Student Portal Module

Owned by RTOManager Admin (Deactivated)
Last updated: Mar 08, 2023 by Andrew Aylesbury
11 min read

Overview

The Student portal is designed specifically for students to access academic and administrative services provided by the education provider. It provides a centralized location for students to find information, communicate with faculty and staff and manage their academic and personal information.


User Login

The College administrator will create your user account to allow you to access this Portal. Once your account is created, the system will send you a notification to advise you of your username and password.

To log in to RTOManager, you will see the following user friendly page which will ask you to enter your username and password to log in as an authorised user. Follow the instructions below:

  • In your web browser, enter your College system's URL account e.g. https://yourcollege.rtomanager.com.au
  • Enter your username and password sent by the College to your email address 
  • click Login.




On your first log in, the system will prompt you to change your password.




Home page

Home page is the initial screen you see after you log in. From here you can navigate to any page by clicking on any menu as per your user role and permission.



  • On the top of the page, there are a number of menu tabs which include: Home, Profile, View Doc, Material, Attendance, Timetable & Results, Payment, Evaluation and Communication.
  • The icons on the left hand side represents their functionality and is easily accessible as the user does not have to look for them inside the menu; they are referred to as the short cut menu.
  • On the middle section of the page are News & Reminders which includes your latest College announcements, reminders, warning letters (if any) and deferral/leave approval.
  • On the top right hand side, you will find your login user name, the Help icon if you need assistance in navigating the system, and Logout icon to exit the system.


Due to specific individual Education Providers configuration the actual Menu Tabs and other Icons displayed in the Student Portal may differ from that shown here in the User Guide.



Profile

This tab allows you to edit your profile and to change password. To manage this function, follow the instructions below:

Changing your password


To change your password, follow the instructions below:

  • Click Profile > Change Password.



  • Enter your current password and the new password then click Change Password.
  • To reset your Security Question and answer, type in your current password and your security question and answer
  • Click Reset.


Note: If you have entered your password incorrectly five (5) times, your account will be locked automatically. You may need your college IT support to unlock your account. When this is done, you will receive an auto generated email providing you with a temporary password. The system will prompt you to change your password when you login.


Edit profile


This allows you to edit/ change your profile e.g. Personal information, Current address and emergency contact details.
To manage this function, follow the instructions below:

  • Click Profile > Edit Profile
  • Enter relevant information as required and
  • Click Update to save changes.



Overseas Student Health Cover (OSHC) Info


This function allows you to view your Overseas Student Health Cover (OSHC) information if you purchased your cover via the College.

To view the information, click Profile > OSHC Info.


OSHC information such as name of provider, health cover duration, date applied and insurance start date.


This is also where you will see Card arrival date - when the provider sends your OSHC card and when it's available for pick up.



Note: The Australian Department of Immigration and Citizenship requires International students undertaking formal studies in Australia, and their dependants (for example, spouses and children under 18 years old), to maintain OSHC for the duration of time they are in Australia.

AVETMISS Data


This function allows you to edit your Student profile information, Education Qualification and Employment History. The information that you will enter will be used for AVETMISS* reporting.

AVETMISS* stands for Australian Vocational Education and Training Management Information Statistical Standard. This is the national data standard setup by the Australian Department of Education and Training (DET) to ensure consistency and accuracy of student information captured for vocational education and training (VET) student information reporting.


Note that you have been requested to answer these questions during the student application stage. Sometimes, information may have been missed.
To edit/add relevant information, follow the instructions below:

  • Click Profile > AVETMISS Data.
  • Enter relevant student profile information as per the required field.
  • Click Update Personal Information to record changes.



  • Select your relevant Qualification Level from the drop-down menu and enter the qualification information on the fields provided and click add icon  to save.
  • Enter Employment Information on the fields provided which includes occupation, start date/ finish date and role duties. Click add icon  to save.


Note: You can add as many employers as required.
  • Edit Disability information by clicking edit icon
  • Tick the appropriate box that correspond the answer to the disability question (as shown below)



  • Click Save Disability details to record changes.



Vaccination Details

Capture and manage your Vaccination information:

  • Create and manage multiple Vaccination document records.
  • Create and manage multiple Vaccination details (doses) for each Vaccination document record.

To record Vaccination Details follow the steps below:

  • Click the Vaccination Details Icon on the homepage



  • Multiple Vaccination Documents can be recorded.
  • Enter the Vaccination Document information which includes Vaccination Type, Document Upload, Type, Number, Issue date, Expiry Date, Issued By and Issuing Country. 
  • Click Save.



  • The Vaccination Document will be shown in the lower grid



  • The Vaccination Document(s) recorded by Staff or using the Student Portal can be managed using the Icons.


 Modify Icon to manage the information


 Preview Icon to display the uploaded document


Delete Icon to delete the Vaccination Document


 Add additional Vaccination details (e.g. doses) for each Vaccination document.  Multiple Vaccination Details can be recorded for each Vaccination document.


To record Vaccination Details follow the steps below:

  • Enter the Vaccination Details information which includes Vaccination Date, Brand/Company, and Location. 
  • Click Add Vaccine.



  • The Vaccination Details will be shown in the grid.



