Introduction

The Admission process starts when the college receives a Student Application request. Applications can be made by potential Students (via public portal) and by College Administrator (via Offer manage tab).

Once an application is received, Admin can commence the Admission process by going to Offers > Offers Manage.

Admission Process in RTOManager has an easy step by step process as shown below

Search Application status by using filters and click Search.
Check the applicants with New Application request
The Admission process uses the Action Icons.

Search By

The Applications/Offers list can be filtered with the following Criteria:

1 - Application Status

All (Excluding Not Submitted)
UnApproved
New Application Request
Offered
Not Submitted

2 - Search by:

Id/First/Last
Agent- only Agents linked to applications/offers available to select
Course - Courses available to select
Date Applied
Date of Birth
First Name
Last Name
Middle Name
Student Name (First and/or Last Name)
Nationality - only those for current students and applications/offers available to select
Student Origin
NickName
Offer ID
Start Semester - current Semester Start Dates available to select
Admission Staff
Account Manager - only those for current students and applications/offers available to select
Reserved Student ID
Student Under Agent - additional filters for Agent and Status or Id/First/Last

3 - Campus - Only for Multi-Campus Module (Optional)

View and Edit Application

This function allows admin to view and edit new application requests received via the online portal. Here, you will see the list of new application requests and allows you to manage the application process. Users may be able to search Applicants using the search button.

To perform this function, follow the instructions below:

Click Offers > Offer Manage.
The page will show list of all Applicants and applications submitted.
You may filter your search using the Search button.
On the right hand side, you will see different actions you can use to manage applications. To click this icon to view and edit application details.
Note: The actual Icons displayed will vary based on Student information and the Meshed Platform optional features and modules that are enabled

Edit Application

Course

Users can also add a course clicking the course icon. This page contains information that needs to be filled in which includes name of course to apply, intake year, start dates and other payment information.

Course Log

Users can view a log of all Course comment changes made during the Application and Offer processes. This is useful for recording and tracking of important information, notes, etc. For example a change of Agent during the Offer process.

Advanced Standing

Advanced standing refers to the credit or academic recognition given to a student for previous study or experience that is deemed equivalent to a portion of a current program of study. This allows the student to bypass certain courses or requirements and move ahead in their program. The amount of advanced standing granted may vary depending on the education provider and program, and is typically determined by a formal assessment of the student's prior learning or experience. Advanced standing may also be granted for other forms of learning, such as work experience or professional certifications. Overall, advanced standing is a way to recognize and reward a student's prior learning, while also providing them with a streamlined path to completing their degree.

The Advance Standing feature allows the Admissions Team to record and track the Credit Transfer or Exemption information for Applicants and Students during the admissions management process.

For more information see Advance Standing.

English Test

Manage Student Course English Language testing and exemptions information (ESOS) by clicking the English Test Icon.
If during the Application entry Yes was selected for the question Have you completed a test of English Language Proficiency? then further details for the English Test could have been entered. This information is available to assist in recording the English Language testing and exemptions information (ESOS) for the Applicant and/or Student.
The information can be recorded with the Add button with one of the following options:
- Student has undertaken a test - enter details
- Student is exempt - select reason
- Student has met requirements using another form of testing - select form of testing

Application Step 2 English Test and ESOS English Test

If an Applicant provided English Test information at Step 2 and the Test Type Name is matched to the ESOS classification list, the system will set default selection accordingly as shown below;

Student Profile Test Type	ESOS Test Type
IELTS	International English Language Testing System (IELTS)
PTE	Pearson Test of English (PTE) Academic
TOEFL	Test of English as a Foreign Language internet-based test (TOEFL iBT)

Remarks:

English Test Type in Student Profile and Step 2 Online Application can be dynamically setup from System Fields Setup feature.
If System Fields Setup English Test Type with Value to match to ESOS classification list Codes, the system will auto-map the selection also. Refer to mapping classification list with code below;

ESOS English Test Type Code	Test Name	Required Score Type	Minimum Score	Maximum Score
TOEFL iBT	Test of English as a Foreign Language internet-based test (TOEFL iBT)	OverallOnly	0	120
IELTS	International English Language Testing System (IELTS)	OverallOnly	0	9
CAE	C1 Advanced (formerly Cambridge English: Advanced (CAE))	OverallOnly	142	210
PTE	Pearson Test of English (PTE) Academic	OverallOnly	10	90
OET	Occupational English Test	FourSkillsOnly	0	500

Also if a Test Date has been provided, the same value will be placed in the ESOS English Test Date field.

ESOS language compliance

ESOS language compliance refers to the requirements outlined in the Education Services for Overseas Students (ESOS) Act of 2000 in Australia that relate to the use of English language in the delivery of education services to international students. The ESOS Act requires that all education providers registered to provide courses to international students must ensure that their courses are delivered in a way that ensures students have the appropriate level of English proficiency to be able to succeed in their studies.

Education providers must establish and maintain policies and procedures to identify students who may require additional English language support and provide appropriate assistance. Education providers must also assess the English language proficiency of students before enrolling them, and ensure that any English language tests or assessments used are valid and reliable.

In addition, education providers must provide accurate and timely information to students regarding the English language proficiency requirements for the courses they offer, including any additional support that may be available to help students improve their language skills. The ESOS Act also requires education providers to report any concerns or issues related to English language proficiency to the relevant authorities, such as the Department of Home Affairs. Compliance with these requirements is essential for ensuring that international students are able to effectively participate in and benefit from their studies in Australia.

