Overview

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 templated letter 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 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 function is for Domestic Students only)
	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.

Course

This icon allows you to view student's course information as well as allow to perform course and offer actions. This is also where you can add another course for the student.
This page also allow you to perform some relevant actions to manage student course.

The table below list the actions representing their specific functions:

Icon	Function
	Allows you to edit course details
	Allows you to view additional service information
	Allows you to delete course, Note that this is only possible if there are no associated/ dependent information exists. e.g. Results
	Allows you to go to Results page or Subject Enrolment page
	Allows you to view CoE history as shown below:
	Allows you to view Offer Diary notes.

The other set of icons found in the Course icon page is the offers icons. These icons' functionality is related to Admissions and Offers Management. Please refer to Offer manage section (Offers > Offers manage section).

Checklist

This menu allows you to acknowledge the receipt of the documents from the student that were setup. The System will automatically track if the documents were supplied/provided and when.

It also allows you to upload student's document checklist which includes documents required before (in_ application) and after application (post_application).

To manage this function, follow the instructions below:
1. Select document type from the dropdown menu e.g. in_application / post_application
2. Click selected document from the list. This will open in a PDF file. Once reviewed, you may tick the corresponding box to approve and click Update Checklist.
If student/ agent submitted documents via email, you may upload the file by clicking Choose File and click Update Checklist.

Note: Document checklist can be setup by Admin (Admin > RTOManager Setup > Offer Document Checklist)

Result

This menu allows you to enrol subjects and manage results for the students. To do this, follow the instructions below:

1. To enrol new subject, select/enter all the fields for the new subject as shown below and click Enrol.

Note: Type of enrolment here can be either Course Stage (i.e. enrolling all the subjects/units within the stage together) or individually by selecting each subject.

If you select by Subject, you can select the Timetable batch for that Subject while enrolling.

You can also select other outcome for example RPL or CT while enrolling. The list of outcomes are based on the State specific outcome list for VET or as set up in case of Higher Ed.

Once the Student is enrolled in the timetabled batch for the given subject then they appear in the bottom section of the page

2. You can manage the subjects further by using the action icons located on the right hand side of the page.

This icon allows you to update student module and subject outcome. A pop up message will appear to allow you to edit student result (as shown below). Click Save This to record update.

This icon allows you to update student result unit outcome. A pop up page will appear to allow you to edit information (as shown below). Once update has been made, click the green icon to confirm the change.

This icon allows you to update student Activity AVETMISS value. A pop up window will appear which lets you edit all relevant AVETMISS data (as shown below).
Click Update Data to record changes.

AVETMISS fields

Changing Campus (Optional Module) and Venue/Training Location will result in the system displaying a new list of Funding Sources and specific state based AVETMISS fields.

This icon allows you to view the assessment outcome that is recorded for the Subject using the Assessment Management feature. Upon clicking you will be able to view the pop up window below to see each associated assessment outcome for that Student. This is only applicable for the Subject that are linked with Timetabled batch and assessment are setup under that batch.

This icon allows you to manage assessments for Without Class or Training Plan. A pop up window will appear to allow you to add assessment details which includes due date & time, marks, Pass marks, weightage etc. This only appears if the Subject is not linked with Timetabled batch

Click the green icon to save changes. A message will appear to confirm changes has been made (as shown below). You also have an option to Lock/ Unlock Tasks. This will assist you in ensuring that changes are monitored by only Admin/ Super Admin or Director of Studies.

Note: You also have an option to delete the assessment task (as necessary).

This icon allows you to update new enrolment with different batch. A pop up window will appear and it will allow you to change the students class/batch to a new batch (as shown below). You may also edit the New Start & Finish Dates. Once you have entered in the Dates and selected New Batch, Click Change Batch.

