolments Name (right hand side) Add the outcome and hours for each of the units for each student. Adjust dates if required. PLEASE NOTE that parchment numbers and issue dates are only required where a full qualification has been issued. Please do not fill in the parchment number and date issued for a statement of attainment.

10 Credit Transfer/RPL result Notes If you are issuing a student with a CT or RPL outcome, please note that the outcome under results for this enrolment for the affected units/modules and hours must be blank. Issuing CT or RPL results can only be completed on an individual student basis, unless you have created a specific template stating CT/RPL. Click Students from left hand margin Search for the student, then click on their state student id Click student enrolments from the top menu Click on the Qualification name and select the Funding Type and Delivery Method option from the menu Click on the drop down list against Mode of Delivery and select the bottom option (N/A eg RPL / CT) Click Next, Next, Finish Click results for this enrolment Click on the drop down list under outcomes for the and select the appropriate option from the list. Click Save NOTE: Credit Transfer requires zero hours, as it is a direct transfer of a successfully completed unit and RPL requires at least one hour. RPL is the process by which a person s existing skills and knowledge, regardless of how they have been acquired, is assessed and credited towards the achievement of modules or units of competency (COAG RPL Programme Guidelines). %20What%20is%20RPL%20-%20PDF%20Document.PDF

11 Changing Units Undertaken by a Student Notes Click Students from the left hand margin Search for the student from whom you wish to remove results Click their state student id then select student enrolments from the top menu Click results for this enrolment under the list of units that you wish to change Click the drop down list under outcome and select the first option on the drop down list (blank) Click in the Actual Hours box and delete hours Click Save Click on the qualification, and select competencies from the top menu Remove the units by clicking on the remove button. Search for the units you wish to add, then follow the prompts Click Finish to save Click Results for this enrolment to provide any outcomes against the new units for the student.

12 Delete student Notes Students can only be deleted if they have blank outcomes and hours against their enrolments. If a student has been issued a qualification or statement of attainment, they will not be able to be deleted from STELA Click Students from the left hand margin Search for the student using the student search criteria Click on the state student id to bring up student details Click Student Enrolments from the top menu Click results for this enrolment to delete outcomes and hours for student Click the drop down box and select the blank space (first option). Delete the hours Click save. Click the student details tab on the top menu Click delete Click Yes Delete, to confirm you wish to delete student.

13 Delete template Notes Select Enrolment Templates from the left hand menu Click on the template you wish to delete Click delete Click yes, to confirm you wish to delete the template.

14 Delete Duplicate Enrolments Notes View the Submission Progress reports screen Click on the Duplicate Enrolments report Export report into Excel/pdf and print Click Students from the left hand margin Search students using the student search criteria Click on the state student id to bring up student information Click on Student Enrolments and then results for this enrolment Click the drop down list against the duplicate enrolment and select the blank option. Remove the hours and save Click on the qualification and click competencies. Remove the units no longer required and follow the options. Click finish to save.

15 Amending Duplicate Enrolments to RPL/CT Notes View the Submission Progress reports screen Click on the Duplicate Enrolments report Export report into Excel/pdf and print Click Students from the left hand margin Search students using the student search criteria Click on the state student id to bring up student information Click on Student Enrolments and then results for this enrolment Click on the Qualification name and select the Funding Type and Delivery Method option from the menu Click on the drop down list against Mode of Delivery and select the bottom option (N/A eg RPL / CT) Click Next, Next, Finish Click results for this enrolment Click on the drop down list under outcomes and select the appropriate option from the list. Click Save NOTE: Credit Transfer and RPL are only applicable for a unit achieved after the finish date of successful completion of a unit and in a different Qualification.

16 Useful resources Information sheets and other useful information is available at the new Skills for All website Notes The information sheets listed below are particularly useful for organisations directly entering data into STELA. Information Sheet - Issue Number 1 January 2012 Information Sheet - Issue Number 2 January 2012 Information Sheet - Issue Number 3 January 2012 Information Sheet - Issue Number 4 January 2012 Information Sheet - Issue Number 7 February 2012 Information Sheet - Issue Number 9 February 2012 If there is any further information that you would like included as an information sheet, please contact Craig Arrighi at the STELA helpdesk on or dfeest.stelahelpdesk@sa.gov.au

17 Notes