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1. Do you want to create a new CoE for this student If you know when the student is returning to you to complete their study you can elect to create a new CoE now for the student just enter Y and the system will lead you through the creation of the new CoE If you do not want to create a new CoE now then just enter N e If you select Student requests change to existing enrolment no further prompts appear on this tab However refer to section 5 19 above for more information e If you select Non compliance with visa conditions a prompt Course non compliance reason is displayed and will allow you to select the reason for visa non compliance Available options are Unsatisfactory course progress and Unsatisfactory course attendance Select the required option Page 53 Department of Education Employment and Workplace Relations PRISMS User Guide For both reasons you will need to have undertaken the internal and external appeals processing prior to being able to complete the report The Appeals Process tab will guide you through the required questions and permitted responses Refer to section 5 19 above for more information Appeals process Tab e This tab will appear where you are reporting for non compliance with student visa conditions or have selected the Non payment of fees or Disciplinary reasons from the drop down options for reporting Termination of studies prior to comp
2. 1 For the CoE s that do not end up at the status of Finished If the student is not studying with you on this course e you can report on the CoE or e the student can come back to study If they are still studying but you created another CoE you can report on the CoE with the SCV reason of Student Enrolled in the Same Another Course at the Same Provider 2 For the CoE s that have the status of Finished If the period of study on this CoE is correct no further action needs to be taken However if the student for this CoE did study a different period than is described by the CoE ie they finished at an earlier date please contact the PRISMS Help Desk for assistance to correct the period of study This tab is an information only tab The message on the tab will advise the user to how many current or future Welfare Arrangements are current for the provider Welfare Arrangements are put in place by the provider for students who are the primary applicant on a visa and are under the aged of eighteen at the time when they Page 68 Department of Education Employment and Workplace Relations PRISMS User Guide commence study Welfare arrangements usually cover the period from commencement of study until the student s eighteenth birthday Details on all the current and future Welfare Arrangements can be exported to a spreadsheet if required by clicking on the Welfare Arrangements Export link
3. Help on how to search by particular search parameters is detailed at the bottom of the page e Once search parameters are entered click on the Search button e From the list of courses click on the record of the desired course e The CoE will now appear with the amended course e To submit or reset the CoE scroll to the buttons at the bottom of the page Page 35 Department of Education Employment and Workplace Relations PRISMS User Guide 5 11 How to Approve a CoE This function is available to CoE Administrator access level only 5 11 1 How to Approve CoEs Created by another User As stated above users with access type CoE Create and CoE Agent can create CoEs up to the Pending for Approval status Approving CoEs must be actioned by a user with access type CoE Administrator from the current provider This section describes the steps to be undertaken by CoE Administrators to approve Pending CoEs Step 1 At the Welcome to PRISMS home page click on Pending CoEs record e On the home page for the current provider PRISMS will list any CoEs awaiting approval e To action a pending CoE click on the record for that CoE PRISMS will display the View Edit CoE page This will contain all of the details which were input by the user who created the CoE e Check the details of the CoE and amend them if necessary e If you are happy with the data click on the Approve CoE button Alternatively you can cancel
4. Provider B would create a new CoE and would enter an amount of 2 000 in the Approximate Pre paid Course Fee field and in the Approximate Total Course Fee field Provider B would enter an amount of 10 000 representing the approximate total course fee that the student would be required to pay to Provider B to complete the last year of study Provider Arranged Overseas Student Health Cover You will be required to select a value for this field by clicking on the Yes or No button for this field If Yes you will be required to choose from the list of five OSHC providers The five OSHC are 1 Australian Health Management OSHC 2 BUPA Australia 3 Medibank Private 4 OSHC Worldcare 5 NIB OSHC It is not mandatory for providers to organise overseas student health cover for intending students You should only select Yes if you have received money from the student and arranged OSHC on their behalf You should not select Yes if you have only sighted evidence that the student has arranged his or her own health cover In this circumstance you should select No and DIAC will require the student to show evidence of their health cover English Test Type You will be required to select the relevant English test type for the student from the options provided by clicking on the appropriate button There are four options Page 29 Department of Education Employment and Workplace Relations None Test of English as a Fo
5. e PRISMS will display the Student Course Variation screen Student s Postal Address tab and allow update of the students address e Complete the Student address field If you do not know the Students address please explain in the comments field displayed in the previous Tab the Variation Details tab Page 54 Department of Education Employment and Workplace Relations PRISMS User Guide General Hints e You can move from Tab to Tab simply by clicking on the Tab heading e Once all data has been entered select the Save Variation button e PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When you are happy with the data click on YES for the question Are you sure you wish to submit this course variation Step 2 PRISMS will save the data to a database and display the PRISMS Confirmation screen e Once the data has been validated PRISMS will save the data to the database and notify you that a Student Course Variation has been created for your student e You can use the Hyperlink Student Course Variation to view the SCV you have just created or select another menu option 5 21 How to Search for Student Course Variation PRISMS users with access type CoE Administrator can search CoEs and view the outcome of course variations submitted Step 1 Select Search for Course Variation
6. uy R te HARIA ee XSAN Department of Education Employment and Workplace Relations Provider Registration and International Student Management System PRISMS Provider User Guide this Guide is for users with CoE Administrator CoE Create and CoE Agent access levels Last Updated April 2012 Note This User Guide can be printed or used online Department of Education Employment and Workplace Relations PRISMS User Guide TABLE OF CONTENTS 1 INTRODUCTION cist ceeccss sidarsi tee ect tcet ce Shs ete esha a adud ere stateecadted adage bec ceadceces 4 1 1 What is PRISMS Provider Registration and International Student Mana genient System jers ygt ree a E e ST ESN 4 1 2 What is a CoE Confirmation of enrolment sessseeesseessesseesesesssressresseessee 4 1 3 Purpose and layout of this Sue sss cpccascccrsthscivesesacesececnasaaseadcgaeceiaat vaccanteaaeeuaieecee 4 2 PRISMS CONDITIONS OF USE aaassssnnssnnnnnennunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnn 5 Bek Introduction eara a a ea A A a A E E SA eae 5 Die PIVAC e e a a a a a ate A A RAA 5 2 3 Conditions of Access and Use cicada aA ees 6 2 4 Registration of New USTs A aa a E A E AE A R E S 6 2 5 Registration signatory delegates eseeeseeeeeseesseeresseeeresrersessresresseteresreeseesreseeesee 8 2 5 1 Staff departing the organisation cccccceceeseceeeeeeeeeeseeeeeeeeseeeesaeeeeneeeeeeees 8 2 5 2 Forgotten Password Rest Password
7. 5 19 Student Course Variations 5 20 How to Create a Student Course Variation for CoEs already on PRISMS 5 20 How to Search for Student Course Variation Page 13 Department of Education Employment and Workplace Relations PRISMS User Guide How to Confirm Study Commencement for a Student on PRISMS 5 23 How to Search for a Course or Courses 5 24 How to Search for CoEs Students 5 25 Searching for CoEs Depending on the User s Access Type 5 26 How to List Users at a Provider 5 26 How to List Users at a Provider 5 28 How to Search for a Contact 5 29 How to view a News Item 5 30 How to Search for a News Item 5 31 How to create Reports and Exports 4 2 CoE Create Access This level of access is available for provider staff of who have been nominated by the Principal Executive Officer or by a delegate of the provider With Create access the user can create a CoE that will be placed in a queue pending approval by a user with Administrator access The user can also view CoEs created by other users from the same provider 5 1 Howto Log Into PRISMS 5 2 How to Select a Provider if you have Access for Multiple Providers 5 3 How to change Provider if you have Access for Multiple Providers 5 4 Logging out of PRISMS 5 6 How to Change your Details and or Change your Password 5 8 How to Add a CoE 5 9 Explanation of CoE status 5 10 How to change the Course for a Saved or Pending CoE 5 11 How to Approve a CoE 5 111 How to Approve a C
8. Change your Details and or Password 9 3 USEFUL SOURCES OF INFORMATION ecccsseseeeeeeeeeeeeeeeeeneeeeenenneeeeeneeneeees 10 IL Web SiteSeeker ai e Mela a e eaa E s alae 10 3 2 PRISMS Help Team m DEEWR neccennais nenn e eee 10 3 3 Department of Immigration and Citizenship sssesssssesssesseessesssersssersssresssese 10 3 4 User guide online help sssssesssesssessssseesseessressersseresseessseessresseesseeeseessseesseese 11 4 LEVELS OF ACCESS READ THIS FIRST ssccccccssscceteccesdestessstececstccesteereiastiencs 12 4 1 CoE Administrator Access Highest Level 0 0 eeecceeesceecseeeceseeeeeeeeeeeeeeees 12 4 2 SOE Create ACCS Si sac renei e a a E E aration E a edited 13 AS CoB Agent ACCESS iencminrnries ri ane ie p E a Erna EE S EEEE EERE EES 15 5 STEP BY STEP GUIDE TO FUNCTIONS 0 ccseccceseeseeeeeeeeeeeeeeseeeeeeeseseeeseeneeaes 18 5 1 How to Log Into PRISMS sciscsisseccesavscveisaseseatescsacceeasssesteatsotaceasnecedenspocaavasensete 18 5 2 How to Select a Provider if you have Access for Multiple Providers 19 5 3 How to change Provider if you have Access for Multiple Providers 19 5 4 Logging out of PRISMS sscsssctisiscctiies cecarneugscexsctndends ineei ii 20 5 5 SESSION ACIS time MMI nrinn nna e eaa rE SE ees 20 5 6 How to Change your Details and or Change your Password ceeseeeeeeee 21 5 7 How to Manage Agent Details a ccsci s cctasissjiacdeavnccesasedesreasoeaceutnteaeo
