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Short Courses
Short Courses

Short Courses are usually stand alone Units (or sometimes multiple units) delivered as a Course.

Heena Wilson avatar
Written by Heena Wilson
Updated over a week ago

IMPORTANT:

  • It is recommended that you create a Course called Short Courses

  • Do NOT create a Course with a Unit Code and Unit Description

  • Before adding a new Course, you should always check to ensure that the course hasn’t yet been added to your database to avoid duplicate records

STEP 1: ADD A SHORT COURSE

  1. On the Top Navigation Bar, click Courses

  2. In the Search field, type in part or all of the Course Code or Description.

  3. It is important the you set up the Short Course that is most suited to your delivery. This will have streamline your process and reduce errors. Read the 3 options below.

  4. If your Unit is already on scope you must chose Unit is part of a Qualification 

Option 1: Unit is a part of a Qualification

Most often the Unit that you need to deliver as a Short Course are already attached to a Qualification. If you have a Qualification already set up and the Units are part of the same Qualification, the Best Practise would be to create a Course Offer attached to that Qualification and select the appropriate Units. Do NOT create a new Course.

*Best Practise would be to create a Course Offer attached to that Qualification.  Call the Course Offer whatever is appropriate and select the appropriate unit/s.

  1. Create a Course Offer: The course offer should be set up for 1 year period, this is so you can manage the amount of Learners enrolled

  2. Click Course offers

  3. Click add new

  4. Select the Course where the Units are associated with. Then complete the Course Offer details. Example is below:Code: 18FA ( FA= First Aid )Description: First AidEnrolment start date 01/01/2018Enrolment end date 31/12/2018

PLEASE NOTE: these dates have nothing to do with a learners start and end date. This is just a container to hold all enrolments for that year.

Option 2: Stand alone Unit(s) i.e. First Aid

Set up a Course called Accredited Units.

  1. Select Courses on the Top Navigation Bar and then Add New

  2. Choose option to Manually create a new course

  3. Enter in the details relevant. Below are options for naming conventions

  • Course code = AC

  • Course Desc = Accredited Short Courses

  • Nominal Hours = 8

  • Recognition status = Other Courses

  • and you may wish to leave the rest blank

Once you have done this you must attach the Unit to this new course.

Each unit that you wish to deliver will need to be added to the new Course AC Accredited Units.

Option 3: Non Accredited or Internal PD

Set up a Course called Non Accredited Courses.

  1. Select Courses on the Top Navigation Bar and then Add New

  2. Choose option to Manually create a new course

  3. Enter in the details relevant. Below are options for naming conventions

  • Course code = NAC

  • Course Desc = Non Accredited Short Courses

  • Nominal Hours = 8, Recognition status = Other Courses

  • and you may wish to leave the rest blank

STEP 2: SET UP UNITS

NOTE: If you deliver multiple Short Courses, set up all the Units under the same Course called Short Courses. It is NOT suggested to create multiple Short Courses.

  1. On the Top Navigation Bar select Units

  2. On the Left Navigation Bar select Add New

  3. When the Unit page opens, choose the Course  and the relevant Short Course and enter all details

  4. Click Save

STEP 3: CREATE SHORT COURSE OFFER

A Short Course Offer should be set for the duration of a calendar year or per contract period. This will assist with internal reporting. Multiple Unit Offers can be added to the one Short Course Offer.

  1. Navigate to Tuple > Course Offers

  2. Then, Left Navigation click Add New

  3. Choose the Short Courses from the dropdown list

  4. Enter a Course Offer Code and Description. e.g. ’16FA’ as the code and description can be ‘First Aid 2016’

  5. Enter the Course Offer start and end dates. e.g. 01/01/2016 to 31/12/2016 (one year period). This will help with internal reporting.

  6. The Enrolment Period start and end dates will automatically populate from the course offer start and end dates.

  7. Default the max and min registration numbers to your class capacity.

  8. Fill out the remaining AVETMISS fields

  9. Save

Generally for Short Courses they contain ONE unit or MULTIPLE units.

Steps for single units:

  1. On the Left Navigation Bar, click Unit Offers

  2. Click Action and Add / Edit Unit Selection

  3. Tick the relevant Unit/s that you wish to add

  4. In the Action Menu (under the list of units), select Confirm Unit Selection

  5. You will now receive a confirmation of the number of Units added – click Confirm

  6. On the Left Navigation Bar click on Unit offers

  7. Action select add / remove units.

  8. Select the Single Unit to be delivered

  9. Click on the single Unit Offer Code

  10. Click Edit

  11. Complete the details as if this Unit is delivered on the day:

  • Unit offer code: the first 4 digits should be the date. E.g 1011 = 10th NOVEMBER.

