Introduction

Student records

Student records refer to the official documents and information that education providers maintain on their students. These records contain information related to a student's academic progress, attendance, behaviour, and other relevant information.

Student records typically include personal information such as the student's name, address, and date of birth, as well as information about their academic performance, including grades, transcripts, and results. They may also include information about the student's attendance, such as their attendance history, absences, and tardiness. In addition, student records may include disciplinary information, such as any disciplinary actions taken against the student, as well as any notes or comments from teachers or administrators.

Student records are important because they serve as a permanent record of a student's academic and personal history. They can be used to verify a student's enrolment or academic progress, as well as to provide information to future schools or employers. In addition, student records are used by education providers to track student performance and identify areas where additional support or resources may be needed.

It's important to note that student records are confidential and are protected by privacy laws. Only authorized individuals, such as teachers, school administrators, and parents or guardians, have access to a student's records.

Compliance

As an Australian CRICOS provider, there are specific student compliance requirements that need to be met to ensure that the institution is providing a safe and supportive environment for international students. The student compliance requirements for an Australian CRICOS provider are as follows:

Enrolment: International students must be enrolled in a CRICOS registered course.
Visa Requirements: International students must hold a valid student visa for the duration of their studies in Australia.
Attendance: International students must maintain satisfactory attendance in all scheduled classes and activities as outlined in their course timetable.
Academic Progress: International students must maintain satisfactory academic progress and meet the requirements of their course to ensure they complete their studies within the expected duration.
Course Transfer: International students must comply with any procedures for course transfers, including obtaining approval from their education provider and the Department of Home Affairs.
Course Completion: International students must complete their course within the expected duration or apply for an extension if necessary.
Welfare: International students must comply with all policies and procedures related to their welfare, including accommodation and health insurance requirements.
Conduct: International students must comply with all relevant legislation, regulations, and policies related to student conduct and behaviour.
Complaints and Appeals: International students must have access to procedures for making complaints and appeals related to their studies or welfare.
Record Keeping: CRICOS providers must keep accurate and up-to-date records of their international students' enrolment, attendance, academic progress, and welfare.

These compliance requirements are designed to ensure that international students are provided with a safe and supportive learning environment while studying in Australia. It is important for CRICOS providers to regularly review and update their compliance processes and procedures to ensure they continue to meet these requirements.

Student Management

This menu allows you to manage Student records. this menu you can view and edit student profiles, view and add course or study plan, manage student result, defer course, manage communication log, upload student documents, view OSHC information, record exit interview details, upload picture, generate student ID card, send emails directly to a Student.

You can view students' information by using search criteria below.

Click Student > Student Management Homepage.

You can select Campus from the drop down menu. Please note the Campus field only appear if Multi Campus Module is enabled in the platform.

Filter your search by searching e.g. Student ID Student first name as per the drop-down options and click Search button.

A student Search list will appear at the bottom of the page. You may be able to perform actions by clicking the icons located on the right hand side (as shown below).

Click on the icons to view Functions

Icon	Function
	allows to view Student Profile summary page
/	Allows you to create Student user login or reset password for Student. This is only shown if Student Portal is enabled.
	Delete student record. Only available as administrative function to remove the records from Student stage and requires associated records to be removed first (e.g. course information, attendance, results etc.). For converted student will move the information back to Offer Stage.

Search By

The Student list can be filtered with the following Criteria:

1 - Search by:

Id/First/Last
Student ID
First Name
Last Name
Alternate ID
Student Name (First and/or Last Name)
Preferred Name
Date of Birth
Student Origin
Student Nationality - only those for Students available to select
Course - Courses available to select
Status - only those for Students available to select
Agent - only Agents linked to Students available to select
Course Start Date
No UserName
Offer No
Email
College Email
Mobile
CoE No
TAC Reference Number
Employer

2 - Campus - Only for Multi-Campus Module (Optional)

Student Profile Summary

This page allows you to view students' information summary and also lets you edit for profile and other academic information. You can see Students Profile, Course, Student deferral information (If any), Latest communication log/ Diary, Current course weekly timetable, Course academic history, Student payment details, attendance Overview, academic summary and Emergency contact details.

To manage/view/edit Student information, follow the instructions below:

For detailed information for the Student Profile Summary refer to Student Profile Summary

Student Profile Summary - Action Icons

Note: The actual Icons displayed will vary based on Student information and the Meshed Platform optional features and modules that are enabled

The following table includes the list of the icons together with their descriptions.

Icon	Function
	Allows you to view and edit student's profile.
	Allows you the the ability to capture and manage Vaccination information for the Student
	Allows you to add SMS to students (if the SMS Optional Module is enabled).
	Allows you to send Email to students.
	Allows you to Generate and send letter to the Student using templates for selected Course for the Student
	Allows you to view/ edit/ check courses the students are enrolled in. This also lets you check if offer and enrolment process has been completed. Lastly, this also provides you the ability to review and verify all documents that has been sent.
	This checklist allows you to check and verify all documents submitted.
	This allows you to view and update Student Subject and/or Unit Enrolment information and lets you set up Study plan.
	This menu allows you to defer (postpone) student's enrolled courses to another semester or study period.
	Manage Student Course English Language testing and exemptions information (ESOS)
	Allows you to apply intervention strategies to monitor and intervene student during their course of study – e.g. Poor attendance, poor academic performance, counselling to secure better grades, counselling to reduce absences.
	This function allows you to keep track of all the communications and logs made for a student. Example: student complaints, student progress and student attendance.
	This icon allows you to upload student documents such as offer letters, student application, passport copy and other relevant documents.
	This icon allows you to view and add or make changes to Student Payment schedule.
	This icon allows you upload a Student photo to be used on the Student profile page and for the Student Identification card.
	This icon allows you to generate Student Identification card (PDF format)
	This icon allows you to view and update Student attendance.
	This icon allows you to view student's OSHC (Overseas Student Health Care) details.
	This function allows you to record Student Exit interview details. This is helpful in gaining feedback and can be used for further improvement.
	This function you allows you to add 'sanction' for students. A sanction is created in order to restrict the user to log in to the system (student) on or after some stipulated date due to various reasons e.g. payment not made on due date and/or library book not being returned on time. The system will not allow the user to log in to the system until and unless the sanction has been removed or disabled. To do this, follow the instructions below:
	This function allows you to create a Training plan for student.
	(This function is Domestic student only) This function allows you to keep track of payment claim for students undertaking funding for NSW Training Courses and used to record their Initial, mid or completion funding lodgment details.
	This is an optional function. Related to VET Student Loan feature.
	This is an optional function. Related to Higher Education Fee Help Feature.
	This is an optional function. Related to CRM Lead Management and will appear if the optional module is activated
	This icon allows you to search for another student profile while you are in one student's profile page. Enter other student ID number to move to that student profile page without going in and out of page.

For detailed information for each Action Icon refer to these pages:

Student Profile Summary Action Icons - Part 1

Student Profile Summary Action Icons - Part 2

Student Profile Summary Action Icons - Part 3

Student User Account (Optional)

If the Optional Student Portal module is activated, access is provided for Students by creating a User Account.

To create the Student User Account:

Click Student > Student Management Homepage.
Filter the search e.g. Student ID Student first name (drop-down options)
Click Search

Click the Create User Account Action Icon

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 Students can change the question when they login to the System.
Click Create User.

The Student will receive an auto generated email notification to advise their account has been set up which will include user login details (username and password). The Student can change their password once they log in the system.

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