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1. screen You will then be navigated to a screen where the Current Temporary Password New Password and Confirm New Password shall need to be entered and submitted This functionality allows the password change to happen immediately Please note this is different functionality from the Forgotten your password on the Logon page which will generate an automatic email with details on how to log on Page 9 Department of Education and Training PRISMS User Guide 3 USEFUL SOURCES OF INFORMATION 3 1 Web sites PRISMS log in page https prisms education gov au Logon Logon aspx Australian Department of Education and Training https education gov au Department of Immigration and Border Protection DIBP http www immi gov au DIBP World Index Content Details http www immi gov au contacts offices htm Legislation ESOS Act 2000 http www comlaw gov au comlaw management nsf lookupindexpagesbyid IP2004018 44 0penDocument ESOS Regulations 2001 http www comlaw gov au comlaw management nsf lookupindexpagesbyid IP2004010 61 0penDocument ESOS Registration Charges Act 1997 http www comlaw gov au comlaw management nsf lookupindexpagesbyid IP2004038 21 0penDocument Guide for Providers of Education and Training Services to Overseas Students http internationaleducation gov au Regulatory Information Education Services for Overseas Students ESOS Legislative Framework ESOS Regulations Pages default aspx Commonwealth
2. 4 38 How to create Reports and Exports PRISMS users with access type CoE Administrator have access to this function Some of these reports are presented in On Screen format and can be printed using the browser s print function Exports loads the data into an Excel spreadsheet Users can then save the spreadsheet and manipulate data and create reports according to their requirements Reports and Exports available to CoE Administrator users include e CoE and Student Export Page 72 Department of Education and Training PRISMS User Guide e Course Cost Comparison Export e Course Duration Comparison Export e Course Export e Course Location Export e Course Name Change Export e Provider And Student Defaults Export e Providers without GeoCode Data export e Student Contact Details Export e Student Course Variation Export e Welfare Arrangement Details Export e ARC Enrolment By Student By Course Export e ARC Enrolment Statistics ARC Amount Calculation e ARC Raw CoE Data Export e CoE Statistics by Country report e CoE Statistics report e Individual Provider report PEO details and Course List e Student Course Variation SCV Statistics report e User Statistics report 5 PROVIDER HOME PAGE SCREEN ALERTS When you log onto PRISMS it opens at the user s home page This section will address the tabs for a typical Confirmation of Enrolment CoE Administrator level user The three tabs you will see are Outstanding
3. 6 DIBP responded to a SCV with a Decision Not to Cancel the visa or a Grounds do not exist to cancel the visa the CoE status has changed Your action depends on the status of the CoE after the message See section 6 25 for details For a complete list of possible messages and actions refer to the table at section 6 2 5 Page 74 Department of Education and Training PRISMS User Guide 5 2 2 5 2 3 5 2 4 5 2 5 CoE Event History This section contains the history of all the CoE Events for the relevant CoE It allows the user to see at a glance what events have occurred in relation to the CoE Only the last five events from the CoE history are displayed in this list You can access a full history of this CoE by clicking on the full list icon below the list Recommended Course of Action This is the important part of the screen In this section the system provides a recommended course of action To ensure the student s visa status and the records in PRISMS are correct it is important that the recommended course of action is undertaken Often it will require forwarding information on to the student The steps in doing this are covered later For a full list of possible messages and actions refer to the table at section 6 2 5 Action Taken This is a free text field that allows the user to enter notes on any action taken These notes are not stored in PRISMS but are only entered so they can be printed out ona pa
4. W Lee ESSN PARIAR OO Department of Education and Training Provider Registration and International Student Management System PRISMS Provider User Guide This Guide is for users with CoE Administrator CoE Create and CoE Agent access levels Last Updated Jan 2015 Note This User Guide can be printed or used online Department of Education and Training PRISMS User Guide TABLE OF CONTENTS INTRODUCTION cuss tee ccss nce iaste asec cca ss ett ech acsten eect eae ie 4 1 1 What is PRISMS Provider Registration and International Student Managenient System enori oleate Chasedveshessanestlsndera ques A e EST ESN 4 1 2 What is a CoE Confirmation of enrolment sessseeesseessessseeseeessseessresseessee 4 1 3 Purpose and layout of this guide y 5 ip ccas ccrsthactense sages eeecnasaeseadcanceinat vaccanteaaecuaieecee 4 PRISMS CONDITIONS OF USE aassssasnsnnunneennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnn 5 2 TEREE Sa i BE AE AN E A EE E E 5 2 2 Conditions of Access and Use eeessessseeessessresressesserstersessrestesseteresresseeseseresee 5 2 3 Registration of NeW uUsers sesssesesesessseesseessersseresseessstesseessessereseeesseesseesseesset 6 2 4 Registration signatory delegates 5 5 5cic403dayeaydsosGe 55 cadre nds Sa sadvnsseceusncsgesedianeea acoucss 8 2 4 1 Staff departing the organisation ccccccecceeececeeeeeeeneeeeeeeeeeeeseeeeseaeeeeeeeeeeees 8 2 4 2 Forgotten
5. eeeeeeeeeenteeeeeeaes 42 Department of Education and Training PRISMS User Guide 4 22 Requesting access for CourseCostUpload amp Link Courses to Locations Menu43 4 23 How to update Course Costs in bulk ec eeeeeeenceeeeececeeececeeeeeceeeeesseeeeeseeeees 44 4 23 1 Upload Course Costs via the Course Cost Upload Menu eeeeee 44 4 24 How to update Student Contact Details in DUIK eee eeeeeeeeteeeceteeeeeteeeees 46 4 25 Linkng Courses to Locations 41 secsscssccgecedascavaaealissaees stave suteceaaeasuasectedensceeantevens 48 4 26 Student Course V aAtiaWONS 3 35 0i502 ica casnosceedeal weasensehecelsaeecoadohecageslugcdassaueiauaied 50 4 26 1 Termination of student studies prior to completing the course cee 50 4 26 2 Non Compliance with visa conditions cccccceeeeeeeeeeeeteeteeeeeteaeeeeaeeseneeeeaes 52 4 26 3 Non commencement of student studies 0 0 0 eee eee enteeeeeeneeeeeeeaeeeeeeaeeeeeenaes 54 4 26 4 Deferring suspending student EnrolMent eccccecceceeeeeeeeeeeeeeeeeeeeeeeeseeaeees 55 4 26 5 Student requests change to existing enrolment cceeeeeeeeeeeeeeeeeteeeeneeeeees 56 4 27 How to Create a Student Course Variation for CoEs already on PRISMS 58 4 28 How to Search for Student Course Variation ccccccccsssscceceessneeeeeeesseeeenees 61 4 29 How to Search for a Course or COUrSE S ccccccceeesssececeessececsessececeeessaeeeenes 62 4 30 H
6. Save and Next Button The student enrolment details will be saved Page 27 Department of Education and Training PRISMS User Guide Step 7 If a CoE is created for a student less than 18 years of age PRISMS will display the Parent Guardia screen The information required for the Parent Guardian will be mandatory for all students under the age of 18 years a Enter contact details for the Father or Mother of the student who has the ability to act on behalf or represent the student Or b Enter contact details for an authorised person who has the right to act on behalf or represent the student where the parent is not the nominated person Note The authorised person must be an individual other than the education provider Step 8 PRISMS will display the Choose Agent screen Note Only users with CoE Administrator and or CoE Create access will need to complete this step Agent details will be copied automatically for CoE Agent users e Use this screen to indicate whether or not an agent was involved in the enrolment of a b the student Agent Involved select this option to record the agent details A list of all agent records maintained by your organisation will be displayed for selection PRISMS agents and IDP organisation s registered with the provider are automatically included in the provider agent list e Choose the agent from the provider agent list multiple agent recor
7. Where the student requests a change to a course in a different sector the provider needs to advise the student that they will need to attend a DIBP office as there could be a change to the student s visa requirements To process this request the provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change to course and update any other details for the CoE On Approving the CoE responds to the system prompts The system will cancel the original CoE and set the status of that CoE to cancelled and if a new CoE has been created then set the status of that CoE as required maybe to Approved Visa Granted or Studying depending on the course start date entered 4 26 5 3 Change to a course in the same sector possible gap created at either the start or end of the course OR the study period is shorter The gap referred relates to any difference created between the course start and end dates of the new CoE when compared with the course start and end dates of the original CoE For example if the original CoE course start date is 1 07 2007 and the course start date on the new replacement CoE is 1 08 2007 then a gap has been created Similarly if the course end date of the original CoE was 30 06 2008 and the course end date of the new r
8. the student s attendance is at least 70 percent and the student is maintaining satisfactory academic performance and this is consistent with the providers documented attendance policies and procedures Where a student has been assessed as not achieving satisfactory attendance the provider must notify the student of its intention to report the student The written notice must inform the student that he or she is able to access the registered provider s complaints and appeals process and that the student has 20 working days in which to do so If the student accesses the provider s complaints and appeals process and this results in a decision that supports the registered provider the registered provider must report through PRISMS that the student is not achieving satisfactory attendance as soon as practicable 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 For accredited and non award ELICOS courses and accredited schools courses e Providers record attendance and require a minimum attendance of 80 percent but may decide not to report a student for breaching 80 percent if e there is documentary evidence demonstrating that compassionate or compelling circumstances apply e the decision is consistent with its documented attendance policies an
9. CoEs DIBP Visa Actions and Welfare Arrangements 5 1 Outstanding CoEs Tab This tab lists the CoEs that are incomplete in some way and require further action The figure in brackets indicates the total number of records on the tab These are the CoEs that have a status saved and are waiting to be submitted or they are pending and are waiting to be approved or cancelled By double clicking on the line the CoE will be opened in Edit mode The action taken after opening will determine what happens to the record on the list If the Save CoE Student button is clicked then the record will remain on the list awaiting further action If the Approve CoE button is clicked then the status of the CoE will change to Approved and the record will be removed from the list Clicking the Cancel CoE buttons the status of the CoE will change to Cancelled and the record will be removed from the list Page 73 Department of Education and Training PRISMS User Guide 5 2 DIBP Visa Action Tab Each day the Department of Immigration and Border Protection DIBP sends updates to PRISMS of any student visa status changes Some of these cause CoE status changes that may be of interest to providers and require further action Any visa updates for your provider that may need action are displayed on the DIBP Visa Action tab The number of records that are currently requiring action is displayed in brackets on the tab Double clicking on a record will open the
10. DIBP Visa Action screen for that record The top part of the screen displays some student details including Student Name Provider Student ID Course Name and ID CoE Status and course dates There are four headings on the page containing all the relevant information of the student and the visa update 5 2 1 Background This is a system generated explanation of the update PRISMS received from DIBP and some other basic information In brief there are 6 main themes to these messages and in broad terms they are Broad Message Meaning 1 DIBP have overturned a previous visa grant or visa cancellation which has brought the CoE back to life You will either need to report on the CoE or bring the student back to study 2 DIBP have cancelled a visa for a CoE that has changed the status You need to determine if the student is allowed to continue studying 3 DIBP have refused a visa application for a CoE and has not changed its status You need to determine if the student if the student is allowed to continue studying 4 DIBP have ceased the visa for a CoE which has not changed its status You need to determine if the student is allowed to continue studying 5 DIBP have ceased the visa for a CoE and the student no longer holds a student visa for the course You need to determine if the student is allowed to continue studying You must also report on or cancel the CoE You need to contact the student and get them to contact DIBP
11. Period To Date The date that the period of study ends of the tuition fee amount entered above Note There is no requirement for holiday breaks to be included in any particular study period this is up to each provider to determine e Date Received From Student The date on which the payment amount was received by your organisation for the tuition period entered above e Click Save to save the payment details e Click Cancel if you do not want to proceed with the payment details 4 22 Requesting access for CourseCostUpload amp Link Courses to Locations Menu Course Cost Upload amp Link Courses to Locations function is available to only those Users that have been granted access by their RSD Registration Signatory Delegates The following step by step process describes how you can apply for additional access Step 1 Navigate to your account details by clicking Change My Details link Firstly you will need to click Change My Details link on the top menu bar in PRISMS to access your account details Here you can update your details change password deactivate your account and also apply for additional access Step 2 Navigate to Request Additional Access by clicking Request Additional Access link under Change My Details page On the Change My Details page you will need to click Request Additional Access link Step 3 Select the appropriate option under Select
12. Register of Institutions and Courses for Overseas Students http cricos education gov au National Code of Practice for Registration Authorities of Education and Training to Overseas Students http internationaleducation gov au Requlatory Information Education Services for Overseas Students ESOS Leqgislative Framework National Code Pages default aspx 3 2 PRISMS Help Team in Department of Education and Training Email prisms education gov au Phone 61 2 6240 7647 3 3 Department of Immigration and Border Protection Phone 61 2 131 881 Page 10 Department of Education and Training PRISMS User Guide 3 4 User guide online help This User Guide is available by selecting the Provider User Guide menu option from the left hand menu list under the Information heading from the PRISMS home page Page 11 Department of Education and Training PRISMS User Guide LEVELS OF ACCESS READ THIS FIRST There are three levels of access available for PRISMS users The level available to each individual is determined by the Principal Executive Officer or a delegate of a CRICOS registered provider This section provides a description of each level of access and the functions available to users with that access If you are accessing the guide on line click on the number or description of each function and it will take you to a systematic guide to that function Once you have completed a function you can return using the back a
13. Required Access drop down menu Following Step 2 will display the below Request Additional Access page where you will need to select one of the below options under the Select Required Access drop down menu depending on the access type you require e Course Cost Upload user who can submit course cost change requests e Course location linking user who can submit requests to change courses linked to locations Step 4 Submit your request The details of your home organisation will be displayed on selecting the required option under Select Required Access You will now need to choose a Registration Signatory Page 43 Department of Education and Training PRISMS User Guide Delegate RSD and then click Submit Request button to send off the request This will be the final step Once the request has been submitted you will need to wait for your selected RSD to approve the request After the access has been approved you will need to log out of PRISMS and log back in to view the required menu You will be notified of the approval via email 4 23 How to update Course Costs in bulk Course Cost upload function is available to all education providers to be able to submit a request to their designated authority TEQSA ASQA and or State Teritorry Authority to update one or more courses registered on CRICOS A request to update course cost in bulk via this function will not automatically update the cost on CRICOS Your r
14. State Territory This is mandatory for Australian addresses only The PRISMS system will automatically set this to the State Territory in the address of the current organisation see the beginning of this section by default You are able to edit this field if required by selecting from the drop down menu list Postcode This field is mandatory The PRISMS system will automatically set this to the Post Code in the address of the current organisation see the beginning of this section by default You are able to edit this field if required Comments Not mandatory Enter any comments regarding the contact in this field e Click on the Save Contact button e f you are creating an International Student Contact PRISMS will display a message asking By providing details of an International Student Contact for lt organisation name gt you agree to this contact information being displayed on the public CRICOS web site http cricos education gov au If you agree click the OK button e The PRISMS system will display a message asking Are you sure you want to create this Contact If so click the OK button Page 71 Department of Education and Training PRISMS User Guide e PRISMS will display the confirmation screen for the contact you have just created You are able to update the contact details by clicking on the contact name hyperlink 4 36 How to view a News Item The PRISMS Home page displays a list o
15. and Gender Avoid being too specific This will allow PRISMS to bring up records that may have been entered with spelling differences or special characters hyphens accents etc e f you believe that a student already has a record at your provider but is not shown in the results make the search as wide as possible At large providers this may produce too many results Once you have entered search options click on the Search for Student button Step 3 PRISMS will display the Student search results e Ifa student match is not found PRISMS will ask you if you wish to add a new confirmation of enrolment If you are sure that the student does not have an existing record select the Add New Student button e Ifa single student match has been found PRISMS will display the existing student details To ensure that the student found is the required one check the full details of the student e f you would like to create a CoE for the student listed then click on the Add CoE to Student button e If multiple student matches have been found PRISMS will display a list of all matching records Carefully check the list to identify whether the record you require is listed and if so then select this record by clicking on the record If you are sure that the desired student is not listed click on the Add New Student button to create the new record Page 21 Department of Education and Training PRISMS User Guide Step
16. answer and if everything is validated correctly an e mail will be forwarded advising of the new password Should you have any difficulty logging on then you should ring the PRISMS Help Team on 61 2 6102 8960 Q Is there a backup if something happens to the PRISMS site A Backups are done regularly to the PRISMS website servers and database server Q What if a provider s Internet Service is down A If the need to issue a CoE is urgent the provider will have to make alternative arrangements for issuing CoEs e g via an internet caf library or a home based computer with internet access Q What happens if there is a global internet failure A Generally the nature of the Internet means that if one particular route between one computer connected to the internet and another computer fails one or more alternate routes exist In the case of a catastrophic failure resulting in access to PRISMS via the internet being unavailable for a lengthy period alternative arrangements for the confirmation of enrolment for student visas will be made available Q What if a staff member responsible for inputting student information into PRISMS leaves A Providers are responsible for notifying Department of Education and Training as soon as the staff member responsible for inputting information into the CoE leaves or is about to leave their employ They need to contact the PRISMS Help Team on 61 2 6102 8960 to have the access for the user staff
17. button A valid MARA Overseas Education Agent Id number will overwrite all other search criteria Page 19 Department of Education and Training PRISMS User Guide Step 4 PRISMS will display the agent search results If an agent is not found PRISMS will display an error message No records were found that match the selection criteria you entered Try making your search criteria less specific If you are sure that the agent does not have an existing record select the Add a new agent button If a single agent match has been found PRISMS will display the existing agent details To ensure that the agent found is the required one check the details of the agent If multiple agent matches have been found PRISMS will display a list of all matching records Carefully check the list to identify whether the record you require is listed and if so then select the record by clicking on the record Step 5 To add agents use the check box to select the agent s and click the Add selected agents button PRISMS will display a message to confirm the selected agents have been added PRISMS will save the agent record s to the provider agent list and link the agent record s to the provider code select the OK button on the Confirmation page Step 6 To create a new agent record click the Add a new agent button PRISMS will display the Manage Agent Add a new agent screen MARA Overseas Education agent Id Thi
18. extract this data before using this functionality Page 40 Department of Education and Training PRISMS User Guide All Providers must follow the PRISMS files structure as set out below for each payment upload Field Name Max Length Mandatory CoE Code m Alphanumeric Y 12E66EE Tuition Fee Amount 8 bytes Numeric Only 500 000 00 Tuition Period From Date eO a ae DD MM YYYY Tuition Period To Date ae La e DD MM YYYY Date Received From Student E a e DD MM YYYY It is recommended that the following naming conversion be used for all excel files uploaded into PRISMS for Payment Upload PU_LPROVIDERCODE xIx x Provider code refers to the CRICOS code for your organisation Note You may wish to maintain additional information for the student in the upload file e g Student Id First name DOB etc PRISMS will only validate and upload the first five columns from the left of the grid from your excel file Step 1 At the PRISMS Welcome Page select Payment Upload menu item under the Provider menu heading in the left hand vertical menu list Step 2 PRISMS will display the Payment Upload Batch Processing screen File s previously saved for upload and the file status 1 2 or 3 will be shown 1 Completed Ok User Action Not required Data load successful 2 Completed with warning s User Action Click the associated record to see view warnings Data load successful with warnings 3 Validation erro
19. initial pre paid tuition fee From and To dates Other pre paid non tuition fee The amount that you enter for this should be the dollar amount the student has paid to your organisation for this confirmation of Enrolment CoE at the time the CoE is created This amount should be what has been prepaid as non tuition fee when the CoE was created and may consist of application or Page 24 Department of Education and Training PRISMS User Guide administration fees and charges compulsory student amenity fees student health cover where received by the provider cost of books equipment and other materials needed to undertake the course if not included in the tuition fee and only if received by the provider ancillary costs for field work excursions or laboratories or any other amount that the student must pay to the provider in order to undertake the course Only include boarding fees if boarding is compulsory This amount may differ from what the student is required to pay before commencing their course Total Tuition Fee The amount that you enter for this field should be for the total cost for this particular Confirmation of Enrolment CoE that the student is about to undertake with your organisation This cost should be for the entire duration of the enrolment with you It is compulsory that you enter a value for this field If the student is on a scholarship or otherwise is not required to pay for the course the value
20. may be where you have advertised a course a small number of students have been accepted into that course but insufficient for you to actually provide the course and so you wish to cancel those CoEs The CoE status will be set to Cancelled 4 26 2 Non Compliance with visa conditions SCV reporting under this option is covered under Section 19 2 of The ESOS Act Options available are the reporting for unsatisfactory attendance and unsatisfactory course progress With the introduction of the National Code 2007 on 1 July 2007 significant changes have been implemented in regard to reporting under this option Providers should become familiar with the reporting requirements for non compliance with visa conditions and these are detailed in the National Code 2007 and in the Explanatory Guide The key requirements for when to use this Student Course Variation are detailed below 4 26 2 1 Unsatisfactory Attendance For all courses VET accredited or non award ELICOS accredited Schools foundation requiring attendance monitoring e Providers who monitor attendance must have and implement appropriate documented policies and procedures for monitoring attendance for each course e Where a student has been assessed as not achieving satisfactory attendance the provider must notify the student of its intention to report the student The written notice must inform the student that he or she is able to access the registered provider s compla
21. not started This following default question will be asked when tuition fees are owed to the student o Do you wish to record the default outcome e If the question is Do you wish to record default outcome is answered as Yes then the provider is required to Record an outcome This selection would indicate that an outcome has been reached and information regarding tuition refund and or study placement details will be required Go to Step 4 e f the question is Do you wish to record default outcome is answered as No then the provider is required to Record an intention i e their intention regarding their discharge of obligations during the Provider obligation period Go to Step 3 Step 3 Recording intention e Provider selects option from the What is your intention drop down list This defines what action they intend to undertake in the Provider obligation period in order to meet their obligations e Provider has the option to indicate that they intend to gt Refund tuition fees gt Place student in another course Page 65 Department of Education and Training PRISMS User Guide gt Place student in another course AND Refund tuition fees Please Note These options will vary depending on the Default type e Provider also has the option to indicate that I do not intend to meet my obligations Reasons will be required to justify this selection Selecting this option will trigger TPS interve
22. paid Tuition Fee would be entered as 5 000 whilst the Total Tuition Fee would be input as 10 000 representing one third of the total course fee to cover the remaining one year of tuition Situation 3 After completing two years the student changes to a different three year course still with a Total Tuition Fee of 30 000 but now with Provider B The student pays 3 000 that includes 1000 towards equipment and other materials needed to undertake the course if not included in the tuition fee to Provider B Page 25 Department of Education and Training PRISMS User Guide Provider A would issue a Student Course Variation Student left Provider transferred to course at another Provider This would then cancel the CoE with Provider A Provider B would create a new CoE and would enter an amount of 2 000 in the Initial Pre paid Tuition Fee field 1000 in the Other Pre Paid Non Tuition Fee and in the Total Tuition Fee field Provider B would enter an amount of 10 000 representing the total tuition fee that the student would be required to pay to Provider B to complete the last year of study Provider Arranged Overseas Student Health Cover You will be required to select a value for this field by clicking on the Yes or No button for this field If Yes you will be required to choose from the list of five OSHC providers The five OSHC are 1 Australian Health Management OSHC 2 BUPA Austra
23. placed in a pending queue for approval by a user with Administrator access for that Provider Users with Agent access are only able to view CoEs created by their own Log on ID How to Log Into PRISMS How to Select a Provider if you have Access for Multiple Providers How to change Provider if you have Access for Multiple Providers Logging out of PRISMS How to Change your Details and or Change your Password How to Add a CoE Explanation of CoE status How to change the Course for a Saved or Pending CoE How to Approve a CoE How to Approve a CoE or Student Details for an Approved CoE How to View or Print a CoE How to allow Agents to Print an Approved CoE How Agents can print an Approved CoE Printing a CoE if the student is less than 18 years of age How to view a list of Welfare Arrangements How to Cancel a Saved Pending or Approved CoE Student Course Variations How to Create a Student Course Variation for CoEs already on PRISMS How to Search for Student Course Variation How to Search for a Course or Courses How to Search for CoEs Students Searching for CoEs Depending on the User s Access Type Page 15 Department of Education and Training PRISMS User Guide e How to List Users at a Provider e How to List Users at a Provider e Howto Search for a Contact e How to view a News Item e How to Search for a News Item 4 STEP BY STEP GUIDE TO FUNCTIONS 4 1 This section contains guides
24. provider do A The student visa application form and question 64 requires that the student obtain a written statement from the child s education provider s stating that accommodation support and general welfare arrangements for child are appropriate Providers who will undertake to approve welfare arrangements for under 18 students should include a statement on the letter of offer they issue the student such as Education Provider s name will approve the accommodation support and general welfare arrangements for student s name A CAAW letter will be issued to student s name outlining the type of welfare arrangements and period of the nominated welfare period when a Confirmation of Enrolment certificate is issued Information regarding care arrangements for students under 18 can still be found at the DIBP website http Awww immi gov au business services education providers roles_responsibilities htm You can also find this link posted at the bottom of both welfare letters on PRISMS 6 5 Variations to CoEs Q What do we do if we make mistakes when completing the student details for the CoE system A If the CoE is Saved or Pending i e it has not been Approved it can be amended A user with CoE Administrator access can update student information and then cancel the CoE and create a new one using the updated student record A copy of the new CoE must be sent to the student Q Once a CoE is authorised who
25. they have access to work for and not that of other providers or students enrolled with other providers PRISMS enforces monthly password changes and the use of strong passwords Multiple unsuccessful attempts to access PRISMS with a particular user identifier results in a user account being locked so that it cannot be used for access to PRISMS A history of all transactions made in PRISMS is kept All data sent between the client s web browser and the web server is encrypted The ESOS amendments provide specifically for exchange of information between Department of Education and Training DIBP and the State Territory education authorities for the purposes of administration of the ESOS Act 2000 and the Migration Act The provisions of the Federal Privacy Act apply to management of the data between those Departments Providers need to advise students that their enrolment information will be provided to government Q Why is there a need for details such as date of birth on the PRISMS Registration Request CoE Form A This is part of PRISMS for additional security for possible password changes Page 79 Department of Education and Training PRISMS User Guide 6 3 Q What happens if a user forgets their password A If an individual user forgets their password they just click on the Forgotten your Password link on the PRISMS Home page The system will prompt the user for their email address date of birth secret question and
26. used when the provider wishes to Add a location to an active CoE PRISMS will have the ability to assign a location in the Add CoE process This action is only used for active CoEs already in PRISMS that do not have a course location associated with a CoE Page 36 Department of Education and Training PRISMS User Guide Step 1 Selecting the CoE that requires location change e From the Students CoEs menu item from the left hand menu list initiate a search for the required CoE using any identifying criteria e Proceed to the Enrolment Details tab and click the Add location button Step 2 Selecting the location to be applied against the CoE e Course location popup menu will be presented Select Location from drop down list and click Save e Page will refresh with your selection now displayed as the CoE Course Location 4 15 How to change a CoE course location This action will be used when the provider wishes to change the location where a CoE is currently studying to a different location associated with the same provider Step 1 Selecting the CoE that requires location change e From the Students CoEs menu item from the left hand menu list initiate a search for the required CoE using any identifying criteria e Proceed to the Enrolment Details tab and click Change Location button Step 2 Selecting the new location to be applied against the CoE e Course location popup menu will be prese
27. who created the CoE Check the details of the CoE and amend them if necessary If you are happy with the data click on the Approve CoE button Alternatively you can cancel the approve CoE action if you do not want to issue it by clicking on the Cancel button This will delete the CoE Step 2 Click on the Approve CoE button Once the Approve CoE button has been clicked for a CoE PRISMS will ask you to confirm that you want to approve this CoE If so click on OK PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is complete and correct click on the Approve CoE button again and then OK Step 3 PRISMS displays CoE Certificate PRISMS will display a Confirmation of Enrolment for the selected student The CoE confirmation page also includes four options View Print CoE Certificate fo view and print the CoE Certificate View Print Student Welfare Letter to view and print the Student Welfare Letter if applicable for students under 18 years of age Add Another CoE to Student to proceed with adding another CoE to PRISMS for the same student To view or print the CoE Certificate select the first option Page 33 Department of Education and Training PRISMS User Guide Step 4 Printing the CoE Certificate Upon clicking on the option View Print CoE Certificate PRISMS wil
28. you enter should be 0 zero PRISMS will not assume that if you leave this blank that the value should be zero Do not insert the dollar sign full stops or cents in this field This field will be used in conjunction with the Approximate Prepaid Course Fee by DIBP to assess a student s financial capacity to meet course and living costs It is therefore important that the value entered for this field is accurate Example use of these fields Scenario A student decides to undertake a CRICOS registered course of three years duration with a Total Fee indicated as 30 000 The student applies to enrol in the course with Provider A and pre pays an amount of 6 000 that includes 1000 toward the cost of books On creating the CoE Provider A would indicate an Initial Pre paid Amount of 5 000 an Other Pre Paid Non Tuition Fee amount of 1000 and the Total Tuition Fee of 30 000 Situation 1 The student stays at Provider A and completes the course There would be no changes made to the CoE Situation 2 After completing two years the student changes to a different three year course still with a Total Course Fee of 30 000 and still with Provider A Provider A would issue a Student Course Variation Student enrolled in same another course at same provider This would cancel the current CoE Provider A would then create a new CoE to cover the remaining one year of the new course On this new CoE the Initial Pre
29. 4 If creating a new student record PRISMS will display the Add New Student screen e The information entered in the Search screen will pre populate the screen display and allow entry of the required additional data to create the new student record Provider s Student Identifier This field is optional for providers to insert their own institution s Student Identification Number Courtesy Title The data you select for this field will be in a drop down box This means that you will only be able to select a courtesy title value from the list It is nota compulsory field Student Name The data you enter for the student s name should be as it appears on the passport If a student has only one name you must enter it under Family Name and check the box labelled No First Name specify Family Name It is important to ensure that you fill out the name details accurately as this information is checked by DIBP against the student s passport Gender You will be required to indicate the gender of the student by clicking on either Male or Female Date of Birth You will be required to enter the student s birthday The required format of this date is dd mm yyyy where dd is the day mm is the month and yyyy is the year Country of Birth The data you select for this field will be in a drop down box This means that you will only be able to select a country of birth value from the list Nationality The data you sel
30. 74 52 2 GOE Event HIStOty auenir siine ida iaaiiai a iadan 75 5 2 3 Recommended Course of Action cccccccccccssccececseceececseceeeesseeeessseeeeessesaeens 75 5 24 Action TAK GM wives aenar eens iiaea iaa aea ii riedia ia tegen eden adn 75 5 2 5 System Messages and ACctiOns cccccccceeceeseeceeeeeceeeeeeaaeeeeneeseaeeeseaeeeenaeeeeeees 75 5 3 Welfare Arrangements Wabi isssceooiasasticcsanvetentcaysuaseusdyhagsescvsnauadguastewteceateraban tea 78 6 FREQUENTLY ASKED QUESTIONS cccssssssssseeeeeeeesenesessneeeeseeeenneeeseeeeeesees 79 AL ATG CU CIRC gaia sec EE EAE EEEE ance ca ana was adeiad caine mentee eals 79 6 2 Security PHIVACY a cutnstshasteintlcosatetabes rns a sec seatsead snes tiandaasatenoen ad 79 6 3 ACCESS 10 PRISMS ici sscaciscasdactisusinan cagecaaasagsaacaanndendasaesaden A a a aS 80 6 4 Provision Of CoEs to Students iss sissessdscccceasds teaeasadeaalaedsseatida eeaeietadecedeauadsosaas 81 GS Vanations to OES ser srera iaoea aE A tated ataaoat T 82 6 0 Tipson using PRISMS cresen eia a i a e e aE 83 7 GLOSSARY OF TERMS USED cai sii sessndcencnenstieresaniatsunenavactaiadarnssensuisantetersunscantauaeeds 84 Department of Education and Training PRISMS User Guide 1 INTRODUCTION 1 1 What is PRISMS Provider Registration and International Student Management System PRISMS is a secure database owned and maintained by the Department of Education and Training for the purposes of administering the Ed
31. ISMS will then validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is validated PRISMS will proceed with submitting the CoE to a Pending Status for approval by a CoE Administrator A message will appear advising this For Users with Authorise Access e Select the Approve CoE button at the bottom of the CoE e PRISMS will then ask you to confirm that you want to approve this CoE If you want to amend a field click on the Cancel button and amend the details Once you are happy with the data click on the Submit button again and then OK e PRISMS will then validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is validated PRISMS will proceed with approving the CoE e The CoE Confirmation screen will now appear with the option to View Print the CoE Certificate and or Add Another CoE e Ifthe student is less than 18 years of age there will also be an option to View Print the Under 18 Accommodation Welfare letter This needs to be sent to the student with the CoE certificate Page 29 Department of Education and Training PRISMS User Guide 4 9 Explanation of CoE status Saved When creating a CoE you may save it at any time before you have completed it The CoE will be in a draft form
32. If it is click on the Cancel CoE button e For CoEs at Saved or Pending status PRISMS will ask you if you want to cancel this CoE Click on OK button e For CoEs at Approved status PRISMS will ask you if you want to cancel this CoE Click on OK button The system will automatically direct you to the Student Course Variation screen Refer to the section on Student Course Variations below for further information e Once PRISMS has cancelled the CoE a confirmation that the CoE has been cancelled will be displayed e A visa can no longer be issued on the basis of this CoE 4 21 How to Manage Payment Details This function is available to those with the following access levels CoE Administration and CoE Create Note Public providers shall be exempt from this functionality Definition of Public provider means A government school or A vocational education and training institution that is owned or controlled whether directly or indirectly by a State or Territory or A Table A provider within the meaning of the Higher Education Support Act 2003 4 21 1 Upload payment details via the bulk upload function Providers can upload payment details for more than one CoE using the payment upload function To be able to upload payment details in bulk you must first create extract the payment details for the CoE s in PRISMS If existing data is found this will be used to upload as an xls x file If no record is found then you will need to
33. Password Rest Password Change your Details and or Password 9 USEFUL SOURCES OF INFORMATION cccccseseeeeeeeeeeeeeeeseneeeeeeseneeeeeseeneeees 10 Sle Websites N een eather NOt dae entrees 10 3 2 PRISMS Help Team in Department of Education and Training 10 3 3 Department of Immigration and Border Protection ceeceeeeeeeeeeeeeeteeeeees 10 3 4 User guide online helpers eeen eri e acta 11 LEVELS OF ACCESS READ THIS FIRST ccccsseccceseseeeeeeeeeeeeeeeseeeeeeeeseseeseeseeneeees 12 3 5 CoE Administrator Access Highest Level 0 ceeceeessceceeeeeeeeeeeeeeceesseeeesaes 12 3 6 COE Create ACCESS ons etn cas nte e eiee da cacusds teens oath vice E AEE EE ETERS 13 Oil SCOR A Sent ACCESS ie er a Ta E A T AET E 15 STEP BY STEP GUIDE TO FUNCTIONS 0 ccssececesesseeeeeeeeeeeeeeeeeeeseeseeeeeeeeseeaes 16 4 1 Howto L g Into PRISMS oerein ne e 16 4 2 How to Select a Provider if you have Access for Multiple Providers 17 4 3 How to change Provider if you have Access for Multiple Providers 18 4 A LOOMS OUP OL PRISMS oe E E E E E E 18 45 Session idle time liMits sseni in 18 4 6 Howto Change your Details and or Change your Passwotd cscceeeseeeees 19 4 7 How to Manage Agent Detatlsiiu noniooin eeteaiacnieeueeadtapeasins 19 48 How to Adda CoB inisenisi nnna sinsi 21 4 9 Explanation of CoE statusy ccc dsicccascassensevsaunessavatgcnacesctes Soon inceade
34. SMS Home page select Course Cost Upload menu item under Provider menu heading in the left hand vertical menu list This will display the Course Cost Upload Batch Processing screen to the user File s previously saved for upload will be listed in the table displayed on screen with one of the below file status 1 Ready for processing User Action Not required Data file submission in progress 2 Completed Ok User Action Not required Data upload approved and successful 3 Validation error s User Action Click the associated record to view errors Correct the errors and perform the upload process again Data upload is unsuccessful 4 Rejected User Action Data upload request rejected by your Responsible Regulator You will need to contact your Responsible Regulator and perform another upload if required 5 Submitted User Action Not required Uploaded file has been submitted without any errors seeking an approval from your Responsible Regulator Step 2 Download the Sample File by clicking the Course Cost Upload Sample File Excel XLSX e To update the course costs you will need to first download the provided sample file by clicking the link Course Cost Upload Sample File Excel XLSX Sample file will come with a list of pre filled course codes depending on the course sectors selected The existing costs of the courses will also be displayed for the courses which is only for infor
35. Step 5 Viewing an already submitted request All submitted requests are displayed on the Queue tab and are given a status to indicate the progress on the request Requests on this tab will have one of the following status 1 Pending e User Action Provider submitted request awaiting approval Regulator needs to approve or reject the file 2 Approved e User Action No action required Requested changes applied 3 Approved with conditions e User Action Requested changes applied with the exception of certain Courses Users are required to review request for any further action that may be required 4 Rejected e User Action Request rejected by the Responsible Regulator Provider required to review request and or submit another request Note In order to view an already submitted request you will need to select that request from the list which will take you to the Request details tab For an approved request this tab will also display comments against Courses that were not updated due to any reason Page 49 Department of Education and Training PRISMS User Guide 4 26 Student Course Variations A requirement of the ESOS Act 2000 refer to sections 19 and 20 and The National Code 2007 is that a registered provider must advise DIBP via PRISMS of any change to an accepted student s enrolment or an accepted student s failure to meet visa conditions The information you input in PRISMS is sent to DIBP for investigat
36. able office to select When you create a CoE PRISMS will transmit this data to Immigration National Office The Immigration National Office system will then transmit this data to the Immigration office that you have specified in this field The data will then be used to verify the validity of the CoE form that the student takes into the local Immigration office as part of their visa application process Please note that for all Overseas Immigration offices once a CoE has been created if possible there should be a 48 hour wait before the student attempts to lodge his her form at that office Visa Grant Number This is a non mandatory field only enter this information if you are sure Must be 13 characters in length Comments This box is used for any additional information the provider wants to include to assist Immigration Officers in processing the application It is not compulsory to complete this field It is recommended to use this field to advise DIBP if the CoE is being created after the student has commenced studying after the course start date e g In cases of visa renewals of the same course This field can also be used to include comments for the CoE creation process where two users with different access levels are involved The user with Create access can provide further information and the user with the Authorise access can delete this information before authorising the CoE e After completing the page details click
37. age This will trigger a new window where the provider would be required to enter the reason s for cancelling the relevant default Once the provider enters the reasons and clicks OK the relevant default would be cancelled 4 33 How to List Users at a Provider PRISMS users with CoE Administrator access have access to this function Step 1 Click on the Users menu item from the left hand menu list e The Organisation Users screen will now be displayed This screen lists all of the users at your organisation e You can click on the column headings of Name Organisation Role Status or Last Login to sort the list into order by that column heading either ascending or descending 4 34 How to Update the Department of Education and Training DIBP Course Progress Policy and Procedures Where the Provider has registered courses in the VET sector PRISMS users with CoE Administrator access for that provider have access to this function This field is only available to providers of registered VET courses The default setting for this field is No This indicates that the provider has NOT implemented the policy and so is required to monitor attendance for those VET courses Where this field is set to a value of Yes this indicates that the Course Progress Policy is being applied by the provider and there is no longer any requirement to monitor attendance for those VET courses Note If selecting Yes to this
38. all of the changes The CoE Administrator is then notified of the outcome via email PEOs cannot be deleted however they have the option to opt in out of being an RSD as long as there are other RSDs at the organisation This can be done by selecting the Yes option in the PEO Opt out field in the Manage RSD Contacts page mentioned above 2 4 1 Staff departing the organisation You can change add to your Contact and User details by accessing these on the Main menu at the left hand side of any PRISMS page You will need to ensure that your contact details are always up to date as these details will be used on the CRICOS website for your Organisation s details for students and Agents to view Deactivate User Account CoE Admin CoE Agent To deactivate a user account from your organisation select the user s record by using the above method Once in the User s record select gt gt Deactivate User on the right of the screen under User Options This deactivates the user s account and they will no longer be able to logon to PRISMS for your provider There is also an option to specify a date for when the deactivation should occur Page 8 Department of Education and Training PRISMS User Guide 2 4 2 Forgotten Password Reset Password Change your Details and or Password Forgotten Password When a user clicks on the Forgot Your Password link the system displays the Request Password page and will prompt the user to enter thei
39. all the current and future Welfare Arrangements can be exported to a spreadsheet if required by clicking on the Welfare Arrangements Export link in the message 6 FREQUENTLY ASKED QUESTIONS 6 1 Introduction Q Why do we have to have this system A PRISMS is an important feature of the Government s overall strategy to strengthen the integrity of the education and training export industry The health of this industry depends on its reputation for excellence and integrity The previous paper based system for confirmation of enrolments was susceptible to forgery and fraud The electronic system is more secure and significantly reduces malpractice It also provides evidence relevant to providers compliance with legislative requirements and a reliable and comprehensive set of data on the education and training export industry 6 2 Security Privacy Q How will the Commonwealth guarantee the privacy of business information and student information on the PRISMS system A Department of Education and Training is responsible for making PRISMS as secure as possible It is accessible only to those people issued with a Login Identifier and Password There are three different levels of access available to providers CoE Agent CoE Create and CoE Administrator and only those with the CoE Administrator and CoE Create levels of access will be able to obtain reports on the provider s enrolments Users are only able to access information from providers
40. appear You must complete a Student Course Variation to cancel it If you do complete a Student Course Variation initiating an investigation by DIBP you may notice that the status of the CoE could change after they have completed their investigations This is perfectly normal and indicates that DIBP have finalised their investigation Expired PRISMS will update an Offshore CoE to Expired if the course start date as stated on the CoE passes by 60 days and the student has not received a VISA grant for the CoE Note Sometimes you may have a CoE for a student who is studying at your institution but their CoE has a status of expired A button called Update CoE Status is available to CoE Administrators and is located on the View Edit CoE screen below the View Print CoE Certificate link Note that this button will only appear if an offshore CoE remains at Approved Expired status even after the course start date passes and the student has arrived and commenced study This will ensure that the CoE status is accurate and allow providers to e Confirm Commencement of Study or e Report on the CoE as required Clicking on the Update CoE Status button will update the status of the Approved or Expired CoE to one of the following e if the course end date is greater than the current date the system will set the CoE status to Studying or e lf the course end date is less than the current date the system will set the CoE status to Fin
41. at 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 Completion of the Student Course Variation will result in the status of the CoE for the student changing to Cancelled The CoE must be a status of Studying Reported On or Cancelled for you to select this reason In the SCV Comments field include the reason for cancellation of enrolment the date the enrolment was cancelled and other relevant information Note A default Type Student other also needs to be recorded in this case refer section 4 32 for details around how to record defaults 4 26 1 4 Provider decision to cease student enrolment This option for reporting was introduced as from 1 July 2007 following the changes to PRISMS to facilitate the implementation of the National Code 2007 This reporting reason allows selection of a sub level of data and is to be used whenever the Provider is actually initiating the termination of the student s enrolment prior to the proposed course end date of the CoE Available sub level reasons for the provider terminating the student s enrolment are detailed below Non payment of fees You can select this option where you are terminating the student s enrolment for not paying their fees and charges However you can only create this SCV after having previously advised the student in writing of your inten
42. ble search criteria Step 1 Select the Courses menu item from the left hand menu list e PRISMS will display the Provider Courses screen e Enter your selection criteria this may consist of a single search criteria such as the Course Code VET National Code or multiple selection criteria fields e Tocommence the search select the Search button PRISMS will validate data entered If validated PRISMS will display details of the course or courses that match the criteria entered If validation fails PRISMS will display message indicating that no active courses associated with the code entered could be found 4 30 How to Search for CoEs Students Table 1 below summarises the CoE Student Search facility available to PRISMS users Access to this facility varies from user to user according to user s access type User s Access CoE CoE Create CoE Agent Level Administrator Using All Search Yes Yes Yes Criteria Searching CoE Yes Yes Yes records created by user Page 62 Department of Education and Training PRISMS User Guide 4 31 Searching CoE Allowed for Allowed for Not allowed records created by CoEs at CoEs at Error other users providers they providers they message have access to have access to prompted Searching CoE Yes Yes Yes records of the currently selected provider Searching CoE No No No records of any provider Tabl
43. can cancel it A Only a user with the CoE Administrator access type can cancel a CoE Q Reporting on the wrong Student What to do A If you have reported incorrectly or against the wrong student the student is still required to report to their nearest DIBP office within the 28 days Where the student claims to have been incorrectly reported they will be asked to fill out a complaint form to be faxed or emailed to Department of Education and Training Once Department of Education and Training has confirmed that the student was incorrectly or inappropriately reported the student s NCN will be finalised by the DIBP office Q Including comments when Reporting Non Attendance of Classes or Failing to Meet Course Requirements A When reporting students using the Variation reason of Unsatisfactory course progress or Unsatisfactory attendance please ensure that an explanation is included in the Comments section DIBP Compliance Officers use the comments to assist in their investigation of the reported breach It is therefore helpful to include some background information surrounding the breach Page 82 Department of Education and Training PRISMS User Guide 6 6 Tips on using PRISMS Q How to avoid creating duplicate students A When creating a Confirmation of Enrolment CoE for a student PRISMS asks you to search for the student first in order to prevent duplicate student records being created Many providers are unintent
44. cancelled by DIBP 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 2 A visa cancellation message has been received from DIBP 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 lt CoEStatus gt 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 e acurrent student visa or e abridging visa with study rights and a current CoE Recommended Action The Recommended Actions will varying depending on the changed Status of the CoE 1 For those CoEs that have the status of Approved Visa Granted or Studying If the student is not studying with you on this course e you can report on the CoE or e the student can come back to study If they are still studying but you created another CoE you can report on the CoE with the SCV reason of Student Enrolled in the Same Another Course at the Same Provider 2 For those CoEs those have the status of Finished If the period of study on this CoE is correct no further action needs to be taken However if the student for this CoE did study a different period than i
45. copy of the CoE Certificate to the student You can either fax it to them or send it in the post If the student is under 18 you will need to print and send the Student Welfare letter as well This will appear as an option with the View Print CoE Certificate If any of the details for the student changes including accommodation particulars after the student has been given their CoE then the CoE and Student Welfare letter if applicable will need to be re printed with the updated information and given to the student The student will need to present the CoE and Welfare letter if applicable with their application for a student visa The CoE Certificate will include the full address details of the DIBP post at which the student will need to apply for their visa When you have finished the approval steps stated above you may select to continue and add another CoE or to log out of PRISMS 4 12 How to Update CoE or Student Details for an Approved CoE Where a CoE is at a status of Approved it is possible for PRISMS users with CoE Administrator access to modify the existing CoE or student details This is actually performed through the Student Course Variation process and will automatically cancel the original CoE and create a new replacement CoE with the amended information This will allow you to update any field on the student record as well as allowing you to modify such things as the proposed course start dates the course cost
46. ct just click on the Approve button to approve this new CoE and automatically cancel the original CoE The new CoE should be given to the student e If you need to modify data on the CoE just click on the Enrolment Details tab and modify the required data When updating is completed click on the Approve button to approve this new CoE and automatically cancel the original CoE The new CoE should be given to the student 4 13 How to View or Print a CoE PRISMS users with CoE Administrator and CoE Create access have access to this function for all CoEs at providers they have access to Users with CoE Agent access can only View Print CoEs that they have created Step 1 Selecting the Organisation e lf you have access for one provider only please move to step 2 e f you have access to multiple providers section 4 3 explains how to change your current provider Step 2 Viewing Printing a CoE for your current Organisation e From the Students CoEs menu item from the left hand menu list initiate a search for the required CoE using any identifying criteria e When the CoE details page appears Click on the View Print CoE Certificate link located on the right hand side of the screen e The CoE will appear Use the web browser Print option to actually print the CoE Certificate Return to the CoE details page by closing the CoE Certificate page 4 14 How to Add a CoE course location This action will be
47. d procedures e the student is attending at least 70 percent of the course contact hours for which he or she is enrolled and e this is consistent with the provider s documented attendance policies and procedures For higher education courses including higher education non award and Study Abroad courses e For higher education courses providers are not required to monitor attendance but they must monitor course progress according to their policies and procedures For a full explanation on the requirements for monitoring attendance and reporting the use of the Student Course Variation option please refer to the National Code 2007 and the Explanatory Guide The CoE must have a status of Studying Cancelled Finished or Reported On for you to select this Student Course Variation reason 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 Page 53 Department of Education and Training PRISMS User Guide SCV type On screen Help is available by clicking on the book icon at the front of each prompt In the SCV Comments field enter any comments that may be appropriate Once you have completed the Student Course Variation the CoE status will change to Cancelled and DIBP will be sent the reason code you selected as well as your responses to the Appeals processing prompts You should rep
48. d by clicking Save amp confirm to save the changes All field remain open for editing EXCEPT the following two fields gt Default Type gt Date of Default Note If an edit to either of the above two fields is required the provider would need to cancel the default and start over provided TPS hasn t started actioning the default at that point The provider would then be able to edit the default including intentions and or outcome and save the default with the updated details Page 68 Department of Education and Training PRISMS User Guide 4 32 1 2 Cancelling a default To cancel a default the provider would first need to find the default record that needs to be cancelled This can be done by clicking on the Defaulting CoE s Tab on the home page Once the tab is accessed the provider can either gt Click on the default record if it appears within the Default queue OR gt Click on search link on the top right corner of the queue This would trigger a search window where the user will be able to enter a search criteria such as CoE status number etc Once the criteria has been entered and the user has clicked OK the system should provide a list with matching results Once the relevant default is identified the user can then click on the default in the default queue which would take the user to the default details page The user can then click on the Cancel button located at the bottom left of the p
49. d date 4 26 4 Deferring suspending student enrolment Key requirements for all sectors e Providers must have documented procedures for assessing approving and recording a deferment or suspension of study e Deferments suspensions are only permitted for one of the following two reasons Compassionate and compelling circumstances Student misbehaviour e Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student s course progress or wellbeing These could include but are not limited to o serious illness or injury where a medical certificate states that the student was unable to attend classes o bereavement of close family members such as parents or grandparents Where possible a death certificate should be provided o major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student s studies or o atraumatic experience which could include involvement in or witnessing of a serious accident or witnessing or being the victim of a serious crime and this has impacted on the student these cases should be supported by police or psychologists reports o where the registered provider was unable to offer a pre requisite unit or e Providers must inform the student that deferment suspension or cancellation of enrolment may affect his or her student visa e Should a provider initia
50. default has entered the 7 day default outcome reporting period gt Queue status will equal Awaiting reporting outcome 5 The default has lapsed the 7 day default outcome reporting period and no outcome has been recorded This is applicable to all Default types gt Queue status will equal Sent to TPS 6 Provider is waiting for a Student to claim a refund gt Queue status will equal Awaiting refund claim This status is only applicable for Student Other defaults Please note that the following default statuses gt Provider met obligations gt Obligation not required will not remain on the queue as they are considered as a being a positive outcome or the default does not require further action You are able to search for all types of statuses even if they are not visible on the queue Page 67 Department of Education and Training PRISMS User Guide Scenarios where a default is not required Scenario 1 The provider becomes aware that the expected start date for the student has changed to a date in the future If the provider agrees that the delay will not impact on the end date of the CoE and that there is no loss of tuition fees to the student then the provider is not required to complete an SCV or a default as long as the student commences on the new expected date Scenario 2 The provider becomes aware that the expected start date for the student has changed to a date in the future If the delay will cause a new CoE t
51. ds cannot be selected If the agent is not in the list Use the Manage Agent hyper link to add a new agent Or Go through the Manage Agent menu item under the Provider menu heading on the left Note Clicking this Manage Agent link on the choose agent page or by choosing the Manage Agent menu item under the provider menu during the CoE add process will save the CoE is in a draft form You can re open the CoE at any time to complete the details and submit it for approval No Ignore Agent Involved select this option if no agent was involved or if you wish to ignore agent involvement in the enrolment of the student Step 9 You may wish to complete the Student contact Details if known e Enter the information required for the Student s Australian contact Details Ensure the details are the student s current and preferred contact in Australia e Enter the information required for the Student s Overseas contact Details Ensure the details are the student s current and preferred overseas contact Page 28 Department of Education and Training PRISMS User Guide Step 10 After completing the page details click either the Save and Exit or Approve CoE Button e Select either the Save and Exit button which saves the CoE at a status of Saved and allows you to re edit the data at any time until you are ready to submit it for Approval or the Approve CoE button which s
