Reference Data Overview

This is a list of all of the Australian Apprentice Centres (AAC) in Australia.

It is a field for anyone undergoing a Traineeship/Apprenticeship Program. 

Enrolment → Trainee/Apprentice → AASN*

*AASN must first be enabled.

This is for tracking a student's attendance against an event.

If a student is graded as 'Absent' a set of standard reasons can be applied to the student's record. 

Course → Event → Attendance → Mark → Reason (when Attendance is set to Absent)

Enrolment → Attendance → Attendance/Absent Reason

The Academic Period Status is used to track the 'Status' of the Academic Period against a Student's Enrolment. 

For example; they could have completed the first academic period but deferred the second. 

Enrolment → Academic Period* → Status

*Academic Period must first be enabled.

This is for the price of accommodation per night.

It is charged as part of a Homestay Service and is only applicable if Homestay is enabled as a Service. 

Party Profile → Services → Accommodation → Invoice Options

*Reference Data will appear under Scheduled.

*Homestay must first be enabled.

These are the assessment methods and typically relates to your Training and Assessment Strategy (TAS). 

Course → Details → Settings → Assessment Method

Enrolment → Units → Advanced Details

This is for tracking student's attendance against an event.

For example; Present, late, missing etc. 

Course → Event → Attendance → Mark → Attendance Status

Enrolment → Attendance → Attendance Status

This represents the status of the Service Types that are offered by a Service Provider. 

Company → Service Centre → Availability → Service → Status

*Services must first be enabled.

This is a category for the type of 'Batch Log' that has been run.

This field is used to categorise the Elements/Activities into Blocks.

This can be used to add your institutions 'break periods' within an Academic Calendar. These represent exclusion dates within an Academic Period. 

When added, a break/holiday will be factored into the Amortisation/Draw-Down Calculation. 

Program → Breaks*

*Breaks must first be enabled.

This field refers to the Cancel/Suspend status of an 'Enrolment'. 

Enrolment → Cancel/Suspend* → Status

*Cancel/Suspend must first be enabled under Configuration → Preferences.

This field refers to the list of reasons that can be selected from when a Cancel/Suspend Status is applied to an Enrolment Record.

Enrolment → Cancel/Suspend* → Reason

*Cancel/Suspend must first be enabled under Configuration → Preferences.

These refer to a standard set of requisite checks that can exist against a Party Record. 

For example; a Blue Card, Working with Children Check, First Aid Check etc. 

This is a category for a type of 'Service' Check-In. 

For example; a Placement Review - 1 Month. 

Services → Check-In Templates → Type

*Check-In's must first be enabled.

This is a category for a type of 'Company'. 

These 'Types' will make up the Companies sub-menu.

This refers to the role of the Companies Point of Contact (PoC) within the institution. 

This field is used to record, manage and allocate costs to different areas within the institution. 

A country coding index that has been developed, by the NCVER, to assist in the use and implementation of the country classification. 

This standardised list of countries is available when applying a country location against a particular record i.e. Party Record, Course, Sales Lead etc. 

Party Profile → Details → Address → Country

Group* → Main → Country

*Group must first be enabled.

This is a centralised area of common costs that form part of the institution's curriculum or services. 

This is designed to augment value against your curriculum or services to understand the viability of those offerings at a net value. 

This field allows you to define a set of entry/course requirements as part of the course application process.

Requirements can be applied to a Program or Course and will automatically populate the entry requirements for a Course Application. 

This field refers to the internal status of a course.

For example; Active, Pending, Under Review, Cancelled. 

This is a category for a type of 'Course'. 

This refers to the method of distribution for an invoice.

This field refers to the Departments that exists within your workforce. 

For example; Administration, IT Support, Education etc.

Enrolment → Workforce Details* → Department

*Workforce Details must first be enabled under Enrolment Preferences.

This is where you can configure the Discount Codes that can be applied against a payment option/s.

Enrolment Wizard → Payment Tab → Payment Option → Discount*

*This is not a drop-down field. This field works by matching the input string with your reference data table options.

*Discount Code must be first enabled for Payment Option.

This field refers to the Divisions that exists within your workforce. 

For example; Higher Education, Vocational Education, VETDSS etc. 

Enrolment → Workforce Details* → Division

*Workforce Details must first be enabled through Enrolment Preferences.

This is a high-level way to categorise a set of documents. 

For example; General, Compliance, Feedback, Identification etc.

This is a category for a type of 'Document'.

For example; Passport, Visa, Working with Childen's Check etc.

This is a category for a type of 'Elements'.

For example; practical, theoretical etc. 

This is a category for a type of 'Email'.

