PRISMS Training September 2009. PRISMS Training - January 2009 2 Purpose of the training To achieve full compliance with the ESOS Act, National Code and

PRISMS Training

September 2009

PRISMS Training - January 2009 2

Purpose of the training

To achieve full compliance with the ESOS Act, National Code and the relevant sections of the Migration Act


About PRISMS

What is PRISMS?What PRISMS stands for?Where is it hosted?Why do we use PRISMS?


Non-commencement of studies

Use this SCV when a student does not – has not or will not - commence their course when expected. CoE status will change to ‘Cancelled’ and DIAC will be sent the reason

Use Comments Field to explain the reason


Non-commencement of studies

Comments:

“Student didn’t commence the course on the proposed start date. Unable to contact student to identify the reason for non-commencement.”

“Student didn’t commence the course on the proposed start date due to [state the reason]. Student will be issued with new COE for next available intake.”


Deferment/Suspension

Reason for this SCV:Compassionate and compelling

circumstances ORStudent misbehaviour

Provider must inform the student that deferment, suspension or cancellation of enrolment may affect his or her student visa


Deferment/Suspension (cont.)

In the SCV Comments field, include all relevant information that will assist the DIAC Officer undertaking the investigation of the report OR indicate details of the exceptional compassionate circumstances (how were these beyond the control of the student and what evidence was provided in support?).


Deferment/Suspension (cont.)

DIAC will investigate the student’s deferment and may reply to DEEWR with their finding. This may be to cancel the student’s visa if their reason for deferring is unacceptable or the CoE status may be returned to its previous status.



Unsatisfactory attendance

STD 11 of the National Code 2007 8.25 Recording Attendance - TEG intranet (

www.teg.com.au/intranet) Provider must report through PRISMS that

the student is not achieving satisfactory attendance ASAP. The provider does not report until the process is completed and it supports the provider, or the student has not accessed the provider’s complaints and appeals process within 20 days of being notified of the provider's intention to report.


Unsatisfactory attendance (cont.)

CheckWarning letter has been sent Intention to report letter has been sentCorrect address is entered on the databaseComplaints & Appeal process is finalised

(Internal & external)No Leave of Absence have been granted Attendance data entry is correct



You must enter a response to each of the Appeals Processing prompts as well as responding to the other prompts that you will be presented with when processing this SCV type.

In the SCV Comments field, enter any comments that may be appropriate.

This Student Course Variation reason results in the Non-compliance letter being generated for you to send to the Student. The letter contains particulars of the breach and provides options as to the actions required to be taken by the student. Generally speaking, the student is required to attend in person before a DIAC officer within 28 days after the date the Non-compliance letter was issued.



Comments:

“First warning letter re: low attendance sent to student’s postal address: 34 Old Canterbury Road, Lewisham NSW 2049 on 9/09/2008; and intention to report letter sent on 19/09/2008. Student did not lodge an appeal within 20 working days. Student’s potential attendance percentage is 32% for third term 2008”



The NCN letter automatically begins a 28 day count down to the cancellation of the student’s visa.

If you have made a mistake:Fax a letter to DIAC AND Student needs to see DIAC in personShould be within 28 days form NCN letter is

issued


Cancellations

Transfer to another providerWithdrawal from the courseStudent requests to cancel the courseInactive cessation of studiesNon-ESOS visaCompleted course early Provider decision to cease the enrolment


Transfer to another provider

Use this SCV reason when a student leaves your institution and, to the best of your knowledge, has commenced studying at another institution.

Comments field - include the date the student left, the name of the new provider and CoE (if known) and other relevant information


Transfer to another provider

Comments:

“Student is transferring to another provider. Student provided Letter offer from Australian College of Education & Training. Letter of Release is issued and given to the student. Enrolment cancelled by student on 12/06/2008.”


Withdrawal from the course

Before the start dateComments field – include details of the

refund, when student requested to withdraw from the course, reason (if known) and other relevant information

Use cancel button for approved, pending and saved COEs OR

Student notified cessation of studies if the status is “visa granted”


Student requests to cancel the course

Use Student Notified Cessation of Studies SCV reason

Comments field, include the reason for cancellation of enrolment, the date the enrolment was cancelled and other relevant information.


Student requests to cancel the course

Comments:

“Enrolment is cancelled on [date]. Request made by the student. Letter of Release was issued. Student cancelled the course due to [state the reason].”


Inactive cessation of studies

That is where no information has been received from the student but the student just fails to return after an arranged holiday break, suspension or deferment.

Use Student Notified Cessation of Studies SCV reason

Comments field, include the reason for cancellation of enrolment, the date the enrolment was cancelled, if and how you tried to contact the student and other relevant information.


Inactive cessation of studies

Comments:

Inactive cessation of studies. Unable to contact the student due to no contact details provided to the provider. Student failed to return after scheduled term break for the term starting on 28/07/2008, subsequently student failed to enrol in a subject for a compulsory study period.


Non-ESOS visa

Provider decision to cease student enrolment - > No longer holding a student visa

Select this SCV reporting option only when you have seen evidence that the student is no longer the holder of a student visa

Eg. permanent residency or some other visa type that is not a student visa


Completed course early

Only use this SCV when the student completes their course one month or more before the expected enrolment completion date.

Comments field, you should indicate the course end date, the date the student completed their course, qualification obtained and other relevant information.

Must have evidence from DOS/ HT&A


Provider Unable to deliver course

Select this option only when the course remains registered, but for whatever reason, you will not be teaching the course to this CoE holder, at this time.

Must get approval first from your manager to use this SCV

Comments field – details why the course will not be offered, refunds and other relevant information.


DIAC Visa Actions

Check on regular basis8.11 DIAC visa actions P&P – TEG

intranet – www.teg.com.au/intranet


DIAC Visa Actions (cont.)

A visa granted message or visa cancellation overturned message has been received from DIAC for the CoE which previously had a status of ‘<PreviousStatus>’. The message from DIAC has caused the CoE status to be changed to ‘<Status>’. Where a student visa has been cancelled by DIAC, a student is entitled to request a review of the visa cancellation, in this case the visa has been re-instated. It is up to the provider to decide whether the student can re-commence studies with them.



A visa cancellation message has been received from DIAC for the CoE that had the previous status of Visa Granted, Studying or Reported on. The message has changed the status of the CoE to ‘<CoEStatus>’.

If the CoE had the status of Approved/Visa Granted this student will not/should not be commencing in the course.

If the CoE was Studying or Reported On the student is not able study without:

a current student visa; or a bridging visa with study rights; and, a current CoE;



A visa application refused message has been received from DIAC for the CoE that had the status of ‘Approved’, ‘Studying, or ‘Reported On’. The message has not changed the status of the CoE. If the CoE had the status of Approved/Visa Granted this student will not/should not be commencing in the course. If the CoE was Studying or Reported On the student is not able study without: a current student visa; or a bridging visa with study rights; and a current

CoE;



A ‘visa ceased’ message has been received from DIAC for the CoE that had the previous status of Studying or Reported on. The message has not changed the status of the CoE The student is not able to study without:

a current student visa; or a bridging visa with study rights and a current

CoE



A ‘Visa Ceased’ message has been received from DIAC for the CoE that had the previous status of ‘<PreviousCoEStatus>’. The message has changed the status of the CoE to ‘<CoEStatus>’.



DIAC has responded to an SCV raised against this CoE with either a ‘Decision Not to Cancel the visa’ or ‘Grounds do not exist to cancel the visa’ message. The CoE previously had a status of ‘Finished’, ‘Cancelled’ or ‘Reported On’. Receipt of this message has changed the status of the CoE to ‘<CoEStatus>’.

Database Training

Database Training - January 2009 34

Scenario 1

Student Name: John SmithVisa: StudentSID: 11111Course: General English for 10 weeksStart Date: 01/12/2008End Date: 20/02/2009Class: Beginner AM A