52. e 1 Searching for CoEs Depending on the User s Access Type This function is available to all PRISMS users Step 1 Selecting the Organisation If you have access for one provider only please move to step 2 If you have access to multiple providers Section 4 3 explains how to change your current provider Step 2 Select the Students CoEs menu item from the left hand menu list PRISMS will display the Students CoEs search screen Enter the required search criteria and select the Search button to initiate the search Depending on the number of records found PRISMS will either display the data for a single record if only one record found or a list of records if multiple records were found If multiple records found locate the required record by scrolling through the list then highlight and click on the record to display the required information Page 63 Department of Education and Training PRISMS User Guide 4 32 How to record a Provider Student default Please note that only users with CoE Administrator access can complete a default Defaults are categorised as being either a Provider or Student default All default types may consist of the following elements 1 Notification The initial notification of a default occurring 2 Intention what the provider intends to do in order to meet their obligations 3 Outcome this is the outcome of the default If the outcome is finalised at the time o
53. e CoE to lt CoEStatus gt 5 3 Welfare Arrangements Tab Recommended Action The Recommended Actions will varying depending on the changed Status of the CoE 1 For the CoE s those do not end up at the status of Finished If the student is not studying with you on this course e you can report on the CoE or e the student can come back to study If they are still studying but you created another CoE you can report on the CoE with the SCV reason of Student Enrolled in the Same Another Course at the Same Provider 2 For the CoE s those have the status of Finished If the period of study on this CoE is correct no further action needs to be taken However if the student for this CoE did study a different period than is described by the CoE i e they finished at an earlier date please contact the PRISMS Help Desk for assistance to correct the period of study This tab is an information only tab The message on the tab will advise the user to how many current or future Welfare Arrangements are current for the provider Welfare Arrangements are put in place by the provider for students who are the primary applicant on a visa and are under the aged of eighteen at the time when they commence study Welfare arrangements usually cover the period from commencement of study until the student s eighteenth birthday Page 78 Department of Education and Training PRISMS User Guide Details on
54. e CoE will now be displayed on the screen Click on the Change the Course of this CoE button that is located under the current course name On the Choose Course Location page enter your search parameters Help on how to search by particular search parameters is detailed at the bottom of the page Once search parameters are entered click on the Search button From the list of courses click on the record of the desired course The CoE will now appear with the amended course To submit or reset the CoE scroll to the buttons at the bottom of the page Page 32 Department of Education and Training PRISMS User Guide 4 11 How to Approve a CoE This function is available to CoE Administrator access level only 4 11 1 How to Approve CoEs Created by another User As stated above users with access type CoE Create and CoE Agent can create CoEs up to the Pending for Approval status Approving CoEs must be actioned by a user with access type CoE Administrator from the current provider This section describes the steps to be undertaken by CoE Administrators to approve Pending CoEs Step 1 At the Welcome to PRISMS home page click on Pending CoEs record On the home page for the current provider PRISMS will list any CoEs awaiting approval To action a pending CoE click on the record for that CoE PRISMS will display the View Edit CoE page This will contain all of the details which were input by the user
55. e payment details tab is not displayed for CoE s that are saved pending expired and reported on Step 1 Search for and display the CoE for the student whose payment details you wish to include e PRISMS will display the View Edit CoE screen and display details for the CoE you have selected e Once you have determined the CoE you wish to record the payment click on the Payment Details tab Step 2 PRISMS will display the Payment Details screen As summary of payment s linked to the CoE will be shown e Click the Add Payment button to record a new payment e To delete an existing payment use the check box to select the record s and click the Delete Payment button Step 3 To record a new payment click the Add a Payment button PRISMS will display the Payment pop up window Enter the required information in each of the fields by either typing in the data or selecting from the options provided e Tuition Fee Amount The amount that in entered should be a dollar figure that the student has paid to the provider for this confirmation of Enrolment CoE Page 42 Department of Education and Training PRISMS User Guide Note Providers will not be able to collect any remaining tuition fees until two weeks before the commencement of the second study period e Tuition Period From Date The date that the period of study starts from the tuition fee amount entered above e Tuition
56. eanenteasdnccsevoanes ten 30 4 10 How to change the Course for a Saved or Pending CoE ssseeeeseseeseeeeeeeee 32 4 11 How to Approve a CoE sneeesseoesesssessseerssosssoeesresesesesoersoeersosessesrsessseersserssose 33 4 11 1 How to Approve CoEs Created by another USe ccceeeeeseeteeetteeeeseetees 33 4 11 2 How to Approve CoEs Created by the same CoE Administrator User 34 4 12 How to Update CoE or Student Details for an Approved CoE 35 4 13 How to View or Print a CoE eosa8 cet te Deaton reeves nile uaeetne au table reat 36 4 14 How to Add a CoE course location cee ceesceessnceeseececeeececeencecseececseeeeeeeeeees 36 4 15 How to change a CoE course location ss 2t i Bie eid eg nance Rhee 37 4 16 How to allow Agents to Print an Approved CoE c ce eeecceeeseeeeseeceeeteeeeeteeeees 37 4 17 How Agents can print an Approved CoE 00 cceeecceeeescecesececeeeeeceeeeeceeeeeneeeees 38 4 18 Printing a CoE if the student is less than 18 years Of age o oo ee eeeeeeeeeeteeeees 39 4 19 How to view a list of Welfare Arrangement cccceeececeeeeeeseeeceteeeeeteeeees 39 4 20 How to Cancel a Saved Pending or Approved CoE sesessssssesessseesseseessee 39 4 21 How to Manage Payment Details 0000 0 eececeeececeecceceeeeeceeeeeceeeecseeeeeeteeeees 40 4 21 1 Upload payment details via the bulk upload function 40 4 21 2 Record a payment using the payment details tab 0 0
57. ect for this field will be in a drop down box This means that you will only be able to select a nationality value from the list Passport Number This box is not mandatory except for CoEs for students that are already in Australia Once you have entered the required data select the Choose Course Next button Step 5 PRISMS will display the Choose Course Location search screen Enter your search criteria and click on the Search button Use the course search screen to search for the course for which you want to create the CoE There are many options to search for a course but the three best options for finding a course using this screen are a Leave all fields blank go straight down and select the Search button This will display all courses registered under the provider code or b You can enter the course information via the State Location or the Broad Narrow or Detailed fields of Field of Education or the Course Level field and then click on the Search button Please note that if your particular course has been listed on CRICOS under a different Field of Education or Course Level then you will receive a message stating that you do not have any registered courses that meet your search criteria Please try again f this occurs try option a or Page 22 Department of Education and Training PRISMS User Guide c Enter the exact CRICOS course code and click on the Search button If you receive a mes
58. ed status clicking on this will automatically guide the user to the Student Course Variation process allowing them to cancel the CoE When an Approved CoE is cancelled a notification will be sent to DIBP advising that a visa should not be issued for this CoE whilst no notification is sent to DIBP when a Saved or Pending CoE is cancelled If the CoE has a status of Visa Granted or Studying you must complete a Student Course Variation SCV to cancel the CoE Refer to the section on Student Course Variations for information on SCVs Step 1 Selecting the Organisation e lf you have access for one provider only please move to step 2 e lf you have access to multiple providers Section 4 3 explains how to change your current provider Page 39 Department of Education and Training PRISMS User Guide Step 2 Select the Students CoEs menu item from the left hand menu list e PRISMS will display the Provider Students CoE search page Use this form to search for the CoE that you want to cancel e Enter your search criteria and click on the Search button Step 3 PRISMS will display the search results Select the CoE to be cancelled e PRISMS will display a list of the CoEs that match your search criteria e Once you have determined the CoE you wish to cancel click on the CoE record for that CoE e PRISMS will display the View Edit CoE screen and display details for the CoE you have selected e Check that this is the correct CoE
59. een or can be located using the available CoE Search facilities previously described Once located click on the CoE record to display the View Edit CoE screen Step 2 PRISMS validates data entered on selecting the Approve CoE button PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data If the data is validated PRISMS will proceed with creation of the CoE Once the data has been validated PRISMS will save the data to the database and notify you that the CoE has now been approved PRISMS will display the CoE confirmation page Step 3 PRISMS will display CoE Certificate PRISMS will display a Confirmation of Enrolment for the selected student The CoE Confirmation page also include two options Page 34 Department of Education and Training PRISMS User Guide View Print CoE Certificate to view and print the CoE Certificate Add Another CoE to Student to proceed with adding another CoE to PRISMS for the same student To view or print the CoE Certificate select the first option Step 4 Printing the CoE Certificate Upon clicking on the option View Print CoE Certificate PRISMS will display the CoE Certificate You can print the certificate by clicking on the PRINT button of your Internet Browser As you are the Creator and Approving Officer of this CoE you are solely responsible for sending a
60. emoving Courses for the selected Location On selecting a Location you will be displayed with two lists on the Add Remove Courses tab Page 48 Department of Education and Training PRISMS User Guide e Courses not added this lists all Courses that are currently not linked to the Location e Courses added this lists all Courses that are linked to the Location Courses with active CoEs will be made unavailable for selection You can scroll through the two lists and mark provided checkboxes against the Courses On selection you will need to click Add gt gt button to link new Courses with the Location and lt lt Remove button for unlinking Courses currently attached to the selected Locaiton If you already have the Course s details that need to be linked unlinked you can simply search by name or code in the provided search bars for the two lists Courses added or removed can be reverted while on the same screen You can also click the Reset button to undo all selections and to start again Step 4 Reviewing and submitting changes Once you have made your selections to link unlink Courses for the selected Location on the Add Remove Courses tab you will need to click Proceed which will take you to the Review tab Details of the selections made will be displayed on this tab for a final review before submission You submit the request you will need to click Submit for approval button
61. ends the CoE for Approval e PRISMS will then ask you to confirm that you want to Approve or Save this CoE depending on which button you selected If you want to amend a field click on the Cancel No button and amend the details Once you are happy with the data click on the required button and then select the OK option from the Confirmation page e For users who have selected the Approve CoE button PRISMS will check the format of the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data If the data is validated PRISMS will proceed with creation of the CoE at Approved status To re access your saved CoE at any time you can either a Click on the Saved CoE record that will be displayed for the CoE on your Welcome to PRISMS home page you can jump to this page at any time by clicking on the Home menu item from the horizontal menu bar or b Go through the Students CoEs menu item under the Provider menu heading on the left hand menu list and Search for the required CoE For Users with Create Access or Agent Access e Select the Submit for Approval button at the bottom of the CoE e PRISMS will then ask you to confirm that you want to submit this CoE If you want to amend a field click on the Cancel button and amend the details Once you are happy with the data click on the Submit button again and then OK e PR
62. eplacement CoE is 30 05 2008 then again a gap has been created The system will automatically identify situations where the student is either just changing some details in regard to their start or end date of their original CoE enrolment or changing some enrolment details as well as changing to a different course that is in the same sector as the original course To process a request of this type the provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change the course start and or course end dates as required or change to a new course in the same sector and update any other details as required for the CoE On Approving the CoE responds to the system prompts The system will cancel the original CoE and if anew CoE has been created then set the status of that CoE as Page 57 Department of Education and Training PRISMS User Guide 4 27 required maybe to Approved Visa Granted or Studying depending on the course start and end dates entered 4 26 5 4 Change to a course in the same sector no gap created but of a longer study duration The system will automatically identify these situations based on the data you enter when both creating the SCV report and the new replacement CoE The no gap referred to here is when fo
63. equest is placed in a Queue awaiting approval from your designated authority Note The ability to request a course cost update in bulk via PRISMS is only available to users with CoE Administrator access who have been approved by the relevant organisation delegate PEO or RSD 4 23 1 Upload Course Costs via the Course Cost Upload menu You can request changes to the costs of one or more Courses by using the Course Cost Upload menu in PRISMS To be able to upload Course Cost details in bulk you must first create extract the cost details for the Course s in PRISMS You must follow the PRISMS files structure as set out below for each Course Cost Upload Field Name Max Length Mandatory Only if Estimated Tuition Fee Estimated Non Tuition Fee 10 Date 250 000 00 is provided Estimated Total Course Cost Numeric Only 500 000 00 It is recommended that the following naming conversion be used for all excel files uploaded into PRISMS for Course Cost Upload PU_LPROVIDERCODE xIsx Provider code refers to the CRICOS code of the organisation requesting course cost updates Note You may wish to maintain additional information for the Course in the upload file e g Duration Course Name Approved Until Date etc PRISMS will only validate and upload the first four columns from the left of the grid from your excel file Page 44 Department of Education and Training PRISMS User Guide Step 1 On the Welcome to PRI
64. equiring you to enter your old password enter a new password and re enter the new password to actually change the password remembering that the password must comply with the criteria displayed Once you have completed entering the required data click on the Change Password button to update e PRISMS will display message confirming that your Password has been changed How to Manage Agent Details This function is available to the following access levels CoE Administration and CoE Create To be able to record the agent involvement in the enrolment of the student you must first create your own list of agents in PRISMS Step 1 At the PRISMS Welcome Page select Manage Agent menu item under the Provider menu from the left hand vertical menu Step 2 PRISMS will display the Agent List screen a A list of all PRISMS agents and IDP organisation s registered under the provider code including all MARA and Overseas Education agents linked to the provider code will be displayed Click on the agent record to view more details b To delete agent record s Use the check box to select the agent s and click the Delete selected agents button Step 3 To search for agent records click the Add an Agent button PRISMS will display the Manage Agent Agent Search screen Read the screen information and select the Fast Search or Standard Search option enter your search criteria and press the Search
65. f Default notification then intention is not required to be entered Step 1 Search for CoE Student You are required to locate the CoE which you wish to record the default against For Instruction on how to search for a CoE please refer to section 5 25 of the Provider user guide Step 2 Notification of Default e Once the CoE has been located proceed to the Course Variation Defaults tab e Select Record Provider Student default button which will navigate user to the Student details tab e Review student details to ensure this is the correct CoE which the default is to be applied against AND Add and Confirm Student contact details An Australian address is to be entered if Known If there is no address entered upon selecting Next a comments box will be displayed asking why an Australian address has not been entered It may be the case that the student is still residing overseas For this reason or any other reason simply record the details in the comments box e Select Next button to navigate to the next tab Record default and outcome e Select the default type as being either o Provider o Student with Visa Refused o Student section 47D compliant written agreement o Student section 47E non compliant written agreement Please Note Student with Visa Refusal is a Default type that is directly caused by the refusal of the student s visa ALL other student defaults will be considered a
66. f the ten most recent News items An additional link more news is also displayed where when you click on this the next ten most recent news items will be displayed Even without actually logging into PRISMS you can access all of the news information Just click on any particular news item and the system will display the information From this home page you can also select the News menu item under the Information menu heading in the left hand vertical menu list When you actually log into PRISMS from the provider home page the news item link is displayed Just click on the link and the system will display the 10 most recent news items Again just click on the particular news item you want and the system will display that information If when you log in you have unread news items the system will highlight this fact Just click on the link to display the news items 4 37 How to Search for a News Item Step 1 Searching for a news item e Go to the Admin menu tab at the top of the page e When the drop down menu appears select News Search e On the New Search page add the News Identifier number or enter the search criteria e Click on the start Search Button e When the list of news items appears click on the cross to the left of the news item to view and make changes to the news item text or status e Orclick on the news item heading hyperlink to view the news message
67. field the Policy will be applied to ALL of your VET courses it is not applied on a course by course basis Page 69 Department of Education and Training PRISMS User Guide Step 1 Click on the My Organisation menu heading from the left hand menu and then click the Details sub menu item from that list Step 2 Click on the Provider Information tab and scroll to the bottom of the Organisation Details screen to the DIICCSRTE e The default setting is No To modify this field click on the Yes radio button and then click on the Update button to process e The update will be processed and the appropriate change implemented 4 35 How to Search for a Contact This function is available to all PRISMS users Step 1 Click on the Contacts menu item from the left hand menu list e The Organisation Contacts screen will now be displayed This screen lists all of the contacts at your organisation e You can click on the column headings of Name Type Job Position or Locality to sort the list into order by that column heading either ascending or descending 4 35 1 How to Add a Contact Record Only one International Student Contact can be created by each education provider registered on CRICOS Registered providers automatically have their provider and course details displayed on the CRICOS website If a provider has an International Student Contact defined for their organisation t
68. he number of CoEs created and issued by any one user for example a provider may wish to know how many CoEs were created by a certain agent on behalf of their institution in a twelve month period 6 4 Provision of CoEs to Students Q Does the student need to provide a CoE to DIBP A Yes The provider must send the student a copy of the CoE This can be done by faxing a copy to the student or mailing a hard copy to the student The student must present a paper copy of the CoE to the DIBP post at the time of visa application The CoE form is validated by DIBP matching its details with those transmitted from Department of Education and Training Q Why is there still a need to provide a paper copy of the CoE to the student A To facilitate identification of the student and the DIBP post matching the paper copy with the electronic version on their system A paper copy provides a student with a sense of security facilitates passport issue or currency transfers in some countries assists in efficient visa processing and allows for processing of a visa application to commence in the event of DIBP offshore not having received the data from Australia due to a transmission failure Provision of a paper copy also assists with clarification where a student has multiple CoEs in PRISMS and provides evidence for investigations where attempted abuses of PRISMS may occur Q Are we able fax a copy of the CoE to the student A Yes As long as the CoE and C
69. he same sector In this case it is necessary for the provider to advise DIBP of the change in enrolment via the student course variation process How to Create a Student Course Variation for CoEs already on PRISMS Before you can add a Student Course Variation you are required to search for the CoE record for which you wish to add the variation and once you have ensured that this is the required record and then you can add the course variation Step 1 From the PRISMS Home page select the Students CoEs menu item from the left hand menu list e PRISMS will display the Provider Students CoE screen which allows you to perform the required search Enter the search criteria and click on the Search button PRISMS will then display the CoE s that meet your search criteria If the search returns a single record the screen will display the View Edit CoE screen Should the search return multiple records check through the list and then click on the specific record that you require This will then take you to the View Edit CoE screen Page 58 Department of Education and Training PRISMS User Guide e After checking that this is the CoE for which you wish to add the variation select the Course Variations tab e PRISMS will display any previously created SCV for this CoE The screen will also have the Add Variation button displayed e f aprevious variation has been created within the last six month
