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Resolving RSVET and RSCOS Report Warnings

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Warning messages do not necessarily indicate there is an error somewhere. It may mean that the system requires input from the user or manual changes need to be made.

The following warnings are covered in this article:

RSVET Report missing subjects from newly created programmes

Each time a new programme is created for a VET course we need to edit the programme record to set the Semester to '3' (full year). Without this the subject will not be picked up by the report. Any copies of the programme will already be set to full year and should show on the report with no issues.

Due to the above, please notify the SEQTA Service Desk or the school's CES when it comes time to proof VET reports.

WARNING: Programme did not specify whether it was sequential or concurrent.

  • To resolve this, ensure the correct 'Course Type' is selected and that the programme (or programmes for sequential courses) is set to either 'Full Year' concurrent or 'Semester 1' or 'Semester 2 (sequential)'. 
  • If the course type appears to be correct, follow the steps below. If this resolves the issue, it indicates there has been a change made to the original 'Course Type' at some point.
    1. Teaching Workspace > Timetable > Cover Page > Mark Book Settings.
    2. Change the Course type to a different course type (it doesn't matter which one).
    3. Click 'Save'.
    4. Change the Course type back to the correct one.
    5. Click 'Save'.

WARNING: Programme is concurrent, but has 1 subject(s). Expected 2.

This warning is not relevant any more as all courses are now listed as 'Full Year (Concurrent)'.

This indicates that the Concurrent (Year Long) programme has the same subject listed for both Semester 1 and Semester 2. Typically Year 12's report on courses as 'Full year (concurrent)' only, in which case this warning can be ignored. This warning can also be ignored if Year 11's have been intentionally timetabled in using the same subject code for the entire year.

  • Ensure the class is bridged.
  • Ensure the classes in the bridge have different subject codes. NOTE: Please do not make changes in the school's Timetabling system that will affect the class 'Code'.

Step 1: Find the 'Subject Code'

  1. Click on the Administration Workspace icon.
  2. Click on Timetable Management > Edit Timetables
  3. Select the timetable period for Semester 2.
  4. Find the class, note down the subject code.
  5. Change the timetable period to Semester 1.
  6. Find the class, note down the subject code.

Step 2: Check the subject description (Give this information to the SEQTA Service Desk)

  1. Note down the 'Class Code' for both the Semester 1 and Semester 2 classes. This information can be found by Checking the Class Bridge.
  2. Click on the 'Administration Workspace' icon.
  3. Select 'Data Management' (this requires the permission 'DATA: EDIT').
  4. Select 'Subjects' from the component list.
  5. Search for the 'Subject Code' note down the subject 'Name' and 'Description'.

WARNING: Programme is concurrent, but has 1 grade(s). Expected 2.

If a course runs for 2 and is Concurrent then we expect '2 Grades', one for Semester 1, and another for Semester 2. The two classes will also need to be bridged.

This message may appear if a student only completed one Semester, where this is the case delete the second entry from the spreadsheet prior to submitting.

This warning is only applicable to schools with semester-based timetables, if using a year-long timetable this warning can be ignored.

WARNING: Programme is sequential, but has 2 grade(s). Expected 1.

This message indicates there is more than one grade entered under the same Timetable period. To find which Timetable period reporting data has been entered into, check under all the available Report types for the available reporting periods in the 'Report Editor' page. 

The steps for doing this are as follows:

  1. Click on the Administration Workspace > Academic Reports > Report Editor.
  2. Select the student.
  3. Select the correct timetable period - the RSCOS report will indicate whether the issue is with Semester 1 or Semester 2.
  4. Select each of the Report types one at a time till the information displays. You will find one of these will have a lone subject template for the student in question.

WARNING: No grade entered for Written and Practical for subject where there should be

  1. Click the Teaching Workspace > Timetable > My Classes > Load Programme > Cover Page
  2. Click on Marks Book Settings 
  3. Ensure the correct 'Course Type' is selected. (i.e. Course of study (Practical) - Full Year Sequential or Semester One (Sequential) or Semester Two (Sequential) is selected).
  4. Click Save.
  5. Click on the Marks book page.
  6. Scroll across to the right to the Purple reporting section. Select the correct Timetable period, Report type (i.e. 2020 - Semester 1).
  7. Check the Written and Practical scores have been listed.

WARNING: Programme is concurrent, but has x subject(s). Expected 1.

The following warnings fall into the same category:

  • WARNING: Programme is concurrent, but has 2 subject(s). Expected 1.
  • WARNING: Programme is concurrent, but has 3 subject(s). Expected 1.
  • WARNING: Programme is concurrent, but has 4 subject(s). Expected 1.

This warning indicates the student was enrolled in more than one class for the selected timetable period.

WARNING: Programme is concurrent, but has 3 grade(s). Expected 2.

This warning occurs as a result of data being entered under the incorrect 'Timetable Period/Report Type'. In the example below, the second entry would need to be deleted. This can be done through the 'Marks Book' or through the 'Report Editor' page.

Entry Timetable Period Report Type Grade  
1 2021S1 Semester 1 A Correct
2 2021S1 Semester 1 B Incorrect!
3 2021S2 Semester 2 B Correct

 

Error uploading file or incorrect record type message when uploading

This typically occurs if the naming convention for the file is not in the correct format (i.e. the file being uploaded has the incorrect filename). 

File Naming

The file name convention is to be of the form: XXXXXSSSSTTYYY.csv
where:

  • XXXXX = record type (i.e. ENCOS)
  • SSSS = the provider code (i.e. 4001)
  • TT = S1, S2, Y1 for semester or year-long data
  • YYY = Y11, Y12 for Year 11 or Year 12 data or YUP for combined Year 11 & Year 12 data
  • For example:
    - a file name for enrolment records from provider 1002 for Year 11 would be ENCOS1002S1Y11.CSV
    - a file name for offerings of course records from provider 1002 would be OFCOS1002Y1YUP.CSV

Errors or missing data when printing RSCOS or RSVET reports

If the required information is not in the system, this may result in an error when printing the report, (i.e. a blank report with headings only or blank columns). Where this is the case, work through this article ensuring everything is set up as it should be and the required codes etc. are in the system. If this does not provide a resolution or assistance is required, please contact the SEQTA Service Desk.

Report does not complete

If the report does not complete (nothing appears under Notifications), this generally indicates there are grades in the 'Written' and/or 'Practical' field for one or more students.

There are two resolutions:

  • Delete the grades from the Marks Book
  • If the course is not reported on for RSCOS, then change the course type to something other than a 'Course of Study' course type (i.e. 'Marks-Based').

If the above information does not provide a resolution please contact the SEQTA Service Desk. Please include as much information as possible.

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