Overview

Course Management

Managing courses is an important aspect of delivering quality education to international students. Course management involves the planning, development, delivery, and evaluation of courses to ensure they meet the educational needs and expectations of students. The following is an overview of the key aspects of course management for a CRICOS provider:

• Course planning: CRICOS providers need to plan their courses to ensure they are aligned with the Australian Qualifications Framework (AQF) and meet the requirements of the relevant industry or profession. This includes developing course outlines, learning outcomes, and assessment strategies.

• Course development: Once a course has been planned, CRICOS providers need to develop the course materials, resources, and teaching strategies required to deliver the course. This may involve designing online learning modules, developing classroom resources, and preparing assessment tasks.

• Course delivery: CRICOS providers must deliver their courses in a manner that meets the needs of their students. This may involve using a variety of teaching methods, including lectures, tutorials, practical sessions, and online learning.

• Course evaluation: CRICOS providers need to evaluate their courses to ensure they are meeting the needs of their students and are aligned with industry requirements. This may involve gathering feedback from students, evaluating assessment results, and reviewing course outcomes.

• Quality assurance: CRICOS providers must ensure that their courses meet the quality standards set by the Australian government. This may involve regular audits, internal reviews, and external assessments by accrediting bodies.

• Compliance: CRICOS providers must comply with all relevant legislation, regulations, and policies related to course management. This includes complying with CRICOS registration requirements, maintaining accurate and up-to-date records, and ensuring that all staff involved in course management are appropriately qualified and trained.

Managing courses is an ongoing process that requires careful planning, development, delivery, evaluation, and quality assurance. CRICOS providers need to ensure that they have robust systems and processes in place to manage their courses effectively and provide quality education to their international students.

Scope

The scope of registration for an Australian CRICOS provider refers to the specific details of the courses or programs that the provider is approved to offer to international students. It includes information such as the names of the courses, the levels of education (e.g., primary, secondary, vocational, higher education), the fields of study or disciplines, the locations or campuses where the courses are offered, and the duration of the registration.

The scope of registration is determined and regulated by the Australian government through the Department of Education, Skills and Employment, and it is an important aspect of the registration process for CRICOS providers. It ensures that providers are authorized to offer specific courses or programs to international students and that they meet the necessary quality standards and regulatory requirements.

CRICOS providers are required to maintain accurate and up-to-date information about their scope of registration, including any changes or updates to their courses or programs. They are also required to provide this information to international students through their marketing materials, websites, and other relevant communication channels.

Meshed RTOManager

The Course menu allows you to manage:

• Courses
• Subjects
• Course Subjects
• Units
• Course Templates
• Upfront Fees
• Material Fees
• Intake Dates
• Course Promotions
• Public Holidays
• Training Plan Templates

Course

To setup, follow the instructions below:

• Click Courses > Course. This page shows a list of all the Courses available in your college including their location, tuition fees, course duration, etc.

• Action Icons allow you to do edit/ view and delete Courses on the list.
• To add a Course, click Add New Course.

• Enter Course information which includes Course type, National code, Course code,* Course name, Course duration. Delivery target, Tuition fee, Maximum weekly study, Qualification pre requisite etc.
• Course code* – make sure to click the green check icon to get default related qualification information from AVETMISS qualification list. Please note this will only be applicable for VET Course Type.

1. The information generated when you click the green icon will show up on this section. You may be asked to fill up the nominal hours
2. Enter all information on Specific Information section
3. Click Record Now to save.

Field Descriptions

Subject

This menu allows you to create and manage Subjects for the Course, Subjects are added here and then linked with the Course Subject section. To add subjects, follow the instructions below:

• Click Course > Subject. This page contains list of current Subjects available in your system.

• To edit/delete the existing subjects, click      icon
• To add new subject, Click Add.

• Enter subject details such as course type e.g. ELICOS, VET or HigherEd, subject code, subject name. Make sure to tick the green check icon to get default related module information from AVETMISS module/unit list.
• Enter Unit Code and click green icon to get default related unit information from AVETMISS module/unit list.
• Once all relevant information is completed, Click Add New Subject to save.

Course Subject

This menu allows Users to manage Course structure and link the available Subjects to the Course as core or elective.

Define Course Structure

Define the Course structure by linking from the available Subjects to the Course as core or elective.

To set up, follow the instructions below:

• Click Courses > Course Subject

To add subject to the Course, follow the instructions below

• Select the Course Type
• Select Course Status - Active/Inactive
• Select Course
• Click Define Course Structure icon 
• This will show the pop up window to select the available Subject and allow to add to the Course Structure.

• Select desired Subject to add from the list
• Select Stage - Semester or Year Stage
• Select Subject Type - core or elective
• Enter Subject Fee - subject fees are later used to generate invoices
• Set Active - this is to ensure selected subject are active and used in course structure, subject can be made inactive if they no longer used in current course structure
• Set Include in Academic Docs - this is to use for the academic document generation, where only the subject flagged are included
• Click Add Subject Details

Once the Subject has been added the message below will be displayed.

