Enrollment
Choose each program, campus and start date, and let XPortal build the student's study plan.
The Enrollment tab is where you say what the student will study, where, and from when. From those three answers, XPortal builds the student's personal study plan: every subject, in order, with its dates.
The Programs section
The tab has one card per program, under Programs: Select programs for this application, including packaged courses.
The first card is the Primary program enrollment. For a packaged course, where a student studies two or more programs, select Add Another Program. Each extra card is an Additional program enrollment and has a bin button to remove it. The first program can't be removed while it's the only one.
Each program card
| Field | What to enter |
|---|---|
| Program | The course the student is applying for. |
| Preferred Location | The campus the student will attend. |
| Earliest Commencement Date | The first day the student is able to start. It appears once the program is ready to be planned at that campus. |
AVETMISS program details
Each program also asks two reporting questions:
| Field | Notes |
|---|---|
| VET in Schools | Required, Y or N. Is this program being delivered as a VET in Schools program? Record it for each program. The Currently at school answer on the AVETMISS tab doesn't decide this. |
| Client home school type | Only used, and then required, when VET in Schools is Y. Otherwise leave it empty. |
What resets when you change a field
The fields depend on one another, so changing an earlier one clears the later ones:
| You change… | XPortal clears… |
|---|---|
| Program | the campus, the earliest commencement date, the study plan dates, the payment plan and its anchor date, and any credit transfers |
| Preferred Location | the study plan dates, which are rebuilt for the new campus, and any credit transfers. The earliest commencement date stays. |
| Earliest Commencement Date | the study plan dates, which are rebuilt from the new date |
So settle the program first, then the campus, then the date. Check the Payment tab again if you change a program.
How the study plan is built: intakes
How XPortal turns a program, campus and date into a study plan depends on the program's intake type.
Today, every program uses rolling intakes: students can start almost any week, join the course wherever it's up to, and loop round every subject. Other intake types are coming, and will be chosen in Settings. They will plan students differently, and will get their own section here.
The Auto Enrollment Preview
Once the program, campus and date are filled in, the Auto Enrollment Preview appears under the card. It is the student's study plan: one row per subject, with its dates and funding code. You can:
- mark subjects the student already holds as credit transfers;
- set each subject's funding code;
- as an Admin or Junior Admin, adjust a subject's dates within its run;
- enter dates for manual prerequisites.
All of this is explained step by step in From application to enrolment.
If the program isn't ready to be planned at that campus, you'll see Auto Mode setup required instead, with a button for each thing to fix. See the setup check.
Save to lock in the study plan
The preview on screen is recalculated live. The study plan that gets submitted is the one saved with the draft. After you change a program, campus or date, the readiness bar asks you to Save the program changes to update the learning plan. Select Save Draft, or move to another tab, to save it.
Funding codes
Every subject in the study plan needs an AVETMISS funding code:
- International students: set automatically. 31 for onshore and 32 for offshore, and locked. The preview shows Funding locked.
- Domestic students: every subject needs a code before you can submit. Choose it in the preview, one subject at a time or for several at once. International-only codes can't be chosen for domestic students.
Enrollment checklist
- The right program or programs, including any packaged programs.
- The right campus and earliest commencement date for each.
- VET in Schools answered for each program, with a school type if it's Y.
- The study plan looks right: first subject, dates, gaps and end date.
- Credit transfers marked, and funding codes set for domestic students.
- The draft saved after the last change.