Common questions

Most surprises in a rolling intake come down to one of three ideas:

• The midpoint rule. A student can join a run only until halfway through it.
• The loop. Students start wherever the course is up to and wrap around the program.
• Steady plans, live timetables. Subjects and dates stay put; upcoming classes follow the group.

If an answer below doesn't cover your situation, start with How study plans are built.

Study plans

Why does the plan start at subject #22 instead of #1?

Because that is where the course is when the student arrives. In a rolling intake there is no fixed "start" of the course. XPortal starts the student in the earliest run they can still join, whichever subject that is, and loops round the program from there. They will do #1 later in the loop.

Two students applied a couple of days apart and got different first subjects. Is that right?

Yes. A student can join a run up to its midpoint. If one student can start on Wednesday and the week's run has its midpoint on Thursday, they join this week's subject. A student who can only start on Friday has missed that midpoint, so they begin with next week's subject. See the worked example.

Why is there a week's gap between two subjects?

There is no run of the next subject starting straight after the previous one at that campus. The student waits for the next run. Add a run in the gap on that subject's Academic Planning page, and new plans will use it. Existing students keep their plans.

Why is the first subject shorter than the others?

The student joined that run partway through. Their first day is either their earliest commencement date or the run's first day, whichever is later. Every subject after that has the run's full dates.

The preview says "No complete sequence of eligible subject deliveries was found"

XPortal found where the student could start but couldn't place every subject after it. Check:

• Every required subject has runs at this campus far enough into the future to fit into the student's loop.
• Runs kept for particular programs include this program, where needed.
• Any Program prerequisite set to Delivery has a run at this campus that finishes before the student's first day.

The preview says the sequence "cannot fit inside the configured course duration"

Following the calendar, some subject would start after the course's end date. Try a later commencement date, add runs to close gaps in the calendar, or review the program's Total Duration Weeks.

The Earliest Commencement Date field isn't showing

The program isn't ready to be planned at that campus yet. The Auto Mode setup required card lists what's missing, with a button for each: the program's duration, its academic rules, or runs of particular subjects at this campus.

Does the plan look at classes, rooms or trainers?

No. Plans are built from run dates only. A run with no classes yet counts just the same, so you can open runs well ahead of time and add classes later.

Does marking a credit transfer shorten the plan?

No. The subject keeps its place and dates. It is recorded as a Credit Transfer and the student never receives its classes.

We changed the program's academic rules. Why didn't existing students change?

On purpose. Once an application is submitted, its plan is locked in, and approval carries it into the enrolment. Rule changes only affect draft applications and new plans. Change an individual student deliberately from their profile if you need to.

Deliveries

Why can't I change this delivery's dates, or delete it?

A submitted application or an enrolment uses it. XPortal locks the subject, campus and dates of a run that students depend on, and won't delete it. You can still add, edit and remove its classes. If the run genuinely has to change, create a new run and move the affected students deliberately.

Why won't XPortal let me add a delivery?

Most likely it would overlap an existing run of the same subject at the same campus, for the same program. Add the extra group's classes to the existing run instead. If two programs really need separate runs, tick a different program on each. See When two programs need their own runs.

Should I delete runs that don't have classes yet?

No. An empty run tells XPortal the subject will run on those dates, and applicants may already be planned into it. Add its classes when the dates are close.

Groups and classes

I added a class, but a student didn't get it

Check each of these in turn:

1. The class is ticked for the student's group.
2. The student has been oriented. Students waiting for orientation get their classes at orientation.
3. The student's program is Active (or Pending Completion), not Inactive, Withdrawn or Completed.
4. The class date is within the student's own dates for that subject. A student who joined the run on Wednesday doesn't get its Monday class.
5. The subject isn't a credit transfer or recognition of prior learning for that student.

A group I need isn't in a class's Groups list

The list only shows groups at the delivery's campus, whose program includes this subject, and, if the run is kept for chosen programs, whose program is one of them. Create the group at that campus, or check the delivery's Programs ticks.

Can students from two programs share one class?

Yes. Create one class and tick both programs' groups. Each student receives it through their own group.

I deleted a class by mistake. Did students lose their attendance?

No. Attended sessions, and sessions in the past, are never removed from a student's record. Only upcoming, unattended copies were removed.

If the deleted class was upcoming, add it again and tick the same groups. Students who should have it will get it back. If it was in the past, students still have their copy, so don't add it again; that would give them a second one.

I edited last week's class. Why didn't students' records change?

Past sessions are history. Students' records keep the session as it actually happened. Edits only flow through to upcoming sessions.

A group shows as Full

It has as many Pending, Active and Inactive students as its capacity. Choose another group, or increase its capacity on RTO → Groups, up to your largest classroom's size.

Orientation and campus changes

Orientation says "No delivery of … at … covers …"

You chose a campus other than the one in the student's plan, and one of their subjects has no run there that covers its start date. Choose a different campus, or add a run of that subject there covering the date.

The Classes step at orientation shows no classes

That's allowed. The group may not have classes scheduled yet in the student's upcoming runs. Finish orientation, and classes added later for the group reach the student automatically.

A student oriented late has classes from before today with no attendance

Orientation gives the student every group class within their subject dates, including dates already past. Record attendance for the sessions they actually attended. Orient students close to their start date to avoid this.

Change Location is blocked

Read each blocker:

• has no delivery at … covering …: add a run of that subject at the new campus that covers the student's saved dates.
• has unfinished subjects without future classes in the selected group: the new group has no upcoming sessions yet in one of the moved subjects. Add them, or choose another group.
• Select a … group at …: choose a group for each program that is moving.

A student came back from a deferment and is missing sessions

Sessions added to their group while they were Inactive aren't added automatically when they return. Compare their timetable with their group's and ask an administrator for help with anything missing.