PRISMS Training January 2009

PRISMS Training - January Agenda Introduction & Purpose About PRISMS Create New COE & Change to COE/student details Deferment/Suspension & Non- commencement, Change of Course Unsatisfactory Attendance Cancellations Qs & As

PRISMS Training - January Purpose of the training To achieve full compliance with the ESOS Act, National Code and the relevant sections of the Migration Act

PRISMS Training - January About PRISMS What is PRISMS? What PRISMS stands for? Where is it hosted? Why do we use PRISMS?

PRISMS Training - January About PRISMS (cont.) PRISMS – Provider Registration and International Student Management System Secure database developed by DEEWR & DIAC to administer ESOS Act 2000 Monitor students’ compliance with visa & provider compliance with ESOS

PRISMS Training - January Creation of COE Personal Details fields (MUST enter SID) Course Details Enrolment Details: Pre-paid course fees – Amount that student has paid to the college Total course fees – cost for the entire duration of the enrolment with the college; should comprise tuition fees plus any other amounts (e.g. admin fees, OSHC, costs of books – ONLY if received by provider and if not included in the tuition fees)

PRISMS Training - January Creation of COE (cont.) OSHC YES – Only if the College received money from the student and arranged OSHC on their behalf NO – if you have only sighted evidence that the student has arranged his or her own health cover.

PRISMS Training - January Creation of COE (cont.) English Test Type None – The student has not undertaken an English test TOEFL – The student has undertaken TOEFL Test IELTS – The student has undertaken IELTS test Other forms of Testing – The student has undertaken an English test English Test Score Test Results or Pass or Fail

PRISMS Training - January Creation of COE (cont.) Comments: Advise DIAC if Coe created after the student has commenced studying after the course start date For packaged enrolments, advise DIAC the conditions for student to start VET course Comments re: OSHC (family/single cover etc)

PRISMS Training - January Creation of COE (cont.) Comments – packaged courses:

PRISMS Training - January Creation of COE (cont.) Comments – OSHC: Student paid for 12 months of family/single OSHC

PRISMS Training - January Change to COE/ Student Details Currently a lot of changes due to mistakes made while issuing Mistakes should be prevented while approving COE Should be used to update student personal details (eg. student address)

PRISMS Training - January Non-commencement of studies Use this SCV when a student does not – has not or will not - commence their course when expected. CoE status will change to ‘Cancelled’ and DIAC will be sent the reason Use Comments Field to explain the reason

PRISMS Training - January Non-commencement of studies Comments: “Student didn’t commence the course on the proposed start date. Unable to contact student to identify the reason for non-commencement.” “Student didn’t commence the course on the proposed start date due to [state the reason]. Student will be issued with new COE for next available intake.”

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

PRISMS Training - January Deferment/Suspension (cont.) In the SCV Comments field, include all relevant information that will assist the DIAC Officer undertaking the investigation of the report OR indicate details of the exceptional compassionate circumstances (how were these beyond the control of the student and what evidence was provided in support?).

PRISMS Training - January Deferment/Suspension (cont.) DIAC will investigate the student’s deferment and may reply to DEEWR with their finding. This may be to cancel the student’s visa if their reason for deferring is unacceptable or the CoE status may be returned to its previous status.

PRISMS Training - January

PRISMS Training - January Change to Existing Enrolment Extension of the COE Compassionate or compelling circumstances Intervention Strategy Change to a course in a different sector (eg ELT to VET) Change to a course in the same sector, gap created Change to a course in the same sector, no gap created

PRISMS Training - January Change to Existing Enrolment Comments: “Student is transferring to another course. Request made by the student.”

PRISMS Training - January Unsatisfactory attendance STD 11 of the National Code Recording Attendance - TEG intranet ( Provider must report through PRISMS that the student is not achieving satisfactory attendance ASAP. The provider does not report until the process is completed and it supports the provider, or the student has not accessed the provider’s complaints and appeals process within 20 days of being notified of the provider's intention to report.

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

PRISMS Training - January Unsatisfactory attendance (cont.) You must enter a response to each of the Appeals Processing prompts as well as responding to the other prompts that you will be presented with when processing this SCV type. In the SCV Comments field, enter any comments that may be appropriate. This Student Course Variation reason results in the Non- compliance letter being generated for you to send to the Student. The letter contains particulars of the breach and provides options as to the actions required to be taken by the student. Generally speaking, the student is required to attend in person before a DIAC officer within 28 days after the date the Non-compliance letter was issued.

