In this Section:

• Award Configuration
• Create a New Award
  • Award Rules
    • Relationships Between Multiple Rule Types
    • Modify Award Rules
• Issue an Award
• Student Award Tracking and Completion

Award Configuration

Figure 1i. Navigate to Settings > Account

Figure 1ii. Enable Awards

Under the tab “Account Configuration”, change the field “Enable Awards” to “Yes”.

Create a New Award

There are two ways to create new Awards:

1. Navigate to Curriculum > New Award
2. Navigate to Curriculum Index > Award > Add New Award

Figure 2i. Navigate to Curriculum > New Award

Quickly create a new Award by navigating to the “New Award” form, directly/

Figure 2ii. Navigate to Curriculum Index > Award Index

Click the green “+” button to create a new Award and add it to the Awards Index.

Figure 3. Add New Award Details

Fill in the required fields, as indicated by red asterisks, and click the blue “Create” button.

Figure 4. Add Award Rules

Award Rules

You can three Award rule types:

• Programme
• Component
• Component Group
  • I.e. A batch of Components

Figure 5i. Programme Rule

Select a Programme for an Award to be achieved.

Figure 5ii. Component Rule

Select a Component for an Award to be achieved.

Figure 5iii. Component Group Rule

Multi-select Components that must be completed for an Award to be achieved.
NOTE: the Component Count isn’t specific to a Component, but rather the number of Components from a Component Group.

Relationships Between Multiple Rule Types

An award can be achieved when one or more rules have been met.

If you have multiple rules set-up, you can create relationships between them that solely consist of:

• AND statements
• OR statements
• AND/OR combination statements
  • These are complex, custom relationships

NOTE:

• Once you select the “Custom” option, you should establish rule relationships using the “Completion Formula” field:

Figure 6i. Establish Rule Relationships

Use parentheses (brackets) within the Completion Formula, where possible.

Modify Award Rules

You can edit existing rules or add new rules, only if the Award has not been issued to a Student.

Figure 6ii. Modify Rules

Issue an Award

Figure 7i. Award Status

Check that the Award Status is “Active”. If not, open the Awards tab and change the status.

Figure 7ii. Link the Award to the Programme

Navigate to Curriculum Index > Programme, then add the Award/s to propagate to the Enrolments of the Programme.

NOTE: This step is optional. An award can be linked to a Student directly, without being linked to one Programme.

Figure 7iii. Navigate to Student > Awards

On a Student’s Awards tab, click the green “+” button to link an Award.

Figure 7iv. Link the Award to the Student

Select and save one or more Awards.

Student Award Tracking and Completion

The Student Award Status can be automatically updated to “Completed” if the Award has rules attached to it.

Student Awards without rules must be marked, manually.

Figure 8. Open Student Award Details

Figure 9i. Monitor Progress and Auto-Complete Student Award

The progress bar (green) and coloured rule tags indicate the Student’s progress in completing rules which earn them an Award. Click the refresh button (orange) to automatically update the Student Award to “Completed”.
NOTE: Deactivating a student award (purple) conceals the other action buttons.

Figure 9iia. Manually Complete Student Award

If the Award has no rules, update the Student Award, manually.

Figure 9iiia. Add Required Details

Edit the Student Award to mark it as “Achieved” and provide the “Achieved Date”.

Figure 1i. Hovering over “Curriculum” (orange) in the top navigation bar reveals the “Grading Schemes” button (red) in the dropdown list. Click it to access the page “Grading Scheme Manager”.

Figure 1ii. The page “Grading Scheme Manager” where you must add a Grade Scheme name (orange), and edit it to add grades (blue circle).

Figure 1iii. Define a single grade by filling out the required fields marked by red asterisks and clicking the blue “Save” button.

Figure 1iv. The newly created grade will now show as its name (brown) and defining characteristics (blue) on the Grading Scheme Manager. You can edit a grade (green circle) or remove it (red circle) on this page.

Your grading schemes can now be assigned to components at the Programme level (Figure 2.), or used to mark components at the Enrolment level (See Enrolments – Edit and Progress Enrolments in this resource for more).

Figure 2. A grade scheme can be assigned to a Programme Component once it has been created in the Grading Scheme Manager.

Completion Rules are automated rules which perform tasks for you at the Enrolment level, when students complete components. They have conditions (criteria) that must be met to run actions (effects), both of which you can customise.

Note:

• Completion rules are created at the Programme level, by users assigned as Registrar in the Curriculum.
• Multiple Rules can run at the same time.

When you navigate to the Curriculum Index you can choose a Programme to view. Click on the “Completion Rules” tab, to add or edit Completion Rules (Figure 1.).

Figure 1. The Completion Rules tab (purple), shows 3 Condition Rules already set (red) at the Programme level.

Adding a Rule

Clicking on the green “+Add” button displays the options “Programme Rule” or “Component Rule“, which add rules affecting the completion status of all or specific components at the Enrolment level, respectively (Figure 2.).

Rule Types:

• Programme Rules: Influence the completion status of all components within a programme.
• Component Rules: Influence the completion status of specific components within a programme.

Figure 2. To add a Completion Rule, click the “+Add button and choose between a “Programme Rule” or “Component rule” (red).

The following screen prompts you to create a name for your Rule, and to set a condition and associated action/s i.e. When condition [blank] occurs, action/s [blank] is performed at the Enrolment level (Figure 3.).

Note: Rules are processed in a specific order, with the option to stop processing after certain rules.

Figure 3. For both Programme or Component Rules create a Rule name (1), then add a condition (2) and linked action/s (3). To stop any rules following this one, check the button at the bottom of the screen (green arrow).

When creating Component Rules, you will see a required field following “Rule Name” which allows you to select which specific components to apply the new rule to (Figure 4.).

This field doesn’t feature on the screen when creating a Programme Rule, as Programme rules apply to all components at the Enrolment level.

Figure 4. Select specific components to apply the new Component Rule (purple).

Ordering Rules

When you have clicked the “Save Rule” button in the bottom right of the screen, your Completion Rule will be saved on the main screen and an Event log will be created (See Event Log in this Resource for more).

If you have multiple Completion Rules saved, you can rearrange them by a top-to-bottom chronological order. However, keep in mind those where you had selected “Stop processing more rules” on creation, as this affects whether or not following Rules are performed (Figure 5.).

Figure 5. Use the menu list icon (red) beside a Programme or Component Rule to rearrange the execution order.

Running Completion Rules

Automated Execution

The system can automatically process completion rules through scheduled tasks once:

1. Component statuses have been updated at the Curriculum level
2. Components have been updated at the Enrolment level

Manual Execution

Navigate to a student’s enrolment record and click the “Run Completion Rules” button (Figure 6.).

Figure 6. At a select Enrolment profile, click the figure with a cog icon (purple) to access the “Run Completion Rules” button (red).

The results are summarised, and coloured messages indicate executions which are successful, failed and/or already executed (Figure 7.).

Figure 7. One Enrolment Rule has failed to execute (red), while another Component Rule has successfully executed (green text).

Managing Completion Rules

Editing and deleting Completion Rules is done at the Curriculum level, where you created the Rules (Figure 8.).

Figure 8. Click the green pencil icon to edit the associated Rule, or click the red trash bin icon to delete it.

Common Component Rule Configurations

Automatic Component Completion

Condition: Children Completion (all child components are complete)

Action: Change Completion Code (set to a completion code that counts as complete)

Grade Calculation

Condition: Weight (e.g., 70% of weighted components are complete)

Action: Grade from Children (calculates a weighted average grade)

Common Programme Rule Configuration

Notification on Completion

Condition: Completion Status (component is complete) Action: Event (creates a notification for staff)

Troubleshooting

Rule Not Executing

• Check if all conditions are met
• Verify that the rule hasn’t already been executed (check Event logs)
• Ensure earlier rules aren’t stopping processing

Rule Already Executed

If you need to re-run a rule that has already been executed:

1. Run the completion rules
2. Locate the rule with the “Already executed” status
3. Click the “Clear” button
4. Run the rules again

Rule Execution Failures

If an action fails during execution:

1. Check for error messages in the results screen once you have “Run Completion rules”
2. Verify that all conditions are met
3. Review the system’s event logs for more detailed information

They can be courses, modules, assessments, Unit Standards or subjects that are focussed to deliver specific learning outcomes, which learners must master to complete their programme and qualify for certification.

On this page:

• Create New Component
• Component tab
• Component | Compliance tab
  • NZ Compliance
  • AUS Compliance
• Component | Unit Standard tab (NZ)
• Component | Fees

Create New Component

To create a component in SELMA, navigate to Curriculum > New Component (Figure 1.).

Figure 1. Hovering over “Curriculum” in the top navigation bar reveals a dropdown list, where you can navigate to and click “New Component” (blue).

Once directed to the “New Component” information page, provide the necessary details and click the “Create” button to save the component (Figure 2.).

Figure 2. Clicking the “Create” button (blue) saves all changes to information fields.

Component Tab

You will now see a newly created Components page with empty fields.

Make sure to fill these out by clicking the pencil icon to edit them (Figure 3.).

Note: Fill out required fields marked by red asterisks, when editing. Unmarked fields are optional, and should be filled out in the case that your institution wishes to track specific information.

Figure 3. The Components Profile will open on the Component tab (orange). You can edit this tab’s details by clicking the pencil icon (purple).

Component | Compliance Tab

NZ Compliance

NZ Compliance tab (Figure 5.) is visible to New Zealand providers only, and must be filled out accurately.

Note: In order to set-up an NZ Compliance Programme with the correct values, it is highly recommend to have your Programme Approval document on hand, or your DXP Ngā Kete (formerly STEO) open in your browser.

(Figure 5.) NZ Compliance Tab at the Component level.

AUS Compliance

The AUS Compliance tab (Figure 4.) is visible to Australian providers only, and must be filled out accurately.

Note: In order to set-up an AUS Compliance Programme with the correct values, it is highly recommended to have your Programme Approval document on hand.

(Figure 4.) AUS Compliance Tab at the Component level.

Component | Unit Standard tab (NZ)

The NZQA approves the Unit Standards you deliver, which is listed under the Unit Standard tab. This tab is visible and relevant to New Zealand providers only.

Note: To create NZQA Unit Standards, please refer to NZ Compliance – NZQA Unit Standards in this resource for more information.

(Figure 6.) Unit Standard Tab at the Component level.

Component | Fees Tab

To list fees associated with a component, navigate to the Fees tab.

Click ‘+Add’ and complete all relevant details, then click ‘Save’ (Figure 7i. & 7ii.).

Note: Adding Fees at the Component level means that each Component fee will be inherited by associated Intakes and Enrolments, later.

(Figure 7i.) Fees Tab at the Component level (red), where you can “+Add” fees (purple) to components.

(Figure 7ii.) When the pop-up appears, fill out the required fields marked by red asterisks and click “Save” (red).

On this page:

• Create New Programme
  • Edit the Configuration Section
• Programme | Compliance Tab
  • NZ Compliance Tab
  • AUS Compliance Tab
• Programme | Fees Tab
• Programme | Components Tab
  • Map Components
• Programme | Intakes Tab
  • View and Assign Intakes

Create New Programme

There are a few steps required to create a new Programme with complete and relevant information.

Navigate to “Curriculum and select “New Programme” (Figure 1.).

Figure 1. Hovering where it says “Curriculum” in the top navigation bar shows a list of pages. Select “New Programme” (blue).

On the “New Programme” information page, you can name the Programme and fill out the required fields marked by red asterisks.

When done, click the “Create” button (Figure 2.).

The system should then open the Programme profile you have just created.

Fill out the remaining Programme information by clicking on the pencil icon to edit (Figure 3.) and the disk icon that replaces it to save changes.

Figure 2. When all required fields are filled out, click the “Create” button (blue) to save the information.

Figure 3. You will see other empty fields to populate after creating a new Programme (red). Click the pencil icon to edit (green).

Edit the Configuration Section

In this section, you can multi-select default PDF Report templates, such as transcripts or diplomas. Custom templates are also found here, should you need SELMA to develop a custom-built report template for your institution.

• Please Contact SELMA Support to request a custom-built report template.

Note: Selecting specific report templates, here, displays them to be used at the enrolment level, at the exclusion of the ones not selected. If you would like to configure all report templates at the enrolment level, please leave this field blank (Figure 4).

Figure 4. A multi-selection dropdown list of report templates to be used later, at the enrolment level.

Programme | Compliance Tab

NZ Compliance

The NZ Compliance tab is visible to New Zealand providers only, and must be filled out accurately (Figure 5.).

Note: To create an NZQA Qualification, please refer to NZ Compliance – NZQA Qualifications in this resource for more information.

AUS Compliance

The AUS Compliance tab is visible to Australian providers only, and must be filled out accurately (Figure 6.).

Programme | Fees Tab

To list fees associated with a Programme, navigate to the Fees tab and click the “+Add” button to save all relevant details (Figure 7.).

Note: Adding Fees at the Programme level means one total sum will be inherited by associated Intakes and Enrolments, later.

Figure 7. The Fees tab (green) shows an empty grid table. Add all relevant details using the “+Add” button (red).

Programme | Components Tab

Once components have been created, you can now add them to your Programme from the Components tab.

Map Components

Navigate to the “Map Components” button and click it to open a pop-up selection (Figure 8.).

Figure 8. The “Map Components” button (red) is used to add or remove components.

Search for “Available Components” in the left column, and drag and drop them into “Selected Components” on the right, to add components to the Programme (Figure 9i.).

You can reorder selected components from top to bottom according to the order of delivery of your course components.

If you would like to remove components from the Programme or reverse your additions, simply drag the components from the “Selected Components” column back to the left column (Figure 9i.).

Notes:

• Dragging a component over another (X) transforms it into a subcomponent of X, which is indicated by indentation on the list (Figure 9ii.).
• Removing components will only affect the Programme and future Intakes and Enrolments. It will not apply to previously created intakes and enrolments associated with the programme.

Figure 9i. The Map Components function enables the addition (red) and removal (blue) of components between two columns.

Figure 9ii. Dragging a component (red) into another creates subcomponents (orange). The subcomponent is distinguishable from the main component by an indent (purple).

Once your components have been saved to your programme, you will see a component grid table where “Grading”, “Weight %” and “Required” can be edited (Figure 10.).

Figure 10. A grid-table display of components where specific fields with greyed-out pencil icons (orange) can be edited with a double-click. Alternatively, single-click the green pencil icon under “Actions” to edit all fields for a single component (purple circle).

Note: Please avoid deleting items such as programmes, components, students, enrolments or intakes. Update to inactive status when possible.

Programme | Intakes Tab

View and Assign Intakes

To create and assign a new intake to your programme, click on the Intakes tab and select “+Add”. Then fill out the required fields and click “Create”. (Figure 11.).

The Intake profile that appears with its saved information now belongs to the Cohorts object, seen in the top navigation bar (Figure 12.).

Notes:

• Intakes can also be allocated via Cohorts.
• The “end date” is calculated automatically based on the start date you provide and the length of the programme.

Figure 11. The Intakes tab (top blue circle) and the button to add an intake (bottom blue circle)

Figure 12. A newly created intake from Programmes displays as a page under Cohorts, as it is saved there, too.

Curriculum Index:

• View Programmes or Components
• Search Feature
• Advanced Search Feature
• Save Search Feature
• Download Search Results

Curriculum Index

View Programmes or Components

There are two buttons which function as tabs to switch between views within the Curriculum Index (Figure 1.).

