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).

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.

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.