|
Learning agreements in ebs: ontrack Hub and ebs: ontrack Learner Hub
|
This release delivers a complete learning agreement process, enabling staff to trigger, manage, and version learning agreements directly from Concierge, while also allowing learners to securely review and acknowledge their agreements within ebs: ontrack Learner Hub.
This feature collection introduces the following key capabilities:
- Staff can trigger learning agreements from the new Enrolment Overview screen in Concierge.
- Learners receive email notifications when a learning agreement is available for review.
- A new Learning Agreement page in ebs: ontrack Learner Hub allows learners to view, acknowledge, and re-sign agreements when updated.
The new features can be accessed as follows:
- Staff Hub - Learning Agreements in Enrolment Overview
-
Staff can trigger the generation and sending of an up-to-date Learning Agreement based on the latest enrolment data. Initiates the workflow that creates the learner-facing document and triggers an email notification. The new Learning Agreement page is shown in the image below.
-
-
Learner Hub - Learning Agreement screen
-
Provide learners with a dedicated interface where they can review, acknowledge, and confirm their Learning Agreement. Learners can open and preview the document, and digitally acknowledge their agreement.
Staff can also resend updated Learning Agreements whenever enrolment changes occur. Upon resend, learners receive a new email notification and can view the latest version in the Learner Hub.
-
The new Learning Agreement page is shown in the image below.
-
|
To be confirmed
|
| Changes to Interviews and Offers in ebs: ontrack Hub |
This release introduces several enhancements across Interviews and Offers within Concierge, aimed at improving user control, flexibility, and efficiency in managing applications and enrolments.
The changes are as follows:
-
Interviews – Add Learner to Interview
-
Staff can now add learners directly to interviews within Concierge, replicating the functionality of ebs: ontrack Learner Hub without requiring navigation to ebs: central.
-
Offers – New Ontrack Role for Convert to Enrolment
-
Roles and permissions have been updated to provide more granular control over who can convert applications to enrolments. The Convert to Enrolment permission has been separated from the Edit Offers role. This allows administrators to grant conversion rights independently, without giving users full offer editing rights.
-
Offers – Create Offer Record
-
Staff with the Edit Offers role can now create new offer records directly from the Application Details Offers screen, as shown in the image below.
-
|
To be confirmed
|
|
Manage Fees and Waivers – Evidence Validation and Configuration
|
This feature enables staff and administrators to:
-
Configure waiver types that require evidence validation.
-
Prompt staff to confirm that evidence has been witnessed before a waiver is applied.
-
Record staff confirmations directly in the Fees and Waivers screen and Enrolment Flow within Concierge.
The new features are as follows:
- Fee Waivers Reference Data - Check for evidence option
- A new Check for Evidence option, defaulted to N, has been added to the Fee Waivers reference data. Admin users can enable this checkbox for each waiver type to indicate that supporting evidence is mandatory. When selected, this flag enforces a confirmation requirement for staff during the enrolment process on ebs: ontrack Hub.
-
Enrolment Flow - Evidence Check Integration for Waivers
-
When enrolling a learner, if the chosen waiver type requires evidence, the system will require staff to confirm that the evidence criteria have been verified or met by selecting a checkbox. This confirmation is mandatory before proceeding with the enrolment. If the waiver type does not require evidence, the staff can choose to select this waiver and enrolment process continues without any interruption. The image below shows the new evidence option on the enrolment flow.
-
|
To be confirmed
|
|
Enrolment Management in Concierge
|
This release introduces a comprehensive Enrolment Overview module within Concierge, designed to provide staff with full control over the enrolment lifecycle, from reviewing and updating enrolments to managing associated courses, fees, and sending learning agreements.
A new Enrolment Overview screen has been implemented, providing staff with the ability to:
- View parent and child enrolments and update enrolment status
- Manage child and elective courses
- Add and manage a learner photo
- View and manage fees and waivers
- Generate and send a Learning Agreement
The new features are as follows:
- Enrolment Overview Screen & Progress Code Update
-
Allows staff to review a learner's enrolment and progress them by updating the enrolment status (Progress Code).
-
This page shows both parent and child enrolments. Any change in Progress Code cascades automatically to all child enrolments associated with the parent.
-
-
Manage Children Screen
-
Allows staff to view, attach, or detach child courses, such as Maths or English, linked to a parent enrolment.
Staff can also add elective courses attached to an enrolment, offering flexibility in customising each learner’s academic plan.
Note that this requires the Manage Children and Electives role.
-
Fees & Waivers Screen
-
Provides visibility and management capability for financial aspects of an enrolment, including fees, balances, receipts, and waivers.
It allows staff to apply waivers to eligible enrolments and requires staff to confirm viewing of evidence for waivers that require such.
-
-
Learner Photo screen
-
Allows staff to capture or upload a learner’s photograph within the enrolment overview.
-
-
Learning Agreement screen
-
Allows staff to generate and send a learner’s Learning Agreement for digital review and signature within Learner Hub.
-
|
To be confirmed
|
|
Search results to use all/active records and all/current year header flags if selected
|
Concierge search results now respect the Current Year and Active Records flags in the Ontrack header. This enhancement ensures staff can filter results more effectively, returning only relevant records based on the selected filters.
|
To be confirmed
|
|
Allow Staff to Delete Learner Qualifications
|
Staff members with the Edit Qualifications permission can now edit and delete learner qualifications directly from the Application Details – Qualifications page, regardless of who originally entered them.
|
To be confirmed
|
|
Selection Control in Designer to Turn Pop-up Feature On/Off
|
A new configuration option has been introduced in Designer for the Add Grid control, allowing designers to choose whether a success pop-up message appears when a row is added.
This provides greater flexibility for page design, ensuring that designers can configure the experience depending on the context of the page. The default setting is enabled to maintain existing behaviour across Ontrack.
|
To be confirmed
|
|
Completed Application and Enrolment Navigation Options
|
After successfully submitting an application or enrolment, Ontrack Hub Concierge users are now presented with navigation options that provide a smoother user experience.
|
To be confirmed
|
|
Improved search
|
The search functionality has been extended and improved as follows:
- Phone number and email address search options
-
Concierge users can now search for applicants and enrollees using phone number and email address to better identify existing learners and reduce duplication errors.
-
Concierge users also receive a notification when a phone number already exists in the system. This helps prevent the creation of duplicate learner records.
-
Unlike email duplicate checks, which block record creation, phone number duplicates trigger a warning message. Users can then choose whether to continue or cancel the action.
-
Offer Status
-
Concierge users can now search for applications by Offer Status.
-
|
To be confirmed
|
|
Allow applications against courses that have either Authorised or Incomplete statuses
|
Staff can now apply for courses on behalf of learners in Concierge where the course status is Authorised or Incomplete, in addition to those with Active status.
The Course List in Concierge has been updated to include courses with Authorised and Incomplete statuses for applications.
|
To be confirmed
|
|
Withdraw Learner Applications Feature
|
New functionality has been introduced to enable staff to withdraw learner applications in ebs: ontrack Hub.
This functionality is available on the Learner Applications page, where a Withdraw button is now displayed for eligible applications.
|
To be confirmed
|
