Video tutorial

General information

In Step1. General information, configure the following settings:

1.   Enter the course name or course code to search for the course and click Retrieve to retrieve the course information.

*Note: If the course cannot be found, ensure that the course has been configured and activated in Course configuration first.

2.   The general information of the course intake will be retrieved from Course configuration.

Note the following:

•    For SSG-funded courses, TPG contact details will be retrieved from TPG directly and not editable by administrators.

•    For SCTP (SkillsFuture Career Transition Programmes) courses, the corresponding bundle codes will be retrieved from TPG. Administrators need to select one bundle code for the intake, and then select a created SCTP run or create a new one.

3.   Administrators would need to configure the schedule details with the following steps:

•    Open to – Select an option to define the audience that the course intake is open to.

o    Public course intakes will be visible on course catalogue and available for anyone to apply.

o    Corporate course intakes will only be visible on the company portal. With the Corporate with funding and Corporate without funding options selected, specify the companies.

•    Registration start date – Select the registration start date.

•    Registration end date – Specify the registration end date directly or specify how many days before the course intake start date that the registration will end.

Note the following:

o    Registration end date must be before the course start date.

o    For SCTP courses, after the course intake registration period is updated via L³AP, those for intakes in the SCTP run will be updated accordingly as well.

•    Mode of training – Select the mode of training.

*Note: For SSG-funded courses that have more than one mode of training, select the mode that requires attendance taking. Administrators would be able to define the mode of training for each session under Timetabling configuration again.

•    Course start date and end date – For short courses, select the Specify start date and end date option and click Add course intake date to configure the start and end date of an intake. Administrators may select Automatically generate end date by pattern to let the system populate the course intake dates based on your pre-setup pattern.

Refer to Pattern profile configuration on how to setup pattern profiles.

•    Building name – Select a building from the dropdown list.

*Note: If the building name is not available for selection, refer to Master data for configuration first.

•    Room – Select a room from the dropdown list.

*Note: If the room is not available for selection, refer to Master data for configuration first.

•    Schedule information – Enter the course arrangement information for the course intake, such as course start time and end times, etc. The information will be displayed in course catalogue to learners.

4.   Any additional information can be included in the Additional information section, including reference material uploaded from local devices.

5.   In the Owner assignment section, add course intake owners by selecting from the Address book.

6.   In the Billing contact section, Fill in the information of the billing contact. Default name and email details are populated based on the first course intake owner configured at previous section. This information will be displayed on the invoices.

Note the following:

•    Enter an 8-digit phone number for Course coordinator contact number, without country code or special characters such as “+”, “-“, or spaces.

•    Course intake owner and billing contact information are retrieved from the configurations of the relevant course. The retrieved information can be updated based on your requirements.

7.   Click Save and next and proceed to configure Step 2. Course intake details.

Course intake details

In Step 2. Course intake details, configure the following settings in Course structure tab and Course certifications tabs:

1.   In the Course structure tab, select the pattern profile to be used accordingly. Click the View button to view details of the configured pattern profile. Subsequently, define the first day of the course date under Course-Mod start date.

You can also perform the following operations:

•    Set up class assignment – Select a course-mod and click Class assignment setup. In the Class assignment setup panel, select from the followings:

o    Use one default class – A default class will be created for this course-mod.

o    Create a new class once the class reaches your configured number of learners. If selected, you can restrict the maximum number of learners in classes of this course-mod.

o    Equally assign learners to your configured number of classes.

•    Set up semester/term – Select a course-mod and click Semester/Term setup. In the Semester/Term setup panel, select a semester for this course-mod. Available semesters/terms in the system are created in Master data.

•    Edit course-mod owners – Select a course-mod and click Edit course-mod owners. In the Edit course-mod owners panel, add the owners.

2.   In the Course certifications tab, you can view the certification structure of the course and perform the following operations.

a.   Click the certificate name to view certificate details as setup previously in Course configuration.

b.   Click Edit to edit the certificate details. Define the text on certificate under Customise certificate fields section

c.    Click Preview sample certificate to preview certificates.

3.   Click Save and next and proceed to configure Step 3. Course intake registration form.

Course intake registration form

In Step 3. Course intake registration, select a registration form. Click View to view the form details. The form is inherited from course configuration but administrators may choose to edit specific fields just for this intake only. Refer to Course configuration on steps to configure the registration form.

Click Save and next and proceed to configure Step 4. Registration information.

Registration information

In Step 4. Registration information. Configure the following settings:

1.   Configuration settings are inherited from course configurations. Administrators can edit the settings specifically for this intake only by following the same steps in Course configuration. Else, there is no action required from administrators in this step.

