Often the best resource that you can provide with a report request is a clear template. New documents and changes to existing documents where large formatting changes are necessary must include a template, this will ensure our report writing team can format your report to look exactly as you would like it to look.
With a little bit of input from you and a clear example of what your award should look like, our team can work with you to create a document you’ll be proud to present. This article details some common best practices when creating a template, including links to additional resources.
Document Format
We ask that templates are provided to us in a Word document format. Whilst we can work from PDF documents as well, retrieving text formatting and images from a PDF can be unreliable, especially if the PDF is a scan of an existing document.
Fonts
Our report writers have access to the standard Windows font library. When using custom font we may need you to provide .TTF font files as part of the supporting documentation, or an alternative font will need to be selected where those files are unavailable.
Our report writing software is limited in text format options. Half-size fonts, shadows, outlines or similar creative elements, can’t be easily replicated and while every effort will be made to match your template exactly, concessions may be required in these situations.
Images
Providing us with high quality images can make all the difference. When submitting a request, please ensure that any images are of the quality you would expect to see them on the finished product. If you want a watermark on your document we ask that you send us the image shaded as you would expect to see it in the final print, unfortunately our report writing tool doesn't have a watermark option (like Word) so we need to replicate this feature by sitting an image in the background.
Data Representation
Including a representation of the upper limit of data you expect to see on the document can help us account for formatting adjustments for units on the page, clients with long names or situations where the data displayed might be out of the ordinary.
For example, award templates should display the maximum number of units you will need room for. Should you have a qualification with 33 units on scope, then a record of results or statement of attainment will need space for all 33.
Other Helpful Formatting Options
Text colour/highlighting - identifying what data is to populate from VETtrak by giving it a distinct colour or highlight is a great way to show us which sections of the report should populate from VETtrak as opposed to static text.
Example data - where possible, merge fields have been populated in the document with examples so we have a clear idea of what you need each column to fill with.
Listed data rows - including a list of units, classes, clients or any other listed information showing the maximum number of rows you will need to fit at one time helps us to set up the report to accommodate the maximum rows you need.
Dates and date formatting - displaying the date format (such as dd/mm/yyyy) helps us see what format you want the dates displayed in.
Additional Resources
ASQA AQF Documentation/Fact Sheet
Custom Report Request Requirements - Most Common Award Report Setup