Introduction

This module focuses on the student life cycle from the application stage, to offer management, orientation, enrolment, academic progress to Graduation.
Before the student applies for a course, intake dates needs to be set up so that students can select dates when they can commence their study.

Course Intake Dates

Intake dates refer to the specific dates on which an education provider admits new students for enrolment in its courses. These intake dates are typically set in advance and may occur multiple times throughout the year. These dates are important because they indicate when students can begin the process of applying for admission, submitting their application, and enrolling for courses.

This menu allows you to setup and manage intake dates in the Meshed Platform for the courses.

Once setup done, intake dates will appear during the 5-step application process for the courses selected. This is also linked with offer letter and student course.

The type of Course selected determines which fields are displayed on the form.

To set up intake dates for a particular course or multiple courses, follow the instructions below:

Click Course > Intake Dates.

VET Courses

Select a Course Type of VET

Fill in the Manage Course Intake Date form. See the Field Descriptions table below for more information.

Field Descriptions

Field	Description
Campus	This field is only visible if Multi Campus Optional module is enabled.
Course Type	The type (e.g. VET, ELICOS, etc.) of Courses that will be listed in the Course Id field. This selection determines which fields are displayed on the form. The types of Courses available in the System are configured in Admin > Configuration and Setup > Course Type
Course Status	Options to filter the Courses available for selection in the Course Id field. Options are: Active Course (default option) Inactive Course Only one option can be selected. This information is associated with the Course and is managed in Course > Courses
Course Selection	Options to select the Course selection method in the Course Id field. Options are: All Courses (default option) Selected Course Only one option can be selected and will determine selection of all or individual Courses.
Course Id	Select the Courses or Course required for the Intake being setup. Selection method is determined by the Course Selection field. The Courses available for selection are determined by values selected for the Course Type and Course Status fields.
Intake Name	The name to be assigned to the Intake. This is a free text field which allows for any Naming Convention that is meaningful to the College to be used. (e.g. Semester1,2019)
Intake Start Date	Select the start date for the Intake.
Duration of Intake	The number of days before or after the intake start date that the Intake will close. This will ensure the intake will appear in Public Portal and Agent Portal until the correct date
Intake Receiver	There are 3 options for the Intake Receiver: International Only Domestic Only International, Domestic Only one option can be selected
Publish	Selecting this will ensure that Intake is available for selection in Applications made using the Public Portal and the Agent Portal.

Click Add to save the information.
A Confirmation window is displayed showing one row for each Course in the Intake being added.

If required, edit the details for the Courses in the Confirmation window. See the Field Descriptions table below for more information.

Field Descriptions

Field	Description
Course Id	The Id of the Course. This field cannot be edited. This information is associated with the Course and is managed in Course > Courses
Course Name	The name of the Course. This field cannot be edited. This information is associated with the Course and is managed in Course > Courses
Intake Start Date	The start date for the Intake. This field cannot be edited.
Course Finish Date	The date that a Student who enrols in this Intake will complete the Course. This date is calculated using the Intake Start Date and the Course Duration
Intake Close Date	The date that the Intake will close. This date is calculated using the Intake Start Date and the Duration of Intake.
Course Duration	The duration of the Course. This may be shown as Days, Weeks, Months, or Years. This field cannot be edited. This information is associated with the Course and is managed in Course > Courses
Receiver	There are 3 options for the Receiver for Courses with a Delivery Target set to Both (i.e. International and Domestic): International Domestic International, Domestic There is 1 option for the Receiver for Courses with a Delivery Target set to Domestic: Local Only There is 1 option for the Receiver for Courses with a Delivery Target set to International: International Only Only one option can be selected. Delivery Target information is associated with the Course and is managed in Course > Courses
Template	Set the Course Template to be used for the Intake. This information is associated with the Course Template and is managed in Course > Course Template Selection of No Template does NOT over-ride a Default Template defined in Manage Course Template Course > Course Template

Click Confirm to add the Intake Date or Click Cancel to not add the Intake Date
A confirmation message is displayed.

ELICOS Courses

Select a Course Type of ELICOS

Fill in the Manage Course Intake Date form. See the Field Descriptions table below for more information.

