After orientation
How an active student's timetable stays in step with their group, how to move them to another campus, and what happens when their status changes.
Once a student is oriented, two things are true at the same time:
- Their study plan is steady. Their subjects, dates and runs stay exactly as agreed.
- Their timetable is live. Their classes keep following their group's sessions.
This page explains how that plays out day to day, and what to use when a student's circumstances change.
The live timetable
You never edit a student's classes one by one. You manage classes on the subject's delivery, for a group, and XPortal passes the changes on to every student in that group:
- A new session for the group appears for each student whose subject dates include its date.
- A cancelled session, or one unticked from the group, disappears from students' timetables.
- A changed session (new time, room, trainer, class type or notes) updates on students' timetables.
- A moved session moves with it. It disappears for students whose subject dates no longer include it, and appears for group students whose dates now do.
Groups and classes has the full table.
History is protected
XPortal treats anything that has already happened as a record, not a plan:
- A session a student attended is never removed or rewritten, even if the class is later edited, unticked from their group or deleted. It stays in their record with its attendance.
- A session in the past is never removed or rewritten. Correcting last week's class on the delivery doesn't change what students' records say happened.
- Only upcoming, unattended sessions follow the group.
This means you can tidy up a delivery's classes at any time without damaging anyone's attendance history.
Moving a student to another campus
Use Change Location on the student's profile when a student moves campus. It moves their unfinished subjects, and their group, to one new campus.
- Select Change Location and choose the target campus.
- For each program that has unfinished subjects, choose the group they will join at the new campus. Pending programs don't need one. They stay without a group until orientation.
- Read the preview. For each program it shows:
- Unfinished subjects: subjects not yet started and not yet over. These are the ones that move.
- Future classes to replace: upcoming sessions that will be swapped for the new group's.
- Attended classes preserved: sessions they attended, which stay in their record.
- Each subject with its saved dates and the target delivery: the run at the new campus it will move to.
- Deal with any blockers, then confirm.
How subjects move
Each unfinished subject moves to the run of the same subject at the new campus that covers the subject's whole saved dates, for the student's program. The student's dates don't change.
If there is no such run, the preview blocks the move with a message such as:
Handle carpentry materials (CPCCCA2002) has no delivery at Geelong covering 15 Feb 2027 to 21 Feb 2027.
Add a run at the new campus that covers those dates, then refresh the preview. Subjects that are finished, have a result, or have ended stay where they are. They are history.
What happens to their classes
- Upcoming, unattended sessions from the old campus are removed.
- The student joins the new group, and receives that group's sessions for the moved subjects within their subject dates.
- Attended sessions stay in their record.
- The new group must already have upcoming sessions in every moved subject. If any moved subject has none yet for that group, the preview blocks the move with …has unfinished subjects without future classes in the selected group. Add the group's sessions to those runs, or choose a group that has them, then refresh the preview.
Sessions earlier in the current subject
For a subject the student is partway through, the new group's sessions from earlier in that subject can also appear, without attendance. Record attendance only for sessions the student actually attended.
Changing a plan that hasn't started
For a program that is still Pending, before orientation, use Change enrollment to rebuild the plan from a new campus or commencement date. Schedule Subjects covers an enrolment that has no subjects at all. Both are described in From application to enrolment.
When a student's status changes
A student's program status decides whether new sessions keep reaching them.
| Status | New sessions for their group | Their existing sessions |
|---|---|---|
| Active | Keep arriving | Keep following the group |
| Pending (not yet oriented) | None yet. They arrive at orientation. | None yet |
| Inactive, for example on a deferment | Don't arrive while inactive | Stay as they are |
| Withdrawn or Completed | Don't arrive | Stay as they are |
Check the timetable when a student returns
Sessions added to a group while a student was Inactive are not added to their timetable when they become Active again. When a student returns from a deferment, compare their timetable with their group's. If sessions are missing, ask an administrator to help before the student's next class.
Activating a pending program without the orientation window
A Pending program can also be moved to Active from its status menu. XPortal only allows this when the program already has a group at its campus. It then gives the student that group's sessions within their subject dates, just as orientation does, and from then on their timetable is live. Orientation is still the recommended route, because it also covers the email, USI, finance and LLN checks.
Trainers see their groups
Trainers are assigned to groups, not to individual students. A trainer sees the students, attendance and assessments of the groups they're assigned to. When a student moves group or campus, the trainers who can see them change with them. Manage assignments in People → Trainers with the Edit assignments button.
Quick guide
| The situation | What to do |
|---|---|
| A class is cancelled | Delete it, or untick the group, on the subject's delivery. Students update automatically. |
| A class moves day, room or trainer | Edit it on the delivery. Upcoming copies update automatically. |
| A new class is needed for a group | Add it on the delivery and tick the group. |
| A student changes campus | Change Location on their profile. |
| A pending student needs a different start or campus | Change enrollment on the pending program. |
| A student returns from a deferment | Reactivate them, then check their timetable against their group's. |