  • If you have multiple locations you can add this to the code eg if you deliver in Melbourne.  Unit Code 1011MELHLT006  

  • There is no need to change the description of the unit.

  • Start time

  • End time

  • Max Client registrations for that day

  • Add the Start date

  • Add the End Date

  • Add the AVETMISS detail if the Unit is accredited.

12. To add the next day you want to deliver in the action select copy Unit Offer
13. You will need to modify these details:

  • code and name for your Unit Offer i.e: CODE: 1512FAMELDESCRIPTION: First aid Melbourne 15 December

  • Start and End Date

Repeat this process until you have created all the days you wish to offer this unit.

NOTE: When you look at the course offer and click on the Unit Offers you will see that the units have been listed multiple times. This is OK and should be ignored. Every time you copy a unit group it will make another record of the Unit Offer.

Steps for multiple units:

Follow multiple units if you have 2-4 units in your delivery

The Unit Group function allows you to group Units together and then produce reports on these groupings.

Unit Groups are often used:

  • When you deliver and assess units together e.g. First Aid and CPR

  • To group mandatory or core units together

Choose the appropriate Mode for Unit Groups:

  • Simple Mode: Only allows you to add a Unit Offer to one Unit Group

  • Advanced Mode: Allows you to add a Unit Offer to one or more Unit Groups

NOTE: By default your database will be set to Simple Mode. To activate Advanced Mode your portal administrator must switch this on:

  1. In the Tuple Portal >My Account >Show Settings

  2. Under the heading >Advanced Unit Grouping

  3. Click edit, tick the checkbox and click Save

  1. On the Left Navigation Bar, click Unit Offers

  2. Click Action and Add / Edit Unit Selection

  3. Tick the relevant Unit/s that you wish to add

  4. In the Action Menu (under the list of units), select Confirm Unit Selection

  5. You will now receive a confirmation of the number of Units added – click Confirm

  6. On the Left Navigation Bar, click Unit Offers and then Unit Groups

  7. Click  Action then Add Unit Groups

  8. Enter a code and name for your Unit Group: CODE: 1011FAMEL and DESCRIPTION: First aid Melbourne 10 November:

  9. Select the Units you wish to add to the group e.g. First Aid and CPR

  10. Click Save

Repeat until you have added all your groups (note you do not have to group all unit offers)

Once you have added a Unit Group, you can also copy it and the Unit Offers associated with.

  1. On the Left Navigation Bar, click Unit Offers then Unit Group 

  2. For the group that you wish to modify, click the Action dropdown at the right-hand side and select Set Unit Offer Defaults

  3. Select the Unit Offers within the group that you wish to modify

  4. Under the Unit Offer grid select Action and choose Set Defaults for Selected Unit Offers

  5. In the Save New Values to select one of the following:

  6. Tick the values that you wish to update and enter the details

  7. Click Update

  8. Repeat for Steps 2-5 for any remaining Unit Offers that you wish to update

  9. To add the next day you want to deliver in the action select copy Unit Group

  10. You will need to modify these details for your Unit Group:

  • CODE: 1512FAMEL

  • DESCRIPTION: First aid Melbourne 15 December

  • Start and End Date

Repeat this process until you have created all the days you wish to offer this unit.

STEP 4: ENROL LEARNERS

Now that the Unit offers are established you can enrol Learners into the Short Course Offer.

  1. Navigate to Course Offers

  2. Search the relevant Course Offer

  3. On the Left Navigation Bar, Click on Details

  4. Click on the Action Menu located at the top right on the page, Select Add Course Enrolment

  5. Search for your Learner.Note: you are able to enter a number of learners to Bulk Enrol

  6. Complete the following details:Enrolment StatusStatusStudy ModeStart Date and End Date.

  7. Click Save and choose Unit Enrolments

  8. Tick the Checkbox to select the Unit Groups (when you click on a Unit Group, the Learner(s) will be automatically enrolled into all Unit Offers attached to that group) that you are enrolling the Learner(s) into

  9. Click Confirm Unit Enrolment Selection

STEP 5: UPDATE UNIT ENROLMENT OUTCOMES

Enter result, outcome and dates in a Gradebook format.

  1. Open the relevant Course Offer

  2. In the Left Navigation Bar, click Unit Offers

  3. At the right hand side of the Unit Offer to update, use the Select dropdown to View Enrolments

  4. Select the relevant Learners

  5. Click Action (bottom of the Learners) and Select Gradebook Unit Update

  6. Click through to update dates, outcomes and results for each individual Learner

  7. Save

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