RTO / TRAINER USER MANUAL
Contents
1. employer from the drop down list presented Type in the start date with that employer in the textbox provided Click the Save button To release students for transfer to another RTO gt Click the Release Student button Type in the date the student was released from your RTO in the textbox provided gt Click the Save button EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 Student Name Card List Start Date 30307 1 fdsa cards adv 12 Jan 2011 Yes 7 May 2012 al 30807 2 user cards adv 12 Dec 2011 Yes 7 May 2012 F Monthly Card Test cards adv 01 Jan 2011 Yes 7 May 2012 E Joe Bloggs cards adv 01 Oct 2011 Yes 7 May 2012 E Apprentice Holmesglen cards adv 01 Jun 2011 Yes 7 May 2012 E Select the apprentice with checkbox and click on the appropriate button below Searching for cards From the main Card List screen you can click the cards hyperlink under the Card List column for the appropriate student to be taken to a search options screen Select the status year week to search for specific cards or leave the fields clear to search for all the student s cards To view a specific card s details click the period for the respective card Adv Advanced Standing From the main Card List screen you can Mana2. EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 Dear RTO Trainer System User Welcome to profile21 system This user guide describes the basic functions of the profile21 software application al Login Helpdesk Email Go to the profiling website www profile21 com au gt Enter the username and password specified for your account Navigation Links The latest news tips and important links are available on this page Students List Students Student Card Stats Add New Student Released Students Query Export gt List Students menu option Shows the list of students their details and reports You are able to search by name year week employer or leave all the fields blank to view all students under your RIO Training Department Particular students can be searched by their employer student name start date of their profiling and the student s account status Active Archived Blocked To view all students under your RTO leave the fields clear and click Search The list will show the following details for each student List Students Qualification UEE30807 Post 2009 Electrician Employer ad Start Date From To dd mmiyyyy Student Status Active Y F on Single Page Student Name EPIC ITB Suite 3 Level 2 187 Boundar
3. ce and the training package requirements gt Start Date shows the start date of their Profiling Click on this title to sort the list by start date Add New Student menu option This option allows students to be registered onto the Profile21 system RTOs Trainers can use this function to register new students under your college or department Here are clarifications for some of the fields used during registration Registration number this is used to identify the student on the system The registration number can have a combination of numbers and or letters For example you can use your internal student ID number Employer Details Select from the drop down list If employer is not listed assign or add the business in the employer section first gt Start Date Enter the start date of the student s initial employment The mandatory fields are indicated by asterisk symbol Once all of the details are completed click the SAVE button The apprentice will be registered on the database and a password generated and shown at the top of the page Released students menu option Transfer students to your RTO Trainer or reinstate a student you have released To reinstate or transfer a student to your RTO Enter the student s surname OR first name in the textbox provided and then click on Search Select the student by clicking on their name EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourn
4. dv 12 Dec 2011 Yes 7 May 2012 F Monthly Card Test cards adv 01 Jan 2011 Yes 7 May 2012 E Joe Bloggs cards adv 01 Oct 2011 Yes 7 May 2012 E Apprentice Holmesgien cards adv 01 Jun 2011 Yes 7 May 2012 E Selectthe apprentice with checkbox and click on the appropriate button below You may block a student from accessing the profile21 system Select the student s you wish to block by ticking the check box es located under the Select column heading corresponding to the student s name gt Click the Block User Access button gt Click the Block Selected Users button to confirm the action gt Student Card Stats menu option Search Students Student Name Qualification UEE30807 Post 2009 Electrician From Year Any Y From Month Any Y To Year Any Y To Month Any v Employer Elon Single Page _ Particular students can be searched by their employer student name start date of their profiling and the student s account status Active Archived Blocked Here you can see basic statistics for a student s card submissions Particular students can be searched by their employer student name start date of their profiling and the student s account status Active Archived Blocked To view all students leave fields clear and click search or search by the following gt gt Student Name first name OR surname of the student Period time period range for the student s card s gt Emplo
5. e VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 gt Enter the attachment date employer and the qualification in the spaces provided Click Save The student will be added to your RTO s Profiling registration and to your next invoice Query menu option Run an in depth query using employer card status Year Week Number of Cards Student search parameters Employers Search Edit Add Employers Shows the employer listings assigned to your College or Department User account Here new employers can be added to the system or current employer s details updated Only those employers assigned to your user account are shown An employer may be on the system but not shown in your list Before adding an employer you need to find if it is already in the master list by running a search To find add edit assign an employer gt click on Search Edit Add Employers from the Employers menu gt a search engine will appear gt to find an employer of yours search by full or part of the business name To edit an employer s details or add a new employer user gt Click on the company name in the list To assign a company to your user account gt Click on Link Create New Employer s search the employer select the employer and click Link Existing Employer s Confirm your selection s by clicking on Link Emp