On this page also you can see the following Action Icons on the top right:

Icons	Functions
	Allows to export the subject tor unit results shown in excel format
	Allows you to generate the training plan document in word format. This will generate based on State specific template. So if the student is enrolled in NSW then will generate NSW Training plan template.
	Allows recording of Advance Standing approval for Student. Advanced standing refers to the credit or academic recognition given to a student for previous study or experience that is deemed equivalent to a portion of a current program of study. This allows the student to bypass certain courses or requirements and move ahead in their program. The amount of advanced standing granted may vary depending on the education provider and program, and is typically determined by a formal assessment of the student's prior learning or experience. Advanced standing may also be granted for other forms of learning, such as work experience or professional certifications. Overall, advanced standing is a way to recognize and reward a student's prior learning, while also providing them with a streamlined path to completing their studies. For more information see Advance Standing.
	Takes you to the certificate register page, where the previous generated certificate or Statement of attainment or other documents can be downloaded You can either download the previous generated document using download icon or can also email the document directly using the email icon

	Allows you to generate VET Certificate. The display of icon based on Course type. For ELICOS there will be ELICOS certificate icon and for HigherEd, there will be Higher-Ed icon. This will open the document generate page as below: When generating a Certificate the Meshed platform performs background checks for the following: Student USI is missing Student has not completed all Course Subjects Student has not completed the Course based on Subject Credit Points Student has Tuition Fees due If an issue is identified a warning message is displayed and confirmation to continue is required.
	Allows you to go back to Student profile Summary page
	This icon can be used to update the finish date to all the units completing in future. This is particularly used when Student withdraws and the withdraw date has to be updated in the units that has been enrolled for that student to reflect the correct date. Optionally the Outcome can be set to Cancel.

Defer

This icon allows you to manage students' request to defer/ postpone enrolled courses to another year/semester. Course deferral comes in different types – e.g. Approved Leave (holiday request/ visiting country), Deferral due to medical or family reasons and/ or suspension (academic or misbehaviour).

To manage this function, follow the instructions below:
1. Select/ enter relevant data (as shown below). Take note of the requested leave dates and check if student is still able to finish his course as per the proposed course duration.
2. Select Approval Status e.g. approved/ not approved.
2. If student is unable to finish within the expected finish date, you can tick the box to select to update course finish date and enter the New Course finish date.
3. Click Defer Course to save the changes.

Course Finish Date

Course Finish Date = Course Start Date + Actual Course Duration + Deferral Weeks

Caution:

The Course Finish Date is not updated when deleting a Student deferral. This should be manually updated to ensure the Course Finish Date calculation is correct for new Student deferrals.
The Course Finish Date calculation may be incorrect due to previous Student deferrals when editing a Student deferral.

Note: If the Defer is approved then the System will not penalise Student for the missing attendance on those days and also displays accordingly in the Print Attendance list. If Not Approved then the Student attendance will be marked as Not Present by the Trainer and hence will calculate attendance accordingly.

Configurable System Field

The Reason field is a configurable system field.

Some fields in the Meshed Platform can be configured by Users (Admin or Sadmin roles) to set custom types and/or values. The custom types and values will be displayed as options that can be selected for these fields (typically in a drop down list).

Navigation: Admin> Configuration and Setup > System Fields Setup

More information available here.

English Test

This Icon allows you to manage Student Course English Language testing and exemptions information (ESOS) by clicking the English Test Icon.

If during the Application entry Yes was selected for the question Have you completed a test of English Language Proficiency? then further details for the English Test could have been entered. This information is available to assist in recording the English Language testing and exemptions information (ESOS) for the Applicant and/or Student.

The information can be recorded with the Add button with one of the following options:

Student has undertaken a test - enter details
Student is exempt - select reason
Student has met requirements using another form of testing - select form of testing

Application Step 2 English Test and ESOS English Test

If an Applicant provided English Test information at Step 2 and the Test Type Name is matched to the ESOS classification list, the system will set default selection accordingly as shown below;

Student Profile Test Type	ESOS Test Type
IELTS	International English Language Testing System (IELTS)
PTE	Pearson Test of English (PTE) Academic
TOEFL	Test of English as a Foreign Language internet-based test (TOEFL iBT)

Remarks:

English Test Type in Student Profile and Step 2 Online Application can be dynamically setup from System Fields Setup feature.
If System Fields Setup English Test Type with Value to match to ESOS classification list Codes, the system will auto-map the selection also. Refer to mapping classification list with code below;

ESOS English Test Type Code	Test Name	Required Score Type	Minimum Score	Maximum Score
TOEFL iBT	Test of English as a Foreign Language internet-based test (TOEFL iBT)	OverallOnly	0	120
IELTS	International English Language Testing System (IELTS)	OverallOnly	0	9
CAE	C1 Advanced (formerly Cambridge English: Advanced (CAE))	OverallOnly	142	210
PTE	Pearson Test of English (PTE) Academic	OverallOnly	10	90
OET	Occupational English Test	FourSkillsOnly	0	500

Also if a Test Date has been provided, the same value will be placed in the ESOS English Test Date field.

