Internal: How to issue CoE ?

We issue the Confirmation of Enrolment (CoE) in PRISMS for international applicants who have accepted the LoO and made the required payment.

The international applicants refer to individuals who are not 

  • Australian or New Zealand citizens
  • Australian permanent residents
  • Australian permanent humanitarian visa holders

 

Payment policies are depending on the scenario: 

(i) Offshore students are required to pay a minimum of 1st instalment of the tuition fee + joining fee. 

(ii) Onshore students are required to pay the minimum of $595 joining fee.

(iii) If the student is eligible for a promotion, the updated policy must be followed.

 

1. Open the new offer acceptance ticket in 'Admissions-New Offer Acceptance' folder on Zendesk

mceclip0.png

mceclip1.png

 

2. Open the completed LoO to check whether student has signed on it

mceclip3.png

 

mceclip4.png

DocuSign login details

email: admissions@alg.edu.au

password: ALG4dmissions2023

 

3. Save the LoO acceptance in your computer. Make sure you save the attached signed LoO from the acceptance ticket and save in RTOM folder as record of acceptance.

mceclip0.png

 

4. Find student with offer ID in RTOM

mceclip2.png

5. Check whether student has made the payment

(i) If student/agent paid via bank transfer and forwarded us the payment receipt, the payment receipt can be found on Zendesk.

(ii) If student paid via credit card, the payment receipt can be found in RTOM document - payment folder.

(iii) If the student has made an international transfer, check with finance first. For international transfers, the payment should be in our account already before we can issue the CoE(s).

mceclip9.png

 

mceclip10.png

 

mceclip11.png

 

 

6. Check how much student has paid.

If student paid less than the minimum required amount, CoE can not be issued and we contact student/agent for the remaining payment. Ensure that the agent has not pre-deducted commission from the joining fee. Commission can only be deducted from the tuition fee. 

7. Check the conditions of the LoO. The conditions go on the CoE

Conditions are including:

  • Academic background
  • English proficiency
  • LLN test
  • mceclip12.png

Remember to put CoE comment if LLN/English condition is pending.

 

8. Check student location

  • Onshore students - conditional CoE can be issued to onshore students without the evidence for English proficiency. Send email reminder to onshore students for English proficiency evidence and offer them ALG's Versant English Placement test. 
  • Offshore students - the evidence for English proficiency must be provided before we issue the CoE.  If proof of English is not provided, the CoE can not be issued. You must send email reminder to agent/student for English proficiency evidence. The only instance we can issue the conditional CoE for offshore students is if they provide a Letter of Offer or CoE from an English college, as evidence that they will be studying English before commencing the course with ALG.
  • A conditional CoE can be issued for offshore student only if LLN is pending.

mceclip13.png

 

9. If the student is still pending conditions as per RTOM, search the Versant test result on Versant scorekeeper and LLN test result on the LLN robot before issuing CoE. 

 

10. Download LoO from RTOM. Double check that the acceptance LoO matches the main details, i.e, intake, campus, course, agent and payment method.

mceclip14.png

 

11. Issue CoE in PRISMS

(1) Login at https://prisms.education.gov.au/Logon/Logon.aspx 

(2)First click "Add new CoE" to search for the student

2023-08-21 13_20_54-Window.png

 

(3) Enter the student's Name, Family Name, Date of Birth and choose the Gender and click on Search for Student.

2023-08-21 13_26_20-Window.png

Once you click "Search for student", you will encounter one of 2 scenarios:

(i) The student will already have an existing profile. If the student has a student visa or has ever held a student visa, they will have an existing profile on Prisms.

(ii) The student will not have an existing profile. If the student has never held a student visa, they will not have an existing profile.  

For the first scenario, Enter the CRICOS Course Code and click on Search.

CRICOS course code and course name can be found on ALG Course Code List_202206A.xlsx, ' Course Info' tab and on the LoO

For the second scenario, there will be a notification that the student does not have an existing profile.

2023-08-21 13_49_24-Window.png

Click "Add new student" to create profile for the student

 

Once new profile is created, click next. Enter the CRICOS Course Code and click on Search.

mceclip15.png

Location -- Please find the location of each course at each campus at ALG Course Code List_202206A.xlsx, 'Course Info' tab.

  • Course start date, end date and total tuition fee can be found on LoO under Course Details 

mceclip16.png

  • If student has only paid $595 joining fee, the initial Pre-Paid Tuition Fee is $0. Other Pre-Paid Non Tuition Fee is $595; If student has paid for one term, the From and To dates for Initial Pre-Paid Tuition Fee is the 1st term start date and end date. If the student has paid for 2 terms, the From and To dates for initial Pre-Paid Tuition fee is 1st term start date and 2nd term end date, and so on. If the student is eligible for a promotion where the joining fee is waived, then the $595 payment will be allocated to tuition fee. 

2023-08-21 14_07_40-Window.png

In the instances where students did not pay for whole 1st study period tuition fee upfront, we should accurately reflect the prepaid tuition fee period on the CoE.

 

For example,

1st study period is from 19/04/2024 to 11/07/2024 (10 weeks), and 1st study period tuition fee is $2590

> case 1 -- the student has paid $2590 , the tuition period is the term duration

> case 2 -- the student has paid $925, the tuition period is a month

> case 3 -- the student has paid $2000, the tuition period should be shorter than 10 weeks.