70. hese details will be displayed on the CRICOS site in addition to the PEO contact details to assist international students wishing to contact the provider The e Business Contact is an additional contact to the Principal Executive Officer to receive e mails for the Annual Registration Charge ARC and any other e Business requirements These contacts will not have any access rights to PRISMS data and do not appear on the CRICOS website they only exist to receive e Business e mails As many contacts of this type can be created as required by each education provider registered on CRICOS Step 1 Select the Contacts menu item from the left hand menu list e PRISMS will display the Organisation Contacts screen and the Add new contact button e Click on the Add new contact button and PRISMS will display a screen allowing entry of the required data e Use the drop down selection box to select the type of contact you are creating remembering you can only have one active International Student Contact at any one time You can create as many e business contacts as you like e Enter the required details for the International Student or e Business Contact Page 70 Department of Education and Training PRISMS User Guide Title Not mandatory Select the title from the drop down menu list First Name This field is mandatory Enter the contact s first name Second Name Not mandatory Enter the contacts second na
71. ins information about the User who is requesting access The email contains a link to PRISMS to action the access this link is active for 14 days The link takes the Registered Signatory Delegate to PRISMS where a screen displays the User details Same as contained in the email The Registered Signatory Delegate is then required to read the requirements for granting system access and indicate they have read and understood them After this the Registered Signatory Delegate shall be able either Approve or Reject the users access to PRISMS confirming their selection The Registered Signatory Delegate is then presented with a confirmation screen with the outcome of their action An email is also sent to the User confirming the outcome of the application Initial Logon On Approval of access the user will receive an automatic email and instructions on how to logon the first time into PRISMS using the password created when registering Page 6 Department of Education and Training PRISMS User Guide Additional Access There is no limit to the number of PRISMS users a Provider can have User registration is an easy process and if you require more staff to have access they shall need to register online using the above method If your organisation needs you to it is possible to have access to more than one institution To do this go to Change My Details and then click on the Request Access link This will give you a screen similar
72. ints and appeals process and that the student has 20 working days in which to do so If the student accesses the provider s complaints and appeals process and the process results in a decision that supports the registered provider the registered provider must report through PRISMS that the student is not achieving satisfactory attendance as soon as practicable 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 For VET courses only e f providers implement the Department of Education and Training DIBP approved course progress policy and procedures they do not need to monitor attendance e f a provider chooses to implement the Department of Education and Training DIBP course progress policy it must implement it for all of its VET courses and indicate this choice through PRISMS e If providers choose not to implement the Department of Education and Training DIBP course progress policy and procedures they record attendance for each student The students must attend at least 80 percent of the Page 52 Department of Education and Training PRISMS User Guide scheduled course contact hours for each CRICOS registered course in which they are enrolled e f a students attendance is less than 80 percent a provider may choose to not report a breach if
73. ion for a student visa The CoE Certificate will include the full address details of the DIBP post at which the student will need to apply for their visa When you click on options 1 3 or 4 the CoE will be displayed The CoE will appear along with a system message that explains how to use your web browser to print the CoE return to the CoE details page or return to the PRISMS home page 4 17 How Agents can print an Approved CoE This PRISMS function is available to CoE Agent and CoE Create access levels Step 1 Selecting the Organisation If you have access for one provider only please move to step 2 If you have access to multiple providers Section 5 3 explains how to change your current provider Step 2 Printing an Approved CoE PRISMS will display an Alert message on your homepage for any CoE that you have created informing you that it has been approved The two types of Alerts are Print Deliver This alert informs you that a CoE that you have created for a particular student has been approved It also instructs you to print and deliver the CoE certificate to the student on behalf of the education provider A copy of the CoE Certificate must be sent to the student You can either fax it to them or send it in the post The student will need to present it with their application for a student visa The CoE Certificate will include the full address details of the DIBP post at which the student will need to apply for
74. ion of the student s visa status There are a number of options to give information about accepted students In PRISMS they are known as Student Course Variations SCVs Only users with access type CoE Administrator will be able to create or search for a SCV Generally speaking the system will determine the actual SCV to send to DIBP based on the information entered by the provider 4 26 1 Termination of student studies prior to completing the course Use this reporting option for all occasions where the student will cease studying with you prior to the passing of the proposed course end date as indicated on the student s current CoE You would use this reporting option irrespective of whether the reason for the student ceasing their studies prior to the proposed course end date of the CoE was initiated by the student or by the provider SCV reporting under this option is covered under Section 19 1 d of The ESOS Acct Available options to select under this reporting reason are 4 26 1 1 Student Completed Course Early You are only required to use this SCV reason when the student completes their course before the expected enrolment completion date This report must be completed within 14 days of the student completing their course The CoE must have a status of Studying Reported On Cancelled or Finished for you to select this SCV reason In the SCV Comments field you should indicate the course end da
75. ionally creating another student record when the same student is already registered on the PRISMS system This is producing duplicate student records on PRISMS which makes it more difficult to keep an accurate track of individual students and also impacts on the statistics produced by PRISMS Page 83 Department of Education and Training PRISMS User Guide 7 GLOSSARY OF TERMS USED PRISMS CRICOS DIBP CoE SCV ESOS Act ESOS Regulations Login Identifier User account RSD Provider Registration and International Students Management System PRISMS is a secure database system operated by Department of Education and Training and DIBP Commonwealth Register of Institutions and Courses for Overseas Students Department of Immigration and Border Protection Confirmation of Enrolment generated through PRISMS The CoE is provided to students to verify that they are bona fide students when applying for a visa Student Course Variation The record a user with CoE Administrator access creates when the report non compliance of a student Education Services for Overseas Students Act 2000 Education Services for Overseas Students Regulations 2001 User identification to control access to PRISMS Record of individual user s details including Login Identifier password and other information collected via the PRISMS Registration Request CoE Form Registered Signatory Delegate Page 84
76. ished Page 30 Department of Education and Training PRISMS User Guide Onshore CoEs do not expire because it is a requirement that the student was onshore when you created the CoE Studying A CoE will change from a status of approved or visa granted to studying when the course start date on the CoE has passed and the course end date has not passed Once this action has taken place you can no longer cancel the CoE using the cancel button at the bottom of the CoE and it will no longer appear You must complete a Student Course Variation to cancel it If you do complete a Student Course Variation initiating an investigation by DIBP you may notice that the status of the CoE could change after they have completed their investigations This is perfectly normal and indicates that DIBP have finalised their investigation Reported On As from 1 July 2007 no SCV report will set a CoE to this status However there will be CoEs that have been reported on prior to 1 July 2007 that will still be set to this status This status indicates that a Student Course Variation SCV has been completed against the CoE prior to 1 July 2007 Not all SCV reasons updated CoEs to reported on and some did cancel CoEs immediately When an SCV is completed the information is sent to DIBP and they will begin an investigation of the issue that brought about the SCV On completion of their investigation DIBP will enter their finalisation dec
77. ision into PRISMS and the CoE may then change status to reflect their decision Finished A CoE will change to the status of finished after the course end date on the CoE has passed or when you complete a Student Course Variation to report that a student has finished their course A Student Course Variation may still be applied to a finished CoE if you wish to report that a student has failed to meet course requirements or you need to process some form of correction to that CoE Cancelled There are three ways the status of a CoE can be updated to cancelled 1 When the CoE has a status of saved pending or approved and you have made a mistake entering data into it and you now wish to cancel it by using the cancel button at the bottom of the CoE e The creator may cancel a CoE any time before it has been approved i e the CoE has a status of saved or pending e Once the CoE has a status of approved that is it has been approved by your CoE Administrator only a CoE Administrator can cancel it This cancellation process will guide the CoE Administrator through the Student Course Variation reporting process e If the CoE has a status other than saved pending or approved the cancel button no longer appears This is because the CoE has been submitted to DIBP to have a visa granted against it and you cannot cancel it without informing them You inform DIBP by completing a Student C
78. l display the CoE Certificate You can print the certificate by clicking on the PRINT button of your Internet Browser You can either fax it to them or send it in the post If the student is under 18 you will need to print and send the Student Welfare letter as well This will appear as an option with the View Print CoE Certificate The student will need to present the CoE and Welfare letter if applicable with their application for a student visa The CoE Certificate will include the full address details of the DIBP post at which the student will need to apply for their visa If any of the details for the student changes including accommodation particulars after the student has been given their CoE then the CoE and Student Welfare letter if applicable will need to be re printed with the updated information and given to the student When you have finished the approval steps stated above you may select to continue and add another CoE or to log out of PRISMS 4 11 2 How to Approve CoEs Created by the same CoE Administrator User It is possible for a CoE Administrator to create a CoE at Saved status rather than creating the CoE at a status of Approved which would be the normal process Step 1 Access the homepage for the provider To now Approve a previously Saved CoE that the CoE Administrator has previously created access the home page for the provider The required CoE should be listed on the scr
79. l vary for different default types Provider defaults 14 days Student defaults 28 days However all default types have the same length for reporting the default outcome which is 7 days following the conclusion of the provider obligation period Page 66 Department of Education and Training PRISMS User Guide If there has been a notification of a default and the 7 day reporting period lapses without an outcome being recorded against the CoE OR A negative intention has been selected I do not intend to meet my obligations THEN the particular default will trigger TPS intervention and you will notice that the status on the queue will have changed to Sent to TPS Please note that if the default is sent to TPS due to an outcome not being recorded within the 7 day default reporting period though in actual fact you have met your provider obligations but have not recorded them then you will need to contact the TPS at Secretariat tps gov au To ensure that TPS does not render assistance to the student Default queue statuses The following scenarios will add a default to the Defaulting CoE queue 1 Default does not have an outcome recorded against it e Queue status will equal Provider obligation period 2 Intention was listed as I do not intend to meet my obligations gt Queue status will equal Sent to TPS 3 Outcome was listed as I did not meet my obligations gt Queue status will equal Sent to TPS 4 The
80. ld enter an English test score of Satisfactory Unsatisfactory Pass or Fail as an indicator for DIBP when assessing the student visa Student s Current Location When creating a CoE for a student it is important to set the CoE type Onshore or Offshore correctly An Offshore CoE is for students who are not in Australia when you create their CoE To assign the CoE as type Offshore you need to nominate the student location as Overseas An Onshore CoE is for students who are already in Australia when you create the CoE To assign the CoE as type Onshore you need to nominate the student location as Australia It is important to have the CoE type Onshore or Offshore designated correctly as it can affect the status of the CoE or cause delays in the processing of the CoE and visa Please contact the PRISMS Help Desk if you have any questions or come across any CoEs with the wrong CoE type set Immigration Office for Visa Application You will be required to select the Immigration office where the student will be applying for their student visa from a drop down list These options are displayed according to your answer in the previous item i e PRISMS will list only Australian Onshore or International Overseas If an Immigration office you require is not listed in the drop down box check the Immigration World Index at the site address of http Avww immi gov au contacts offices htm this will show you the applic
81. lia 3 Medibank Private 4 OSHC Worldcare 5 NIB OSHC It is not mandatory for providers to organise overseas student health cover for intending students You should only select Yes if you have received money from the student and arranged OSHC on their behalf You should not select Yes if you have only sighted evidence that the student has arranged his or her own health cover In this circumstance you should select No and DIBP will require the student to show evidence of their health cover English Test Type You will be required to select the relevant English test type for the student from the options provided by clicking on the appropriate button There are four options None The student has not undertaken an English test Test of English as a Foreign The student has undertaken Language TOEFL a TOEFL English test International English Language The student has undertaken Testing System IELTS an IELTS English test Other Forms of Testing which The student has undertaken Satisfies the Institution an English test other than those specified on the CoE form Page 26 Department of Education and Training PRISMS User Guide English Test Score You will be required to enter a value for the score the student attained for the English test undertaken It is compulsory that you enter a value in this field if the English test type selected is TOEFL IELTS or other form of testing If you have selected Other form of testing you shou
82. mation and does not need be changed e You will then need to fill the excel sheet with the required information for the following columns a Estimated Tuition Fee b Estimated Non Tuition Fee c Estimated Total Course Cost e Once the excel file is filled you can save it to your desktop Step 3 Click the Upload New File button to upload a new file to view the pop up window Upload New File e Use the Browse button on the course cost upload window to select the file and click Save to confirm file upload Note Only XLS x file types will be accepted by the PRISMS Course Cost Upload facility Page 45 Department of Education and Training PRISMS User Guide e Click the Cancel button on the course cost upload pop up window if you have selected an incorrect file for upload or if you do not want to proceed with the upload Step 4 Click on the desired record for displaying more details for a file which would be displayed under Upload Details tab e Errors PRISMS will display the details for any errors that were identified in the file during the batch process Note The download link on the Upload Details tab will download the original file that was saved for course cost upload batch process 4 24 How to update Student Contact Details in bulk Student Contact Upload function is available to all education providers which allows them to update student contact details in bulk To be able to
83. me Family Name This field is mandatory Enter the contact s surname Postnominals Not mandatory Enter any initials the contact may have after their name such as MD OBE etc Job Position Not mandatory Enter the position the person holds in the organisation Phone This field is mandatory After Hours Phone This field is not mandatory Mobile Phone Not mandatory Enter the mobile phone number Fax Not mandatory Enter the facsimile number After Hours Phone Not mandatory Enter the afterhour s phone number if required Website URL Not mandatory Email Address Not mandatory for International Student Contact but mandatory for the e Business contact Postal Address Address This field is mandatory The PRISMS system will automatically set this to the address of the current organisation see the beginning of this section by default You are able to edit this field if required Suburb City This field is mandatory The PRISMS system will automatically set this to the Suburb City in the address of the current organisation see the beginning of this section by default You are able to edit this field if required Country This field is mandatory The PRISMS system will automatically set this to the Country in the address of the current organisation see the beginning of this section by default You are able to edit this field if required by selecting from the drop down menu list
84. member removed Q What happens when a provider decides to stop using an agent who has been authorised to create CoEs A Providers are responsible for notifying Department of Education and Training of any change to their arrangements with an agent so that their access arrangements can be altered if necessary If the provider were to delay advising Department of Education and Training the agent could continue to create CoEs which would be sent to the provider for authorisation Without provider authorisation of the CoE the relevant students would not be able to obtain a student visa Access to PRISMS Q What is the difference between the CoE Administrator CoE Create and the CoE Agent access types A CoE Agent and CoE Create access allows users to create a new CoE by entering student information into PRISMS The CoE Administrator access type allows the individual user to approve the final CoE Only an approved CoE can be printed by the user and is forwarded from Department of Education and Training to DIBP Page 80 Department of Education and Training PRISMS User Guide Q Should each person in our institution and our agents accessing PRISMS fill in the form and have their own user name and password A The provider needs to complete one PRISMS Registration Request CoE Form for each individual who will be accessing PRISMS Each user has to have their own user account created This has been done so that providers can run reports on t
85. nd Training immediately if a record of a Login ID Your unique Email Address and Password or Password reset Question and Answer is lost or stolen or the Authorised User or the Provider is aware or suspects that a person other than the authorised user knows the Login ID and Password or has used a Login ID and Password without authority The Provider must notify Department of Education and Training immediately if an Authorised User ceases employment with the Provider or is no longer authorised to use PRISMS Department of Education and Training may remove or suspend access to PRISMS at any time without notice if Department of Education and Training believes it has been used other than for bona fide purposes of electronic confirmation of enrolment or Page 5 Department of Education and Training PRISMS User Guide 2 3 reporting or if Department of Education and Training is of the opinion that any of the above conditions may have been breached 5 If access to PRISMS is cancelled or suspended Department of Education and Training will only re instate access if it is satisfied that the provider has taken steps to ensure that the misuse of PRISMS or breach of the above conditions is not likely to re occur 6 The Commonwealth as represented by Department of Education and Training will not be liable for any loss or damage including consequential loss or damage suffered by the Provider or any other person in relation to use or inabili
86. nt logo You can also log out of PRISMS by just closing your browser session by clicking on the X in the top right hand corner Session idle time limit The PRISMS session will expire if there is no database activity registered for 15 minutes After this limit is reached PRISMS will automatically treat your log in ID as if you had logged out Attempting to perform any function after the expiry will produce a message advising you to log in again Page 18 Department of Education and Training PRISMS User Guide 4 6 4 7 How to Change your Details and or Change your Password This PRISMS function is available to all users Step 1 Select Change My Details e From the Welcome to PRISMS provider home page after logging in select Change My Details from the horizontal menu bar The system will display all the information available for your record e You can now update any of the details except for your e mail address which cannot be modified If you have changed your e mail address you will need to contact the PRISMS Help Team e You can also select a different secret question from the drop down list if you wish e Once you have updated your details click on the Save Details button e PRISMS will display a message confirming that your details have been updated e Tochange your Password click on the Change Password button and the Change Password screen will be displayed Follow the screen prompts r
87. nted Select the new course location from drop down list and click Save e Page will refresh with your selection now displayed as the CoE Course Location 4 16 How to allow Agents to Print an Approved CoE This PRISMS function is available to CoE Administrator access only Step 1 Selecting the organisation e lf you have access for one provider only please move to step 2 e lf you have access to multiple providers Section 4 3 explains how to change your current provider Step 2 Printing an Approved CoE e Once you have approved a CoE created by the Agent or other user the following options are available View Print CoE Certificate option for you as the approving officer to view and or print the CoE Add Another CoE to Student create another CoE for the current student Page 37 Department of Education and Training PRISMS User Guide Creator Deliver CoE Certificate informs the creator of the CoE that the CoE for a particular student has been approved and asks them to print the CoE Certificate and deliver it to the student Inform Creator CoE Approved nforms the creator of the CoE that the CoE for a particular student has been approved and that you as the approving officer will print and deliver the CoE Certificate to the student A copy of the CoE Certificate must be sent to the student You can either fax it to them or send it in the post The student will need to present it with their applicat
88. ntion in order to meet the obligations on behalf of the provider once the default process is concluded e Provider clicks Save amp Confirm this will conclude the default process Step 4 Recording Outcome e Provider selects option from the What was the outcome drop down list This defines what action was taken during the Provider Obligation period in order to meet their obligations e Provider has the option to indicate the outcome as o Refunded tuition fees o Placed student in course o Place student AND Refunded tuition fees o There was no obligation to be met Upon selecting this option a comments box will be displayed asking for an explanation to justify this selection Reason for this selection may include but is not limited to the fact that no tuition fees were owed to the student o did not meet my obligations Upon selecting this option two additional fields will be displayed e Reason This will have the following options so the provider can choose the reason why they were unable to meet their obligations o Student is unreachable o Awaiting student details o Other e Acomments box will also be displayed asking for an explanation to justify the above selection Please Note These options will vary depending on the Default type e Provider clicks Save amp Confirm this will conclude the default process Reporting Period Lapses and no outcome reported The Provider Obligation Period wil
89. o be created but will not result in any loss of tuition fees to the student then the provider is not required to complete a default as long as the student commences on the new expected date 4 32 1 How to edit cancel a default Providers will have the opportunity to edit and or cancel a default at any time provided TPS has not started actioning the default yet If the provider needs to edit or cancel a default where TPS has started actioning the default the provider would need to contact the TPS with the request 4 32 1 1 Editing a default To edit a default the provider would first need to find the default record that needs to be edited This can be done by clicking on the Defaulting CoE s Tab on the home page Once the tab is accessed the provider can either gt Click on the default record if it appears within the Default queue OR gt Click on search link on the top right corner of the queue This would trigger a search window where the user will be able to enter a search criteria such as CoE status number etc Once the criteria has been entered and the user has clicked OK the system should provide a list with matching results Once the relevant default is identified the user can then click on the default record in the queue which would take the user to the default details page After accessing the relevant default record that requires editing the user can then change any of the previously made selections followe
90. oE e Explanation of CoE status e How to change the Course for a Saved or Pending CoE e How to Approve a CoE e Howto Approve a CoE or Student Details for an Approved CoE e How to View or Print a CoE e How to Add a CoE course location e How to change a CoE course location e How to allow Agents to Print an Approved CoE e How Agents can print an Approved CoE e Printing a CoE if the student is less than 18 years of age e How to view a list of Welfare Arrangements e How to Cancel a Saved Pending or Approved CoE e How to Manage Payment Details e Student Course Variations e How to Create a Student Course Variation for CoEs already on PRISMS e How to Search for Student Course Variation e 4 29How to Search for a Course or Courses e How to Search for CoEs Students e Searching for CoEs Depending on the User s Access Type e How to List Users at a Provider e How to Update the Department of Education and Training Department of Immigration and Border Protection Course Progress Policy and Procedures e How to Search for a Contact e How to view a News Item e How to Search for a News Item Page 14 Department of Education and Training PRISMS User Guide How to create Reports and Exports 3 7 CoE Agent Access This level of access is available for agents who have been nominated by the Principal Executive Officer or delegate of the provider With Agent access the user can create a CoE that will be
91. oE Indicate N here if the period of the deferment suspension will still allow the student to complete their course of study by the course end date of the CoE If you respond with Y to the above prompt the system will then request Do you want to create a new CoE for this student If you Know when the student is returning to you to complete their study you can elect to create a new CoE now for the student just enter Y and the system will lead you through the creation of the new CoE If you do not want to create a new CoE now then just enter N e If you select Student requests change to existing enrolment no further prompts appear on this tab However refer to section 4 26 above for more information e If you select Non compliance with visa conditions a prompt Course non compliance reason is displayed and will allow you to select the reason for visa non compliance Available options are Unsatisfactory course progress and Unsatisfactory course attendance Select the required option For both reasons you will need to have undertaken the internal and external appeals processing prior to being able to complete the report The Appeals Process tab will guide you through the required questions and permitted responses Refer to section 4 26 above for more information Appeals process Tab e This tab will appear where you are reporting for non compliance with student visa c
92. oE Code is legible when it is presented to DIBP Q Why is the Under 18 Student Welfare Letter required A On 16 April 2003 the letters for providers to confirm appropriate accommodation and welfare arrangements and to approve changes of these arrangements for students under 18 were removed from DIBP s website These letters are now only available from PRISMS When you first create a CoE you will have access to print the Under 18 Student Visa Applicant Education Provider s Confirmation of Appropriate Accommodation Welfare letter Once the CoE status changes from Approved to Visa Granted Studying you will then have access to print the Under 18 Student Education Provider s Approval to Change Accommodation Welfare Arrangements letter if required The welfare letters are only accessible for students under 18 who have a CoE created for them The View Print Change Student Welfare Letter link will be displayed on the View Edit CoE screen This link will allow you to reprint the letter update the information regarding the arrangements and automatically advise DIBP of the change Or process your non approval of the welfare arrangements Page 81 Department of Education and Training PRISMS User Guide Q Ifa provider is willing to take on responsibility for approving welfare and accommodation for an under 18 year old student and the student needs evidence of this for visa pre approval processes what can the
93. of Education and Training on the conditions below which he is entitled to impose under section 109 3 of the Education Services for Overseas Students Act 2000 In addition section 109 5 makes it an offence if a person breaches any condition in certain situations IT IS THEREFORE IMPORTANT THAT YOU READ THESE CAREFULLY Privacy Providers must ensure that those acting on its behalf in obtaining the student s information for the purposes of input into PRISMS advise the students before the information is provided by the student that the information will be provided to Department of Education and Training DIBP and other State Territory government agencies in relation to administering the ESOS Act and the Migration Act 1958 Conditions of Access and Use 1 Access will be granted by Department of Education and Training only to an individual Authorised User who is either a Provider or someone who is authorised in writing by a Provider to use PRISMS on its behalf and a copy of the authorisation is provided to Department of Education and Training The Authorised User must o use the Login ID Your unique Email Address and Password for issuing bona fide electronic confirmations of enrolment or reporting as required under the ESOS Act 2000 o keep the Password secure o keep the Password reset Question and Answer secure o not divulge a Password or Password reset Question and Answer to any other person o notify Department of Education a
94. on at the front of each prompt In the SCV Comments field enter any comments that may be appropriate Once you have completed the Student Course Variation the CoE status will change to Cancelled and DIBP will be sent the reason code you selected as well as your responses to the Appeals processing prompts You should report using this variation as soon as practicable 4 26 3 Non commencement of student studies You are only required to use this SCV reason when a student does not has not or will not commence their course when expected This report must be completed within 14 days after the expected commencement date Page 54 Department of Education and Training PRISMS User Guide The CoE must have a status of Approved Studying Visa Granted Reported On Cancelled or Finished for you to select this SCV reason In the SCV Comments field try to indicate whether a visa was granted to the student whether the student arrived in Australia and other relevant information Once you have completed the SCV the CoE status will change to Cancelled and DIBP will be sent the reason code applied Please note if the provider becomes aware that the expected start date for the student has changed to a date in the future and agrees that the delay will not impact on the end date of the CoE then the provider is not required to do an SCV for this student as long as they commence on the new expecte
95. onditions or have selected the Non payment of fees or Disciplinary reasons from the drop down options for reporting Termination of studies prior to completing the course This tab will guide you through the required questions and permitted responses Your responses are retained within the PRISMS system and you can display these at any time The responses are also sent to DIBP for their information Refer to section 4 26 above for more information Other Details Tab e Under the Other Details tab a new prompt will display Enter the students last actual day of study You should enter here the date that the student was last in class and studying with you Definition Student s Last Actual Day of Study Represents the date on which the Provider considers that their educational teaching responsibilities to the student on that Confirmation of Enrolment undertaking that particular course of education ceased It may be the date on which the student was last known to be attending class completing their course requirements perhaps the date the student completed their Page 60 Department of Education and Training PRISMS User Guide last examination or whatever date the provider considered that the student on this CoE was no longer an active and participating student in that particular educational program e Select a DIBP Office for Referral from the list The list will only display Australian DIBP Offices e En
96. only Neither the CoE nor any information contained therein is transmitted to DIBP at this stage You can re open the CoE at any time to complete the details and then re save it As the CoE is in a draft form at this saved stage the CoE cannot be approved or have a visa granted by DIBP against it When you are happy with the details on the CoE you may then submit it for approval You may cancel the CoE at any time when it has a status of saved Pending This is a CoE that has been submitted by its creator for approval by the CoE Administrator The CoE or any information contained therein is not submitted to DIBP at this stage You may cancel the CoE at any time when it has a status of pending Approved This is a CoE that has been approved by a CoE Administrator at your institution The approval process submits the CoE to the PRISMS processing system and sends the information to DIBP DIBP will then decide whether or not to grant a visa for the student When the CoE has a status of Approved it may only be cancelled by a CoE Administrator at your institute The cancel process will automatically guide you through the Student Course Variation processing to effect the cancellation of the CoE Visa Granted This is an Approved CoE that has had a visa granted against it by DIBP Once this action has taken place you can no longer cancel the CoE using the cancel button at the bottom of the CoE and it will no longer
97. ort using this variation as soon as practicable 4 26 2 2 Student Failed to Meet Course Requirements Key requirements for all sectors e The progress of each student is monitored recorded and assessed e The provider has documented course progress policies and procedures e The provider assesses each student at the end point of each study period according to its course progress policy e The provider has an intervention strategy that identifies and assists students who are at risk of not making satisfactory course progress e Where a provider has assessed the student as not meeting satisfactory course progress the provider informs the student in writing of its intention to report the student and that he or she is able to access the provider s complaints and appeals process within 20 working days The provider notifies the Secretary of Department of Education and Training through PRISMS of the student not achieving satisfactory progress after the appeals process if actioned is finalised and upholds the provider s decision to report The CoE must have a status of Studying Cancelled Finished Cancelled or Reported On for you to select this Student Course Variation reason 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 option On screen Help is available by clicking on the book ic
98. ourse Variation for the CoE When DIBP completes their investigation they may update the status of the CoE 2 If DIBP cancel a student visa it will result in the CoE being cancelled 3 If Department of Education and Training suspend or cancel a course or provider it may result in all the CoEs in that course or at that provider being cancelled Page 31 Department of Education and Training PRISMS User Guide 4 10 How to change the Course for a Saved or Pending CoE This PRISMS function is available to those with CoE Administrator CoE Create and CoE Agent access Step 1 Selecting the Organisation If you have access for one provider only please move to step 2 If you have access to multiple providers Section 4 3 explains how to change your current provider Step 2 Selecting the CoE All Saved and Pending CoEs will be listed on the homepage for the current provider If your CoE is listed here click on the CoE record of the desired CoE Go to step 3 If your CoE is not listed here because it was created under another provider either change current provider see step 1 or Go to the Students CoEs menu item in the left hand menu list and use the Search functionality to search for the required record Click on the Search for Student button Select the desired CoE from the search results page by clicking on the CoE record Step 3 Changing the Course for the Selected CoE Th
99. ow to Search for COHS Studemts ccvs i cceasvesincts cedssens iiivneassniseadevesinds doWaeravcuenet 62 4 31 Searching for CoEs Depending on the User s Access Type ccecsceeseeeteees 63 4 32 How to record a Provider Student default 0 00 0 cccceccceessceeeeseeeeeeeetteeeenees 64 4 32 1 How to edit cancel a default ecececeeceeceeeeeeeeeeaeeeeeeeeeseeeneaeeeeeeeeeeeeneeaeees 68 4 33 How to List Users at a Provider iieci sans tetenaaal hah iiieeddgadlead wate aoe antatin 69 4 34 How to Update the Department of Education and Training DIBP Course Progress Policy and Procedures iii Scaaccccsessylessevesielaateggeos tas cnceaded shes deavendcawostes ten 69 4 35 How to Search for a Contact atin dtuaad elton ie ie Didin eet BU Kuadeancns tue iidbinad 70 4 35 1 How to Add a Contact Record cccccceceesseceeeeceeeeseeaeeeseeaeeesecaeesesesaeeseeeaaes 70 4 36 HOW to view a News Mette 5 5 cx 5 silecs sada cceneons Saceasa bo acsanaaacadnda davaaneaa tens aaatuaieesiaas 72 4 37 How to Search for a News tem tcacccscscctedciiaidacidisesreiaietetuts eniedoehel Gatun 12 4 38 How to create Reports and Exports cccceescecssccecseececeeeeeceeeeecsteeecseeeeeeeeeees 12 5 PROVIDER HOME PAGE SCREEN ALERTS ccccccesssssssssseeeeeeeesnsessssceeeeeeees 73 51 Outstanding COPS Tabira ea a eE A ER S E R lene 73 3 2 DIBE Visa Action Tab iei catic ae otecsrctaceet lanl a a a E N 74 521 Background iaeaea e aaa A aon gas techy aE A E teas
100. owing fields will become updatable Nominated Welfare Start Date This is a mandatory field Where Yes has been selected at the previous prompt the system will automatically update the field with the Proposed Course Start Date You can modify this date to an earlier date The Immigration Department will only grant entry into Australia for the student from this date It is therefore recommended that you do enter an earlier date to give the student time to enter Australia and become familiar with your organisation Nominated Welfare End Date This is a mandatory field The system automatically updates this field with the Proposed Course End Date plus 7 days This is the minimum period allowed You can modify this date to a later date to extend the welfare period if required Note The system will automatically update the Nominated Welfare End Date to the student s 18 birth date where the student turns 18 during the period of the CoE Type of Stay This is a mandatory field From the drop down list of available options for this field select the one that best describes the type of accommodation that you have approved for the student Welfare Comments This is an optional field that allows you to enter any comments you may have in relation to the welfare arrangements perhaps you have stipulated some restrictions in regard to the student s welfare Initial Pre paid Tuition Fee The ESOS Act now limits the collec
101. per record The type of notes entered will depend on why a record is being printed You may wish to keep a copy for your records or to provide a copy for the student One way of managing these alerts is to print them out then delete them Mark as Read then follow up with the paper copy In larger organisations this will help avoid the duplication of effort When you have finished a copy can be printed by clicking the Print button Clicking the Mark as Read button closes the record and removes it from the list on the DIBP Visa Action tab System Messages and Actions All the messages and the recommended actions are generated by the system This table lists all the messages and the associated recommended actions NOTE In some of the messages the system refers to various CoE statuses Because these vary within messages we have used the following symbols to identify the CoE status Where you see these symbols then substitute the actual CoE status lt Status gt the current status of the CoE after the message lt PreviousStatus gt the status of the CoE before the message Page 75 Department of Education and Training PRISMS User Guide Message 1 A visa granted message or visa cancellation overturned message has been received from DIBP for the CoE which previously had a status of lt PreviousStatus gt The message from DIBP has caused the CoE status to be changed to lt Status gt Where a student visa has been
102. r a delegate nominated by the PEO then faxed to the number provided on the form Step 2 Start your web browser and type in the PRISMS web address Once you have received confirmation of your login ID and password and you have your web browser open load the PRISMS website by typing the PRISMS web address into the address box or clicking on File Open and typing in the web address The web address is https prisms deewr qov au Page 16 Department of Education and Training PRISMS User Guide 4 2 e You may wish to save the PRISMS web address as a Favourite on your web browser Your web browser s help facility will explain how to do this Step 3 Enter Login Identifier and Password and click on Logon button e At the PRISMS website home page type your Login Identifier your unique email address into the Login Identifier box and your Password into the Password box and click on the Login button after having read and agreed to the Conditions of Use e Your Login Identifier and Password will be validated by PRISMS e If your Login Identifier and Password are valid you can move on to the next step e lf the validation fails PRISMS will display a message box alerting you to the problem You can then try to log in again e lf you enter an incorrect password five times consecutively your user account will be locked and you will be unable to access PRISMS If this happens you should contact the PRISMS Help Team and have