To view the Programme Index, i.e. the list of all Programmes within the Curriculum, click the “Programme” button highlighted blue within the red box in Figure 1.

To view the Component Index, i.e. the list of all Components within the Curriculum, click the “Component” button adjacent to the Programme button.

Figure 1. The Programme and Component buttons (red) function as tabs to switch between Programme Index or Component Index

Search Feature

The “Search” function allows you to quickly find specific records within an index, and will produce results that match your criteria the closest.

Criteria can include words featured in titles or statuses, and codes.

Figure 2. The keyword “diploma” (red) has been used to find a Programme title including that word.

Figure 3. The letter sequence “MRT” (green) has been used to find Programmes with codes that include that sequence.

Advanced Search Feature

The “Advanced Search” is an interactive element.

It contains fields which are hidden by default, and can be made visible by clicking the down arrow next to it (Figure 4.).

Figure 4. The Advanced Search feature (red) can be clicked (green) to filter for specific criteria.

When the Advanced Search is opened and specific criteria are added in the different search types , the grid will filter to display items matching your specifications (Figure 5.).

Click the blue “Search” button to apply your settings, or the yellow “Clear” button to reset all fields.

Figure 5. Specific criteria can be input into the Advanced Search fields (green), to immediately display results (red) including your parameters. Remember to click the blue “Search button” (labeled purple in the image), to apply your settings.

Save Search Feature

If there are Advanced Search criteria that you use often, you can save them by clicking the “Save Search” button (Figure 6).

Access your search settings again using the button “Saved Searches” (Figure 6).

Figure 6. You can save your specific Advanced Search settings by clicking “Save Search” (red) and viewing them by clicking “Saved Searches” (green).

Note: A pop-up window will appear when creating a Saved Search, prompting you to confirm additional settings you would like saved (Figure 7.):

Figure 7. Additional settings can be selected or de-selected (orange).

Rename or Remove Saved Searches

Click on the “Saved Searches” button to find your relevant search from a named list of Saved Searches (Figure 8.)

Figure 8. The “Saved Searches” button (red) reveals a list of named searches you have saved, any of which you can click (yellow) to “Rename” or “Remove” your selected Saved Search.

Download Search Results

To download your Search Results as a CSV file, click on the “Export CSV” button (Figure 9).

Doing so will send an email to the address you provided in your system profile.

Figure 9. The CSV button (blue) sends a CSV file download to your email address.

• Curriculum Overview
• Manage Curriculum
• Curriculum Setup

Curriculum Overview

At a high level, SELMA manages two different Curriculum items – Programmes and Components.

Programmes are structured pathways through which learners can develop specific skills and receive recognised certification from your institution. A programme can be:

• Your qualifications on offer
• A course you sell

Components make up the structure of a Programme and are organised to deliver specific learning outcomes. A component can be:

• A Course or Module (similar naming alternatives can be applied)
• A Unit Standard (NZQA-specific component)
• A subject
• An assessment

Manage Curriculum

The curriculum is created and maintained by anyone who is assigned a “Registrar” role in SELMA.

However, to find the Curriculum Index all users can navigate to Curriculum > Curriculum Index.

There, you can see a grid-style table containing all curriculum items i.e. Programmes and Components (Figure 1.).

Please refer to Tips and Tricks for Using SELMA Productively to better understand how to use grid displays in SELMA.

Figure 1. Programme Index grid display under Curriculum Index

Curriculum Setup

To set up your curriculum:

1. Create a programme
2. Create the components that belong to the programme
3. Map the components into the programme

These steps require time and attention when being set-up for the first time.

However, once the curriculum is set-up, it typically remains unchanged throughout the academic year and ensures accurate and complete information in the long-term.

Take Caution: All information must be accurate and verified as per regulatory standards. Failing to comply could result in incorrect compliance information and reporting which may affect your institute’s permissions and/or entitlements.