Documents

Users can check documents that has been uploaded by applicant by clicking the document icon. This lets the admin check the documents sent. If the Applicant sent the documents via email or post, admin can upload the document clicking the Upload button.

Offer Document Checklist

To ensure that all mandatory documents are received prior to offer approval, users can download, review and verify them by clicking the Offer Document Checklist Action Icon.

Users can Click the Download Files button and the files are downloaded in a zipped format. The zip file contains the files in document type folders, for example “In Application”, “Offer” and “Post Application”. Admin users can also upload files by clicking Choose File in the list.
After reviewing the documents, Users are able to update the status of each document as required.

User can enter in any comments and save them by clicking on the green tick Action Icon.
Once the document information verification is completed, click Update Checklist.

When a User rejects a document, the Agent will receive an email notification and see a notification on the Agent Portal Dashboard when logging in.

Communication Log

Users can also record all communication exchanges between Applicant and College by clicking the Comm Log icon

Email

User may also choose to send the offer letter via email by clicking the email icon.

Preventing email sent from Meshed System being considered as spam or treated as Junk email

To assist with preventing email sent from Meshed Student Management System from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF record in your DNS server. Further information see Ensuring Email Delivery

Once Offer letter has been checked, verified and sent, you may close this function by closing this window

Applicant and Student Duplicate Check

The System has duplicate check functionality which applies to:

Online Application entry process
Admin Application entry Process
Modification of an Application during the Offer Management processes
Modification of a Student profile during Student Management processes.

Duplicate check is performed using the following criteria:

First Name
Last Name
DOB
Email
Nationality and Passport combination

This System will alert the User when a potential duplicate is detected. This will assist with preventing duplication of Students and Applicants in the System.

View and Edit Fee Schedule

This function allows the user to create or modify the Tuition Fee Payment Schedule or the Miscellaneous Fee Payment Schedule (Optional) for the Offer.

To create or modify the Fee Payment Schedule for the Offer, follow the instructions below:

Click on the View and Edit Fee Schedule Icon.
The Upfront Fee Schedule window is displayed
Select the Fee Type required (Optional)

Create Mode - When there is no existing Fee Schedule for the offer, the Upfront Fee Schedule window will display an empty schedule.

Update Mode - When there is an existing Fee Schedule for the offer, the Upfront Fee Schedule window will display the schedule.

Tuition Fee Schedule

Enter the Invoice Due Date
Enter the No. of Installment
Enter the Frequency
Click Generate Schedule
Click OK on the pop-up message

The Upfront Fee Schedule window will display the schedule.
If required Modify a schedule for Due Date, Amount, Duration and click the corresponding green Action Icon
If required Delete a schedule by clicking the corresponding red Action Icon
Close the Upfront Fee Schedule window

Miscellaneous Fee Schedule (Optional)

Select the Payment Type
Enter the Due Date
Enter the Due Amount
Enter the No. of Instalment
Enter the Frequency
Click Add Schedule
Click OK on the pop-up message

Preview Offer Letter

Click this to preview Offer Letter. The letter will open in a new page and it includes information the college’s offer letter with course information, schedule of fees which includes tuition fee and other miscellaneous charges, Payment schedule, college bank details and available modes of payment.

Note: The letter of offer is issued provisionally only and subject to Applicant acceptance and payment of fees.

Approve Offer Letter

Once Applicant information has been reviewed and verified, click the icon to approve offer letter.

Note that Application status has been changed from New Application Request to Offered status.

Download the Offer Letter

Download a copy of the Approved Offer Letter.

Student Invoice

Generate and download the Student Invoice for the Approved Offer.

Agent Invoice

Generate and download the Agent Invoice for the Approved Offer.

Send Email

Once Offer letter has been approved, Administrator may send the email to the Applicant, by clicking the send email icon .

Preventing email sent from Meshed System being considered as spam or treated as Junk email

To assist with preventing email sent from Meshed Student Management System from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF record in your DNS server. Further information see Ensuring Email Delivery

Reserve Student ID

This function allows you to reserve a Student ID for the Applicant while waiting for offer process to be finalised – e.g. Payment has been made and compulsory documents have been verified and submitted. To perform this action, follow the instructions below:

Click the Reserve Student ID icon and a pop up box will appear to allow you to generate Reserve ID.
You can also check the suggested reserve ID by clicking Check Available
Click Reserve Now to generate Student ID.

Note: Reserve ID no will be shown on the Reserve ID column list.

Add CoE

This icon allows you to enter CoE number for the Applicant once they have submitted compulsory documents and tuition fee payment has been made. CoE number can be generated from the Government’s PRISMS system. To perform this action, follow the instructions below:

Click this icon to add CoE number to the offer letter.

CoE is the abbreviation for Confirmation of Enrolment.

Enter Coe No. on the field provided and upload the file.
Click Add CoE to save.

Note: CoE number will be displayed on the CoE column.

Offer Checklist

Checklist are great way to build and manage process within the system. Using the Offer Checklist Users have the option to check and uncheck the Check List items. Checklist items are setup using Admin > Configuration and Setup > Checklist Setup.

Generate Student ID

You can generate the Student ID by clicking the Generate Student ID icon.

This action will convert the Applicant to a Student.

Pend Offer Letter

This icon allows you to pend Offer Letter. Pending Offer letter can be due to different factors e.g. Students have not paid the relevant fees on due date, or students’ inability to send compulsory documents necessary to complete admission process.