Introduction

Teacher

A CRICOS (Commonwealth Register of Institutions and Courses for Overseas Students) teacher is an education professional who specializes in delivering educational programs to international students in Australia on a student visa. These programs can range from English language courses to undergraduate and postgraduate degrees.

CRICOS teachers work in a variety of educational institutions, including universities, colleges, and language schools. They are responsible for designing and delivering course content, developing and grading assignments, and providing feedback to students. CRICOS teachers must also be culturally sensitive and have an awareness of the diverse needs and backgrounds of their international students, many of whom may come from different countries and cultures. They may also provide additional support to students outside of the classroom, such as through one-on-one tutoring or study groups.

Overall, CRICOS teachers play a critical role in helping international students succeed in their academic and professional pursuits, while also contributing to the growth and development of Australia's education sector.

Compliance

As a CRICOS provider, an Australian educational institution is responsible for ensuring that its teachers (trainers and assessors) meet certain compliance requirements. These requirements are in place to ensure that the institution is providing high-quality education and training to international students and that the students are receiving the best possible learning experience. The teacher compliance requirements for an Australian CRICOS provider are as follows:

Qualifications: Trainers and assessors must have the appropriate qualifications and expertise to deliver and assess the courses they are teaching. These qualifications must be relevant to the courses being taught, and they must be recognised in Australia.
Industry Experience: Trainers and assessors must have relevant industry experience to ensure they can provide students with practical, up-to-date information and skills.
Language Skills: Trainers and assessors must have sufficient English language skills to effectively communicate with international students.
Professional Development: Trainers and assessors must engage in ongoing professional development to ensure their skills and knowledge are up-to-date and relevant.
Compliance: Trainers and assessors must comply with all relevant legislation, regulations, and policies, including those related to student welfare, assessment, and feedback.
Performance: Trainers and assessors must be able to demonstrate satisfactory performance in delivering and assessing courses and providing feedback to students.
Record Keeping: CRICOS providers must keep accurate and up-to-date records of their trainers and assessors' qualifications, industry experience, and professional development.

These compliance requirements are designed to ensure that the CRICOS provider is delivering high-quality education and training to international students and that the students are receiving the best possible learning experience. It is important for CRICOS providers to regularly review and update their compliance processes and procedures to ensure they continue to meet these requirements.

Meshed RTOManager

This menu provides the various function associated with the Management of Teachers within the Meshed RTOManager system.

Add New Teacher

This menu allows you to add a Teacher/trainer's personal information and user account in the system.
To perform this function, follow the instructions below:

Click Teacher > Add New Teacher.

Enter Teacher/trainer's Personal and Employment information on the fields provided. Note that fields with asterisks are considered as mandatory.
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 Teachers can change the question when they login to the System.
Click Create New Teacher to save.

Manage Teacher

This function allows you to manage all teachers/ trainers. You can view and update information in a Teacher's profile.

To set this up, follow the instructions below:

Click Teacher > Manage Teacher.
A list of the Teachers will be displayed on the page. If you are searching for a specific teacher, use search filters e.g. First name, Status. All Teachers etc and click Search button.
Click this icon to go to Teacher profile Summary Home page. This page opens up in a new window lets you view a Teacher profile, latest communication log, Teacher Matrix, and other documents.

Action Icons

The top of the page has the Action Icons used to manage the Teacher.

*Icon*	*Description*
	Allows you to view Teacher profile summary. This also include latest communication log/diary entry (as shown below)
	Allows you to edit Teacher profile. Personal and Employment information can be updated on this page.
	Send Emails to Teacher (as in screenshot shown below). Note that you have an option to record this email into the Communication log. 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 to Teachers 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 (Security): SPF, DKIM, and DMARC Implementation
	This icon lets you send an SMS message to your Teacher. Note that this icon requires the SMS Optional Module to be enabled.
	This icon allows you to view/update/edit Teacher Matrix. This menu lets you associate Teacher's knowledge level or their expertise with a specific Subject or Course.
	Allows you to view Teacher/Trainer's Timetable.
	Allows you to manage (Add/Modify/Delete) communication exchange between Staff and Provider.
	Allows you to upload Staff documents e.g. copy of Academic records, curriculum vitae etc. Management of expiring documents such as First Aid Qualifications, Industry Association Membership, etc.
	Photo - This function allow the upload of a Teacher picture. This picture can be used, in addition to the other profile details, to identify the Teacher.
	Allows you to view Teacher Leave details recorded in the system. Leave information can be entered into the system via Home > Leave Info. Note that this function is mainly for Timetable purposes and is not a HR function.
	PIR stands for Provider Information Request which is used for TEQSA PIR Reporting This function is only available for Teachers teaching Higher Education courses.
	Allows the recording of Professional Development related information for the Teacher See Continuous Professional Development for further information.
	Close the Profile window and return to Manage Teacher page.

Teacher Matrix

This icon allows you to view/ update/edit the Teacher Matrix.

The Matrix lets you associate Teacher's knowledge level or their expertise with a specific Subject for a Course. This will later be used to filter and show the Teachers that are eligible to Teach during Timetable creation.

To perform this function, follow the instructions below:

From the Teacher Profile Summary page, click Matrix icon located on the top right hand side of the page.
Select Course from the drop down menu.
Tick the box to specify Selected Subject.
Select Knowledge Level to indicate Teacher's level of expertise.
Click Add Teacher Matrix to record information.

To delete Subjects from the Teacher Matrix click the Delete Action Icon

Teacher Availability

This menu allows for the recording of a Teachers day and time availability for each semester. e.g. Monday 3PM-5PM, Tuesday 9AM-2PM. This supports situations where Teaching Staff are not full-time and may only be available for specific days and times.

This information is integrated into the timetabling functionality to check Teacher availability.

To add Teacher Availability, follow the instructions below:

Click Home > Teacher Availability.

Select the Teacher
Select the Semester
Select the Available Day, From and To times
Click Save
Repeat for additional days as required

There is an option to delete the record if required.

There is an option to modify the record if required.

Teacher Availability

This functionality is available for DOS, Admin, Sadmin, CampusAdmin, and CampusManager User Roles, and in the Teacher Portal to enable them to enter their own availability.

Manage Timesheet (Optional Module)

The optional Manage Timesheet module in RTOManager allows Teachers to submit their timesheet and the Director of Studies/Academic Manager to approve the timesheet.
This then gets flagged for Finance/Account Users to generate the timesheet.

This feature is only accessible to the following user roles.

Sadmin (Super Administrator users)
Admin (Administrator users)
DoS (Director of Studies/Academic Manager)

To manage Teacher Timesheets navigate to Teacher > Manage Timesheet

Manage Timesheet

This function is to view, modify, delete, and approve timesheets entered by the Teachers using the Teacher Portal.

To Manage Teacher Timesheets:

Select the Manage Timesheet menu tab

Enter the required search Criteria - Activity Type, Financial Year, Pay Period, Teacher
Click View Timesheet
The search result Teacher Submitted Timesheet list of will be shown on the bottom of the page. This list provides a summary of the Timesheet information, including status flags.

For each listed Timesheet there are two Action Icons

Edit Timesheet

To Edit the Timesheet:

Click the Edit Timesheet Action Icon
An edit mode section is displayed for the Timesheet.

Modify the timesheet information as required
Click the Update Action Icon to save
Click the Cancel Action Icon to exit the Edit function

Delete Timesheet

To Delete the Timesheet:

Click the Delete Timesheet Action Icon

Approve Timesheet

To Approve Timesheets:

Select the check-box for Timesheets to Approve

Click on the Approve Action Icon
Approved Timesheets will now be displayed in the list on the bottom of the page

Submit Timesheet

This function is for the SAdmin/Supervisor to submit a timesheet on behalf of a Teacher if required (e.g. Teacher not available etc.).

This submission uses the Class Timetables for the Teacher. A Teacher must have a timetabled Class.

If a Teacher is replaced the Class Teacher is changed (updated) to the new Teacher. The Class timetable will be available for the new Teacher and not for the original Teacher.
If a Teacher is relieved, the timetable is still available for the original teacher. This needs to be handled using the Manual Time sheets functions.

To Submit Teacher Timesheets:

Select the Submit Timesheet menu tab

Enter the required search Criteria - Staff/Teacher, Financial Year, Timesheet Period
Click View Timesheet
The search result for Timesheets list of will be shown on the bottom of the page. This list provides lists the available Timesheets for submission.

Manual Timesheet

To add to the list of possible Timesheets use the Manual Timesheet button

Enter the amount in Total Payable, Comments etc. as required
Select the check-box for items to submit

Click Submit Timesheet

Submitted Timesheets will now be displayed in the list on the bottom of the page

View Approved Timesheet

To View Approved Teacher Timesheets:

Select the View Approved Timesheet menu tab

Select the Financial Year
Select the required Pay Period
Select the Teacher (or optionally select ALL)
The list of approved Timesheets for the Teacher(s) will be displayed on the page

For each listed Approved Timesheet there are two Action Icons

To view the Approved Timesheet:

Click the View Class Timesheet Action Icon
A window is displayed that contains the Approved Timesheet information for the Teacher.

To view the Approved Extra Activity Timesheet:

Click the View Extra Activity Timesheet Action Icon
A window is displayed that lists the Approved Extra Activity Timesheet information for the Teacher.

Export

Approved Timesheet and Approved Extra Activity Timesheet information can be exported in excel by clicking on the Export button.

Assign Supervisor

This function is to assign the Supervisor for the Teachers. The Supervisor is responsible to review and modify the Teacher timesheet if required.

Permission

In order to assign the supervisor, they must have the Approve Timesheet permission allocated. To do this, go to Admin > Set up Permission (and assign permission).

To Assign Supervisors for Teacher Timesheets:

Select the Assign Supervisor menu tab

Select the Teacher
Select the required Pay Period Type
Select the Supervisor
The list of Teachers for the selected Supervisor will be displayed on the page

Click Assign
The list of Teachers for the Supervisor will be updated

Teachers can be removed from the list using the Delete Action Icon

Roles

The Teacher list in the drop-down will contain users with a role as Teacher.

The Supervisor list in the drop-down will contain users with a role as Staff.

Generate Pay Period

This function is to generate the pay period based on the requirement for the current financial year.

To Generate the Pay Period for Teacher Timesheets:

Select the Generate Pay Period menu tab

Select the Pay Period Type - Academic Pay Period or Admin Pay Period
Select the Pay Period Frequency - weekly, fortnightly, or monthly as required
Select the Start Date and End Date
Click Generate Pay Period
The System will generate pay periods for the dates.

Pay Periods are listed on the bottom of the page for the financial year selected from the drop-down menu.

Pay Period Type

Academic Pay Period is to manage Timesheets for Teachers.

Admin Pay Period is to manage the Timesheets for General Staff.

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