Field Descriptions

Field	Description
Campus	This field is only visible if Multi Campus Optional module is enabled.
Course Type	The type (e.g. VET, ELICOS, etc.) of Courses that will be listed in the Course Id field. This selection determines which fields are displayed on the form. The types of Courses available in the System are configured in Admin > Configuration and Setup > Course Type
Course Status	Options to filter the Courses available for selection in the Course Id field. Options are: Active Course (default option) Inactive Course Only one option can be selected. This information is associated with the Course and is managed in Course > Courses
Course Selection	Options to select the Course selection method in the Course Id field. Options are: All Courses (default option) Selected Course Only one option can be selected and will determine selection of all or individual Courses.
Course Id	Select the Courses or Course required for the Intake being setup. Selection method is determined by the Course Selection field. The Courses available for selection are determined by values selected for the Course Type and Course Status fields.
Year	The Year for the Intake Dates. This will filter available week dates in the Intake Dates Selection field
Intake Dates Selection	Options to select the Intake Dates selection method in the Intake Start Date field. Options are: All Intake Dates (default option) Selected Intake Dates Only one option can be selected and will determine selection of all or individual Intake Dates.
Intake Name	The name to be assigned to the Intake. This is a free text field which allows for any Naming Convention that is meaningful to the College to be used. (e.g. Semester1,2019)
Intake Start Date	Check the start dates required for the Intakes Selection method is determined by the Intake Dates Selection field.
Duration of Intake	The number of days before or after the intake start date that the Intake will close. This will ensure the intake will appear in Public Portal and Agent Portal until the correct date
Intake Receiver	There are 3 options for the Intake Receiver: International Only Domestic Only International, Domestic Only one option can be selected.
Publish	Selecting this will ensure that Intake is available for selection in Applications made using the Public Portal and the Agent Portal.

Click Add to save the information.
A confirmation message is displayed.

Intake List

Intake list can be viewed. To delete the existing intake date course information, click delete icon
To edit, click the edit icon . As per the screenshot below, this page allows you to edit current Intake name, Intake start date, Census date, Campus and course template (if applicable). Click the green icon to save recent update.

Student Limit

The Intake List displays information for the Student Limit which is used for the Short Course type of Course . The default value for this for other types of Courses is Max.

Online Application and Offer Management

This menu allows you to complete and submit student application, manage Offers, Facilitate online application for short course, Generate Invoice and organise Offer mailing List.

Apply Online by Admin

Course Online application can be done by students (via public portal), agents (via agent portal) and by Student Services or Admissions officer (via Apply online by Admin)
To apply online by Admin, follow the instructions below:

Click Offers > Apply Online by Admin.

Click Start New application. The page will require you to complete the five step student application process.

Note: You will need to accept the terms and conditions for the system to allow you to proceed to the next page. Terms and conditions that appears here can be uploaded to this section (Admin > Manage College Materials > TermsandConditions (search for the folder link) > Student Apply (go within this folder) and upload the PDF file.

Offers Manage

This menu allows you to review, manage and process new student applications lodged online. To manage this process, follow the instructions below:

Click Offers > Offers Manage.

To manage the Application and Offer, use the Action Icons as outlined below

Icon	Function
	Preview the Offer Letter before approval
	View and edit application details
	Approve or Re-approve the Offer
	Send an email to the Applicant
	Reserve Student ID
	Pend the Application This will change the status to Pending This will show the Reject Icon (see below)
	Reject the Application This will change the status to Rejected This will show the Delete Icon (see below) This icon is only shown for the Pending status (see above)
	Delete the Application This will change the status to Deleted This icon is only shown for the Rejected status (see above) Delete cannot be undone
	Re-consider the Application This will change the status to Re-Consider This icon is only shown for the Pending or Rejected status (see above)
	View and edit fee schedule
	Offer Checklist
	Download the Offer Letter
	Record CoE Information
	Generate and download the Student Invoice
	Generate and download the Agent Invoice
	Generate Student ID to convert the Applicant to a Student

Note: To understand the process workflow, see the Admission Process Guide.

Applicant and Student Duplicate Check

The System has duplicate check functionality which applies to:

Online Application entry process
Admin Application entry Process
Modification of an Application during the Offer Management processes
Modification of a Student profile during Student Management processes.

Duplicate check is performed using the following criteria:

First Name
Last Name
DOB
Email
Nationality and Passport combination

This System will alert the User when a potential duplicate is detected. This will assist with preventing duplication of Students and Applicants in the System.

Apply Short Course

This menu allows you to apply students to a short course. To complete the process, a two Step Short Course application process

Note: Short course is used in situation where there are courses set up under Short Course type in the platform. This is generally used for non-accredited courses that the College may offer.

Generate Invoice

This menu allows you to generate student invoices as part of the admissions process. Once you have converted an offer to actual Student using the Offer Management Process, you can then use this feature to generate invoices as part of Admissions process. Alternatively the invoice process may be performed by Finance Team using their portal if not required to be part of admissions process.