VET Course Specialisation

Define and manage VET Course Specialisations.   It is possible for multiple Specialisations to be managed for each VET Course.

To set up, follow the instructions below:

• Click Courses > Course Subject
• Select the Course Type as VET. (The Manage Specialisation Icon is only available when the Course Type is set as VET)
• Select Course Status - Active/Inactive
• Select Course

• Click Manage Specialisation icon
• The Manage Specialisation window is shown.

• Click the Add Specialisation icon
• The Add Specialisation window is shown.

• Enter Specialisation Name and Remarks
• Click Add

• Click Add Subject Icon
• The Add Subject window is shown

• Select the Subject
• Click Add

Multiple Subjects can be added to a Specialisation. A Subject can be removed using the Delete Action Icon.

Multiple Specialisations can be added for a Course. Each Specialisation can be Managed using the Disable or Delete Action Icons.

If a Course has specialisation information associated with it the specialisation:

• can be selected during the Application process
• can be selected during the Offer Management process
• is displayed in the Student Course information
• is displayed in the Student Result information
• displays a warning when Certificates are being generated if the Student has not met the Subject requirements 

Unit

This menu allows you to manage units and link it to Subject and allow to update the information linked with the Unit.

Course Template

A course template includes information on how many core and elective subjects a student needs to do to complete the course. To set up, follow the instructions below:

• Click Courses > Course Template

• Choose the course template from the drop down menu and click View. Course template list will appear below. The list includes Course ID, course name and number of core and elective subjects.
• To update the information click edit icon . A pop up screen will appear and will allow you to update course information. To make this template active, tick the Set Active box. To set as default template, tick Set Default.

• Click Update Data to save changes.

Course Upfront Fee

This menu allows you to manage settings for fees which are payable upfront, payment schedules, and Material Fees, depending on the Course Type.

VET Courses

The upfront fee and payment instalment and frequency information when setup will be automatically linked when generating the offer letter. Here the options are to setup for Course, Origin, Material Fee, specific Agent or All Agents.

To set up the Upfront Fee & payment schedule, follow the instructions below:

• Click Courses > Course Upfront Fee

• Select a Course Type of VET 
• Fill in the Manage Course Initial/Upfront Fee/Material Fee form. See the Field Descriptions table below for more information.
• Click Add to save the information.

Field Descriptions

ELICOS Courses

The Material Fee information when setup will be automatically linked when generating the offer letter. Here the options are to setup for Course, Origin, Material Fee.

To set up the Material Fees, follow the instructions below:

• Click Courses > Course Upfront Fee.

• Select a Course Type of ELICOS
• Fill in the Manage Course Initial/Upfront Fee/Material Fee form. See the Field Descriptions table below for more information.
• Click Add to save the information.

Field Descriptions

Edit Course Upfront Fee 

This Action Icon allows for the Fee information to be Edited.

Delete Course Upfront Fee 

This Action Icon allows for the Fee information to be Deleted.

Course Promotion

This menu allows you to manage your course promotion set up which will help you to define specific prices your courses to your different target market. The prices you will set up will show up when a Student or Agent login to the system and apply for the course online. To set up, follow the instructions below:

See Course Promotion for more information

Intake Dates

Before Students can apply for a Course, intake dates need to be set up so that during the Application they can select dates for when they will commence their study.

This menu allows you to setup and manage intake dates for Courses. Once setup the intake dates will appear during the 5-step application process for the Courses selected. This is also linked with Offer Letter section, and the Student Course section.

For detailed information see Course Intake Setup.

Manage Public Holiday

This menu allows you to add Public holidays. This will be reflected on the students’ calendar for attendance and intake dates.

• Click Courses > Public Holiday.

• Click the calendar icon to select Public holiday date.
• Type in Holiday Description g. Australia day.
• From the drop down menu, select applicable State.
• Click Add Holiday to save.
• To delete a holiday entry, click delete icon .

Training Plan Template

The template is defined for a particular course as how the course will be delivered to the student in terms of time period and priority.  This is useful for delivering training to domestic students that are Trainees or Apprentice who go through different timeline on their unit delivery and on the job assessments. Once the training plan template is created student can then be assigned to the template to calculate their units respective start and finish date relative to the Training plan template.

To manage this function, follow the instructions below:

• Click Courses > Training Plan template

• Select the course you will be assigning a training template for.
• Enter the new Template name e.g. Template 3 ( as shown below)

• Click Add to create new template.

• Click the + next to Units for templates to expand and view list of units.
• The list will include all Units/ modules associated with the course. This is where you can select the modules you would like to include in the course, change tier priority ( for completion), indicate days difference and unit delivery days as per your course structure.

• Once all Units that is required to be added into the course structure has been ticked and days difference as well as Unit delivery days has been entered, click this icon    to add these units to the template.
• System will marked the units ‘Successfully inserted’ and will be marked green as shown below: