ELICOS Rolling Enrolments

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The ELICOS feature assists RTOs to enrol students into courses which have rolling enrolments. This enables the course administrator to enrol a student at any time during a scheduled course so that the student is enrolled in all units.

As an example, a qualification can be scheduled with 12 units to be delivered in one year, with each unit commencing at the start of each month. A student may commence in any month. For instance, if the student has a start date in August commencing with unit 8, they will finish with unit 7 in July the following year.

The rolling enrolment technique initially commenced in English Courses. This article will explain how to achieve rolling enrolments for ELICOS English Courses, however you can apply the same technique to any class setup in aXcelerate. Please speak with an aXcelerate Customer Success Representative to turn on the ELICOS feature.

Prior to creating a rolling enrolments timetable, ensure the following have been setup:

Set up Workshop Types for English Levels

When creating a timetable, a workshop type will always be created and appears in the inactive workshop type list. For rolling enrolments, it is recommended to first create the workshop type and then link the timetable to the corresponding type. This will make reporting easier as you can then use this workshop type as a filter in a report, or as a display field when searching for students attendance.

‍If you choose not to use this method, each class you timetable will have a different workshop type resulting in difficulties when monitoring a student's attendance whose units are delivered over two scheduled courses.

Please refer to our Workshop Types help guide for further information.

 

Tip: An example of the workshop type name is 'General English Elementary'

 

Note: For General English courses, please speak with your Onboarding consultant for guidance in creating the required units and workshop types.

Set up a Qualification with General English Units

As the General English Courses are not accredited, these will need to manually be created in aXcelerate and then linked to a manually created Qualification. Please refer to our Unit Management and Qualification Management help guides for further information.

 

Tip: When creating the unit, ensure to select Unit Type is Internal to ensure that it is not reported in AVETMISS reports.

Ensure to apply Trainer Competencies to the new units created. Please refer to our Trainer Competency Matrix help guide for further information.

 

Note: For General English Courses, please speak with our Customer Success team to assist in creating the required units and workshop types.

Create a Class for Rolling Enrolments

When creating the class, the class Start Date should be from when the first unit begins, and the class End Date should be when the last unit is expected to finish. The units must then be organised in order of delivery. Organising the units will assist with setting start and finish dates when utilising the clock feature.

  1. Create a Class
  2. Locate the Class created for rolling enrolments
  3. Click Update
  4. Scroll to the Unit List
  5. In the Dates/Order column, reorder the units to be in correct order
  6. Click Submit
  7. Repeat the steps to create subsequent classes
 

Tip: Please refer to our Class Creation & Search help guide for further information. When setting up classes for rolling enrolments, the Start Date of any subsequent Class should commence after the End Date of the prior Class. None of the class Start or End Dates should overlap each other.

 

Note: After you have created the Class, you will need to Schedule Unit Start and End Dates for Rolling Enrolments.

Schedule Unit Start and End Dates for Rolling Enrolments

By default, each Unit will adopt the Class Start and End Date as the Unit Start and End Date. These will need to be updated prior to timetabling.

  1. Locate the Class created for rolling enrolments
  2. Click Update
  3. Click the Timetable Icon (this is above the units list on the right)
  4. Click Simple View
  5. Locate the Unit that will be delivered first (note: this may not always be at the top of the list)
  6. Enter the Start Date
  7. Enter the Finish Date
  8. Click the Clock once
  9. The next unit start and finish date will populate with the same duration based on the previous unit's duration.
  10. Double-click the Clock to populate the Start and Finish dates for all units
  11. Check Timetable after saving dates
  12. Click Update Schedule
 

Tip: You may have holidays or short breaks between units, in this case simply double-click the clock, locate the unit where the start date needs to be adjusted, set the start & finish date, then double click the clock again (on the adjusted unit). The new date will be taken into account when scheduling the remaining units.

 

Note: The simple view allows you to schedule the start and end dates of each unit without setting a timetable. This will make it easier to apply a timetable pattern to the scheduled units.

After scheduling the Unit Start & End Dates you will need to Create a Timetable for Rolling Enrolments.

Create a timetable for Rolling Enrolments

After scheduling units, you will be navigated to the Timetable View page where the proposed start & finish dates will display.

  1. Select the checkbox for the first Unit
  2. Click Create Timetable
  3. Select the Workshop Type
  4. Check Workshop default name as the Session Names
  5. Complete the Timetable details, adding days as needed
  6. Click Save this Pattern as
  7. Enter the New Pattern Name
  8. Click Save Pattern
  9. Click Submit
  10. Click Confirm All Dates
  11. Next to Apply Timetable, select the saved pattern name
  12. Select the Workshop Type
  13. Check Workshop default name as the Session Names
  14. Click Apply to ALL Checked
  15. Click OK
  16. Click Refresh the Page
  17. Repeat the above steps for future Classes
 

Tip: A green tick indicates the unit could be timetabled while a yellow warning sign indicates there is a clash with the unit. Either fix the clashes or timetable the unit individually to ignore clashes.

 

Note: Please refer to our Class Management help guide for further information on creating a timetable.

 

Warning: The rolling enrolment feature will not work if clashes exist with rooms, equipment or trainers. Please rectify any clashes before continuing past step 10.

Enrol a student into a Rolling Enrolment Class

  1. Locate the Class that has been set up for rolling enrolments. Ensure the Commencement Date of the student’s intended enrolment period is within the duration of that class.
  2. Click Enrol
  3. Select the Contact
  4. Check the Tentative enrolment checkbox
  5. Click Enrol Contact
  6. Update the Commencement Date to match a future-dated Unit start date
  7. Ensure Book on linked workshops & Sync dates with linked workshops is selected
  8. Click Rollover elapsed units into future class schedule
  9. Select the Future Class
  10. Click Done
  11. Complete the enrolment form. Please refer to our Class Matrix help guide for further information
  12. Click Enrol Contact

Tip: Watch our latest Rolling Enrolments Webinar here.

 

Note:  It is important to ensure you always have the current and future class scheduled & timetabled in order to enrol a student in the current course and rollover the missed units into the next class timetable.

ELICOS Timetabling Webinar

This webinar demonstrates:

  • What is ELICOS Timetabling
  • Dependencies to setup
  • Creating an ELICOS Timetable
  • Enrolling and Managing Students

FAQs

Q.

How can I transfer an ELICOS student between different rolling enrolment classes (e.g., for General English courses)?

A.
Please use the following instructions:
  1. Set the completed Weeks to a final outcome, for example C-Competent. This is because the system will check the competencies and will not attempt to book the student on the new Workshops of the destination class.
  2. Transfer the student to the next Class. In the Class Change step, the system will detect the weeks the student is enrolled in, and will allow you to enrol the student the new Workshops associated with those weeks. Confirm that the Workshops are correct and make any changes by removing the Workshop from the drop down box.
  3. The system will ask if you want to enrol the student into the missing weeks. This includes weeks before their current enrolment, and after their current enrolment. By default, all weeks and Workshops will be selected. You can quickly tick, and untick the 'Enrol' button at the top of the checkbox column to deselect all weeks and Workshops.
  4. The final step is choosing what will happen to the original Class enrolment. This may remain as-is, however you should ensure the Sync Dates check box is not ticked.

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