PRISMS Training - January Unsatisfactory attendance (cont.) Comments: “ First warning letter re: low attendance sent to student’s postal address: 34 Old Canterbury Road, Lewisham NSW 2049 on 9/09/2008; and intention to report letter sent on 19/09/2008. Student did not lodge an appeal within 20 working days. Student’s potential attendance percentage is 32% for third term 2008”

PRISMS Training - January Unsatisfactory attendance (cont.) The NCN letter automatically begins a 28 day count down to the cancellation of the student’s visa. If you have made a mistake: Fax a letter to DIAC AND Student needs to see DIAC in person Should be within 28 days form NCN letter is issued

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

PRISMS Training - January Transfer to another provider Use this SCV reason when a student leaves your institution and, to the best of your knowledge, has commenced studying at another institution. Comments field - include the date the student left, the name of the new provider and CoE (if known) and other relevant information

PRISMS Training - January Transfer to another provider Comments: “Student is transferring to another provider. Student provided Letter offer from Australian College of Education & Training. Letter of Release is issued and given to the student. Enrolment cancelled by student on 12/06/2008.”

PRISMS Training - January Withdrawal from the course Before the start date Comments field – include details of the refund, when student requested to withdraw from the course, reason (if known) and other relevant information Use cancel button for approved, pending and saved COEs OR Student notified cessation of studies if the status is “visa granted”

PRISMS Training - January Withdrawal from the course Comments:

PRISMS Training - January Student requests to cancel the course Use Student Notified Cessation of Studies SCV reason Comments field, include the reason for cancellation of enrolment, the date the enrolment was cancelled and other relevant information.

PRISMS Training - January Student requests to cancel the course Comments: “Enrolment is cancelled on [date]. Request made by the student. Letter of Release was issued. Student cancelled the course due to [state the reason].”

PRISMS Training - January Inactive cessation of studies That is where no information has been received from the student but the student just fails to return after an arranged holiday break, suspension or deferment. Use Student Notified Cessation of Studies SCV reason Comments field, include the reason for cancellation of enrolment, the date the enrolment was cancelled, if and how you tried to contact the student and other relevant information.

PRISMS Training - January Inactive cessation of studies Comments: Inactive cessation of studies. Unable to contact the student due to no contact details provided to the provider. Student failed to return after scheduled term break for the term starting on 28/07/2008, subsequently student failed to enrol in a subject for a compulsory study period.

PRISMS Training - January Non-ESOS visa Provider decision to cease student enrolment - > No longer holding a student visa Select this SCV reporting option only when you have seen evidence that the student is no longer the holder of a student visa Eg. permanent residency or some other visa type that is not a student visa

PRISMS Training - January Completed course early Only use this SCV when the student completes their course one month or more before the expected enrolment completion date. Comments field, you should indicate the course end date, the date the student completed their course, qualification obtained and other relevant information. Must have evidence from DOS/ HT&A

PRISMS Training - January Provider Unable to deliver course Select this option only when the course remains registered, but for whatever reason, you will not be teaching the course to this CoE holder, at this time. Must get approval first from your manager to use this SCV Comments field – details why the course will not be offered, refunds and other relevant information.

PRISMS Training - January DIAC Visa Actions Check on regular basis 8.11 DIAC visa actions P&P – TEG intranet –

PRISMS Training - January DIAC Visa Actions (cont.) A visa granted message or visa cancellation overturned message has been received from DIAC for the CoE which previously had a status of ‘ ’. The message from DIAC has caused the CoE status to be changed to ‘ ’. Where a student visa has been cancelled by DIAC, a student is entitled to request a review of the visa cancellation, in this case the visa has been re- instated. It is up to the provider to decide whether the student can re-commence studies with them.

PRISMS Training - January DIAC Visa Actions (cont.) A visa cancellation message has been received from DIAC for the CoE that had the previous status of Visa Granted, Studying or Reported on. The message has changed the status of the CoE to ‘ ’. If the CoE had the status of Approved/Visa Granted this student will not/should not be commencing in the course. If the CoE was Studying or Reported On the student is not able study without: a current student visa; or a bridging visa with study rights; and, a current CoE;

PRISMS Training - January DIAC Visa Actions (cont.) A visa application refused message has been received from DIAC for the CoE that had the status of ‘Approved’, ‘Studying, or ‘Reported On’. The message has not changed the status of the CoE. If the CoE had the status of Approved/Visa Granted this student will not/should not be commencing in the course. If the CoE was Studying or Reported On the student is not able study without: a current student visa; or a bridging visa with study rights; and a current CoE;

PRISMS Training - January DIAC Visa Actions (cont.) A ‘visa ceased’ message has been received from DIAC for the CoE that had the previous status of Studying or Reported on. The message has not changed the status of the CoE The student is not able to study without: a current student visa; or a bridging visa with study rights and a current CoE

PRISMS Training - January DIAC Visa Actions (cont.) A ‘Visa Ceased’ message has been received from DIAC for the CoE that had the previous status of ‘ ’. The message has changed the status of the CoE to ‘ ’.

PRISMS Training - January DIAC Visa Actions (cont.) DIAC has responded to an SCV raised against this CoE with either a ‘Decision Not to Cancel the visa’ or ‘Grounds do not exist to cancel the visa’ message. The CoE previously had a status of ‘Finished’, ‘Cancelled’ or ‘Reported On’. Receipt of this message has changed the status of the CoE to ‘ ’.

Questions? Thank you.