For example; personal, work etc. 

This refers to the Job Title of an employee within an institution to external to the institution. 

For example; Administration, Compliance, Support etc.

This field refers to the internal status of an employer.

For example; active, inactive, pending etc. 

This refers to the basis on which an employee is employed. 

For example; Full-Time, Part-Time Contractor etc. 

This is a category for a type of 'Employment'.

For example; Contractors, Host Employer, Internal Employer etc.

This field provides a list of reasons for why a  Trainee/Apprentice may have left a program. 

This field refers to the internal status of a Students Enrolments against an Enrolment Record. 

*Internal field. This is a non-reportable field.

This is a category for a type of 'Enrolment'.

For example; Apprentice, Standard, Fee for Service etc.

Communications → Web Content → New Web Content → Enrolment Type

*Web Content must first be enabled.

The field provides a drop-down list of Equipment that can be applied to an Event. 

For example; Projector, HDMI Cable, Printer etc.

This field is only applicable if New Zealand is an 'Allowed State/Region'.

This is for NZ compliance/reporting purposes.

This is a category for a type of 'Event Series'.

For example; Hospitality, Business, ELICOS etc.

This is a category for a type of 'Event'.

For example; Online, Workshop, Face to Face etc.

This is a category for a type of 'Event - Internal'.

Internal Reference Only - This could be used as an additional way to categorise events for internal reporting purposes.

This stipulates the base rate that can be charged by a Host Family per night for their service.

This field refers to the status of a 'Family Payment'. 

For example; Payment Made, Overdue etc. 

This field refers to the status of a Family Payment Variation and why you gave the varied rate. 

This field refers to the type of 'Family Payments'. 

Finance → Family Payments* (if Host Family enabled)

*Host Family must first be enabled.

AVETMISS Fee Exemption Listing (Course/Enrolment).

This field is primarily used for Funding or Purchasing Contract IDs.

This field is primarily used for Funding or Purchasing Contract IDs.

This is a high-level way to categorise a set of forms.

AVETMISS State Funding Source (if state funding) - not required by all States (Course/Enrolment)

This field refers to the type of Costs that may be associated with a Group. 

For example; Membership Fee, Administration Fee etc.

This field refers to the status of a 'Group'. 

For example; Active, Inactive, Pending etc.

Group* → Main → Status

*Group must first be enabled.

This is a category for a type of 'Group'. 

Group* → Main → Type

*Group must first be enabled.

This field refers to the status of a 'Health Insurance'. 

Party Profile → Compliance → International → Health Insurance → Status*

*Status must first be enabled.

This field refers to the status of a 'Host Family'. 

Host family* → Profile → Status

*Host Family must first be enabled.

This is a category for a type of 'Identification'.

For example; Drivers License, ABN, Tax File Number etc.

This field refers to the type of 'Industry' that a Company may belong to. 

E.g. Aged Care. Children's Services etc. 

This field refers to a list of drop-down options that can be used to Rate an Interview with a Prospective Student.

This is a category for a type of 'Invoice Options'.

For example; Online, Cash, Third-Party Payment etc.

Course → Finance → Payment Options → Create a New or Add a Payment Option → Type (Dropdown)

This field refers to the status of an 'Invoice'. 

This field refers to the Invoicing Method against a Payment Option. 

For example; Immediate, Scheduled etc. 

Course → Finance → Payment Options → Create a New or Add a Payment Option → Create (Drop-Down)

This is a high-level way to categorise a Ledger. 

This is a category for a type of 'Ledger'. 

This refers to the 'Lifestyle' drop-down field under the Workforce Details tab on a Student Enrolment Record. 

For example; FIFO, Residential etc. 

Enrolment → Workforce Details* → Lifestyle

*Workforce Details must first be enabled under Enrolment Preferences.

When the 'Pay Later' button, against a Course Form, is selected it provides options during the Student Application process. 

For example; Pay Now, Pay Later. 

Course Application Form → Payment → Pay Later → The student select from the following options: Pay Now, Pay Later (radio buttons)

This refers to how the payment has been received. 

For example; Cheque, Cash, Visa Debit etc. 

This is a category for a type of 'Payment'. 

This refers to the Pipeline drop-down that exists against a Sales Lead Record. 

For example; this could refer to the stages of a prospective student from EOI to Closed Won.

This refers to the 'Program' drop-down field under the Workforce Details tab on a Student Enrolment Record. 

Enrolment → Workforce Details* → Program

*Workforce Details must first be enabled under Enrolment Preferences.

This is a high-level way to categorise different sets of Programs.

For example; BSB Business Services Training Package, CHC Community Services Training Package etc. 

Communications → Web Content (if enabled) → New Web Content → Custom Content → Name

*Web Content must first be enabled.

This field refers to the status of a 'Program'. 

For example; Active, Inactive etc. 

This field gives you the ability to further define and differentiate your programs. 

For example; AQF Level I, AQF Level II etc. 

You can use this field to add a list of reasons why a Prospect may cancel/withdraw their interest. This is helpful for reporting purposes. 

This field refers to the status of a 'Prospect Referral'. 

For example; Not Eligible, Commenced, Suspended etc. 

This is a category for a type of 'Prospect'. 

For example; Agent Referral, Employer Referral, Sales Lead, Waiting List etc. 

This field refers to the status of a 'Quote'.

For example; Approved, Rejected etc.

This field makes it possible to customise and apply a Region to a Course. 

Course → Course Details → Main → Region*

*Region must first be enabled under Configuration → Preferences.

Relationship Type refers to the relationship between the Student and the Contact associated with their record. 

For example; Brother, Mother, Father etc. 

Retention Outcome refers to whether non-permanent staff (e.g. Trainee/Apprentice) are retrained

For example; Not Retained - Performance Issues, Retained etc. 

Enrolment → Workforce Details* → Retention Outcome

*Workforce Details must first be enabled under Enrolment Preferences.

Strategic Fit refers to whether or not you are selling to the right audience. 

This drop-down list is customisable and gives you the ability to apply a reason to a Prospect Record for whether a student is a good strategic fit. 

This field refers to the status of a 'Sales Lead Prospect'. 

For example; Active, Closed, Contact, Future Prospect etc. 

This field refers to where the Sales Lead was originally sourced. 

For example; Exhibition, Roadshow, Cold Call, Website, Referral etc. 

This field refers to the status of a 'Sales Lead'. 

This field allows you to create a scholarship that includes the name, description, value, limits and availability. 

Once created, a Scholarship can then be applied to a Student Enrolment Record. 

Enrolment → Higher Ed* → Add New Scholarships**

*Higher Ed must first be enabled.

**Scholarships must first be enabled.

This is a high-level way to categorise a set of Services.

This field refers to the status of a 'Service'. 

This is a category for a type of 'Staff Charge'. 

For example; Finders Fee, Travel Allowances etc. 

This refers to the Job Title of an employee within the business and is applied to a Staff Profile.

For example; Admin Office, Student Support Officer, Trainer, Assessor etc. 

This field refers to the roles needed to successfully resource and manage a converted lead.

The resources being added are primarily for planning purposes. I.e. if we convert this opportunity, can we service it?

For example; Project Lead, Educator, Liason, Student Support Coach etc. 

This field refers to the status of a 'Staff' profile. 

For example; Active, Inactive, Pending etc. 

This is a category for a type of 'Staff' Profile. 

For example; Admissions, Student Support etc. 

This field refers to a list of States/Regions of which can be recorded against a Party or Course Record. 

For example; NSW, QLD etc. 

Party Profile → Details → Address → State

Course → Details → State/Region

This field refers to the Streams that exist within your Departments. 

For example; the Department may be Student Success but the streams are Student Support, Coaching, Mentoring, Retention etc.

Enrolment → Workforce Details* → Stream

*Workforce Details must first be enabled under Enrolment Preferences.

The field refers to a list of 'Study Areas' that can be applied to a Program. 

For example; Animal Care, Child Care etc.  

Thie field refers to the Study Period that exists against the Course Details. 

For example; 2 Weeks, 5 Weeks, 10 Weeks.  

Course → Course Details → Settings → Study Period

Enrolment → Course Details → Study Period

This field refers to the status of a 'Survey Contact'. 

For example; Available, Minor, Excluded etc. 

This is a category for a type of 'Survey'. 

For example; Satisfaction Survey, Feedback Survey etc. 

This field refers to how an Invoice should handle tax requirements. 

For example; GST Applies, GST Free etc. 

This field refers to Trade/Discipline options available under the Workforce Details for a Student Record.

For example; Mechanical Engineering, Electrical Engineering etc. 

Enrolment → Workforce Details* → Trade/Discipline

*Workforce Details must first be enabled under Enrolment Preferences.

This is a category for a type of 'Unit'. 

Depending on what is selected, other checkboxes may become available.

For example; Unit of Competency, Module etc. 

This field refers to the status of the 'Web Content' feature available in a Program. 

Communications → Web Content* → New Web Content → Status

*Web Content must first be enabled.

This is a category for the type of 'Welfare' that can be applied against a Student Enrolment Record. 

For example; Age Pension, Austudy, Carer Payment etc.