9. They are CoEs that have a status saved and are awaiting being submitted or they are pending awaiting being approved or cancelled By double clicking on the line the CoE will be opened in Edit mode The action taken after opening will determine what happens to the record on the list If the Save CoE Student button is clicked then the record will remain on the list awaiting further action If the Approve CoE button is clicked then the status of the CoE will change to Approved and the record will be removed from the list Clicking the Cancel CoE buttons the status of the CoE will change to Cancelled and the record will be removed from the list 6 2 DIAC Visa Action Tab Each day the Department of Immigration and Citizenship DIAC sends updates to PRISMS of any student visa status changes Some of these cause CoE status changes that may be of interest to providers and require further action Any visa updates for your provider that may need action are displayed on the DIAC Visa Action tab The number of records that currently requiring action are displayed in brackets on the tab Double clicking on a record will open the DIAC Visa Action screen for that record The top part of the screen displays some student details including Student Name Provider Student ID Course Name and ID CoE Status and course dates Page 63 Department of Education Employment and Workplace Relations PRISMS User Guide There are four headings on the pag
10. Act 2000 refer to sections 19 and 20 and The National Code 2007 is that a registered provider must advise DIAC via PRISMS of any change to an accepted student s enrolment or an accepted student s failure to meet visa conditions The information you input in PRISMS is sent to DIAC for investigation of the student s visa status e There are a number of options to give information about accepted students In PRISMS they are known as Student Course Variations SCVs Only users with access type CoE Administrator will be able to create or search for a SCV Generally speaking the system will determine the actual SCV to send to DIAC based on the information entered by the provider 5 19 1 Termination of student studies prior to completing the course Use this reporting option for all occasions where the student will cease studying with you prior to the passing of the proposed course end date as indicated on the student s current CoE You would use this reporting option irrespective of whether the reason for the student ceasing their studies prior to the proposed course end date of the CoE was initiated by the student or by the provider SCV reporting under this option is covered under Section 19 1 d of The ESOS Acct Available options to select under this reporting reason are 5 19 1 1 Student Completed Course Early You are only required to use this SCV reason when the student completes their course one month or more before the
11. CoE you may then submit it for approval You may cancel the CoE at any time when it has a status of saved Pending This is a CoE that has been submitted by its creator for approval by the CoE Administrator The CoE or any information contained therein is not submitted to DIAC at this stage You may cancel the CoE at any time when it has a status of pending Approved This is a CoE that has been approved by a CoE Administrator at your institution The approval process submits the CoE to the PRISMS processing system and sends the information to DIAC DIAC will then decide whether or not to grant a visa for the student When the CoE has a status of Approved it may only be cancelled by a CoE Administrator at your institute The cancel process will automatically guide you through the Student Course Variation processing to effect the cancellation of the CoE Visa Granted This is an Approved CoE that has had a visa granted against it by DIAC Once this action has taken place you can no longer cancel the CoE using the cancel button at the bottom of the CoE and it will no longer appear You must complete a Student Course Variation to cancel it If you do complete a Student Course Variation initiating an investigation by DIAC you may notice that the status of the CoE could change after they have completed their investigations This is perfectly normal and indicates that DIAC have finalised their investigation Expired
12. Current Temporary Password New Password and Confirm New Password shall need to be entered and submitted This functionality allows the password change to happen immediately Please note this is different functionality from the Forgotten your password on the Logon page which will generate an automatic email with details on how to log on Page 9 Department of Education Employment and Workplace Relations PRISMS User Guide 3 USEFUL SOURCES OF INFORMATION 3 1 Web sites PRISMS log in page https prisms deewr gov au Logon Logon aspx Department of Education Employment and Workplace Relations http www deewr gov au Department of Immigration and Citizenship DIAC http www immi gov au DIAC World Index Content Details http www immi gov au contacts offices htm Legislation ESOS Act 2000 http www comlaw gov au comlaw management nsf lookupindexpagesbyid IP2004018 44 0penDocument ESOS Regulations 2001 http www comlaw gov au comlaw management nst lookupindexpagesbyia IP2004010 61 0penDocument ESOS Assurance Fund Contribution Act 2000 http www comlaw gov au comlaw management nst lookupindexpagesbyid IP2004026 50 0penDocument ESOS Registration Charges Act 1997 http www comlaw gov au comlaw management nsf lookupindexpagesbyia IP2004038 21 0penDocument Guide for Providers of Education and Training Services to Overseas Students http aei gov au AEl ESOS NationalCodeExplanatoryGuide default htm Com
13. Education Employment and Workplace Relations PRISMS User Guide be displayed choose the agent from the agents list only one agent can be recorded against the CoE If the agent is not in the list Use the Mange Agent hyper link to add a new agent Or go through the Manage Agent menu item under the Provider menu heading on the left hand menu list Note Clicking this Mange Agent link on the choose agent page or by choosing the Mange Agent menu item under the provider menu during the CoE add process will terminate the Add CoE process No agent involved select this option if no agent was involved in the enrolment of the student then click the Confirm no agent involved button to confirm your selection Step 6 PRISMS will display the Choose Course Location search screen Enter your search criteria and click on the Search button e Use the course search screen to search for the course for which you want to create the CoE Use the back button to navigate back to the Choose Agent screen There are many options to search for a course but the three best options for finding a course using this screen are a Leave all fields blank go straight down and select the Search button This will display all courses registered under the provider code or b You can enter the course information via the State Location or the Broad Narrow or Detailed fields of Field of Education
14. PRISMS will update an Offshore CoE to Expired if the course start date as stated on the CoE passes by 60 days and the student has not received a VISA grant for the CoE Note Sometimes you may have a CoE for a student who is studying at your institution but their CoE has a status of expired A button called Update CoE Status is available to CoE Administrators and is located on the View Edit CoE screen below the View Print CoE Certificate link Note that this button will only appear if an offshore CoE remains at Approved Expired status even after the course start date passes and the student has arrived and commenced study This will ensure that the CoE status is accurate and allow providers to e Confirm Commencement of Study or Page 32 Department of Education Employment and Workplace Relations PRISMS User Guide e Report on the CoE as required Clicking on the Update CoE Status button will update the status of the Approved or Expired CoE to one of the following e if the course end date is greater than the current date the system will set the CoE status to Studying or e if the course end date is less than the current date the system will set the CoE status to Finished Onshore CoEs do not expire because it is a requirement that the student was onshore when you created the CoE Studying A CoE will change from a status of approved or visa granted to studying when the course start date on th
15. Team on 61 2 6240 7647 Q Is there a backup if something happens to the PRISMS site A Backups are done regularly to the PRISMS website servers and database server Q What if a provider s Internet Service is down A If the need to issue a CoE is urgent the provider will have to make alternative arrangements for issuing CoEs eg via an internet caf library or a home based computer with internet access Q What happens if there is a global internet failure A Generally the nature of the Internet means that if one particular route between one computer connected to the internet and another computer fails one or more alternate routes exist In the case of a catastrophic failure resulting in access to PRISMS via the internet being unavailable for a lengthy period alternative arrangements for the confirmation of enrolment for student visas will be made available Q What if a staff member responsible for inputting student information into PRISMS leaves A Providers are responsible for notifying DEEWR as soon as the staff member responsible for inputting information into the CoE leaves or is about to leave their employ They need to contact the PRISMS Help Team on 61 2 6240 7647 to have the access for the user staff member removed Q What happens when a provider decides to stop using an agent who has been authorised to create CoEs A Providers are responsible for notifying DEEWR of any change to their arrangements with an agen
16. Workplace Relations PRISMS User Guide Australia you are permitted to back date this date This will allow you to comply with the Section 19 of the ESOS Act that requires you to report actions within 14 days of the event happening However for offshore CoEs this field will not permit any dates prior to the CoE creation date as DIAC will not grant a student visa where the Course Commencement Date has passed Where the system detects that the student will be under 18 years of age on the Course Commencement Date the CoE page will refresh and display the Welfare Details section as described under Proposed Course End Date You will be required to enter the day month and year that the intending student s enrolment is to cease Note that this may be before the end of the course The format of this data should be dd mm yyyy where dd is the day mm is the month and yyyy is the year Provider arranged Overseas Student Health Cover OSHC You will be required to choose whether the OSHC will be arranged by the Provider If Yes you will have to choose from the list of five OSHC providers In addition you will have to enter the Start and End date of the student health cover If the CoE is for an Under 18 student at Course Commencement Date the following prompts will be displayed Is the provider accepting responsibility for approving welfare arrangements This is a mandatory field Where the provider is NOT accep
