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.

Document

For Youth Camp course intakes, you need to configure the assessment report and acceptance letter to issue out in Step 3. Document.

*Note: For courses other than Youth Camp, this step will remain visible. However, the page will be locked for editing. You may proceed by clicking Save and Next directly.

In the Assessment report and Acceptance letter sections, you can:

•    Download a list of references for inclusion in your assessment report and acceptance letter. After being inserted, these references will be automatically replaced with the corresponding course information by the system.

To download the reference list, click Download the reference file in the upper-right of each section.

*Note: Available references in the assessment report and acceptance letter are different. Please ensure that the inserted reference exists in the corresponding reference list.

•    Drag or click browse to upload a DOC or DOCX file to this course. In each section, you can only upload one document.

•    Download and preview the PDF files generated based on the uploaded documents. To download the PDF files, click Download preview in the lower-left of each section.

Modifications to uploaded documents are allowed until the initial notification for each document in this intake is issued.

•    The acceptance letter will be issued when the offer is accepted and the billing is paid for individual and deemed paid for company.

To ensure the issuance, please turn on the notification settings in the instance applied to this course in Service management > Admin services > Application.

•    The assessment report is issued when the certificate is manually or automatically issued.

To ensure the issuance, please turn on the notification settings in the instances applied to this course in Service management > Admin services > Academic document manual action notification and Auto-issue certificate.

Upon completion, click Save and next to proceed.

Course intake registration form

In Step 4. 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 5. 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 the following:

•    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.

•    If the course type is Youth Camp, the declaration form will be turned off and not available for editing. All information requiring acknowledgement is included in the indemnity form filled in and uploaded in registration form.

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.

For Youth Camp courses that are open to corporates without fundings, the course rate can be structured such that a predefined number of learners is billed as a lump sum, with a specified deposit percentage required upfront. Any additional learners beyond the initial group will be charged separately at an alternative rate.

To set up deposit rate of the course, complete the following steps:

1.   In the Course intake setup section, select Deposit in the Rate by field.

2.   When the intake is rated by Deposit, the GST rate code field will be editable. Selected GST rate code will be applied to all invoiced generated for this intake.

3.   Then, in the Rate setup section, you can configure:

•    Max No. of pax – Enter the maximum number of pax in the package. Applicants within this number will be billed by the package rate.

•    Rate (S$) without (GST) in the package rate row – Enter the total amount of package rate.

•    Deposit (%) – Enter the percentage of the total package rate to be billed upfront.

Additionally, you can add additional pax to add a separate rate for learner beyond the contracted pax by clicking Add additional pax. Then, enter the Max No. of pax for the additional pax and the amount of Flat rate per pax.

*Note: The total number of package and additional pax cannot exceed the total pax available for this intake configured in Step 5. Registration information.

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: