Internal: ITR Reporting Process 2022

ALG will report an international student for:

  • non-commencement of the course
  • non-payment
  • unsatisfactory attendance
  • unsatisfactory course progress
  • students who have chosen not to access the internal and external complaints and appeal process within the appeal period.

Intention to Report (ITR) notification and ITR cancelling/appeal period

ITR Type Reason Why At Risk of Being Reported Email Subject ITR Cancelling/Appeal Period
Non-commencement of the Course The student did not start the course on the agreed first week Non-commencement of the Course 5 working days
Non-payment The student did not pay Intention To Report For Non-Payment of Fees 20 working days
NYS Attendance The student's attendance does not meet the requirement Notice of Intention to Report for Unsatisfactory Class Attendance 20 working days
NYS Course Progress The student has unsatisfactory course progress in two consecutive terms Notice of Intention to Report for Unsatisfactory Course Progress - Action Required 20 Working Days

 

1. Pull Up the ITR Reporting List

SX Team/ES Team will add the students who are to be reported to the ITR Reporting List. Processing Team refers to column R as YES for the students to be reported.

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2. Find the student in RTOM using the Student ID

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3. Update the student's enrolment in RTOM, PRISMS and Canvas

  • Update current course status and course finish date in RTOM
  • Course status -- Change current course status from ‘Current Student’ to ‘Reported’
  • Course finish date – change the course finish date to the date you are cancelling CoE

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Comment: The student was reported for non-commencement/non-payment/unsatisfactory attendance/unsatisfactory course progress

 

4. Update subsequent/future course status and course finish date in RTOM

  • Update the course status: change the subsequent/future course status from ‘Enrolled/Conditional Enrolment’ to ‘Cancelled’
  • Update the course finish date: change the course finish date to the same as the course start date

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Comment: The student was reported for non-commencement/non-payment/unsatisfactory attendance/unsatisfactory course progress

 

5. Update Subjects in RTOM via "Result"

Update the current course subject as "DO NOT REPORT IN AVETMISS(CANCEL)" and leave the comments as "reported for non-commencement/non-payment/unsatisfactory attendance/unsatisfactory course progress".

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Delete the future subject/s

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6. Notify Finance Team to update the student's payment schedule in RTOM

Send an email via Zendesk to payment@alg.edu.au with the screenshot of the invoices to be removed

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7. Update Canvas

Find the student in Canvas with the Student ID

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Suspend the student's account in Canvas

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8. Update CoE in PRISMS

Find the student in PRISMS with the student's name (or passport number)

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Open the current course's CoE

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Add the course variation details

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REPORTING FOR NON-COMMENCEMENT OF THE COURSE

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Comments: the student did not start the course.

 

REPORTING FOR NON-PAYMENT

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  • The date the student's studies terminated - the date you are cancelling the CoE
  • The student's last actual day of study on the CoE - the date you are cancelling the CoE
  • Comments - the student was reported for non-payment

 

REPORTING FOR UNSATISFACTORY ATTENDANCE / COURSE PROGRESS

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  • Did the student appeal within the 20 working day period: refer to ITR Reporting List Column M
  • Was the student's internal appeal successful?: refer to ITR Reporting List Column N
  • Did the student access the external appeals process?: refer to ITR Reporting List Column O
  • Comments: the student was reported for unsatisfactory attendance/course progress

 

9. Cancel subsequent/future course/'s CoE/s by following the same process (step 8), but use the following tagging and comments

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Comments: the student was reported for non-commencement of the course /non-payment/unsatisfactory attendance/unsatisfactory course progress on date/month/year format.

 

10. Send the cancellation notification to the student via RTOM

Go to "Letter" in RTOM

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Select the template "CANCELLATION OF YOUR ENROLMENT AT AUSTRALIAN LEARNING GROUP"

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Attach the cancelled CoE/s, copy the agent to the email and send

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11. Record the Reporting in RTOM

  • Create an ITR folder with the following format “ITR <ITR type>”
  • Upload the cancelled CoE in the folder

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12. Add Notes/Comments in "Interview"

“The student was reported for non-commencement/non-payment/unsatisfactory attendance/unsatisfactory course progress on XX/XX/XXXX. ITR was sent on XX/XX/XXXX.”

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IMPORTANT INFORMATION

If the student has received multiple ITRs including non-payment ITR, report the student for non-payment.

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