17. Yes The provider must send the student a copy of the CoE This can be done by faxing a copy to the student or mailing a hard copy to the student The student must present a paper copy of the CoE to the DIAC post at the time of visa application The CoE form is validated by DIAC matching its details with those transmitted from DEEWR Q Why is there still a need to provide a paper copy of the CoE to the student A To facilitate identification of the student and the DIAC post matching the paper copy with the electronic version on their system A paper copy provides a student with a sense of security facilitates passport issue or currency transfers in some countries assists in efficient visa processing and allows for processing of a visa application to commence in the event of DIAC offshore not having received the data from Australia due to a transmission failure Provision of a paper copy also assists with clarification where a student has multiple CoEs in PRISMS and provides evidence for investigations where attempted abuses of PRISMS may occur Q Are we able fax a copy of the CoE to the student A Yes As long as the CoE and CoE Code is legible when it is presented to DIAC Q Why is the Under 18 Student Welfare Letter required A On 16 April 2003 the letters for providers to confirm appropriate accommodation and welfare arrangements and to approve changes of these arrangements for students under 18 were removed from DIAC s website Th
18. access to multiple providers Section 5 3 explains how to change your current provider Step 2 Select the Students CoEs menu item from the left hand menu list PRISMS will display the Provider Students CoE search page Use this form to search for the CoE that you want to cancel Enter your search criteria and click on the Search button Step 3 PRISMS will display the search results Select the CoE to be cancelled PRISMS will display a list of the CoEs that match your search criteria Once you have determined the CoE you wish to cancel click on the CoE record for that CoE PRISMS will display the View Edit CoE screen and display details for the CoE you have selected Check that this is the correct CoE If it is click on the Cancel CoE button Page 42 Department of Education Employment and Workplace Relations PRISMS User Guide e For CoEs at Saved or Pending status PRISMS will ask you if you want to cancel this CoE Click on OK button e For CoEs at Approved status PRISMS will ask you if you want to cancel this CoE Click on OK button The system will automatically direct you to the Student Course Variation screen Refer to the section on Student Course Variations below for further information e Once PRISMS has cancelled the CoE a confirmation that the CoE has been cancelled will be displayed e A visa can no longer be issued on the basis of this CoE 5 19 Student Course Variations A requirement of the ESOS
19. completing the course then the prompt Termination Reason will be displayed and allow you to select the appropriate reason for the student terminating their studies prior to the course end date of the CoE Refer to section 5 19 above for more information If you select Provider decision to cease student enrolment then a further prompt Provider decision to cease student enrolment reason will appear requiring you to indicate the reason why you are terminating the enrolment Should you select Non payment of fees or Disciplinary reason you will need to complete the internal appeals processing prior to being able to complete this report e f you select Deferring suspending student enrolment then the system will display a further prompt reason for deferring suspending student enrolment and display a drop down list box of the two reasons that deferment suspension can be granted Once you have selected the reason for the deferment suspension a prompt Will course end date be affected will appear You should indicate Y here if the period of the deferment suspension is such that the student will NOT be able to complete the course of study by the course end date of the CoE Indicate N here if the period of the deferment suspension will still allow the student to complete their course of study by the course end date of the CoE If you respond with Y to the above prompt the system will then request
20. e On the PRISMS home page select the Course Variations menu from the left hand menu list e PRISMS will display the Provider Student Course Variations screen for the currently selected provider e There are three search options You can select All Variation Reasons or one or more reasons from the displayed list or the range of creation date as search criteria e Determine what search criteria you will use and click on the Search button e PRISMS will display the Provider Student Course Variations Search Results screen detailing the search outcome e You can view the Student information by clicking on the Student Name hyperlink view the CoE information by clicking on the CoE Code hyperlink or view the SCV by clicking on the course information field e PRISMS will display the selected data the student data the CoE data or the SCV data No updates can be made on the CoE or SCV page Page 55 Department of Education Employment and Workplace Relations PRISMS User Guide 5 22 How to Confirm Study Commencement for a Student on PRISMS An eligible student applying for permission to work may ask their provider to electronically advise DIAC that they have commenced study with them PRISMS users with access type CoE Administrator or CoE Create can confirm study commencement for a student on PRISMS so that the information is electronically sent to DIAC e You will only be able to Confirm Study Commencement
21. expected enrolment completion date This report must be completed within 14 days of the student completing their course The CoE must have a status of Studying Reported On Cancelled or Finished for you to select this SCV reason In the SCV Comments field you should indicate the course end date the date the student completed their course qualification obtained and other relevant information Once you have completed the SCV with this reason the CoE status will change to Finished and DIAC will be sent the reason code applied 5 19 1 2 Student Left Provider Transferred to Course at another Provider You are only required to use this Student Course Variation reason when a student leaves your institution and to the best of your knowledge has commenced studying at Page 43 Department of Education Employment and Workplace Relations PRISMS User Guide another institution The Student Course Variation reason must be completed within 14 days of the student leaving your institution The CoE can be any status other than Approved or Expired for you to select this Student Course Variation reason In the SCV Comments field try to include the date the student left the name of the new provider and CoE if known and other relevant information Once you have completed the Student Course Variation the CoE status will change to Cancelled and DIAC will be sent the reason code you selected 5 19 1 3
22. fails PRISMS will display a message box alerting you to the problem You can then try to log in again Page 19 Department of Education Employment and Workplace Relations PRISMS User Guide e f you enter an incorrect password five times consecutively your user account will be locked and you will be unable to access PRISMS If this happens you should contact the PRISMS Help Team and have your Password reset Step 4 Once logged in you will be at your Welcome to PRISMS provider home page e When you have logged into PRISMS successfully the Welcome to PRISMS provider home page will be displayed e You can now use PRISMS to perform tasks appropriate to your access level 5 2 How to Select a Provider if you have Access for Multiple Providers This function is only relevant for those users who have access for more than one registered provider If you have access for more than one provider you will need to select a provider before creating CoEs or reports so that PRISMS knows for which provider you want to perform the operation Step 1 Selecting the Provider e f you have access to PRISMS for more than one provider the Select Provider menu item will be displayed under the Provider menu heading in the left hand vertical menu list Clicking on the Select Provider menu item will cause the system to display a listing of those institutions on whose behalf you can act e To select a provider click on the record for t
23. if the CoE is at studying or finished status You will not be able to confirm study commencement if it has been confirmed previously Using the Students CoEs Search functionality find the required CoE data This will be on the View Edit CoE screen Step 1 From the PRISMS homepage select the Students CoEs menu item from the left hand menu list Step 2 PRISMS will display the CoE Search form Provider Students CoEs e Enter your search criteria and click on the Search button Step 3 PRISMS will display the search results e Select the CoE you wish to confirm the study commencement for e PRISMS will display a list of the CoEs that match your search criteria e Once you have determined which CoE you wish to select highlight and then click on the record for that CoE Step 4 PRISMS will display the View Edit CoE page Click on the Confirm Study Commencement button e Check that this is the correct CoE Also check the field Provider Confirmed Study Commencement is set to No If it is set to Yes you will not need or be able to confirm study commencement again If it is set to No scroll down the page and click on the Confirm Study Commencement button Note This button will only appear for CoEs that have a status of Studying or Finished If the student has already started studying and the CoE is not at studying status please call the PRISMS Help Des
24. is used for any additional information the provider wants to include to assist Immigration Officers in processing the application It is not compulsory to complete this field Page 30 Department of Education Employment and Workplace Relations PRISMS User Guide It is recommended to use this field to advise DIAC if the CoE is being created after the student has commenced studying after the course start date e g In cases of visa renewals of the same course This field can also be used to include comments for the CoE creation process where two users with different access levels are involved The user with Create access can provide further information and the user with the Authorise access can delete this information before authorising the CoE Step 9 After completing the page details click either the Save CoE Student or Approve CoE Button e Select either the Save CoE Student button which saves the CoE at a status of Saved and allows you to re edit the data at anytime until you are ready to submit it for Approval or the Approve CoE button which sends the CoE for Approval e PRISMS will then ask you to confirm that you want to Approve or Save this CoE depending on which button you selected If you want to amend a field click on the Cancel button and amend the details Once you are happy with the data click on the required button and then select the OK option from the Confirmation page e For users wh