ESOS Language Compliance

ESOS language compliance refers to the requirements outlined in the Education Services for Overseas Students (ESOS) Act of 2000 in Australia that relate to the use of English language in the delivery of education services to international students. The ESOS Act requires that all education providers registered to provide courses to international students must ensure that their courses are delivered in a way that ensures students have the appropriate level of English proficiency to be able to succeed in their studies.

Education providers must establish and maintain policies and procedures to identify students who may require additional English language support and provide appropriate assistance. Education providers must also assess the English language proficiency of students before enrolling them, and ensure that any English language tests or assessments used are valid and reliable.

In addition, education providers must provide accurate and timely information to students regarding the English language proficiency requirements for the courses they offer, including any additional support that may be available to help students improve their language skills. The ESOS Act also requires education providers to report any concerns or issues related to English language proficiency to the relevant authorities, such as the Department of Home Affairs. Compliance with these requirements is essential for ensuring that international students are able to effectively participate in and benefit from their studies in Australia.

Intervention

A student intervention is a proactive approach to identify and address academic, social, or behavioural concerns that may be impacting a student's performance or well-being. The goal of a student intervention is to provide targeted support and resources to help the student overcome obstacles and achieve success in school. An intervention may involve a collaborative effort between teachers, counsellors, parents, and other relevant parties to create an individualized plan to address specific needs or challenges of the student. Examples of student interventions may include academic tutoring, counselling, mentoring, or behavioural support. Interventions can be initiated in response to observable issues or as a preventative measure to support students who may be at risk of struggling.

This icon allows you to manage student interventions based on the relevant education provider policies and procedures.

To view current intervention strategies already in place for the selected student, click View Intervention. To add a new Intervention, click Add New

Enter relevant information as shown below. Select staff to whom this case needs to be escalated (as necessary). Note that system will send an auto generated email to whom this case is escalated for their information and action.

Click Record Intervention to save. Message will appear at the bottom of the page to confirm that Intervention has been added. The record will appear in the data grid view located at the bottom of the page ( as shown below)

Note: Once Intervention has been done and actioned, the requester needs to enter the Outcome date and the Case status (e.g. Case open/ Case closed). This can be done by clicking the edit icon

located on the right hand side of the student intervention list.
Each entry in the intervention register gets appended with the relevant date and the user who has put the comment. Once the Intervention has been finalised then the Case can be closed and the outcome date is recorded.

Diary

This icon allows you to record/log Student communication. The Log can record different types of communication e.g. emails, comments. All of these are recorded as a list for easy tracking and access.

Category and Status are pre setup, however more options can be added using Admin > Configuration and Setup > Setup sections.

The icons here can be used to:

Open the individual diary note
Export to excel
View the images

Note : You can also view the Offer diary using the icon on the top right section. This section records all the communication exchanged between the College and the Student during the Offers stage.

Upload

This function allows you to upload student documents such as offer letters, student application, passport copy and other relevant documents. To upload document follow the instructions below:

Click Student > Student Profile Summary
Click Upload Icon.

Choose File to upload Documents and click Upload to save.

A message will appear to confirm if document has been uploaded successfully (as shown below).

Note: You can create your own folder structure as well as required. Any System generated documents will be automatically placed in this location.

Payment

This icon allows you to view Student's Payment Summary page. Note that this icon is only visible to Admin/SAdmin and Accounts. This iscovered in the Finance user guide.

Payment Summary Overview in Student Profile Summary

To view payment summary within Student Profile Summary section, click the money bag icon located on the course action section. Information will show up on the designated payment section (as shown below).

To view payment, click the money bag icon located on the course action section. Information will show up on the designated payment section.

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