103. r email address Logon ID for the PRISMS System After validating the email address Logon ID PRISMS will prompt the user to enter their date of birth The system compares the user s date of birth with that in PRISMS and will ask the user the user the secret question selected at the time of registration If the answer is correct the system sends a link via an email to the user that they can use to get into PRISMS where they need to enter a new password Reset Password Users with CoE Authorise CoE Create and CoE Agent access can reset a password by navigating to the User s record and selecting gt gt Reset password on the right of the screen under User Options The reset password sends a link via an email to the user that they can use to get into PRISMS where they need to enter a new password With these changes the only time a CoE user should need to contact the PRISMS help desk to reset their password is if they are the only user at their organisation and they have forgotten the answer to their secure question so can t reset their password via the Forgotten Password function Change your Details and or Change your Password To chance your details select Change My Details from horizontal menu bar at the top of any PRISMS screen This navigates the user to the My Details screen where the users Phone Question and Answer can be changed To change your password select the Change Password button from the Change My Details
104. r example the new replacement CoE has the same course commencement date as the original CoE but the course end date of the new replacement CoE is after that on the original CoE In this situation there is no gap or period not covered when comparing the two CoEs To process a request of this type the provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change the course start and or course end dates as required or change to a new course in the same sector and update any other details as required for the new CoE On Approving the CoE responds to the system prompts The system will cancel the original CoE and if anew CoE has been created then set the status of that CoE as required maybe to Approved Visa Granted or Studying depending on the course start and end dates entered 4 26 5 5 Not an extension and not one of the above situations During the process of entering details of the change in enrolment for the student the system will automatically identify the situation where the change to the enrolment is not an extension and is not one of the previously identified situations An example may be where there is no change to the proposed course start date or proposed course end date but the student has changed to a different course in t
105. r s User Action Click the associated record to see view errors Correct the errors and use the upload button to re load data Data load unsuccessful Step 3 To upload a new file click the Upload New File button PRISMS will display a pop up window Payment upload e Use the Browse button on the payment upload window to select the file and click Save to confirm file upload Page 41 Department of Education and Training PRISMS User Guide Note Only XLS x file types will be accepted by the PRISMS Payment Capture Details bulk upload e Click the Cancel button on the payment upload pop up window if you have selected an incorrect file for upload or if you do not want to proceed with the upload Step 4 To view more details for a file click on the desired record PRISMS will display the details on the Payment Details tab e Errors PRISMS will display the details for any errors that were identified in the file during the batch process e Warnings PRISMS will display the details for all warnings that were identified in the field during the batch process Note The download link on the Payment Details tab will download the original file that was save for payment upload batch process 4 21 2 Record a payment using the payment details tab Providers shall have the ability to use this screen to record payment s collected from the student during the course of the enrolment and after if applicable Note Th
106. rocess Note The download link on the Upload Details tab will download the original file that was saved for Student Contact Upload batch process 4 25 Linkng Courses to Locations Providers have the ability to submit requests in PRISMS for attaching Courses to Locations or removing Courses that are already attached to a Location The requests are submitted to the Provider s Responsible Regulator and must be approved to take effect The function that allows Providers to request Course Location changes is only available to Users who have been granted access by their Organisations RSD Note If you do not have access to the function and need to request one then follow the steps under Section 4 22 of this user guide Step 1 Accessing the menu On the Welcome to PRISMS Home page select Link Courses to Locations menu item under Management menu heading in the left hand vertical menu list This will display the Queue on the Link Courses to Locations screen Step 2 Selecting a Location For adding or removing Courses for a Location you must first select the required Location To do this you will need to click Add Remove courses for a location link on the Queue tab On click you will be displayed with a list of Locations on the Locations tab for your Organisation to select from A Location will not be displayed if a request for change has already been submitted Step 3 Adding or R
107. rrow to this section for advice about further functions available for your level of access The instructions for each level s functions can be found in section 4 3 5 CoE Administrator Access Highest Level This level of access is available to a member of a provider s staff who has been nominated by the Principal Executive Officer or a delegate of the provider With Administrator access the user is able to save create and approve CoEs using the one process Users with Administrator access are also able to approve CoEs that have been created by other users Only users with Administrator access are able to cancel or report on CoEs once they have been approved e How to Log Into PRISMS e Howto Select a Provider if you have Access for Multiple Providers e How to change Provider if you have Access for Multiple Providers e Logging out of PRISMS e How to Change your Details and or Change your Password e How to update Student Contact Details in bulk e Requesting access to Course Cost Upload Menu e How to Manage Agent Details e How to Add a CoE e Explanation of CoE status e How to change the Course for a Saved or Pending CoE e How to Approve a CoE e Howto Approve a CoE or Student Details for an Approved CoE e How to View or Print a CoE e How to Add a CoE course location e How to change a CoE course location Page 12 Department of Education and Training PRISMS User Guide How to allow Agents to Print an Approved CoE How Agen
108. s one of the two o Student section 47D compliant written agreement where a written agreement exists that is compliant o Student section 47E non compliant written agreement where the written agreement exists but is not compliant Page 64 Department of Education and Training PRISMS User Guide e Record Default details Enter the default details listed below for ALL default types o Default type o Default date o Default reason Other default details that are specific to the Student section 47D compliant written agreement default type include o According to the written agreement Is the student owed any tuition fees o Have you received a written claim for tuition fee refund from the student o Date the Student s written claim was received f the question According to the written agreement Is the student owed any tuition fees is answered as No then the Provider will only be required to record an outcome Go to Step 4 f the question According to the written agreement Is the student owed any tuition fees is answered as Yes then the Provider will need to indicate whether a written claim has been received and if so what date was the claim for refund received This date is the start of the Provider Obligation period for this default type Until the receipt of a student refund claim has been recorded in PRISMS the default will remain on the Providers queue countdowns
109. s an information message will be displayed advising you of this situation You should check to ensure that you are not repeating the same variation e To add anew variation select the Add variation button Variation Details Tab e PRISMS will display the Student Course Variation Screen Variation Details tab This tab will display some Student CoE and Course information as well as allowing the user to commence input of the variation reason e The first prompt displayed is Did the student undertake a period of study in this enrolment Click on the down arrow at the end of the field to display the two options available Yes or No Select Yes if the student has undertaken ANY period of study i e the student has commenced their course of study even if they only attended for one day or less Where Yes is selected this CoE will be taken into account when your Annual Registration Charge ARC is calculated Select No if the student did not undertake any period of study with this CoE i e select No if the student never commenced this course of study Where No is selected this CoE will NOT be taken into account when your Annual Registration Charge ARC is calculated Enter the appropriate value e Using the drop down list box options select one of the options displayed beside Reason for Course Variation These options will vary depending on the CoEs statu
110. s the overseas student health flag etc Step 1 Search for and display the Approved CoE for the student whose details you wish to update Scroll down to the bottom of the View Edit CoE screen and click on the Cancel CoE button OR click on the Course Variations tab on the View Edit CoE screen and then click on the Add variation button Both options will take you to the Student Course Variation screen Page 35 Department of Education and Training PRISMS User Guide e Inthe Reason for Cancellation of CoE prompt select the Change to CoE Student Details option e As you are changing the information in the current CoE this CoE will end up being cancelled as a result of the change Ensure that you leave the Do you want to create a new CoE for this student set to the default value of Y to create a new CoE You can enter any relevant details in the Comments field Once complete click on the Save button e An information message will appear that advises that the next screen will be a CoE create screen with almost all of the original CoE information brought forward e Itis at this stage that you can modify the data for the student or the CoE To change the information on the student record click on the Student Summary tab Update the information as required eg change the date of birth nationality country of birth etc If it is only the student data that you need to corre
111. s and your response to the previous prompt Refer to the reasons above in section 4 26 for more information e If you select Termination of student studies prior to completing the course then the prompt Termination Reason will be displayed and allow you to select the appropriate reason for the student terminating their studies prior to the course end date of the CoE Refer to section 4 26 above for more information If you select Provider decision to cease student enrolment then a further prompt Provider decision to cease student enrolment reason will appear requiring you to indicate the reason why you are terminating the enrolment Should you select Non payment of fees or Disciplinary reason you will need to complete the internal appeals processing prior to being able to complete this report e If you select Deferring suspending student enrolment then the system will display a further prompt reason for deferring suspending student enrolment and display a drop down list box of the two reasons that deferment suspension can be granted Page 59 Department of Education and Training PRISMS User Guide Once you have selected the reason for the deferment suspension a prompt Will course end date be affected will appear You should indicate Y here if the period of the deferment suspension is such that the student will NOT be able to complete the course of study by the course end date of the C
112. s described by the CoE i e they finished at an earlier date please contact the PRISMS Help Desk for assistance to correct the period of study Firstly you should determine if this student is allowed to continue study You can do this by checking DIBP s Entitlements Verification Online EVO system You may also wish to contact the student and inform them that they must speak with DIBP and determine their options Page 76 Message A visa application refused message has been received from DIBP 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 e acurrent student visa or e abridging visa with study rights and a current CoE A visa ceased message has been received from DIBP 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 DIBP for the CoE that had the previous status of lt PreviousCoEStatus gt The message has changed the status of the CoE to lt CoEStatus gt Depar
113. s field is for the 7 digit unique MARA Overseas Education agent Id for the Agent Only enter data for this field if known This field is not a mandatory field Business Name This field is mandatory It is important to ensure that you fill out the business name details accurately as this information is checked against the agent data in PRISMS Given Name Enter the First Name for the agent If the agent has only one name you must enter it under Family Name field Given Name 2 Enter the other First and Second Name s of the agent If the agent has only one name you must enter it under Family Name field Family Name This field is mandatory If the agent has only one name you must enter it under this field Date of Birth You will be required to enter the agent s birthday The required format of this date is dd mm yyyy where dd is the day mm is the month and yyyy is the year This field in not mandatory leave this field blank if not known Email Address Enter the business primary contacts email address in this field Please ensure the correct email format Business Phone Residential Phone Mobile At least one phone contact number is mandatory Enter country code and area code for overseas numbers Address This field is mandatory if you are creating an agent record if you are about to create an agent already in Australia choose the country as Australia and enter additional address details Australian state and pos
114. s passed Where the system detects that the student will be under 18 years of age on the Course Commencement Date the CoE page will refresh and display the Welfare Details section as described under Proposed Course End Date You will be required to enter the day month and year that the intending student s enrolment is to cease Note that this may be before the end of the course The format of this data should be dd mm yyyy where dd is the day mm is the month and yyyy is the year Provider arranged Overseas Student Health Cover OSHC You will be required to choose whether the OSHC will be arranged by the Provider If Yes you will have to choose from the list of five OSHC providers In addition you will have to enter the Start and End date of the student health cover If the CoE is for an Under 18 student at Course Commencement Date the following prompts will be displayed Is the provider accepting responsibility for approving welfare arrangements This is a mandatory field Where the provider is NOT accepting responsibility for approving the welfare arrangements for the student just click in the No button The Welfare Details fields will remain displayed but will not accept any input Page 23 Department of Education and Training PRISMS User Guide Where the provider IS accepting responsibility for approving the welfare arrangements for the student click on the Yes button and the foll
115. sage that your course code does not exist try option a or b A list of all registered courses that match your search criteria will be displayed If multiple course location have been found PRISMS will display a list of all course location associated to the course Select the location by clicking on the location from the display list Once you have determined the course you require click on the course code record Step 6 PRISMS will display the Add New CoE page Enter required details and click on the Save CoE Student or Approve CoE button PRISMS will automatically display some Student Provider and Course information Enter the required additional information in each of the fields by either typing in text or selecting from the options provided Proposed Course Start Date You will be required to enter the day month and year that the intending student is to start their enrolment The format of this date should be dd mm yyyy where dd is the day mm is the month and yyyy is the year For onshore CoEs where you are creating a CoE for a student who is already in Australia you are permitted to back date this date This will allow you to comply with the Section 19 of the ESOS Act that requires you to report actions within 14 days of the event happening However for offshore CoEs this field will not permit any dates prior to the CoE creation date as DIBP will not grant a student visa where the Course Commencement Date ha
116. tcode Page 20 Department of Education and Training PRISMS User Guide e Once you have entered the required data click the Save button PRISMS will save the new agent record and link the agent to the provider code select the OK button on the Confirmation page 4 8 Howto Adda CoE This function is available to those with the following access levels CoE Administration CoE Create and CoE Agent To create a CoE for your organisation you must first search the PRISMS database to check if the student already has a student record created If an existing record is found this will be displayed for you to select the record and add the CoE to this existing record no record is found then you will be required to add a new student record before being able to add the CoE Step 1 At the PRISMS Welcome Page select Add New CoE menu item under the Provider menu heading in the left hand vertical menu list Step 2 PRISMS will display the Add New CoE Student search screen Read the screen information and select the Fast Search or Standard Search option enter your search criteria and press the Search for Student button e This screen enables you to check if PRISMS already has the student s details stored before a CoE is created e You can search by entering one or more entries in the following search fields CoE Code Student Visa Grant Number Providers Student ID First or Second Name Family Name Date of Birth
117. te the date the student completed their course qualification obtained and other relevant information Once you have completed the SCV with this reason the CoE status will change to Finished and DIBP will be sent the reason code applied 4 26 1 2 Student Left Provider Transferred to Course at another Provider You are only required to use this Student Course Variation reason when a student leaves your institution and to the best of your knowledge has commenced studying at another institution The Student Course Variation reason must be completed within 14 days of the student leaving your institution The CoE can be any status other than Approved or Expired for you to select this Student Course Variation reason In the SCV Comments field try to include the date the student left the name of the new provider and CoE if known and other relevant information Once you have completed the Student Course Variation the CoE status will change to Cancelled and DIBP will be sent the reason code you selected Page 50 Department of Education and Training PRISMS User Guide 4 26 1 3 Student Notified Cessation of Studies You are only required to use this Student Course Variation reason when a student notifies you of their intention to no longer continue with their enrolment This notification may be received actively that is the student contacts you and advises that they will be ceasing studies or inactively th
118. te the suspension or cancellation of a student s enrolment it must notify the student of its intention and allow the student 20 working days to access the provider s internal complaints and appeals process unless extenuating circumstances relating to the welfare of the student apply Page 55 Department of Education and Training PRISMS User Guide e If the student appeals the decision to defer suspend or cancel his or her studies the provider must not notify Department of Education and Training of a change to the enrolment status until the internal complaints and appeals process is completed e Providers inform the Department of Education and Training via Provider Registration and International Student Management System PRISMS when a student s enrolment is deferred suspended or cancelled You are only required to use this Student Course Variation reason either when a student wishes to defer or postpone their studies and you agree for the following reason a Compassionate or compelling circumstances or where you as the provider initiate the deferment suspension for the following reason b Student misbehaviour This report must be completed within 14 days of the date of the deferment or suspension Where the period of the deferment or suspension is such that you have indicated that the student will be unable to complete their course of study by the course end date indicated on the CoE the status of the CoE will be upda
119. ted Step 1 Select Search for Course Variation e On the PRISMS home page select the Course Variations menu from the left hand menu list e PRISMS will display the Provider Student Course Variations screen for the currently selected provider Page 61 Department of Education and Training PRISMS User Guide 4 29 There are three search options You can select All Variation Reasons or one or more reasons from the displayed list or the range of creation date as search criteria Determine what search criteria you will use and click on the Search button PRISMS will display the Provider Student Course Variations Search Results screen detailing the search outcome You can view the Student information by clicking on the Student Name hyperlink view the CoE information by clicking on the CoE Code hyperlink or view the SCV by clicking on the course information field PRISMS will display the selected data the student data the CoE data or the SCV data No updates can be made on the CoE or SCV page How to Search for a Course or Courses PRISMS users with access type CoE Administrator have access to this function Depending on the level of information required multiple as well as single courses can be searched for the currently selected provider Searching for a single course requires knowledge of CRICOS Course Code For multiple searching courses can be searched by using any combination of the availa
120. ted to Cancelled Where the period of the deferment or suspension is such that you have indicated that the student will still be able to complete their course of study by the course end date indicated on the CoE the status of the CoE will remain at Studying The CoE status must be Visa Granted Studying for you to select this reason In the SCV Comments field include all relevant information that will assist the DIBP 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 DIBP will investigate the student s deferment and may reply to Department of Education and Training 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 If the student s deferment has not affected their course end date then no further action is required 4 26 5 Student requests change to existing enrolment This reporting option became effective on 1 July 2007 with the system changes implemented for the National Code 2007 The concept of this reporting option is that the user finds the CoE that the student wishes to change the enrolment details for and during the reporting process the system will guide the user through the likely cancellation of that CoE and optionally allow
