Subject deliveries

A delivery is one run of a subject at one campus, between a start date and an end date. "WHS at Parramatta, 1 to 7 February" is a delivery. So is "WHS at Geelong, 8 to 14 February".

Deliveries are how XPortal knows when a subject is available. When it builds a student's study plan, it looks only at deliveries. Every subject in a program needs deliveries at a campus before anyone can be planned into that program there.

Find a subject's deliveries

1. Open Academic Planning → Subjects.
2. Open the row menu for the subject and choose Academic Planning. You can also open the subject and select Academic Planning at the top of its edit page.
3. The Delivery table lists every run of the subject, with its Location, Programs, Date Range, length in Days, and Notes.
4. Expand a delivery to see its classes.

Add a delivery

Select Add Delivery and fill in:

Select Save Delivery. The delivery appears in the table straight away, even though it has no classes yet.

One delivery per run, not one per group

Create one delivery for each run of a subject at a campus. Do not create a separate delivery for each batch of students.

If your Monday group and your Tuesday group both study WHS at Parramatta in the same fortnight, that is one delivery. Inside it, you add Monday classes for the Monday group and Tuesday classes for the Tuesday group. The groups share the run; their classes are what differ. See Groups and classes.

That is why XPortal refuses a second, overlapping delivery of the same subject at the same campus:

This subject already runs at this location from 01 Feb 2027 to 28 Feb 2027. Add classes for another group to that delivery instead of creating an overlapping one.

When you see this, open the existing delivery and add the extra group's classes there.

When two programs need their own runs

Sometimes two programs genuinely run the same subject at the same campus on different weeks. For example, Carpentry does it one week and Building does it the next. For that, keep each delivery for its own program: tick Carpentry on one and Building on the other.

Two deliveries of the same subject at the same campus may overlap only when both are kept for chosen programs and no program is ticked on both. In other words, each program must see exactly one run of a subject at a campus on any given day. XPortal checks this every time a delivery is saved.

The midpoint rule

Every delivery has a midpoint: the halfway day of its run. XPortal counts half the days from the start date and rounds down.

A new student can join a run up to and including its midpoint. If they are available on or before the halfway day, XPortal will start them in that run. After the midpoint, the run is too far along, so XPortal looks for the next one.

This applies to the very first subject in a student's plan. It is what makes a rolling intake work: a student who turns up on a Wednesday can still join this week's subject, while a student who turns up on a Friday starts with next week's. How study plans are built walks through it in detail.

A delivery doesn't need classes yet

A delivery is a date window first and a timetable second. XPortal builds study plans from delivery dates only; it never looks at whether classes exist.

That means you can, and should, open windows well ahead of time:

• Create next year's runs now, so applicants can already be planned into them.
• Add the actual classes when the dates get close and you know rooms and trainers.
• Students who have already been oriented into a group receive those classes automatically as you add them.

Why deliveries lock

As soon as a submitted application or an enrolment is placed in a delivery, XPortal locks the parts students depend on:

• Its subject, location, start date and end date can no longer be changed.
• It can no longer be deleted.
• Its classes can still be added, edited and removed. Its notes, delivery mode and programs can still be edited.

If you try, XPortal explains why:

Students or submitted applications are placed in this delivery, so its subject, location and dates are locked. You can still add, edit and remove its classes.

The lock protects what students were promised. Their subject dates came from this run and appear in their offer letter and records. If the run could move, their plan would quietly stop matching reality. Draft applications do not lock a delivery, because drafts are recalculated every time they are opened.

If a run really must change, create a new delivery with the right dates. Then move affected students deliberately from their profiles, and stop using the old run.

Removing a program from a shared delivery

You can tick or untick programs on a delivery at any time, with one exception: you cannot remove a program whose students, submitted applications or groups already use that delivery. Untick it only once nobody from that program depends on it.

Delivery mode and reporting

The Delivery mode you set on a delivery becomes the default AVETMISS delivery mode for students placed in it.

If you change it later, XPortal updates students in that run who have not started the subject yet and are still on the old default (or have none). Students who have started, and anyone given a different delivery mode by hand, keep what they have. Credit transfers always report NNN, whatever the delivery says.

Planning a calendar that loops well

Rolling intakes run smoothly when every campus has a steady rhythm of runs in the same order as the program's academic rules.

• Follow the program order. If Tools follows WHS in the academic rules, schedule Tools to start right after WHS ends at each campus. Students then move straight from one subject to the next.
• Keep runs back to back. Gaps between runs become waiting time in students' plans.
• Plan far enough ahead. A student who starts today needs a run of every subject before their course end date. Keep at least one full loop of deliveries, plus the program's duration, ahead of today.
• Cover every subject at every campus you offer. If one subject has no run at a campus, nobody can be planned into that program there. The Enrollment tab will list the missing subjects and link you straight to them.
• Try a few start dates. After changing a calendar, try the Enrollment tab with a few different earliest commencement dates, including awkward ones such as a Friday, and read the previews.

Delivery checklist

• One delivery per run, per campus. Groups share runs.
• Every required subject has runs at every campus you enrol students into.
• Runs follow the academic rules order and are planned well ahead.
• Programs are ticked only when a run must be kept for particular programs.
• A delivery mode is set where the default is clear.
• Future runs stay in place even before their classes exist.

Next, set up the people and sessions inside each run: Groups and classes.