•    Capacity information

o    Minimum pax – Enter the minimum pax of each course intake.

*Note: Enter a value which if applications fall below this number the course will not run. This value is not an indication of an ideal class size. L³AP has auto-enrolment rule set in place for each course intake. If total applications for a particular course intake fall below this value the auto-enrolment rule will not be triggered hence that particular course intake will not be confirmed and no enrolment data will be synced to TPG.

o    Maximum pax – Enter the maximum pax of each course intake.

*Note: Enter a value which indicates the maximum number of applications you would take in for a particular course intake.

o    Waitlist – Choose whether to enable the waitlist for additional registration pax. If selected, enter the number. You can also choose whether to enable the Automatic waitlist handling. If enabled, all waitlist applications will be rejected one day before the course start date.

*Note: L³AP has set waitlist to default 10 pax.

o    Stop application process when the number of applicants reaches the registration pax – If enabled, the course intake status will be “Application closed” when the number of applicants reaches the registration pax.

o    Seat available status – Configure when to display "Limited slots available " on the course schedule of the course catalogue.

o    Company seat reservation – Configure whether to allow companies to reserve course seats without immediate learner registration or payment. The reserved seats will be excluded from the available number of seats displayed for this intake. If enabled, you can then configure an expiry day for the course reservation link generated by companies.

•    Minimum entry requirement – When the course has the minimum entry requirement, the conditions are displayed for reference.

*Note: SSG-funded courses will have this information synced from CMS.

•    Admission criteria – You can add additional admission criteria.

o    Add criterion – Click + Add criterion, select a section, and then enter the value for the criterion. You can add multiple criteria.

*Note: Section dropdown list is populated from the sections in registration form configured in previous step.

o    Evaluation criteria description – Enter a description for the evaluation criteria.

2.   Click Save and next and proceed to configure Step 5. Declaration form.

Declaration form

In Step 5. Declaration form, select applicable declaration forms that are visible to applicants. Click Preview to confirm the selection. Default declaration forms for SSG-funded courses have been pre-setup by SCALE team under Admin > Form template library. Additional forms can be added by clicking Add declaration form.

*Note: Select respective declaration under Residential address declaration form for SSG-funded courses. System will only display this declaration to applicants who stated residential address as Non-Singapore.

Click Save and next and proceed to configure Step 6. Course intake fee.

Course intake fee and cost

In Step 6. Course intake fee & cost, specify a date to invoice the sponsoring company and the payment option.

The available payment options of a course intake include:

•    Pay-upon-application (PUA) – The payment needs to be made when the learner submits the application. Additionally, offer of the course will not need to be manually sent to the learner.

•    Pay-upon-offer (PUO) – The payment needs to be made when a learner accepts the sent offer.

For details on the PUA and PUO course application management and steps on applying for both types of courses on behalf of a learner, refer to Application status and available actions.

Most of the settings in this step will be inherited from course configuration.

If the course intake has applicable discounts, select the discounts available for the intake. During learners’ course applications and payments, the highest applicable discounts will be automatically assigned to them. To edit the setup of a discount, click the Edit button and complete your updates.

After finishing all required configurations, click Save and next to go to Step 7. Accounting Setup.

Accounting Setup

In Step 7. Accounting Setup section, configurations will be inherited from course configurated by OFN Student Finance team. Administrators can select respective credit WBS account for this intake here if applicable.

Click Complete and click Publish on the popup window in order for this intake to be visible by applicants.

*Note: The intake will only be available after it has been published.

Additional actions

After a course intake has been set up, administrators can perform the following actions:

•    Extend registration – To extend the registration end date of a course intake, select the course intake, click Extend registration, and then select a new registration end date.

Video tutorial

•    Postpone intake – To postpone the start date or end date of a course intake that has specific start date/end date configured, select the course intake, click Postpone intake, and then select a new start date or end date.

Video tutorial

•    Confirm intake – To manually confirm a course intake if the number of applicants in the course intake does not reach the minimum pax, select the course intake and click Confirm. You need to upload approval supporting documents to confirm the course intake.

Video tutorial

•    Cancel intake – To cancel a course intake that has been published, select the course intake and click Cancel. After confirmation, the status of the intake will be Cancelled.

Video tutorial

•    Manage intake – To generate an application link for a course intake, select the course intake and click Manage link. You will be redirected to the Manage link page where you can copy or delete generated link, or generate new links for students or corporate links for companies.

Video tutorial