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PRISMS Training

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PRISMS Training September 2009 * Completion of the Student Course Variation will result in the status of the CoE for the student changing to Cancelled . – PowerPoint PPT presentation

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Title: PRISMS Training


1
PRISMS Training
  • September 2009

2
Purpose of the training
  • To achieve full compliance with the ESOS Act,
    National Code and the relevant sections of the
    Migration Act

3
About PRISMS
  • What is PRISMS?
  • What PRISMS stands for?
  • Where is it hosted?
  • Why do we use PRISMS?

4
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

5
Non-commencement of studies
  • Comments
  • Student didnt commence the course on the
    proposed start date. Unable to contact student to
    identify the reason for non-commencement.
  • Student didnt commence the course on the
    proposed start date due to state the reason.
    Student will be issued with new COE for next
    available intake.

6
Deferment/Suspension
  • Reason for this SCV
  • Compassionate and compelling circumstances OR
  • Student misbehaviour
  • Provider must inform the student that deferment,
    suspension or cancellation of enrolment may
    affect his or her student visa

7
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?).

8
Deferment/Suspension (cont.)
  • DIAC will investigate the students deferment and
    may reply to DEEWR with their finding. This may
    be to cancel the students visa if their reason
    for deferring is unacceptable or the CoE status
    may be returned to its previous status.

9
(No Transcript)
10
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
    providers complaints and appeals process within
    20 days of being notified of the provider's
    intention to report.

11
Unsatisfactory attendance (cont.)
  • Check
  • Warning letter has been sent
  • Intention to report letter has been sent
  • Correct address is entered on the database
  • Complaints Appeal process is finalised
    (Internal external)
  • No Leave of Absence have been granted
  • Attendance data entry is correct

12
Unsatisfactory attendance (cont.)
  • 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.

13
Unsatisfactory attendance (cont.)
  • Comments
  • First warning letter re low attendance sent to
    students 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. Students
    potential attendance percentage is 32 for third
    term 2008

14
Unsatisfactory attendance (cont.)
  • The NCN letter automatically begins a 28 day
    count down to the cancellation of the students
    visa.
  • If you have made a mistake
  • Fax a letter to DIAC AND
  • Student needs to see DIAC in person
  • Should be within 28 days form NCN letter is issued

15
Cancellations
  • Transfer to another provider
  • Withdrawal from the course
  • Student requests to cancel the course
  • Inactive cessation of studies
  • Non-ESOS visa
  • Completed course early
  • Provider decision to cease the enrolment

16
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

17
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.

18
Withdrawal from the course
  • Before the start date
  • Comments 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

19
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.

20
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.

21
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.

22
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.

23
Non-ESOS visa
  • Provider decision to cease student enrolment - gt
    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

24
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/ HTA

25
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.

26
DIAC Visa Actions
  • Check on regular basis
  • 8.11 DIAC visa actions PP TEG intranet
    www.teg.com.au/intranet

27
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
    ltPreviousStatusgt. The message from DIAC has
    caused the CoE status to be changed to
    ltStatusgt. 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.

28
DIAC Visa Actions (cont.)
  • 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
    ltCoEStatusgt.
  • 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

29
DIAC Visa Actions (cont.)
  • 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

30
DIAC Visa Actions (cont.)
  • 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

31
DIAC Visa Actions (cont.)
  • A Visa Ceased message has been received from
    DIAC for the CoE that had the previous status of
    ltPreviousCoEStatusgt. The message has changed
    the status of the CoE to ltCoEStatusgt.

32
DIAC Visa Actions (cont.)
  • 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 ltCoEStatusgt.

33
Database Training
34
Scenario 1
  • Student Name John Smith
  • Visa Student
  • SID 11111
  • Course General English for 10 weeks
  • Start Date 01/12/2008
  • End Date 20/02/2009
  • Class Beginner AM A

35
Enrolling John Smith
  1. Enter Personal Information
  2. Contact Information
  3. Course Enrolled, Start Date, End Date
  4. Choose Class
  5. Create Attendance Pathway

36
John Smiths 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
37
John Smiths 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

38
Recording LOA
  • Tick LOA Box
  • Enter the start and end date for LOA
  • Record 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

39
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

40
Change of Class
  • Click on CHANGE CLASS button, under
    Attendance/Pathway TAB
  • Select Intended Class
  • Enter the start date of the change
  • Enter the end date of the change
  • Record all updates in notes section

41
Scenario 3
  • John Smiths re-enrols for 6 more weeks
  • Start Date 23/02/2009
  • End Date 03/04/2009
  • Course General English

42
Scenario 3 (cont.)
  • Remember NEW Coe was issued for this enrolment
  • NEW attendance will be calculated
  • Student needs to attend orientation
  • Need to enrol into new course

43
Scenario 4
  • John was enrolled from the beginner into General
    English
  • Start Date 01/12/2008 End Date
    20/02/2009
  • AND
  • IELTS Preparation Course
  • Start Date 20/02/2009 End Date 03/04/2009
  • Any difference in how we record attendance
    compared to Scenario 3?

44
Attendance Reports
  • Click on REPORTS Tab

45
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-ItoRgt80 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

46
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

47
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)

48
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
    providers complaints and appeals process within
    20 days of being notified of the provider's
    intention to report.

49
Problem Cases?
  • Check if the information below is correct
  • Attendance Pathway
  • Student Course ID
  • Class ID
  • Number of weeks
  • College LIC, Student ID 35169
  • Reports Dates
  • Start 16/01/07 Update 16/01/09 End 16/01/2011

50
Unsatisfactory attendance (cont.)
  • Check
  • Warning letter has been sent
  • Intention to report letter has been sent
  • Correct address is entered on the database
  • Complaints Appeal process is finalised
    (Internal external)
  • No Leave of Absence have been granted
  • Attendance data entry is correct

51
Questions?
  • Thank you.
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