Database Training

2 Agenda Introduction & Purpose How to enrol a student Attendance Data Entry Attendance Reports Change of Class Leave of Absence Record Keeping Problem Cases

3 Scenario 1 Student Name: John Smith Visa: Student SID: Course: General English for 10 weeks Start Date: 01/12/2008 End Date: 20/02/2009 Class: Beginner AM A

4 Enrolling John Smith 1. Enter Personal Information 2. Contact Information 3. Course Enrolled, Start Date, End Date 4. Choose Class 5. Create Attendance Pathway

5 John Smith’s Attendance MonTuesWedThursNotes 28/11/20085/5 05/12/20080/55/5 12/12/20085/5 02/01/20090/5 Medical certificate - headache 09/01/20090/55/5 16/01/20090/5 Med cert. – unfit to study 2 days only 23/01/20090/5 LOA - Approved 30/01/20090/5 LOA - Approved 06/02/20095/5 13/02/20095/5

6 John Smith’s Attendance Week 1 – Enter all attendance 20/20 Week 2 – 15/20 Week 3 – 20/20 Week 4 – 0/20 Week 5 – 15/20 Week 6 – 0/10 Week 7 – 0/0 (LOA approved) Week 8 – 0/0 (LOA approved) Week 9 – 20/20 Week 10 – 20/20

7 Recording LOA Tick LOA Box Enter the start and end date for LOA Record on the notes: LOA approved on dd/mm/yy by … on the grounds of:………. from dd/mm/yy till dd/mm/yy Attendance is 1 expected

8 Scenario 2 John Smith was moved from Beginner am A to Intermediate am B on 14/01/2009 to start attending new class on 19/01/2009

9 Change of Class Click on “ CHANGE CLASS” button, under Attendance/Pathway TAB Select “ Intended Class” Enter the start date of the change Enter the end date of the change Record all updates in notes section

10 Scenario 3 John Smiths re-enrols for 6 more weeks Start Date: 23/02/2009 End Date: 03/04/2009 Course: General English

11 Scenario 3 (cont.) Remember: NEW Coe was issued for this enrolment NEW attendance will be calculated Student needs to attend orientation Need to enrol into new course

12 Scenario 4 John was enrolled from the beginner into General English Start Date: 01/12/2008 End Date: 20/02/2009 AND IELTS Preparation Course Start Date:20/02/2009End Date: 03/04/2009 Any difference in how we record attendance compared to Scenario 3?

13 Attendance Reports Click on “REPORTS” Tab

14 Attendance Reports (Cont.) ELT – Student– To be posted on the notice board ELT – Staff – For attendance Monitoring ELT-WL80-85 – A list of students with attendance below 85% ELT-ItoR>80 – A list of students with attendance below 80% 0 Hours per week – a list of students who were absent for more then 4 consecutive days

15 Attendance Reports (cont) On Weekly Basis: Print out student attendance report to post on notice boards Print out warning letter for students below 85% Send warning letters to students on weekly basis Make sure that you file a copy of the warning letter Print out a list of students who are below 85% File it in the attendance monitoring folder Update Database by ticking “Warning letter sent box” and entering the date it was posted Record all of the above in notes section

16 Attendance Reports (cont) On Weekly Basis (cont.): Print out letters of intent for students below 80% Send letters of intent to students on weekly basis Make sure that you file a copy of letters of intent Print out a list of students who are below 80% File it in the attendance monitoring folder Update Database by ticking “Intention to Report Letter sent” box and entering the date it was posted Record all of the above in notes section Attempt to Contact all students who were absent for 4 consecutive days (if not successful, keep evidence )

17 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.

18 Problem Cases? Check if the information below is correct: Attendance Pathway Student Course ID Class ID Number of weeks College: LIC, Student ID: Reports Dates: Start: 16/01/07; Update: 16/01/09; End: 16/01/2011

19 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

Questions? Thank you.