Student Management System essentials

What's a student management system? And what features do I need?

What is a student management system? (SMS)

A student management system allows you to manage every aspect of a training business—compliance, student records, courses, qualifications, assessment, and a whole lot more. It makes running a training organisation simpler, allowing you to focus on growing your business.
Get the full picture about student management systems, and why they're so valuable

What are the essential features of a student management system?

Student management is complicated, requiring a comprehensive system to cover everything. We've listed the critical features of an SMS below, which you can use to determine whether an SMS is worth investing in.

Compliance

  • Report on AVETMISS, USI, RAPT, CRICOS, and VSL data. Fix errors directly within the report
  • Generate compliant USIs
  • Manage quality register goals and tasks, linked to RTO Standards 2015
  • Upload evidence of trainer competency, and be notified of competency expiry
  • Capture key student documents in their application, such as passports, VISAs, insurance, qualifications, or anything else
More compliance features

Blogs

3 Common Non-Compliances You Need to Know, Direct from Auditors9 Reasons to Create a Culture of Compliance for Your RTO
AVETMISS reporting

Courses and accreditation

  • See student progress for a course, at a glance
  • Update student info such as competency status, funding codes, and AVETMISS status
  • Set up and manage training courses that meet nationally recognised standards
  • Track learner attendance, assessment and completion of accredited units of competency
  • Give assessors access to submitted assessments, for marking
  • Create professional, branded certificates in your student management system

Blogs

Training for New Industries—A Look at New AccreditationOpen Micro-Credentials — The New Digital Certification
Courses and accreditation

Assessments

  • Students can complete online assessments, with instant results
  • Map assessment tasks to units of competency, to remain compliant. Mapping against frameworks such as
    RTO Standards 2015 and Australian Qualifications Framework (AQF)
  • Create a range of assessment modes, such as observation checklists, online quizzes, short answer, marking criteria or RPL evidence
  • Create custom assessment plans for each course/qualification, e.g. work-based, blended learning, RPL only, etc.
  • Assessors can conduct and mark assessments, write outcomes, provide students with feedback, and apply their electronic signature to authenticate the assessment
  • Assessors can also capture photo and video evidence and upload against specific assessment criteria
More assessment features

Blogs

What Do Students Think of Assessment? Not What You Might ExpectAre you using outdated assessment techniques? 4 reasons to shake things up
Assessment

CRM

  • Send branded templates to students, such as registration letters, welcome letters, offer letters, course completion, progress or attendance reports, course withdrawal, refunds, and more.
  • Send bulk emails or SMSs to students
  • Automated SMS reminders for students with pending or overdue assessments
More CRM features
CRM

Enrolment

  • Show all qualifications and courses on your website, and manage them easily in your student management system
  • Allow students to browse courses on your website, enrol, or make enquiries. Configure the enrolment form to make the process as easy as possible for users
  • Define mandatory enrolment fields, and allow document uploads such as identification, certificates, visa or passport information, and more
  • Take payment for enrolments, including direct debit payment plans

Blogs

4 Ways to Leverage Your RTO’s Website
enrolment

Calendar & scheduling

  • Create calendar appointments for events, courses, or anything else you need
  • View upcoming events, courses, assets and more
  • Filter events by course type, location, user type (e.g. trainer), training category, coordination type, room, equipment
  • Notify attendees of new events
More calendar & scheduling features

Blogs

Work at an RTO? Here are 3 apps to keep you organised
Calendar

Workflow automation

  • Send automated emails and SMSs to multiple contacts
  • Increase quality with automated post-course surveys
  • Create schedules for recurring tasks to improve efficiency
  • Run scheduled reports (e.g. once a month) and send to users such as managers, trainers, or compliance staff
  • Run a scheduled AVETMISS validation report once a week, and receive it in your inbox
More workflow automation features

Blogs

Workflow Automation & VETWhy every training organisation needs workflow automation
workflow automation

Resource library

  • Version-controlled document management, linked to RTO Standards 2015
  • Cloud-based document management, accessible from anywhere
  • Store training documents, policies, web links, or whatever else you need
  • Create document categories, to keep things tidy
  • Set review dates for documents, and have the student management system remind you before the date
More resource library features
resources library

Quality management

  • Create quality improvement tasks for staff, to maintain high standards
  • Get valuable info from students and trainers, with surveys such as pre-course questionnaires, post-course evaluations, and client satisfaction surveys
  • Convert students’ survey feedback to quality improvement tasks
  • Create goals, and link tasks to them
  • Filter tasks and goals by creator, owner, related RTO standard, category, and status
More quality management features

Blogs

Smart SurveysGamification: the game changer for student surveys
quality management

Work-based learning

  • Trainers can capture evidence of work-based learning, as the work is being completed
  • Track the status and progress of students, their courses, assessments, units and work placements
  • Easily change or cancel work placements and send notifications to all involved parties
  • Produce timely reports on work placement attendance and outcomes
More work-based learning features

Blogs

How to Manage a Successful Work-Based Learning ProgramHow to Create a First-Class Work Ready Program
work based learning

Trainer competency

  • View competency status at a glance
  • Trainers can upload competency/currency evidence against single units of competency, or entire qualifications
  • Allow admins to review competency submissions, and respond with comments, a request for more information, or approval
  • The student management system should automatically notify admins when competencies are close to expiration

Blogs

Trainer Competence = Trainer Confidence
trainer competencies

Finance

  • Charge students for their tuition and other fees
  • Auto-send invoices when payments are due
  • Track and reconcile payments with ease
  • Generate Vet Student Loan (VSL) reports
  • Generate business performance reports and sales commission reports for your finance team
  • Export financial data to Xero, MYOB, or Quickbooks
  • Create payment plans for students
More finance features

Blogs

Technology and FinanceASQA Hike Up Their Prices, and Want Your Feedback
finance

Customer Testimonials

"Our students find the system easy to navigate, the trainers state the self-marking tool for multiple choice – single choice questions assists greatly, and the formatting of the portal allows for ease of marking for the short answer questions. I am truly impressed with how easy the system was to populate, to bring online and how easy our students and trainers find it to use. Could not ask for more."
Peter - SPASA Australia
"I value aXcelerate for allowing a panel of selected users to have an enormous influence in creation of the Online Assessment tool - I can vouch for the fact that the ability for it to map tasks to units of competency at a deep granular level is a significant differentiator. It is a tremendous time saver when it comes time to audit!"
Chris - Site Skills Training

aXcelerate has all the above features and more, which is why we're Australia's #1 student management system

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