Introduction

Student Records

Student records refer to the official documents and information that education providers maintain on their students. These records contain information related to a student's academic progress, attendance, behaviour, and other relevant information.

Student records typically include personal information such as the student's name, address, and date of birth, as well as information about their academic performance, including grades, transcripts, and results. They may also include information about the student's attendance, such as their attendance history, absences, and tardiness. In addition, student records may include disciplinary information, such as any disciplinary actions taken against the student, as well as any notes or comments from teachers or administrators.

Student records are important because they serve as a permanent record of a student's academic and personal history. They can be used to verify a student's enrolment or academic progress, as well as to provide information to future schools or employers. In addition, student records are used by education providers to track student performance and identify areas where additional support or resources may be needed.

It's important to note that student records are confidential and are protected by privacy laws. Only authorized individuals, such as teachers, school administrators, and parents or guardians, have access to a student's records.

Compliance

As an Australian Higher Education provider, there are specific student compliance requirements that need to be met to ensure that the institution is providing a high-quality learning environment for its students. The student compliance requirements for an Australian Higher Education provider are as follows:

Enrolment: Students must be enrolled in a registered course and have paid the required tuition fees.
Attendance: Students must maintain satisfactory attendance in all scheduled classes and activities as outlined in their course timetable.
Academic Progress: Students must maintain satisfactory academic progress and meet the requirements of their course to ensure they complete their studies within the expected duration.
Course Transfer: Students must comply with any procedures for course transfers, including obtaining approval from their education provider.
Course Completion: Students must complete their course within the expected duration or apply for an extension if necessary.
Welfare: Students must comply with all policies and procedures related to their welfare, including accommodation and health insurance requirements.
Conduct: Students must comply with all relevant legislation, regulations, and policies related to student conduct and behaviour.
Complaints and Appeals: Students must have access to procedures for making complaints and appeals related to their studies or welfare.
Privacy: Higher Education providers must comply with privacy legislation and ensure that student personal information is kept confidential.
Record Keeping: Higher Education providers must keep accurate and up-to-date records of their students' enrolment, attendance, academic progress, welfare, and complaints and appeals.

These compliance requirements are designed to ensure that students are provided with a high-quality learning environment and that they have access to the support and resources they need to succeed in their studies. It is important for Higher Education providers to regularly review and update their compliance processes and procedures to ensure they continue to meet these requirements.

Student Management

This menu allows you to manage Student records. You can view and edit the Student profile, view and add Course, manage Student results, defer a Course, manage communication log, upload Student related documents, view OSHC information, record exit interview details, upload picture, generate Student ID card, send emails directly to a Student.

You can view the information for a Student by using search criteria below.

On the menu, click Student

You can select Campus from the drop down menu. Please note the Campus field will be displayed if the optional Multi Campus Module is enabled.
Filter your search by searching e.g. Student ID/Student first name using the drop-down options and then click the Search button.

A list of Students from the search will display at the bottom of the page. You can perform actions for each Student by clicking the Action Icons located on the right side (as shown below).

Icon	Description
	View the Student Profile Summary page
/	Create Student user login or reset password. Note: This is only displayed if the Student Portal is enabled.
	Delete Student record. Only available as administrative function to remove the records from Student stage and requires associated records to be removed first (e.g. course information, attendance, results etc.). For converted student will move the information back to Offer Stage.

Search By

The Student list can be filtered with the following Criteria:

1 - Search by:

Id/First/Last
Student ID
First Name
Last Name
Alternate ID
Student Name (First and/or Last Name)
Preferred Name
Date of Birth
Student Origin
Student Nationality - only those for Students available to select
Course - Courses available to select
Status - only those for Students available to select
Agent - only Agents linked to Students available to select
Course Start Date
No UserName
Offer No
Email
College Email
Mobile
CoE No
TAC Reference Number
Employer

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

Student Profile Summary

This page allows you to view a summary of the Student information and to edit the Student profile and other academic information.

Student Information displayed includes:

Student Profile

Course(s)
Deferral information (If any)
Latest communication log/ Diary
Current course weekly timetable
Course academic history
Payment information
Attendance Overview
Academic summary
Emergency contact details

To manage/ view/ edit student information, follow the instructions below:

For detailed information for the Student Profile Summary refer to this page:

Student Profile Summary

Student Profile Summary - Action Icons

Note: The actual Icons displayed will vary based on Student information and the Meshed Platform optional features and modules that are enabled

The following table includes the list of the icons together with their description.

Icon	Description
	Allows you to view and edit the Student profile.
	Allows you the the ability to capture and manage Vaccination information for the Student
	Allows you to send a SMS to the Student (if the SMS Optional Module is enabled).
	Allows you to send an Email to the Student.
	Allows you to generate and send a letter to the Student (using a template) for a selected Student course.
	Allows you to view and edit the courses the Students is enrolled in. You can verify the offer and enrolment process has been completed, and to review and verify all documents.
	This checklist allows you to check and verify all documents submitted.
	Allows you to view and update the Student Enrolment information.
	Allows you to defer (postpone) the enrolled courses for the Student.
	Manage Student Course English Language testing and exemptions information (ESOS)
	Allows you to perform an Online Class Enrolment for the Student. See Online Class Enrolment (Optional Module) for more information.
	Allows you to apply intervention strategies to monitor and intervene with the Student during their course of study – e.g. Poor attendance - counselling to reduce absences, poor academic performance - counselling to secure better grades.
	This allows you to keep track of all communication with the Student. Example: Student complaints, notes on progress or attendance.
	Allows you to upload Student related documents such as offer letters, application, passport copy and other relevant documents.
	Allows you to view and update the Student Scholarship information.
	Allows you to view and add or make changes to the Student Payments.
	Allows you upload a Student photo which is shown on the Student Profile Summary and used for the Student Identification card.
	Allows you to generate the Student Identification card (PDF format)
	Allows you to view and update the Student attendance.
	Allows you to view the Student OSHC (Overseas Student Health Care) details.
	Allows you to record Student Exit Interview details. This assists gathering of feedback which can be used for further improvement.
	Allows you to add a 'sanction' for the Student. A sanction is created in order to restrict the Student logging in to the system on or after some defined date due for various reasons e.g. payment not made on due date and/or library book not being returned on time. The system will not allow the Student to log in to the system while the sanction is in place.
	Allows you to view and edit Student Fee Help Information
	Allows you to view and edit Student PIR Information
	This is an optional icon which is related to CRM Lead Management and will only appear if the optional module is activated
	A User shortcut to go directly to another Student profile by entering the Student ID.

For detailed information for each Action Icon refer to these pages:

Student Profile Summary Action Icons - Part 1

Student Profile Summary Action Icons - Part 2

Student Profile Summary Action Icons - Part 3

Student User Account (Optional)

If the Optional Student Portal module is activated, access is provided for Students by creating a User Account.

To create the Student User Account:

Click Student > Student Management Homepage.
Filter the search e.g. Student ID Student first name (drop-down options)
Click Search

Click the Create User Account Action Icon

Enter the Username
Enter the Password or select to have the System generate a Random Password.
Enter Security Question and Security Answer. The default question can be changed and Students can change the question when they login to the System.
Click Create User.

The Student will receive an auto generated email notification to advise their account has been set up which will include user login details (username and password). The Student can change their password once they log in the system.

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