25. keep the Password reset Question and Answer secure o not divulge a Password or Password reset Question and Answer to any other person o notify DEEWR immediately if a record of a Login ID Your unique Email Address and Password or Password reset Question and Answer is lost or stolen or the Authorised User or the Provider is aware or suspects that a person other than the authorised user knows the Login ID and Password or has used a Login ID and Password without authority The Provider must notify DEEWR immediately if an Authorised User ceases employment with the Provider or is no longer authorised to use PRISMS DEEWR may remove or suspend access to PRISMS at any time without notice if DEEWR believes it has been used other than for bona fide purposes of electronic confirmation of enrolment or reporting or if DEEWR is of the opinion that any of the above conditions may have been breached If access to PRISMS is cancelled or suspended DEEWR will only re instate access if it is satisfied that the provider has taken steps to ensure that the misuse of PRISMS or breach of the above conditions is not likely to re occur The Commonwealth as represented by DEEWR will not be liable for any loss or damage including consequential loss or damage suffered by the Provider or any other person in relation to use or inability to use the Login ID the Password or PRISMS 2 4 Registration of new users Online Registration New Users will have to use self
26. of the CoE or cause delays in the processing of the CoE and visa Please contact the PRISMS Help Desk if you have any questions or come across any CoEs with the wrong CoE type set Immigration Office for Visa Application You will be required to select the Immigration office where the student will be applying for their student visa from a drop down list These options are displayed according to your answer in the previous item i e PRISMS will list only Australian Onshore or International Overseas If an Immigration office you require is not listed in the drop down box check the Immigration World Index at the site address of http www immi gov au contacts offices htm this will show you the applicable office to select When you create a CoE PRISMS will transmit this data to Immigration National Office The Immigration National Office system will then transmit this data to the Immigration office that you have specified in this field The data will then be used to verify the validity of the CoE form that the student takes into the local Immigration office as part of their visa application process Please note that for all Overseas Immigration offices once a CoE has been created if possible there should be a 48 hour wait before the student attempts to lodge his her form at that office Visa Grant Number This is a non mandatory field only enter this information if you are sure Must be 13 characters in length Comments This box
27. or the Course Level field and then click on the Search button Please note that if your particular course has been listed on CRICOS under a different Field of Education or Course Level then you will receive a message stating that you do not have any registered courses that meet your search criteria Please try again f this occurs try option a or c Enter the exact CRICOS course code and click on the Search button If you receive a message that your course code does not exist try option a or b Step 7 PRISMS will Display the Course search results e A list of all registered courses that match your search criteria will be displayed Once you have determined the course you require click on the course code record Step 8 PRISMS will display the Add New CoE page Enter required details and click on the Save CoE Student or Approve CoE button e PRISMS will automatically display some Student Provider and Course information Enter the required additional information in each of the fields by either typing in text or selecting from the options provided Proposed Course Start Date You will be required to enter the day month and year that the intending student is to start their enrolment The format of this date should be dd mm yyyy where dd is the day mm is the month and yyyy is the year For onshore CoEs where you are creating a CoE for a student who is already in Page 26 Department of Education Employment and
28. record to view more details e To delete agent record Use the check box to select the agent s and click the Delete selected agents button Page 22 Department of Education Employment and Workplace Relations PRISMS User Guide Step 3 To search for agent records click the Add an Agent button PRISMS will display the Manage Agent Agent Search screen Read the screen information and select the Fast Search or Standard Search option enter your search criteria and press the Search button A valid MARA Overseas Education Agent Id number will overwrite all other search criteria Step 4 PRISMS will display the agent search results e If a agent is not found PRISMS will display an error message No records were found that match the selection criteria you entered Try making your search criteria less specific If you are sure that the agent does not have an existing record select the Add a new agent button e If a single agent match has been found PRISMS will display the existing agent details To ensure that the agent found is the required one check the details of the agent e If multiple agent matches have been found PRISMS will display a list of all matching records Carefully check the list to identify whether the record you require is listed and if so then select the record s by clicking on the record Step 5 To add agents use the check box to select the agent s and click the A
29. registration for access to PRISMS They can do this by pressing the Register link on the front page of PRISMS next to the logon bar The user is then required to select what access they would like to Register As and then Select role A valid email address is needed in order to register PRISMS will not accept generic email address as logon emails and the email addresses used must only be used by one person The user shall then be taken to the Registration screen where they enter their contact and personal details a secret question and answer PRISMS requires that you use a strong password that will be easy for you to remember A strong password is a combination of upper and lower case letters and numerals Some examples of a strong password eg Pas5SwOrd s3curitY Pri5ms The user will then need to Confirm Provider Code and select a Registered Signatory Delegate RSD to approve their access A security Code shall need to be entered as well as confirmation that the user accepts the system access responsibilities and that the correct details have been provided This will generate an automatic email sent to the Registered Signatory Delegate for approval of access Page 6 Department of Education Employment and Workplace Relations PRISMS User Guide Access Approval Upon completion of initial registration the Registered Signatory Delegate RSD shall receive an email from PRISMS which contains information about the User who is requ
30. require additional access The user will then need to Confirm Provider Code and select a Registered Signatory Delegate RSD to approve their access A security code shall need to be entered as well as confirmation that the user accepts the system access responsibilities and correct details have been provided This will then generate an automatic email sent to the Registered Signatory Delegate for the Provider to authorise the requested access No users will be authorised to access PRISMS on behalf of Providers without being properly registered Page 7 Department of Education Employment and Workplace Relations PRISMS User Guide 2 5 Registration signatory delegates 2 5 1 At the initial stage of registration the PEO is the only Registration Signatory Delegate RSD Once users are created under the providers authorisation the RSD can be changed to another user in the organisation CoE administrators can add edit RSD s by navigating to the Contacts link on main menu in the PRISMS homepage Once in the contacts page select gt gt Manage RSD Contacts on the right hand side of the page The manage contacts page allows the CoE administrator to update the existing RSD contact or add a new RSD Once the CoE administrator makes changes to the contacts the PEO receives an email which contains a link that allows the PEO to either Approve or Reject all of the changes The CoE Administrator is then notified of the outcome vi
31. search screen Read the screen information and select the Fast Search or Standard Search option enter your search criteria and press the Search for Student button e This screen enables you to check if PRISMS already has the student s details stored before a CoE is created e You can search by entering one or more entries in the following search fields CoE Code Student Visa Grant Number Providers Student ID First or Second Name Family Name Date of Birth and Gender Avoid being too specific This will allow PRISMS to bring up records that may have been entered with spelling differences or special characters hyphens accents etc e If you believe that a student already has a record at your provider but is not shown in the results make the search as wide as possible At large providers this may produce too many results Once you have entered search options click on the Search for Student button Step 3 PRISMS will display the Student search results e If a student match is not found PRISMS will ask you if you wish to add a new confirmation of enrolment If you are sure that the student does not have an existing record select the Add New Student button e If a single student match has been found PRISMS will display the existing student details To ensure that the student found is the required one check the full details of the student Page 24 Department of Education Employment and Workplace Relation
32. the approve CoE action if you do not want to issue it by clicking on the Cancel button This will delete the CoE Step 2 Click on the Approve CoE button e Once the Approve CoE button has been clicked for a CoE PRISMS will ask you to confirm that you want to approve this CoE If so click on OK e PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is complete and correct click on the Approve CoE button again and then OK Step 3 PRISMS displays CoE Certificate e PRISMS will display a Confirmation of Enrolment for the selected student e The CoE confirmation page also includes four options View Print CoE Certificate fo view and print the CoE Certificate Add Another CoE to Student to proceed with adding another CoE to PRISMS for the same student Creator Deliver CoE Certificate to inform the creator of this CoE that the CoE for that student has been approved and instruct them to print and deliver the CoE Certificate to the student Page 36 Department of Education Employment and Workplace Relations PRISMS User Guide Inform Creator CoE Approved to advise creator that the CoE has been approved and the Approving Officer will print and deliver the CoE to the student e To view or print the CoE Certificate select the first option e If option 3 has been selected PRISMS will d
