PRISMS Training

PRISMS Training

January 2009

PRISMS Training - January 2009 2

Agenda

8.00-8.30 Introduction & Purpose

8.30-9.00 About PRISMS

9.00-9.30 Create New COE & Change to COE/student details

9.40-10.30 Deferment/Suspension & Non-commencement, Change of Course

10.40-11.00 Unsatisfactory Attendance

11.00-11.30 Cancellations

11.30-12.00 Qs & As


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?


About PRISMS (cont.)

PRISMS – Provider Registration and International Student Management System

Secure database developed by DEEWR & DIAC to administer ESOS Act 2000

Monitor students’ compliance with visa & provider compliance with ESOS


Creation of COE

Personal Details fields (MUST enter SID) Course Details Enrolment Details:

Pre-paid course fees – Amount that student has paid to the college

Total course fees – cost for the entire duration of the enrolment with the college; should comprise tuition fees plus any other amounts (e.g. admin fees, OSHC, costs of books – ONLY if received by provider and if not included in the tuition fees)


Creation of COE (cont.)

OSHC YES – Only if the College received money

from the student and arranged OSHC on their behalf

NO – if you have only sighted evidence that the student has arranged his or her own health cover.



English Test TypeNone – The student has not undertaken an

English testTOEFL – The student has undertaken TOEFL TestIELTS – The student has undertaken IELTS testOther forms of Testing – The student has

undertaken an English test

English Test ScoreTest Results or Pass or Fail



Comments:Advise DIAC if Coe created after the

student has commenced studying after the course start date

For packaged enrolments, advise DIAC the conditions for student to start VET course

Comments re: OSHC (family/single cover etc)



Comments – packaged courses:



Comments – OSHC:

Student paid for 12 months of family/single OSHC


Change to COE/ Student Details

Currently a lot of changes due to mistakes made while issuing

Mistakes should be prevented while approving COE

Should be used to update student personal details (eg. student address)


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.



Change to Existing Enrolment

Extension of the COE Compassionate or compelling circumstances Intervention Strategy

Change to a course in a different sector (eg ELT to VET)

Change to a course in the same sector, gap created

Change to a course in the same sector, no gap created


Change to Existing Enrolment

Comments:

“Student is transferring to another course. Request made by the student.”


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”


Withdrawal from the course

Comments:


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>’.

Questions?

Thank you.

Documents

PRISMS Training