 

  • Select 'No' to 'Provider arranged Overseas Student Health Cover (OSHC)'

English Proficiency section:

There are 5 scenarios that apply:

 

(1) Native Speaker:

(i) Select "Yes" to 'Is the student exempt from providing evidence of English language proficiency'

(ii) Select the country that apply under "Exception reason"

2023-08-21 15_40_20-Window.png

 

(2) Students who have completed a Certificate IV level course or higher from the Australian Qualifications Framework within 2 years from term commencement:

(i) Select "Yes" to 'Is the student exempt from providing evidence of English language proficiency' 

(ii) Select "Completed (within past 2 years) in Australia in English: substantial component of AQF level 4 or higher on a student visa" under "Exception reason"

2023-08-21 16_18_15-Window.png

(ii) Under comments section indicate the course they completed and institute name in full. 

2023-08-21 15_53_22-Window.png

 

(3) Students who have taken a Universal test, such as IELTS, PTE, TOEFL iBT, CAE or OET. This does not refer to ALG's Versant English Placement test:

(i) Select 'No' to 'Is the student exempt from providing evidence of English language proficiency' 

(ii) Select "Yes" to "Has the student undertaken an English test". 

(iii) Select the test type under "English test type undertaken to meet migration English requirements and the other details which apply".

2023-08-21 16_00_43-Window.png

 

(4) ALG's Versant English Placement test:

(i) Select 'No' to 'Is the student exempt from providing evidence of English language proficiency' 

(ii) Select "No" to "Has the student undertaken an English test"

(iii) Select 'Yes' to 'The institution used, or will use, other means of testing to ensure the student has. or will have, met the English language requirements for the course'

(iv) Select "English test" to "Other form of testing."

 2023-08-21 16_32_57-Window.png

(v) Select ' See Below' to 'Other form of testing comments'

(vi) Under comments section indicate that the student completed ALG's Versant English Placement test. Comments are including the information related to ALG Versant test. Refer to LoO + CoE comments - ALG Courses 2203A.xlsx

 

(5) English Placement test interview: 

(i) Select 'No' to 'Is the student exempt from providing evidence of English language proficiency' 

(ii) Select "No" to "Has the student undertaken an English test"

(iii) Select 'Yes' to 'The institution used, or will use, other means of testing to ensure the student has. or will have, met the English language requirements for the course'

(iv) Select "Interview" to "Other form of testing."

2023-08-21 16_44_06-Window.png

(v) Under comments section indicate that the student completed English Placement test interview. Comments are including the information related to ALG Versant test. Refer to LoO + CoE comments - ALG Courses 2203A.xlsx

 

12) Indicate student's current location

2023-08-21 17_41_55-Window.png

 

13) Check student's details based on the passport provided. Update student's details if not yet available. 

2023-08-22 13_29_09-Window.png

 

14) Determine if the student has an Australian or Overseas address and complete the mandatory fields.  Click on Save and Next.

2023-08-22 13_32_41-Window.png

15) If student has an agent representative, search for the Education Agent via Choose agent. Enter the agency name and click on Approve CoE.

2023-08-22 13_34_41-Window.png

 

If the notification below pops up, this student has not yet completed six months of his or her principal course with another education provider. We do not proceed to issue the CoE. 

Click 'Save and Exit', then ask the student/agent to contact another education provider and request the release in PRISMS. Once released, the student should notify us. 

The email macro on Zendesk

16) Save the CoE Certificate using LAST NAME First Name Course Name Intake CoE (CoE Code) format. Example, RAI Manish_Diploma of Community Services_T421 CoE (123456).

 

17) If student is enrolled for a package and you need to issue another CoE, click on Add Another CoE to Student and repeat the steps.

Other Pre-Paid Non-Tuition Fee is always 0. Joining Fee will only reflect in the CoE of the first course.

2023-08-22 13_42_18-Window.png

18) Choose Continuing Student as the Other form of Testing.

2023-08-22 13_45_24-Window.png

For the next steps, just double check if all the information is correct. Information will already be pre-filled from the first CoE issuance.

 

19. Add CoE number for each course in RTOM

Please initially use a dummy file when you upload a CoE in RTOM. After the Student Number is generated, that is the time that you can download the actual CoE and save a copy in RTOM.

mceclip0.png

mceclip1.png

20. Generate student ID

Once student ID is generated, student is transferred from offer stage to a student in RTOM

mceclip3.png

 

21. Find student with name or student ID under Student in RTOM then open the profile

mceclip6.png

Please remember to update the Student Number in Prisms as well.

 

22. Download the CoEs from Prisms after Student Number is updated, and send the CoEs to student (copy agent) via RTOM email

mceclip5.png

 

mceclip7.png

 

mceclip9.png

 

The sent email can be found in RTOM dairy

mceclip22.png

 

mceclip21.png

23. Assign student to a group with their campus and intake in RTOM

mceclip2.png

mceclip10.png

 

mceclip11.png

 

24. Save the LoO acceptance, payment receipt and CoE in RTOM Upload folder 

mceclip17.png

 

mceclip12.png

 

25. Add new student DVS information in RTOMmceclip13.png

mceclip15.png

 

mceclip19.png

 

mceclip17.png

 

mceclip20.png

 

 

26. Once the CoE is issued, close ticket on Zendesk  

 

Notes:

  • If you are issuing a CoE for an application where a CT Outcome Letter is involved (eg. re-enrolments), please ensure to update the Revised Study Plan Spreadsheet with the CT Outcome details.
  • Please update course status accordingly, if Conditional Enrolment or Enrolled.
  • If we are finalising an enrolment for a Resident student, no need to issue a CoE. Just send enrolment letter to the student and inform of any pending conditions before they can commence the course.

 

 

 

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.