33. to view the news message 5 31 How to create Reports and Exports PRISMS users with access type CoE Administrator have access to this function Some of these reports are presented in On Screen format and can be printed using the browser s print function Exports loads the data into an Excel spreadsheet Users can then save the spreadsheet and manipulate data and create reports according to their requirements Reports and Exports available to CoE Administrator users include e Individual Provider report PEO details and Course List e CoE Statistics report Page 62 Department of Education Employment and Workplace Relations PRISMS User Guide e CoE Statistics by Country report e Student Course Variation SCV Statistics report e User Statistics report e Course export e CoE and Student export e Student Course Variation export e Course Cost Comparison export e Course Duration Comparison export e Annual Registration Charge Enrolment Count export 6 PROVIDER HOME PAGE SCREEN ALERTS When you log onto PRISMS it opens at the users home page This section will address the tabs for a typical Confirmation of Enrolment CoE Administrator level user The three tabs you will see are Outstanding CoEs DIAC Visa Actions and Welfare Arrangements 6 1 Outstanding CoEs Tab This tab lists the CoEs that are incomplete in some way and require further action The figure in brackets indicates the total number of records on the tab
34. welfare arrangements for under 18 students should include a statement on the letter of offer they issue the student such as Education Provider s name will approve the accommodation support and general welfare arrangements for student s name A CAAW letter will be issued to student s name outlining the type of welfare arrangements and period of the nominated welfare period when a Confirmation of Enrolment certificate is issued Information regarding care arrangements for students under 18 can still be found at the DIAC website http www immi gov au ousiness services education providers roles_responsibilities htm You can also find this link posted at the bottom of both welfare letters on PRISMS 7 5 Variations to CoEs Q What do we do if we make mistakes when completing the student details for the CoE system A If the CoE is Saved or Pending ie it has not been Approved it can be amended A user with CoE Administrator access can update student information and then cancel the CoE and create a new one using the updated student record A copy of the new CoE must be sent to the student Q Once a CoE is authorised who can cancel it A Only a user with the CoE Administrator access type can cancel a CoE Q Reporting on the wrong Student What to do A In the situation where you have completed a Student Course Variation that results in a section 20 letter being issued to the student DIAC will commence an i
35. 5 for details For a complete list of possible messages and actions refer to the table at section 6 2 5 6 2 2 CoE Event History This section contains the history of all the CoE Events for the relevant CoE It allows the user to see at a glance what events have occurred in relation to the CoE Only the last five events from the CoE history are displayed in this list You can access a full history of this CoE by clicking on the full list icon below the list 6 2 3 Recommended Course of Action This is the important part of the screen In this section the system provides a recommended course of action To ensure the student s visa status and the records in PRISMS are correct it is important that the recommended course of action is undertaken Often it will require forwarding information on to the student The steps in doing this are covered later Page 64 Department of Education Employment and Workplace Relations PRISMS User Guide 6 2 4 6 2 5 For a full list of possible messages and actions refer to the table at section 6 2 5 Action Taken This is a free text field that allows the user to enter notes on any action taken These notes are not stored in PRISMS but are only entered so they can be printed out ona paper record The type of notes entered will depend on why a record is being printed You may wish to keep a copy for your records or to provide a copy for the student One way of managing these alerts is to print them ou
36. Change to CoE Student Details option e As you are changing the information in the current CoE this CoE will end up being cancelled as a result of the change Ensure that you leave the Do you want to create a new CoE for this student set to the default value of Y to create a new CoE You can enter any relevant details in the Comments field Once complete click on the Save button e Aninformation message will appear that advises that the next screen will be a CoE create screen with almost all of the original CoE information brought forward e It is at this stage that you can modify the data for the student or the CoE To change the information on the student record click on the Student Summary tab Update the information as required eg change the date of birth nationality country of birth etc If it is only the student data that you need to correct just click on the Approve button to approve this new CoE and automatically cancel the original CoE The new CoE should be given to the student e f you need to modify data on the CoE just click on the Enrolment Details tab and modify the required data When updating is completed click on the Approve button to approve this new CoE and automatically cancel the original CoE The new CoE should be given to the student 5 13 How to View or Print a CoE PRISMS users with CoE Administrator and CoE Create access have access to this function fo
37. Home page displays a list of the ten most recent News items An additional link more news is also displayed where when you click on this the next ten most recent news items will be displayed Even without actually logging into PRISMS you can access all of the news information Just click on any particular news item and the system will display the information From this home page you can also select the News menu item under the Information menu heading in the left hand vertical menu list When you actually log into PRISMS from the provider home page the news item link is displayed Just click on the link and the system will display the 10 most recent news items Again just click on the particular news item you want and the system will display that information If when you log in you have unread news items the system will highlight this fact Just click on the link to display the news items 5 30 How to Search for a News Item Step 1 Searching for a news item e Go to the Admin menu tab at the top of the page e When the drop down menu appears select News Search e On the New Search page add the News Identifier number or enter the search criteria e Click on the start Search Button e When the list of news items appears click on the cross to the left of the news item to view and make changes to the news item text or status e Orclick on the news item heading hyperlink
38. Student Notified Cessation of Studies You are only required to use this Student Course Variation reason when a student notifies you of their intention to no longer continue with their enrolment This notification may be received actively that is the student contacts you and advises that they will be ceasing studies or inactively that is where no information has been received from the student but the student just fails to return after an arranged holiday break suspension or deferment Completion of the Student Course Variation will result in the status of the CoE for the student changing to Cancelled The CoE must be a status of Studying Reported On or Cancelled for you to select this reason In the SCV Comments field include the reason for cancellation of enrolment the date the enrolment was cancelled and other relevant information 5 19 1 4 Provider decision to cease student enrolment This option for reporting was introduced as from 1 July 2007 following the changes to PRISMS to facilitate the implementation of the National Code 2007 This reporting reason allows selection of a sub level of data and is to be used whenever the Provider is actually initiating the termination of the student s enrolment prior to the proposed course end date of the CoE Available sub level reasons for the provider terminating the student s enrolment are detailed below Non payment of fees You can select this option w
39. a email PEOs cannot be deleted however they have the option to opt in out of being an RSD as long as there are other RSDs at the organisation This can be done by selecting the Yes option in the PEO Opt out field in the Manage RSD Contacts page mentioned above Staff departing the organisation You can change add to your Contact and User details by accessing these on the Main menu at the left hand side of any PRISMS page You will need to ensure that your contact details are always up to date as these details will be used on the CRICOS website for your Organisation s details for students and Agents to view Deactivate User Account CoE Admin CoE Agent To deactivate a user account from your organisation select the user s record by using the above method Once in the User s record select gt gt Deactivate User on the right of the screen under User Options This deactivates the user s account and they will no longer be able to logon to PRISMS for your provider There is also an option to specify a date for when the deactivation should occur Page 8 Department of Education Employment and Workplace Relations PRISMS User Guide 2 5 2 Forgotten Password Rest Password Change your Details and or Password Forgotten Password When a user clicks on the Forgot Your Password link the system displays the Request Password page and will prompt the user to enter their email address Logon ID for the PRISMS System After
40. access The instructions for each level s functions can be found in section 5 4 1 CoE Administrator Access Highest Level This level of access is available to a member of a provider s staff who has been nominated by the Principal Executive Officer or a delegate of the provider With Administrator access the user is able to save create and approve CoEs using the one process Users with Administrator access are also able to approve CoEs that have been created by other users Only users with Administrator access are able to cancel or report on CoEs once they have been approved 5 1 Howto Log Into PRISMS 5 2 How to Select a Provider if you have Access for Multiple Providers 5 3 How to change Provider if you have Access for Multiple Providers 5 4 Logging out of PRISMS 5 6 How to Change your Details and or Change your Password 5 8 How to Add a CoE 5 9 Explanation of CoE status 5 10 How to change the Course for a Saved or Pending CoE 5 11 How to Approve a CoE 5 11 How to Approve a CoE or Student Details for an Approved CoE 5 13 How to View or Print a CoE 5 14 How to allow Agents to Print an Approved CoE 5 15 How Agents can print an Approved CoE 5 16 Printing a CoE if the student is less than 18 years of age 5 16 How to view a list of Welfare Arrangements Page 12 Department of Education Employment and Workplace Relations PRISMS User Guide 5 18 How to Cancel a Saved Pending or Approved CoE
41. act the PRISMS Help Team on 61 2 6240 7647 or by email to prisms deewr gov au Glossary of Terms Used This section explains abbreviations and terms in this User Manual 2 PRISMS CONDITIONS OF USE IMPORTANT Access to PRISMS is issued by the Secretary of DEEWR on the conditions below which he is entitled to impose under section 109 3 of the Education Services for Overseas Students Act 2000 In addition section 109 5 makes it an offence if a person breaches any condition in certain situations IT IS THEREFORE IMPORTANT THAT YOU READ THESE CAREFULLY 2 1 Introduction PRISMS is a computer system developed jointly by the Department of Education Employment and Workplace Relations DEEWR and the Department of Immigration and Citizenship DIAC for the purposes of the Education Services for Overseas Students Act 2000 The ESOS Act PRISMS provides a secure system for providers registered on the Commonwealth Register of Courses and Institutions for Overseas Students CRICOS Providers to comply with legislative requirements by e issuing bona fide confirmations of enrolments as evidence of enrolment in a registered full time course as required for the issue of a student visa by DIAC and e reporting changes in course enrolment particularly where study ceases non compliance or the duration of the study changes PRISMS also facilitates the monitoring of student compliance with visa conditions and provider c
42. and DIAC will be sent the reason code you selected as well as your responses to the Appeals processing prompts You should report using this variation as soon as practicable 5 19 3 Non commencement of student studies You are only required to use this SCV reason when a student does not has not or will not commence their course when expected This report must be completed within 14 days after the expected commencement date The CoE must have a status of Approved Studying Visa Granted Reported On Cancelled or Finished for you to select this SCV reason In the SCV Comments field try to indicate whether a visa was granted to the student whether the student arrived in Australia and other relevant information Once you have completed the SCV the CoE status will change to Cancelled and DIAC will be sent the reason code applied Please note if you become aware that the expected start date for the student has changed to a date in the future but the delay will not impact on the end date of the CoE you do not have to do a SCV for this student as long as they commence on the new expected date 5 19 4 Deferring suspending student enrolment Key requirements for all sectors e Providers must have documented procedures for assessing approving and recording a deferment or suspension of study e Deferments suspensions are only permitted for one of the following two reasons Compassionate a
43. assport Gender You will be required to indicate the gender of the student by clicking on either Male or Female Date of Birth You will be required to enter the student s birthday The required format of this date is dd mm yyyy where dd is the day mm is the month and yyyy is the year Country of Birth The data you select for this field will be in a drop down box This means that you will only be able to select a country of birth value from the list Nationality The data you select for this field will be in a drop down box This means that you will only be able to select a nationality value from the list Passport Number This box is not mandatory except for CoEs for students that are already in Australia e Once you have entered the required data select the Choose Course Next button Step 5 PRISMS will display the Choose Agent screen Indicate whether or not an agent was involved in the enrolment of the student This step is available to CoE Administrator and CoE Create access level only Agent details will be copied automatically for CoE Agent user e Use this screen to indicate whether or not an agent was involved in the enrolment of the student Agent involved select this option to record the agent details A list all PRISMS agents and IDP organisation s registered under the provider code including all MARA and Overseas Education agents linked to the provider code will Page 25 Department of
44. ation that you have approved for the student Page 27 Department of Education Employment and Workplace Relations PRISMS User Guide Welfare Comments This is an optional field that allows you to enter any comments you may have in relation to the welfare arrangements perhaps you have stipulated some restrictions in regard to the student s welfare Approximate Pre paid Course Fee The amount that you enter for this field should be the whole dollar amount the student has paid to your organisation for this Confirmation of Enrolment CoE at the time the CoE is created This amount should be what has been prepaid when the CoE was created and may differ from what the student is required to pay before commencing their course It is compulsory that a value is entered for this field If the dollar amount prepaid for the course fee is nil you must enter 0 zero as PRISMS will not assume that a blank means zero Do not insert a dollar sign full stops or cents in this field This field will be used in conjunction with the Approximate Total Course Cost by DIAC to assess a student s capacity to pay course and living costs It is therefore important that the value entered for this field is accurate Approximate Total Course Fee The amount that you enter for this field should be for the total cost for this particular Confirmation of Enrolment CoE that the student is about to undertake with your organisation This cost should be for the en
45. ble with their application for a student visa The CoE Certificate will include the full address details of the DIAC post at which the student will need to apply for their visa e When you have finished the approval steps stated above you may select to continue and add another CoE or to log out of PRISMS Page 38 Department of Education Employment and Workplace Relations PRISMS User Guide 5 12 How to Update CoE or Student Details for an Approved CoE Where a CoE is at a status of Approved it is possible for PRISMS users with CoE Administrator access to modify the existing CoE or student details This is actually performed through the Student Course Variation process and will automatically cancel the original CoE and create a new replacement CoE with the amended information This will allow you to update any field on the student record as well as allowing you to modify such things as the proposed course start dates the course costs the overseas student health flag etc Step 1 Search for and display the Approved CoE for the student whose details you wish to update e Scroll down to the bottom of the View Edit CoE screen and click on the Cancel CoE button OR click on the Course Variations tab on the View Edit CoE screen and then click on the Add variation button Both options will take you to the Student Course Variation screen e Inthe Reason for Cancellation of CoE prompt select the
46. cess e Select the Approve CoE button at the bottom of the CoE e PRISMS will then ask you to confirm that you want to approve this CoE If you want to amend a field click on the Cancel button and amend the details Once you are happy with the data click on the Submit button again and then OK Page 31 Department of Education Employment and Workplace Relations PRISMS User Guide e PRISMS will then validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is validated PRISMS will proceed with approving the CoE e The CoE Confirmation screen will now appear with the option to View Print the CoE Certificate and or Add Another CoE e f the student is less than 18 years of age there will also be an option to View Print the Under 18 Accommodation Welfare letter This needs to be sent to the student with the CoE certificate 5 9 Explanation of CoE status Saved When creating a CoE you may save it at any time before you have completed it The CoE will be in a draft form only Neither the CoE nor any information contained therein is transmitted to DIAC at this stage You can re open the CoE at any time to complete the details and then re save it As the CoE is in a draft form at this saved stage the CoE cannot be approved or have a visa granted by DIAC against it When you are happy with the details on the
47. cord found or a list of records if multiple records were found e f multiple records found locate the required record by scrolling through the list then highlight and click on the record to display the required information 5 26 How to List Users at a Provider PRISMS users with CoE Administrator access have access to this function Step 1 Click on the Users menu item from the left hand menu list e The Organisation Users screen will now be displayed This screen lists all of the users at your organisation e You can click on the column headings of Name Organisation Role Status or Last Login to sort the list into order by that column heading either ascending or descending 5 27 How to Update the DEEWR DIAC Course Progress Policy and Procedures Where the Provider has registered courses in the VET sector PRISMS users with CoE Administrator access for that provider have access to this function This field is only available to providers of registered VET courses The default setting for this field is No This indicates that the provider has NOT implemented the policy and so is required to monitor attendance for those VET courses Where this field is set to a value of Yes this indicates that the Course Progress Policy is being applied by the provider and there is no longer any requirement to monitor attendance for those VET courses Note If selecting Yes to this field the Policy will be appl
48. ct the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change to course and update any other details for the CoE On Approving the CoE respond to the system prompts The system will cancel the original CoE and set the status of that CoE to cancelled and if a new CoE has been created then set the status of that CoE as required maybe to Approved Visa Granted or Studying depending on the course start date entered Page 50 Department of Education Employment and Workplace Relations PRISMS User Guide 5 19 5 3 Change to a course in the same sector possible gap created at either the start or end of the course OR the study period is shorter The gap referred relates to any difference created between the course start and end dates of the new CoE when compared with the course start and end dates of the original CoE For example if the original CoE course start date is 1 07 2007 and the course start date on the new replacement CoE is 1 08 2007 then a gap has been created Similarly if the course end date of the original CoE was 30 06 2008 and the course end date of the new replacement CoE is 30 05 2008 then again a gap has been created The system will automatically identify situations where the student is either just changing some details in regard to their start or en
