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New Year. New Code

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January is here, and it is time to implement the National Code of Practice for Providers of Education and Training to Overseas Students 2018. Here’s everything about how Meshed Group RTOManager platform is equipped with to support the standards for providers of education and training for overseas students.

RTOManager is designed to enable educational providers to seamlessly action and practice the tenets of the new code by incorporating some of the requirements that are facilitated by the platform.

Standard 1 – Marketing information and practices

Marketing information and practices can be improved by ensuring information provided to students on the website or public portal of RTOmanager and the offer letter documents has all the necessary information for students which clearly outlines the student’s obligations and entitlements under the ESOS framework.

For example:

  • RTOmanager document management module allows providers to upload policy and procedures which are downloadable by potential students from the public portal.
  • Providers Offer Letter Templates in RTOmanager should include terms and conditions and CRICOS information to ensure that students have all the information they need and are aware of their obligations under the ESOS framework. Templates can be generated in PDF and tracked within the system for future reference.
  • Providers can upload and record documentary evidence of english results to meet the prerequisites of English proficiency.

Standard 2 – Enrolment of an overseas student

Prior to enrolment of an overseas student, providers are expected to make available up-to-date information on all requirements, expectations and offerings.

Within RTOManager system, provider’s offer letter template should include course details, payment plan and breakdown, bank account, campus location, student agreements, enrolment terms and conditions, and indicative costs.

RTOManager allows uploading of the signed document regarding RPL or credit transfer to retain the record on the student’s file which can be retrieved at any time.

Further, provider can record the actual course duration in RTOManager before recording them in PRISMS during the COE generation or at a later stage as required.

Standard 3 – Formalisation of enrolment and written agreements

The RTOManager helps providers formalise all written agreements required between the overseas student and the registered provider.

  • Provider’s offer letter should include course details, payment plan and breakdown, bank account, campus location, student agreements, enrolment terms and conditions, which can be uploaded for future references.
  • RTOManager allows students to update their address and contact details from self-service portals at any time.
  • All generated documents are either automatically uploaded or can be uploaded and then linked with the student and made available to download and view at any time.
  • In case of student under 18 years, offer letters can include the section to be signed by parents or legal guardian which can then be uploaded within Students file.

Standard 4 – Education agents

A written agreement is mandatory between formally appointed education agents and the registered provider.

  • RTOManager helps create and manage agent details, record agent communication, upload and store agency agreement and any relevant documents. The system allows for each agent to be linked with the student course to ensure associated information is made available at all times.
  • Providers can also record agent communication activities in diary notes.

Standard 5 -Younger students

When the registered provider enrols a student, who is under 18 years of age, RTOManager service management feature allows to record, manage and track such service requests.

  • RTOManager’s Service Management feature allows providers to capture the service request from student during application stage which can then be included in the offer letter.
  • Service Allocation feature records the student’s assignment with the service provider and record communication in diary notes.
  • RTOManager’s Student Intervention Register or the diary notes can be used to record all activities as required.
  • RTOManager allows students to update their address and contact details from self-service portals.

Standard 6 – Student support services

  • Within RTOManager Student can submit feedback from self-service portals.
  • Student can view their study information from self-service portals.
  • RTOmanager has facility to associate a student with an account manager designated by the provider.
  • RTOManager’s Student Intervention Register or the diary notes can be used to record all activities as required.

Standard 7 – Student transfers

  • Release letters from other providers can be uploaded within student file and communication can be recorded in diary notes.
  • Student request of release can be recorded in the platform and the document can be generated if set up in the system which is automatically uploaded to student’s file.

Standard 8 – Monitoring course progress and attendance

RTOManager features all the tools to help providers monitor student progress.

  • Generates course progress and attendance progress reports from the system as and when required.
  • Generate the list of students who are not meeting course progress and attendance requirements.
  • E-mail templates can be set up for all warning communication that will be recorded in the student communication log diary when the communication is sent.
  • Relevant reports are available to view the progress of students.
  • Intervention register can be used to record case and support activities that is carried out by the provider to support the student.
  • Communication tools can be used to send e-mails or SMS to students about information regarding policy or any relevant information.
  • E-mail templates to send warning communication to the list of identified students who aren’t meeting the minimum attendance requirement or course progress policy requirements. And further as Intention to Report.
  • All e-mails and letters recorded in the student communication log diary.
  • Further documents can also be generated and recorded linked with students file.

Standard 9 – Deferring, suspending or cancelling the student’s enrolment

  • Within RTOManager Deferral Register, provider can record the deferral request and approval process and if relevant upload documentary evidence in the system.
  • Payment reminders and other communication can be sent as part of student enrolment obligation using emails/letters/SMS and recorded to student communication Log. Intervention register can also be used to record this activity.

Standard 10 -Complaints and appeals

  • RTOManager’s Complaints Register can be used to record and manage activities that allow providers to monitor continuous improvement.
  • Students can submit complaints or register feedback via e-mail or from the self-service portals.

Standard 11 -Additional registration requirements

RTOmanager built-in reports helps on providing business reports and capacity report to track and ensure the approved capacity by ESOS Agency.

It may seem like an overwhelming change at first, but using the tools available in RTOManager platform, providers are better equipped for the change and business as usual.

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