6. ge the advanced standing RPL PWR for a student Click on the adv for the appropriate student to view the student s current advance standing applied to his her account To add new advance standing Click the Add New Advance Standing button gt Enter the start and end of the advance standing period to be applied to the account the period range is inclusive Click the Submit button gt Enter the number of hours applied against each activity Click the Save button To view edit advance standing Click on View Edit option to view the respective advance standing entry Use the textboxes to change any hours applied against the activities mentioned Click the Save button Start Date From the main Card List screen details of the student s start date for profiling will be displayed ROI This column shows that the student has accepted the Release of Information agreement when he she initially logged into the system Reports View download and print profiling progress reports EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 Blocking User Access Student Name Card List Adv Std Start Date Select 30807 1 fdsa cards adv 12 Jan 2011 Yes 7 May 2012 ca 30807 2 user cards a
7. loyer s to Your Organisation button If you are unable to find the employer then go to create new employer gt Employer users can be added by clicking on add new user Once their details are added and saved the database will generate a temporary password Messages Received Messages Sent Messages Send New Message Internal system messages can now be sent between your RIO Trainer the employers the students and profile21 s staff Received Messages menu option View messages sent to your user account EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 e To view all messages leave fields blank and click search or complete the fields for more specific criteria Sent Messages menu option View messages previously sent from your user account e To view all messages leave fields blank and click search or complete the fields for more specific criteria Send New Messages menu option Send a new message to either a student or employer e Select the user type and click Find Users This will bring up a list of users for this category e Select the user and click Create Message e Complete the message and click Send My Details Change Password Update Personal Details Edit RTO Detail Change Password menu opti
8. on When you first login to profile21 to commence profiling it is a good idea to change your password for security reasons Make it something that you will easily remember Passwords must be at least 6 characters long Please note the password is case sensitive Update Personal Details menu option Update your personal details on the system i e email phone number etc Edit RTO Detail menu option Update your RTO s details and add edit your RTO s users on the system To Edit RTO Details gt Click here to update the main RTO address phone and email gt New RTO users can be added or edited and existing users can either be archived or blocked from using the system Set Qualfications Set the default qualification for all search features on the system When you wish to exit from the system select the Logout menu option and then Click Here to EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 complete the logout process
9. y Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 A list similar to the one below will be produced Student Name i Adv Std Start Date 303807 1 fdsa cards adv 12 Jan 2011 Yes 7 May 2012 E 30307 2 user cards adv 12 Dec 2011 Yes 7 May 2012 F Monthly Card Test cards adv 01 Jan 2011 i Yes 7 May 2012 E Joe Bloggs cards adv 01 Oct 2011 Yes 7 May 2012 a Apprentice Holmesglen i cards adv 01 Jun 2011 Yes 7 May 2012 F Select the apprentice with checkbox and click on the appropriate button below By Clicking on one of the column headings you will sort the list by the column category For example to sort by Student Name in alphabetical order click on the Student Name column heading Click on the student s name to edit the student s registration details reset passwords unlock accounts and edit special details n Enter new Temporary password Unlock Accounts button gt Click the Unlock Account button Reset Passwords button gt Type anew temporary password in the textbox provided gt Click the Reset button make sure to notify the student of new password afterwards Edit Special Details button gt Click the Edit Special Details button gt To change a student s employer Click the Change Company button gt Select the
10. yer gt To view all students under your RTO leave the fields clear and click Search The list will show the following details for each student EPIC ITB Suite 3 Level 2 187 Boundary Rd North Melbourne VIC 3051 RTO TRAINER P 03 9654 1299 F 03 9329 0014 USER MAN UAL E enquiries profile21 com au W www profile21 com au ABN 32 262 490 270 profile21 Student Name Pending Approva i Cards Not Submitted Joe Bloggs 2 0 0 1 5 01 Ocv2011 30807 1 fdsa 0 0 0 0 17 12 Jani2011 Apprentice Holmesglen 1 0 0 0 11 01 Jun 2011 Monthly Card Test 2 8 0 0 7 01 Jan 2011 30807 2 user 1 0 0 1 5 12 Dec 2011 lt a Once you have brought up the student s list you can view the number of cards submitted rejected verified re submitted by the student The Search Results will show Student s name Click on the student s name to view cards Pending Approval indicates how many cards have been submitted for verification gt Verified indicates how many cards have been verified Rejected indicates how many cards have been rejected Draft Indicates how many cards were created as a draft but not yet submitted to employer Cards not submitted represent a number of weekly monthly cards that were not lodged by an apprentice since the start of his her apprenticeship until the current date The actual number of required weekly monthly cards may be greater or smaller and it depends on a type of data submitted by an apprenti
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