You have an option to generate separate items e.g. tuition fee, enrolment fee, material fees or combine them in one. To use this function, follow the instructions below:

Click Offers > Generate Invoice.
To search for student, click Search button.
Enter Student number and click Find Student. A page containing list of student's payment schedule will appear as shown below: This allows you to view/ check and edit payment schedule info.
Here you will then select the Course that you will like to generate the invoices for.

Click Generate Invoice and a pop up message will confirm which invoice to generate, as shown below:

Tick the box which invoice to generate.
Click the link Generate Next Auto invoice No to generate invoice number.
Type in any notes in the Remark field (if any).
Click Generate to generate invoice. Payment schedule for student will appear at the bottom of the page ( as shown below):

Note: This will now be recorded in the System and appears in the Finance Portal under the Student Payment Summary.

Offer Mailing List

This tab allows you to send bulk emails to offered students who are still in the process of their application. This helps College to contact the pending applications and follow up.
To send Bulk Offer emails, follow the instructions below:

Click Offers > Offer Mailing List.

You can filter your search by Selecting Application Status and Campus by clicking the drop down menus.
Click Search button

Applicant list will appear at the bottom of the page. The list can be ordered by different criteria.
Tick the box of the relevant students as shown below.

Prepare the email to be sent by filling in relevant information and attach documents (if any).

Click Send Mail.

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 (Security): SPF, DKIM, and DMARC Implementation

Manage Orientation

Student orientation is a program or event that is designed to welcome new students to an education provider and help them become familiar with the academic and social aspects of campus life. The orientation program typically takes place before the start of the academic term or school year, and may consist of a series of events or activities that are designed to provide students with a comprehensive introduction to their new environment. Student orientation plays an important role in helping new students feel comfortable and prepared for their studies.

In addition to academic information, student orientation often includes social and cultural events that help new students become familiar with campus life and meet their peers. These events may include campus tours, social gatherings, and other activities that promote interaction and community building among students. By providing a comprehensive introduction to the education provider and its culture, student orientation can help new students navigate the challenges of the academic environment and begin their studies with confidence.

During student orientation for overseas students, international students are typically provided with information and resources to help them navigate the challenges of studying in a new country. They may receive guidance on immigration regulations, health insurance, and financial aid. They may also receive information on how to adapt to the cultural norms and values of the host country. By providing essential information and resources, along with social and cultural support, student orientation for overseas students can help new international students integrate into their new environment and begin their studies with confidence.

This menu allows you to manage Student orientation in the Meshed Platform..

The Manage Orientation functionality also allows for recording the Student has attended and for the confirmation that the Student has commenced the Course. This confirmation will change the Student Course Status to 'Current' Student'.

To use this function, follow the instructions below:

Click Compliance > Manage Orientation.
To filter the search, click drop-down menu to select Campus, Course Type, Course, year, Select date and Student status e.g. current student/enrolled.
List of students for the course will appear on the page. The list can be ordered by different criteria.
Tick the box to Select Students scheduled for orientation.
Tick the box to record if student attended orientation – select Yes or No.

Note: You can send the orientation information via Email or SMS. Tick the box that applies.

Click Update Attended Orientation to Save.
Confirm the student started course radio button:
- Staff after recording the students attended the orientation, they can select this button.
- System will automatically convert the students’ courses with “Enrolled” to “Current student” status.
Note: This button is available for selection only if the selected student’s course status is Enrolled. For all the other student course statuses, this button is disabled.

Note: A message will pop to confirm the update.

Tip: You can track the students who did not attend orientation by generating Orientation Reports.

You can send the orientation information via Email or SMS. Tick the box that applies. For email preference, tick the box and an email template will appear at the bottom of the page as shown below:
Select Template type e.g. Student, Student course and template (if applicable).
Type in Subject title, body of the letter (free type), choose file to attach and click Send Email.

To send message via Short messaging system (SMS/ text), tick Send SMS box.
Select predefined template from the drop down menu (if any).
Type in SMS text message on the field provided. Field allows you to type up to 160 characters.

Click Send SMS to send.
Click Update Attended Orientation to save update. System will confirm changes as shown below:

SMS Integration (Optional Module)

Meshed Higher-Ed has the capacity to integrate SMS capability from a third party provider to send bulk and/or individual text/SMS messages. This integration is required to enable the Send SMS function. More information on the SMS Integration can be found on the SMS Functionality Integration page.

Preventing email sent from Meshed System being considered as spam or treated as Junk email

Note: Using the Send email facility of Orientation process, College can send Pre-departure information kit to the Students or any information that may be valuable to communicate.

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