  • A Vaccination Detail recorded by Staff or using the Student Portal can be deleted using the Delete Icon 
  • A Vaccination Detail recorded by Staff or using the Student Portal can be edited using the Edit Icon 



View Doc (Optional Module)

This menu function allows you to view and download college documents. These documents can be Academic Notices, Student handbook, College Policies & procedure etc.

  • To search for document, type in the document name 
  • Click Search Document.



  • Available documents will show on the list. Click on the document name to download the file. Note that file will be in a PDF format.


Course Material (Optional Module)

This menu allows you to download Course and Subject materials made available to Students by the College.

To access Materials, click on the Material menu tab or the Materials Icon.



Available materials are categorised into Subject Specific and Course Specific.



Subject Specific

Material and resources, provided by a Teacher or the College, specific to a Subject or to a Class.   A top level Folder for the management of relevant materials exists for each Subject.  



In each Subject Folder there are Folders for Batch and for Unit.



Batch folder (for each class) - access to the material for the enrolled batch (class). Students see the Class Folder after their class start date until the Class end date. 
Unit folder (for the subject) - Unit level folder within each subject to access materials specific to that unit. 


Course Specific

Material and resources, provided by the College, specific to a Course.   A top level Folder for the management of relevant materials exists for each Course.  




Students are able to access the Course folder when the current date is within the Course start and finish date.


Attendance

This menu allows you to view your weekly attendance.


Note: Total attendance % is the percentage of the course to the current date (now). Total Projected % is the total course attendance if you attend every class from the current date (now) until the end of your course.



To view your attendance in a weekly format, click the weekly icon .



Timetable & Results

This menu allows you to view your timetable and results once it's made available by your college.

Timetable

This menu allows student to view their timetable either by Weekly (as shown below).



  • And by Monthly View



  • Clicking on the Class in the Monthly view opens a window with further details




Results

Your academic results can be viewed on this menu.

  • To view, click Timetable & Results > Results. You can see the Subject, Unit and Assessments Results which have been entered by the College.



Study Plan

This menu allows you to see the list of the Summary of the courses you are enrolled in and its Course Progress Summary
To view your study plan, follow the instructions below:

  • Click Timetable & Results
  • Click Study plan icon located on the right hand side of the page.



  • List of your course/s together with information like study period, Status, CoE, Course tuition fee etc.
  • Click Export icon if you want to export information Excel format. This is located on the right hand side of the page.
  • To view your subject completion status, click the action icon  
  • Your Course Progress Summary will appear in a pop up screen. You may choose what Summary type you will want to view.


As per the example below, we have selected Subject Completion Summary. Here you will see your List of subjects, activity period, Final outcome and your attendance percentage



If we select Unit Completion Summary, the list will only show the units you have taken so far (as shown below)





Assessment (Optional Module)


You can also upload your online assessments via the student portal. To manage this function, follow the instructions below:

  • To upload your essays, tests and other assessments, click Assessment icon



  • Page will appear to allow you to submit your assessments. Make sure you select your Course and Class from the drop down menu and click corresponding the assessment.



  • A pop up page will appear to allow you to select the file to upload. Make sure to tick the box declaring that this assessment is your own personal work (as shown below). Click Submit.



  • After the Assessment is submitted, you will be returned to the Submit your Assessment page and you will noticed that your submission has been marked green (as shown below).



Payment

This menu allows you to view Payment details like fees paid to the college, future tuition fee to be paid, overseas health insurance (OSHC) payments and miscellaneous payments like airport pick up, charges for arranging accommodation etc.

To view payment details, follow the instructions below:


  • Tuition fees



  • Miscellaneous fees



Any paid invoices you will be able to download the receipt using this Receipt Action Icons 


The PayFees Online shown here relates to functionality that is part of an Optional Module



Evaluation (Optional Module)

This menu allows you fill up your own evaluation for the Course, Subject, Teachers or Facilities etc. you are enrolled, which will help the College to determine whether the course/subject offered are effective and are as expected by the Student.


Evaluations are set up and activated for a certain period of time. If evaluation is activated for your login then you can submit using this section. To submit evaluation, follow the instructions below:

  • Click Evaluation
  • Select the relevant Semester, Term and Evaluation form
  • Fill in the form 
  • Click Submit





Communication

Email Feedback

This menu allows you to send feedback to your Provider via email. Your feedback is appreciated to facilitate improvement. 
Your feedback can be related to Academic, Facilities, Administration, Marketing and complaints.


To use this feature, follow the instructions below:

  • Click Communication > Email Feedback
  • Select the To Email address e.g. Academic, Payment 
  • Choose the related Topic from the drop-down
  • Type in your email 
  • Click Send Feedback.


Note: To send a copy of this email to yourself as a record, tick the Send a Copy to Myself box.



Email to Teacher

This menu allows you to send email to your Teacher. The email can be related to a Course and Unit.


To use this feature, follow the instructions below:

  • Click Communication > Email To Teacher
  • Select the Course
  • Select Unit
  • Select Teacher
  • Type in your email and click Send Email.



Note: To send a copy of this email to yourself as a record, tick the Send a Copy to Myself box.

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

Communication History

This menu allows you to view communication (letters, emails etc.) issued to you. These can be related to accounts, offers and student services such as attendance, failed subjects or assessments.
If you want to view the communication, click the view icon located on the right hand of the list




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