Make "Commencing Program Cohort Identifier" Available in Learner Onboarding Forms

Problem

The Commencing Program Cohort Identifier field is currently available within the Course Enrolment record but cannot be added to a Learner Onboarding Form.

The Commencing Program Cohort Identifier was introduced as a Victorian reporting field in 2023 and is required for commencing enrolments from 2023 onwards. 

As a result, organisations must collect this information elsewhere during the enrolment process and then manually update the Commencing Program Cohort Identifier field on the Course Enrolment record after onboarding has been completed. This creates duplicate data entry, increases administrative effort, and introduces a risk of data entry errors for information that is required for reporting and compliance purposes. 

Suggested Enhancement

Please make the Commencing Program Cohort Identifier available as a field within the Learner Onboarding Form Builder, with the ability to map the selected value directly to the student's Course Enrolment record.

Benefits

• Eliminates duplicate data entry.
• Reduces administrative effort for enrolment teams.
• Improves data quality and accuracy.
• Ensures critical reporting and compliance information is captured at the point of enrolment.
• Reduces the need for manual updates to Course Enrolment records.
• Supports Victorian VET reporting requirements.
• Creates a more streamlined and efficient onboarding process.

Use Case

Many organisations are required to capture the Commencing Program Cohort Identifier for Victorian VET reporting and compliance purposes. Currently, while learner onboarding forms can collect other enrolment information, this field cannot be presented to students and mapped directly to the Course Enrolment record.

Staff are therefore required to collect the information through another onboarding question, form, or administrative process and then manually transfer it to the Commencing Program Cohort Identifier field within the Course Enrolment record. This additional step adds unnecessary administration and increases the risk of inconsistencies between the student response and the enrolled record.

Allowing the Commencing Program Cohort Identifier to be captured directly within Learner Onboarding and automatically written to the Course Enrolment record would improve efficiency, support compliance requirements, and ensure the information is captured accurately at the source.