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

• 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

• 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

• 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.

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. 

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
	View and edit fee schedule
	Offer Checklist
	Reject the Application (from Pending status)
	Delete the Application (from Rejected status)
	Re-consider the Application (from Pending or Rejected status)
	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.

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

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):

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.

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.

• 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.

• 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: