Information About onCourse Certificates

onCourse includes the AQF recommended templates for full Qualification Certificates, Skill Set Statements of Attainment, Statements of Attainment and transcripts. These templates can be modified as needed to meet your own style guides and content preferences. Certificates can only be generated from units that are recorded as part of onCourse enrolments or Prior Learning records. If you wish to include prior learning or credit transfer units, you will need to add these outcomes to the student’s record before you create the certificate.

General

By generating the certificate record in onCourse you will have created the data required to meet the ASQA Standards for RTOs 2015 - Standard 3. The certificate list is your Certificate Register. A certificate record you create is available in the certificate table in onCourse for printing, AVETMISS export and re-printing. Once created, the certificate record can be edited and amended or even deleted prior to printing, but after the record is printed it becomes locked in the database to ensure an accurate record of your issued certificates are retained.

The associate outcomes that make up the certificate also become locked in the database, so they cannot have their outcome status changed, or be deleted after the certificate has been issued.

Every certificate record created is issued a unique certificate number, which is printed on the certificate face.
The same number series is used for Qualifications and Statements of Attainment. The records will begin at 1 and automatically increment each time a certificate is created.

If you are required to generate and submit AVETMISS data, any certificate record you create that is marked as being for a full Qualification or skill set will create a corresponding record in the NAT00130 file. You can also export a CSV of your certificate register from the Certificates window.

There are several dates in an onCourse certificate record. They are awarded date, issued date, expiry date, printed on date and revoked on date.

Awarded
Awarded is the date the certificate record is generated in onCourse. It’s an arbitrary date in that it can be edited up until the certificate has been printed, or a PDF generated.

Issued
Issued is the date the Certificate PDF was first created from the certificate record. It can be edited up until the time the certificate has been printed, or a PDF generated. This is the date shown in the NAT00130 for AVETMISS reporting.

Expiry
Expiry dates are only used for timed certificates, like First Aid Certificates.
This is the date that the certificate will expire.

Printed On
This is the date the certificate record was last turned into a generated PDF and either distributed to the student digitally, or printed on to paper. It will update each time a new PDF is generated.

Revoked On
This is the date the certificate record was revoked by the system.

Automated Certificates

It is important to note here that an outcome with an indeterminate status like a 70 or 90 will trigger the certificate creation process. There are almost no cases where you should enter this value in an onCourse record - allow the AVETMISS export runner to set these values as needed.

For students with at least one successful outcome, create the certificate record (Statement of Attainment or Qualification, based on the 'Satisfies complete qualification or skill set' flag at the course level). If the outcome is already joined to a certificate, this script will not create a new certificate containing that outcome.

You can identify these auto-created certificates in onCourse as the issued on date will be 'not set' until they are printed.

Q: What will happen if a student has enrolled in full Qualification but only successfully completed some of their units?

A: If all the outcomes have been given a value, and some outcomes are unsuccessful, then the student will be issued a Statement of Attainment, rather than a Qualification. The successful units will print on the certificate face, and on the accompanying transcript, both the successful and unsuccessful units will be printed.

Q: What happens if a student is enrolled in a class with a single outcome and it is marked as unsuccessful, but then they resubmit and assessment and the outcome becomes successful?

A: They will not be issued a certificate in the first instance, because they were unsuccessful, however when the outcome is changed to success, it will trigger the certificate to be created

Q: If a student has three outcomes attached to their enrolment are two are marked as successful and one is not marked, will they get a Statement of Attainment for the two successful outcomes?

A: No, the automated certificate creation process won’t be triggered until the final outcome is marked.
You can choose to make them a Statement of Attainment for the first two units manually, and when the third outcome is marked, they will get a second Statement of Attainment containing only that unit. If you do nothing, they will get a single statement containing all three units when the final outcome status is provided.

Q: If a Statement of Attainment is created automatically for a student who partially succeed in completing a qualification, but I don’t want to issue it, what should I do?

A: Before the Certificate is printed, you can delete it, or if it has been printed, revoke it.

Manual Certificates

If at the course level, you checked the option 'Satisfies complete qualification or skill set' on the VET tab, enrolled students will be automatically generated either the qualification or skill set certificate for which the course is for. If you have not selected this option, Statements of Attainment will be generated. This option only selects outcomes from the student’s record that have been created due to their enrolment in this particular class.

Additional validation rules apply to this creation process to ensure that only student’s who have achieved the outcome of the course are issued with the correct certification. For example, where a course is marked 'Satisfies complete qualification or skill set' on the VET tab, and the student has one or more unit with a non-successful outcome, a Statement of Attainment will be generated instead of a Qualification or skill set certificate. Where no outcomes have been marked as successful, no Statement of Attainment will be created.