121. ter any comments that you think may assist both yourself and DIBP and that are appropriate to the report Student s Postal Address Tab e PRISMS will display the Student Course Variation screen Student s Postal Address tab and allow update of the students address e Complete the Student address field If you do not know the Students address please explain in the comments field displayed in the previous Tab the Variation Details tab General Hints e You can move from Tab to Tab simply by clicking on the Tab heading e Once all data has been entered select the Save Variation button e PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When you are happy with the data click on YES for the question Are you sure you wish to submit this course variation Step 2 PRISMS will save the data to a database and display the PRISMS Confirmation screen e Once the data has been validated PRISMS will save the data to the database and notify you that a Student Course Variation has been created for your student e You can use the Hyperlink Student Course Variation to view the SCV you have just created or select another menu option 4 28 How to Search for Student Course Variation PRISMS users with access type CoE Administrator can search CoEs and view the outcome of course variations submit
122. the user to create a new replacement CoE with the changed enrolment details all within the one operation This process is sometimes referred to as the Wizard processing Enrolment changes covered under this option are Page 56 Department of Education and Training PRISMS User Guide 4 26 5 1 Student requests an extension of their CoE This is where the student or the provider has identified that the student will not be able to complete their course of study by the Proposed Course End Date indicated on the CoE Extensions are only permitted for compassionate or compelling circumstances or where the provider has implemented their intervention strategy The provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed For an extension change the Proposed Course Start Date to a date greater than the original CoE Course End Date and input a new Course End Date On Approving the CoE responds to the system prompts and indicate the reason for granting the extension The system will set the status of the new CoE to Approved Visa Granted or Studying depending on the course start date entered and either cancel the original CoE or leave it at a status of Studying as required 4 26 5 2 Change to a course in a different sector
123. their visa CoE Approved This alert informs you that a CoE that you have created for a particular student has been approved It also explains that the CoE certificate has been printed and delivered to the student by the approving officer Click on the alert message hyperlink i e the CoE Approved or Print Deliver CoE hyperlink The CoE will appear along with a system message that explains how to use your web browser to print the CoE return to the CoE details page or return to the PRISMS home page Click OK Go to your web browsers print option to print the CoE Page 38 Department of Education and Training PRISMS User Guide 4 18 4 19 4 20 Printing a CoE if the student is less than 18 years of age If a CoE is created for a student less than 18 years of age the procedures outlined above are the same The difference is that when the CoE is completed and ready for approval another option appears in the View Print CoE box The additional option is to View Print Student Welfare Letter This option will only appear to the person approving the CoE if that is not the same person that creates the CoE The letter must be printed and the Providers information is to be completed The provider is then required to sign the form and send it to the student If any of the student s details change then the Welfare Arrangements must be updated and the letter must be re printed with the updated details and gi
124. tion of pre paid tuition fees Providers can receive no more than 50 of the total tuition fees for the course before the student commences the course or 100 for short courses that fall within one study period of 24 weeks or less The amount that you enter for this field should be the whole dollar amount the student has paid to your organisation for this Confirmation of Enrolment CoE at the time the CoE is created This amount should be what has been prepaid as tuition fee when the CoE was created and may differ from what the student is required to pay before commencing their course Note The limit to the amount of initial pre paid fee to no more that 50 of the total tuition fee in PRISMS is set at 30 weeks to allow additional six weeks for orientation and holiday periods only It is compulsory that a value is entered for this field If the dollar amount prepaid for the course fee is nil you must enter 0 zero as PRISMS will not assume that a blank means zero Do not insert a dollar sign full stops or cents in this field Initial Pre Paid Tuition Fee From amp To Dates You will be required to key the day month and year for the tuition period that the initial prepaid tuition fee is paid for The format of this date should be dd mm yyyy where dd is the day mm is the month and yyyy is the year The fields will not permit any dates prior to the course start date or course end date Note Public providers are exempt from providing the
125. tion to cancel their enrolment and you have ensured that the internal appeals processing option has been provided to the student and that process has been completed The CoE status will be set to Cancelled Disciplinary reasons You should select this SCV report where you wish to terminate the student s enrolment due to their misbehaviour or other disciplinary reason However again you can only create this SCV after having previously advised the student in writing of your intention to cancel their enrolment and you have ensured that the internal appeals processing option has been provided to the student and that process has been completed The CoE status will be set to Cancelled Student deceased Select this option only when the student has passed away The CoE status will be set to Cancelled No longer holding a student visa You should select this SCV reporting option only when you have seen evidence that the student is no longer the holder of a student visa Examples of this may be where the student has been granted permanent residency or some other visa type that is not a student visa The CoE status will be set to Cancelled 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 Page 51 Department of Education and Training PRISMS User Guide this CoE holder at this time An example of this
126. tment of Education and Training PRISMS User Guide Recommended Action Firstly you should determine if this student is allowed to continue study You can do this by checking DIBP s Entitlements Verification Online EVO system You may also wish to contact the student and inform them that they must speak with DIBP and determine their options Firstly you should determine if this student is allowed to continue study You can do this by checking DIBP s Entitlements Verification Online EVO system You may also wish to contact the student and inform them that they must speak with DIBP and determine their options This student no longer holds a student visa for this course You can contact the student for further information or to confirm if the student holds another visa that entitles them to study in Australia you can check on DIBP s Entitlements Verification Online EVO system You must also report on or cancel the CoE You may also wish to contact the student and inform them that they must speak with DIBP and determine their options Page 77 Department of Education and Training PRISMS User Guide Message 6 DIBP 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 th
127. to each function in PRISMS It provides an explanation of the different functions and the steps involved as well as to which users each function is available For a summary of which functions are available to users with different levels of access you should refer to Section 0 How to Log Into PRISMS Step 1 Have your user account created In order to log into PRISMS you must have a user account created and issued by the PRISMS Help Team You can commence the PRISMS Registration Request process by accessing the PRISMS home page https prisms education gov au and selecting the Register button from the horizontal menu bar or the register hyperlink towards the bottom of the screen Refer to the contact details in Section 0 Select CoE Officer Provider Staff from the dropdown list then enter your details including a unique email address to be used as your logon ID eg john smith provider edu au A PRISMS Registration Request Form will be sent to your nominated email address If you share an email address eg admin provider edu au each user should enter a dummy email address eg your name yourprovider zz Then untick the Email the Registration Request Form tick box You will then be able to print the PRISMS Registration Request Form This will mean that you will not be able to reset your password online This form must be signed by you and the relevant Principal Executive Officer registered on CRICOS o
128. to original registration You then select the access level you need and enter the Provider Code for which you require additional access The user will then need to Confirm Provider Code and select a Registered Signatory Delegate RSD to approve their access A security code shall need to be entered as well as confirmation that the user accepts the system access responsibilities and correct details have been provided This will then generate an automatic email sent to the Registered Signatory Delegate for the Provider to authorise the requested access No users will be authorised to access PRISMS on behalf of Providers without being properly registered Page 7 Department of Education and Training PRISMS User Guide 2 4 Registration signatory delegates At the initial stage of registration the PEO is the only Registration Signatory Delegate RSD Once users are created under the providers authorisation the RSD can be changed to another user in the organisation CoE administrators can add edit RSD s by navigating to the Contacts link on main menu in the PRISMS homepage Once in the contacts page select gt gt Manage RSD Contacts on the right hand side of the page The manage contacts page allows the CoE administrator to update the existing RSD contact or add a new RSD Once the CoE administrator makes changes to the contacts the PEO receives an email which contains a link that allows the PEO to either Approve or Reject
129. ts can print an Approved CoE Printing a CoE if the student is less than 18 years of age How to view a list of Welfare Arrangements How to Cancel a Saved Pending or Approved CoE How to Manage Payment Details Student Course Variations How to Create a Student Course Variation for CoEs already on PRISMS How to Search for Student Course Variation How to Search for a Course or Courses How to Search for CoEs Students Searching for CoEs Depending on the User s Access Type How to record a Student Provider default How to List Users at a Provider How to record a Student Provider default How to Search for a Contact How to view a News Item How to Search for a News Item How to create Reports and Exports 3 6 CoE Create Access This level of access is available for provider staff of who have been nominated by the Principal Executive Officer or by a delegate of the provider With Create access the user can create a CoE that will be placed in a queue pending approval by a user with Administrator access The user can also view CoEs created by other users from the same provider How to Log Into PRISMS How to Select a Provider if you have Access for Multiple Providers How to change Provider if you have Access for Multiple Providers Logging out of PRISMS Page 13 Department of Education and Training PRISMS User Guide e How to Change your Details and or Change your Password e How to Manage Agents e How to Add a C
130. ty to use the Login ID the Password or PRISMS Registration of new users Online Registration New Users will have to use self registration for access to PRISMS They can do this by pressing the Register link on the front page of PRISMS next to the logon bar The user is then required to select what access they would like to Register As and then Select role A valid email address is needed in order to register PRISMS will not accept generic email address as logon emails and the email addresses used must only be used by one person The user shall then be taken to the Registration screen where they enter their contact and personal details a secret question and answer PRISMS requires that you use a strong password that will be easy for you to remember A strong password is a combination of upper and lower case letters and numerals Some examples of a strong password e g Pas5w0rd s3curitY Pri5ms The user will then need to Confirm Provider Code and select a Registered Signatory Delegate RSD to approve their access A security Code shall need to be entered as well as confirmation that the user accepts the system access responsibilities and that the correct details have been provided This will generate an automatic email sent to the Registered Signatory Delegate for approval of access Access Approval Upon completion of initial registration the Registered Signatory Delegate RSD shall receive an email from PRISMS which conta
131. ucation Services for Overseas Students Act 2000 The ESOS Act PRISMS provides means for education and training providers to comply with legislative requirements by a issuing bona fide confirmations of enrolments CoE as evidence of enrolment in a registered full time course as required for the issue of a student visa by DIBP and b reporting changes in course enrolment particularly where study ceases non compliance or the duration of the study changes PRISMS also facilitates the monitoring of student compliance with visa conditions as well as provider compliance with the ESOS Act PRISMS provides a range of reports and data exports which can assist providers State Education Departments and DEPARTMENT OF EDUCATION AND TRAINING by consolidating the information provided 1 2 What is a CoE Confirmation of enrolment The CoE provides evidence of a student s enrolment with a provider registered on the Commonwealth Register of Institutions and Courses for Overseas Students CRICOS This evidence is required before DIBP will issue a student visa The CoE contains information about the Provider agent if involved course and duration of study in which the student has enrolled 1 3 Purpose and layout of this guide This user manual is designed to assist registered users of PRISMS to create CoEs for overseas students coming to Australia and to report on any students not complying with their visa conditions The guide incl
132. udes the following sections Conditions of use This section establishes the responsibilities of users Users are required to read these conditions before they use PRISMS Useful Sources of Information This section provides contact details for the PRISMS Help Team established by the Department of Education and Training to assist PRISMS users This section also includes other sources of information relevant to the Education and Training export industry Levels of Access This section allows users to refer directly to functions that their user access level has access to without having to read the entire guide as not all functions are available to all users The Principal Executive Officer of the institution determines the level of access available to individual users Step by Step Guide to Functions This section provides a step by step guide to each function within PRISMS for the different types of users Page 4 Department of Education and Training PRISMS User Guide 2 1 2 2 Frequently Asked Questions This section provides answers to questions commonly asked by providers If you do have a query you may find the answer in this section If not please contact the PRISMS Help Team on 61 2 6102 8960 or by email to prisms education gov au Glossary of Terms Used This section explains abbreviations and terms in this User Manual PRISMS CONDITIONS OF USE IMPORTANT Access to PRISMS is issued by the Secretary of Department
133. uide 4 3 4 4 4 5 How to change Provider if you have Access for Multiple Providers This function is only relevant for those users who have access for more than one provider If you have access for more than one institution you should ensure that you have selected the correct institution before creating CoEs The institution name and CRICOS provider code are displayed in the grey information bar at the top of the screen Step 1 Selecting a different provider to work for e If you are attached to a particular provider and now wish to attach to another provider for whom you are authorised to work for the Select Provider menu item will be displayed under the Provider heading in the left hand menu list e To select a different provider click on the Select Provider menu item and the system will display a listing of those institutions on whose behalf you can act e Now just click on the record for the institution to which you wish to now attach to Step 2 PRISMS will display a revised Welcome to PRISMS provider home page e PRISMS will display a revised Welcome to PRISMS provider home page with the new provider listed as your current organisation e You can commence using PRISMS on behalf of that institution Logging out of PRISMS When you have finished using PRISMS you should log out of PRISMS by selecting the Logout menu option displayed on the horizontal menu bar just below the Australian Governme
134. update student contact details for your organisation in bulk you will need to create extract the contact details for the Student s CoE that needs to be updated in PRISMS You must follow the PRISMS files structure as set out below for each Student Contact Upload m n a 1 5 Sample St 1 5 Sample St n 1 5 Sample St Page 46 Department of Education and Training PRISMS User Guide Note You may wish to maintain additional information for the CoE in the upload file e g Date of Birth Student Name etc PRISMS will only validate and upload the first eleven columns from the left of the grid from your excel file Step 1 On the Welcome to PRISMS Home page select Student Contact Upload menu item under Provider menu heading in the left hand vertical menu list This will display the Student Contact Upload Batch Processing screen to the user File s previously saved for upload on this page will be displayed with one of the following status 1 Validation Ok e User Action Not required No errors in attached file and changes are being applied 2 Completed Ok e User Action Not required Data upload successful 3 Completed with warning s User Action Must review any warnings displayed Data upload was successful 4 Ready for processing e User Action Not required File is being processed by the system 5 Validation error s e User Action Click the associated record to
135. ven to the student How to view a list of Welfare Arrangements For users with CoE Administrator access it is possible to view a listing of all current CoEs where the provider has indicated in PRISMS that they have accepted responsibility for approving the welfare arrangements for the student Step 1 Log into PRISMS e You will be at the Home page Check just under the News icon for any Alert tabs When there are welfare arrangements in place for a student with a current CoE there will be a tab labelled Welfare Arrangements and this tab will also have a number in brackets This number indicates the total number of current CoEs where the provider has taken on the responsibility for approving the welfare arrangements e To obtain a detail listing click on the tab and then click on the Welfare Arrangements Export link e This will display an EXCEL spreadsheet of data that contains details of the students and CoEs where the provider has accepted responsibility for approving welfare arrangements The list also indicates those current CoEs where the provider has indicated that they no longer approve of the welfare arrangements for that particular student How to Cancel a Saved Pending or Approved CoE Only users who have CoE Administrator access can cancel a CoE Only CoEs witha status of Pending or Saved can be cancelled directly Although there is a cancel option available for a CoE at Approv
136. view errors Correct the errors and perform the upload process again Data upload is unsuccessful Step 2 Click on the link Student Contact Upload Sample File Excel XLSX to download the Sample File and choose a Provider To update the student contact details you must download the provided sample file by clicking the link Student Contact Upload Sample File Excel XLSX e Sample file will come with a list of columns on the student s contact details e You will then need to fill the excel sheet with the required information for each column e Once the excel file is filled you can save it to your desktop Step 3 To upload a new file click the Upload New File button PRISMS will now display a pop up window Upload New File e Use the Browse button on the Upload New File window to select the file and click Save to confirm file upload Note Only XLS x file types will be accepted by the PRISMS Student Contact Upload facility Page 47 Department of Education and Training PRISMS User Guide Click the Cancel button on the Upload New File pop up window if you have selected an incorrect file for upload or if you do not want to proceed with the upload Step 4 To view more details for a file click on the desired record PRISMS will now display the details on the Upload Details tab e Errors PRISMS will display the details for any errors that were identified in the file during the batch p
137. your Password reset Step 4 Once logged in you will be at your Welcome to PRISMS provider home page e When you have logged into PRISMS successfully the Welcome to PRISMS provider home page will be displayed e You can now use PRISMS to perform tasks appropriate to your access level How to Select a Provider if you have Access for Multiple Providers This function is only relevant for those users who have access for more than one registered provider If you have access for more than one provider you will need to select a provider before creating CoEs or reports so that PRISMS knows for which provider you want to perform the operation Step 1 Selecting the Provider e f you have access to PRISMS for more than one provider the Select Provider menu item will be displayed under the Provider menu heading in the left hand vertical menu list Clicking on the Select Provider menu item will cause the system to display a listing of those institutions on whose behalf you can act e To select a provider click on the record for the institution to which you wish to attach to Step 2 PRISMS will display a revised Welcome to PRISMS provider home page e PRISMS will display a revised Welcome to PRISMS provider home page with your selected provider listed as your current organisation e You can commence using PRISMS on behalf of that institution Page 17 Department of Education and Training PRISMS User G

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