Inviting Students

1. As a Trainer, you have access to invite new Students to enroll into your class.  
   
   From the Trainer Dashboard, to access a class, simply click on the arrow next to the class name and select Go to Class button.
   
2. Once you are in the Class Dashboard, click on Class Management in the top header bar.
3. This will take you to the class management area of the Portal, where you will then need to click on Student List from the top header bar.
   
   
   
4. Now that you are in the Student List, click on the Invite Student button in the top right-hand side of the screen. This will open a pop-up window, where you will add in the Students’ details (first name, last name, email address and date of birth).
   
5. There are two different ways of inviting Students to a class and the method you use is reliant on the status of the Student you are wishing to add.
   1. New Student is defined as a Student who is not currently completing a course at your school with IVET or has never previously started or completed a course at your school with IVET. New Students are required to complete an enrolment and Language, literacy and numeracy (LLN) form.
   2. Current Student is defined as a Student who has completed another course, is part of another class, or has previously started or completed a course at your school with IVET. Current Students are not required to complete a new enrolment and LLN form if they have already completed this as part of a current or previous course enrolment.
      
      Examples:

• • Billy is going to be completing Certificate I in Employment Pathways at your school. This is his first time undertaking a VETiS program through IVET. Billy is classified as a New Student.
  • Brianna is also going to be completing Certificate I in Employment Pathways at your school. However, Brianna is currently also completing Certificate II in Kitchen Operations. She is classified as a Current Student.
  • Brayden will also be in your Certificate I in Employment Pathways class. He is not completing any other course at your school with IVET currently, but last year he did complete Certificate II in Sport and Recreation at your school with IVET. Brayden is classified as a Current Student. 
  • Briar is also going to be in your Certificate I in Employment Pathways class. This will be her first course at your school with IVET, but last year she did complete two of the units from this course at another school who also used the IVET Portal. Briar is classified as a New Student, because even though she has already completed some units in the IVET portal, it was with a different school. She will need to complete a new enrolment and LLN form under your school.
• Inviting New Students to enroll:
  
  
  • Enter the Students’ legal first name and last name, along with their email address and Date of Birth (DOB)
  • Click Invite.
• Inviting Current Students to enroll:
   
  • In the First Name field, begin typing the Students’ first name 
  • A listing of all Students who match will appear just below the first name field, along with the current Student's information (VETtrak ID, email and DOB)
  • Click on the option to select and the other fields will be filled automatically, then click Invite

6. After you click Invite, the Student will receive 2 emails:

• The first email will include a link specific to the class you have invited them to, this is to complete their enrolment form.
  Current Students will be asked to provide their VETtrak Participant ID, this ID will be included in the email they receive and will bypass them having to complete the full enrolment form.
  New Students will need to complete the full enrolment form.
• The second email will be sent once the above process has been completed and will provide them with their IVET Student Portal login details. New Students will need to complete a Pre-Training Review and LLN, current Students will again bypass this step.