Enrolling John Smith

1. Enter Personal Information

2. Contact Information

3. Course Enrolled, Start Date, End Date

4. Choose Class

5. Create Attendance Pathway


John Smith’s Attendance

Mon Tues Wed Thurs Notes

28/11/2008 5/5 5/5 5/5 5/5

05/12/2008 0/5 5/5 5/5 5/5

12/12/2008 5/5 5/5 5/5 5/5

02/01/2009 0/5 0/5 0/5 0/5 Medical certificate - headache

09/01/2009 0/5 5/5 5/5 5/5

16/01/2009 0/5 0/5 0/5 0/5 Med cert. – unfit to study 2 days only

23/01/2009 0/5 0/5 0/5 0/5 LOA - Approved

30/01/2009 0/5 0/5 0/5 0/5 LOA - Approved

06/02/2009 5/5 5/5 5/5 5/5

13/02/2009 5/5 5/5 5/5 5/5


John Smith’s Attendance

Week 1 – Enter all attendance 20/20 Week 2 – 15/20 Week 3 – 20/20 Week 4 – 0/20 Week 5 – 15/20 Week 6 – 0/10 Week 7 – 0/0 (LOA approved) Week 8 – 0/0 (LOA approved) Week 9 – 20/20 Week 10 – 20/20


Recording LOA

Tick LOA Box Enter the start and end date for LOARecord on the notes:

LOA approved on dd/mm/yy by … on the grounds of:………. from dd/mm/yy till dd/mm/yy

Attendance is 0 expected


Scenario 2

John Smith was moved from Beginner am A to Intermediate am B on 14/01/2009 to start attending new class on 19/01/2009


Change of Class

Click on “ CHANGE CLASS” button, under Attendance/Pathway TAB

Select “ Intended Class”Enter the start date of the changeEnter the end date of the changeRecord all updates in notes section


Scenario 3

John Smiths re-enrols for 6 more weeks Start Date: 23/02/2009End Date: 03/04/2009Course: General English


Scenario 3 (cont.)

Remember: NEW Coe was issued for this enrolment

NEW attendance will be calculatedStudent needs to attend orientationNeed to enrol into new course


Scenario 4

John was enrolled from the beginner intoGeneral English

Start Date: 01/12/2008 End Date: 20/02/2009

ANDIELTS Preparation Course

Start Date: 20/02/2009 End Date: 03/04/2009

Any difference in how we record attendance compared to Scenario 3?


Attendance Reports

Click on “REPORTS” Tab


Attendance Reports (Cont.)

ELT – Student– To be posted on the notice board

ELT – Staff – For attendance Monitoring ELT-WL80-85 – A list of students with

attendance below 85% ELT-ItoR>80 – A list of students with

attendance below 80% 0 Hours per week – a list of students who were

absent for more then 4 consecutive days


Attendance Reports (cont)

On Weekly Basis: Print out student attendance report to post on

notice boards Print out warning letter for students below 85% Send warning letters to students on weekly basis Make sure that you file a copy of the warning letter Print out a list of students who are below 85% File it in the attendance monitoring folder Update Database by ticking “Warning letter sent

box” and entering the date it was posted Record all of the above in notes section


Attendance Reports (cont)

On Weekly Basis (cont.): Print out letters of intent for students below 80% Send letters of intent to students on weekly basis Make sure that you file a copy of letters of intent Print out a list of students who are below 80% File it in the attendance monitoring folder Update Database by ticking “Intention to Report

Letter sent” box and entering the date it was posted Record all of the above in notes section Attempt to Contact all students who were absent for

4 consecutive days (if not successful, keep evidence)


Unsatisfactory attendance

STD 11 of the National Code 2007 8.25 Recording Attendance - TEG intranet (

www.teg.com.au/intranet) Provider must report through PRISMS that

the student is not achieving satisfactory attendance ASAP. The provider does not report until the process is completed and it supports the provider, or the student has not accessed the provider’s complaints and appeals process within 20 days of being notified of the provider's intention to report.


Problem Cases?

Check if the information below is correct:Attendance PathwayStudent Course IDClass IDNumber of weeks

College: LIC, Student ID: 35169Reports Dates: Start: 16/01/07; Update: 16/01/09; End: 16/01/2011



CheckWarning letter has been sent Intention to report letter has been sentCorrect address is entered on the databaseComplaints & Appeal process is finalised

(Internal & external)No Leave of Absence have been granted Attendance data entry is correct

Questions?

Thank you.

Documents

PRISMS Training September 2009. PRISMS Training - January 2009 2 Purpose of the training To achieve full compliance with the ESOS Act, National Code and