49. d Provider unable to deliver course select this option only when the course remains registered but for whatever reason you will not be teaching the course to this CoE holder at this time An example of this may be where you have advertised a course a small number of students have been accepted into that course but insufficient for you to actually provide the course and so you wish to cancel those CoEs The CoE status will be set to Cancelled 5 19 2 Non Compliance with visa conditions SCV reporting under this option is covered under Section 19 2 of The ESOS Act Options available are the reporting for unsatisfactory attendance and unsatisfactory course progress With the introduction of the National Code 2007 on 1 July 2007 significant changes have been implemented in regard to reporting under this option Providers should become familiar with the reporting requirements for non compliance with visa conditions and these are detailed in the National Code 2007 and in the Explanatory Guide The key requirements for when to use this Student Course Variation are detailed below 5 19 2 1 Unsatisfactory Attendance For all courses VET accredited or non award ELICOS accredited Schools foundation requiring attendance monitoring e Providers who monitor attendance must have and implement appropriate documented policies and procedures for monitoring attendance for each course e Where a student has been assessed as not achie
50. d date of their original CoE enrolment or changing some enrolment details as well as changing to a different course that is in the same sector as the original course To process a request of this type the provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change the course start and or course end dates as required or change to a new course in the same sector and update any other details as required for the CoE On Approving the CoE respond to the system prompts The system will cancel the original CoE and if anew CoE has been created then set the status of that CoE as required maybe to Approved Visa Granted or Studying depending on the course start and end dates entered 5 19 5 4 Change to a course in the same sector no gap created but of a longer study duration The system will automatically identify these situations based on the data you enter when both creating the SCV report and the new replacement CoE The no gap referred to here is when for example the new replacement CoE has the same course commencement date as the original CoE but the course end date of the new replacement CoE is after that on the original CoE In this situation there is no gap or period not covered when comparing the two CoEs To process a r
51. data to the database and notify you that the CoE has now been approved e PRISMS will display the CoE confirmation page Step 3 PRISMS will display CoE Certificate e PRISMS will display a Confirmation of Enrolment for the selected student e The CoE Confirmation page also include two options View Print CoE Certificate to view and print the CoE Certificate Add Another CoE to Student to proceed with adding another CoE to PRISMS for the same student e To view or print the CoE Certificate select the first option Step 4 Printing the CoE Certificate e Upon clicking on the option View Print CoE Certificate PRISMS will display the CoE Certificate e You can print the certificate by clicking on the PRINT button of your Internet Browser e As you are the Creator and Approving Officer of this CoE you are solely responsible for sending a copy of the CoE Certificate to the student You can either fax it to them or send it in the post If the student is under 18 you will need to print and send the Student Welfare letter as well This will appear as an option with the View Print CoE Certificate e If any of the details for the student changes including accommodation particulars after the student has been given their CoE then the CoE and Student Welfare letter if applicable will need to be re printed with the updated information and given to the student e The student will need to present the CoE and Welfare letter if applica
52. dd selected agents button PRISMS will display a message to confirm the selected agents have been added PRISMS will save the agent record s to the provider agent list and link the agent record s to the provider code select the OK button on the Confirmation page Step 6 To create a new agent record click the Add a new agent button PRISMS will display the Manage Agent Add a new agent screen MARA Overseas Education agent Id This field is for the 7 digit unique MARA Overseas Education agent Id for the Agent Only enter data for this filed if known This field is not a mandatory filed Business Name This field is mandatory It is important to ensure that you fill out the business name details accurately as this information is checked against the agent data in PRISMS Given Name Enter the First Name for the agent If the agent has only one name you must enter it under Family Name field Given Name 2 Enter the other First and Second Name s of the agent If the agent has only one name you must enter it under Family Name field Family Name This field is mandatory If the agent has only one name you must enter it under this field Date of Birth You will be required to enter the agent s birthday The required format of this date is dd mm yyyy where dd is the day mm is the month and yyyy is the year This field in not mandatory leave this filed blank if not known Email Address Enter the business pri
53. dents Regulations 2001 User identification to control access to PRISMS Record of individual user s details including Login Identifier password and other information collected via the PRISMS Registration Request CoE Form Registered Signatory Delegate Page 74
54. e e PRISMS will display a revised Welcome to PRISMS provider home page with the new provider listed as your current organisation e You can commence using PRISMS on behalf of that institution 5 4 Logging out of PRISMS When you have finished using PRISMS you should log out of PRISMS by selecting the Logout menu option displayed on the horizontal menu bar just below the Australian Government logo You can also log out of PRISMS by just closing your browser session by clicking on the X in the top right hand corner 5 5 Session idle time limit The PRISMS session will expire if there is no database activity registered for 15 minutes After this limit is reached PRISMS will automatically treat your log in ID as if you had logged out Attempting to perform any function after the expiry will produce a message advising you to log in again Page 21 Department of Education Employment and Workplace Relations PRISMS User Guide 5 6 How to Change your Details and or Change your Password This PRISMS function is available to all users Step 1 Select Change My Details e From the Welcome to PRISMS provider home page after logging in select Change My Details from the horizontal menu bar The system will display all the information available for your record e You can now update any of the details except for your e mail address which cannot be modified If you have changed your e mail address you will need to c
55. e CoE has passed and the course end date has not passed Once this action has taken place you can no longer cancel the CoE using the cancel button at the bottom of the CoE and it will no longer appear You must complete a Student Course Variation to cancel it If you do complete a Student Course Variation initiating an investigation by DIAC you may notice that the status of the CoE could change after they have completed their investigations This is perfectly normal and indicates that DIAC have finalised their investigation Reported On As from 1 July 2007 no SCV report will set a CoE to this status However there will be CoEs that have been reported on prior to 1 July 2007 that will still be set to this status This status indicates that a Student Course Variation SCV has been completed against the CoE prior to 1 July 2007 Not all SCV reasons updated CoEs to reported on and some did cancel CoEs immediately When an SCV is completed the information is sent to DIAC and they will begin an investigation of the issue that brought about the SCV On completion of their investigation DIAC will enter their finalisation decision into PRISMS and the CoE may then change status to reflect their decision Finished A CoE will change to the status of finished after the course end date on the CoE has passed or when you complete a Student Course Variation to report that a student has finished their course A Student Course Variation may still be app
56. e containing all the relevant information of the student and the visa update 6 2 1 Background This is a system generated explanation of the update PRISMS received from DIAC and some other basic information In brief there are 6 main themes to these messages and in broad terms they are Broad Message Meaning 1 DIAC have overturned a previous visa grant or visa cancellation which has brought the CoE back to life You will either need to report on the CoE or bring the student back to study 2 DIAC have cancelled a visa for a CoE that has changed the status You need to determine if the student is allowed to continue studying 3 DIAC have refused a visa application for a CoE and has not changed its status You need to determine if the student if the student is allowed to continue studying 4 DIAC have ceased the visa for a CoE which has not changed its status You need to determine if the student is allowed to continue studying 5 DIAC have ceased the visa for a CoE and the student no longer holds a student visa for the course You need to determine if the student is allowed to continue studying You must also report on or cancel the CoE You need to contact the student and get them to contact DIAC 6 DIAC responded to a SCV with a Decision Not to Cancel the visa or a Grounds do not exist to cancel the visa the CoE status has changed Your action depends on the status of the CoE after the message See section 6 2
57. e demonstrating that compassionate or compelling circumstances apply e the decision is consistent with its documented attendance policies and procedures e the student is attending at least 70 percent of the course contact hours for which he or she is enrolled and e this is consistent with the provider s documented attendance policies and procedures For higher education courses including higher education non award and Study Abroad courses e For higher education courses providers are not required to monitor attendance but they must monitor course progress according to their policies and procedures For a full explanation on the requirements for monitoring attendance and reporting the use of the Student Course Variation option please refer to the National Code 2007 and the Explanatory Guide Page 46 Department of Education Employment and Workplace Relations PRISMS User Guide The CoE must have a status of Studying Cancelled Finished or Reported On for you to select this Student Course Variation reason You must enter a response to each of the Appeals Processing prompts as well as responding to the other prompts that you will be presented with when processing this SCV type On screen Help is available by clicking on the book icon at the front of each prompt In the SCV Comments field enter any comments that may be appropriate These comments will NOT appear on the Non compliance letter the Sectio
58. ears of age If a CoE is created for a student less than 18 years of age the procedures outlined above are the same The difference is that when the CoE is completed and ready for approval another option appears in the View Print CoE box The additional option is to View Print Student Welfare Letter This option will only appear to the person approving the CoE if that is not the same person that creates the CoE The letter must be printed and the Providers information is to be completed The provider is then required to sign the form and send it to the student If any of the student s details change then the Welfare Arrangements must be updated and the letter must be re printed with the updated details and given to the student 5 17 How to view a list of Welfare Arrangements For users with CoE Administrator access it is possible to view a listing of all current CoEs where the provider has indicated in PRISMS that they have accepted responsibility for approving the welfare arrangements for the student Page 41 Department of Education Employment and Workplace Relations PRISMS User Guide Step 1 Log into PRISMS You will be at the Home page Check just under the News icon for any Alert tabs When there are welfare arrangements in place for a student with a current CoE there will be a tab labelled Welfare Arrangements and this tab will also have a number in brackets This number indicates the total number of current C
59. equest of this type the provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed Change the course start and or course end dates as required or change to a new course in the same sector and update any other details as required for the new CoE On Approving the CoE respond to the system prompts The system will cancel the original CoE and if anew CoE has been created then set the status of that CoE as required maybe to Approved Visa Granted or Studying depending on the course start and end dates entered Page 51 Department of Education Employment and Workplace Relations PRISMS User Guide 5 20 5 19 5 5 Not an extension and not one of the above situations During the process of entering details of the change in enrolment for the student the system will automatically identify the situation where the change to the enrolment is not an extension and is not one of the previously identified situations An example may be where there is no change to the proposed course start date or proposed course end date but the student has changed to a different course in the same sector In this case it is necessary for the provider to advise DIAC of the change in enrolment via the student course variation process How to Create a Student Course Variation
60. ese letters are now only available from PRISMS When you first create a CoE you will have access to print the Under 18 Student Visa Applicant Education Provider s Confirmation of Appropriate Accommodation Welfare letter Once the CoE status changes from Approved to Visa Granted Studying you will then have access to print the Under 18 Student Education Provider s Approval to Change Accommodation Welfare Arrangements letter if required The welfare letters are only accessible for students under 18 who have a CoE created for them The View Print Change Student Welfare Letter link will be displayed on the View Edit CoE screen This link will allow you to reprint the letter update the information regarding the arrangements and automatically advise DIAC of the change or process your non approval of the welfare arrangements Page 71 Department of Education Employment and Workplace Relations PRISMS User Guide Q Ifa provider is willing to take on responsibility for approving welfare and accommodation for an under 18 year old student and the student needs evidence of this for visa pre approval processes what can the provider do A The student visa application form and question 64 requires that the student obtain a written statement from the child s education provider s stating that accommodation support and general welfare arrangements for child are appropriate Providers who will undertake to approve
61. esting access The email contains a link to PRISMS to action the access this link is active for 14 days The link takes the Registered Signatory Delegate to PRISMS where a screen displays the User details Same as contained in the email The Registered Signatory Delegate is then required to read the requirements for granting system access and indicate they have read and understood them After this the Registered Signatory Delegate shall be able either Approve or Reject the users access to PRISMS confirming their selection The Registered Signatory Delegate is then presented with a confirmation screen with the outcome of their action An email is also sent to the User confirming the outcome of the application Initial Logon On Approval of access the user will receive an automatic email and instructions on how to logon the first time into PRISMS using the password created when registering Additional Access There is no limit to the number of PRISMS users a Provider can have User registration is an easy process and if you require more staff to have access they shall need to register online using the above method If your organisation needs you to it is possible to have access to more than one institution To do this go to Change My Details and then click on the Request Access link This will give you a screen similar to original registration You then select the access level you need and enter the Provider Code for which you
62. fficer to view and or print the CoE Add Another CoE to Student create another CoE for the current student Creator Deliver CoE Certificate informs the creator of the CoE that the CoE for a particular student has been approved and asks them to print the CoE Certificate and deliver it to the student Inform Creator CoE Approved nforms the creator of the CoE that the CoE for a particular student has been approved and that you as the approving officer will print and deliver the CoE Certificate to the student A copy of the CoE Certificate must be sent to the student You can either fax it to them or send it in the post The student will need to present it with their application for a student visa The CoE Certificate will include the full address details of the DIAC post at which the student will need to apply for their visa e When you click on options 1 3 or 4 the CoE will be displayed e The CoE will appear along with a system message that explains how to use your web browser to print the CoE return to the CoE details page or return to the PRISMS home page 5 15 How Agents can print an Approved CoE This PRISMS function is available to CoE Agent and CoE Create access levels Page 40 Department of Education Employment and Workplace Relations PRISMS User Guide Step 1 Selecting the Organisation e If you have access for one provider only please move to step 2 e If you have access to multiple providers Sectio
63. for CoEs already on PRISMS Before you can add a Student Course Variation you are required to search for the CoE record for which you wish to add the variation and once you have ensured that this is the required record then you can add the course variation Step 1 From the PRISMS Home page select the Students CoEs menu item from the left hand menu list e PRISMS will display the Provider Students CoE screen which allows you to perform the required search e Enter the search criteria and click on the Search button e PRISMS will then display the CoE s that meet your search criteria e Ifthe search returns a single record the screen will display the View Edit CoE screen Should the search return multiple records check through the list and then click on the specific record that you require This will then take you to the View Edit CoE screen e After checking that this is the CoE for which you wish to add the variation select the Course Variations tab e PRISMS will display any previously created SCV for this CoE The screen will also have the Add Variation button displayed e f a previous variation has been created within the last six months an information message will be displayed advising you of this situation You should check to ensure that you are not repeating the same variation e To add a new variation select the Add variation button Variation Details Tab e PRISMS wil
64. g with you on Where a student visa has been this course cancelled by DIAC a student is e you can report on the CoE entitled to request a review of the visa or cancellation in this case the visa has e the student can come back to study been re instated It is up to the provider to decide whether the If they are still studying but you created student can re commence studies another CoE you can report on the CoE with them with the SCV reason of Student Enrolled in the Same Another Course at the Same Provider 2 For those CoEs that have the status of Finished If the period of study on this CoE is correct no further action needs to be taken However if the student for this CoE did study a different period than is described by the CoE ie they finished at an earlier date please contact the PRISMS Help Desk for assistance to correct the period of study 2 A visa cancellation message has Firstly you should determine if this been received from DIAC for the CoE student is allowed to continue study You that had the previous status of Visa can do this by checking DIAC s Granted Studying or Reported on Entitlements Verification Online EVO The message has changed the system status of the CoE to lt CoEStatus gt If the CoE had the status of Approved Visa Granted this student You may also wish to contact the student will not should not be commencing in and inform them that they must speak the course wit
65. gent access are only able to view CoEs created by their own Log on ID 5 1 5 2 5 3 5 31 5 4 5 6 5 8 5 9 5 10 5 11 5 11 5 13 How to Log Into PRISMS How to Select a Provider if you have Access for Multiple Providers How to change Provider if you have Access for Multiple Providers How to create Reports and Exports Logging out of PRISMS How to Change your Details and or Change your Password How to Add a CoE Explanation of CoE status How to change the Course for a Saved or Pending CoE How to Approve a CoE How to Approve a CoE or Student Details for an Approved CoE How to View or Print a CoE Page 16 Department of Education Employment and Workplace Relations PRISMS User Guide 5 14 5 15 5 16 5 16 5 18 5 19 5 20 5 21 How to allow Agents to Print an Approved CoE How Agents can print an Approved CoE Printing a CoE if the student is less than 18 years of age How to view a list of Welfare Arrangements How to Cancel a Saved Pending or Approved CoE Student Course Variations How to Create a Student Course Variation for CoEs already on PRISMS How to Search for Student Course Variation Page 17 Department of Education Employment and Workplace Relations PRISMS User Guide How to Confirm Study Commencement for a Student on PRISMS 5 23 5 24 5 25 5 26 5 26 5 28 5 29 5 30 How to Search for a Course or Courses How t
66. h DIAC and determine their options If the CoE was Studying or Reported On the student is not able study without e acurrent student visa or e abridging visa with study rights and a current CoE Page 66 Department of Education Employment and Workplace Relations PRISMS User Guide Message 3 A visa application refused message has been received from DIAC for the CoE that had the status of Approved Studying or Reported On The message has not changed the status of the CoE If the CoE had the status of Approved Visa Granted this student will not should not be commencing in the course If the CoE was Studying or Reported On the student is not able study without e acurrent student visa or e abridging visa with study rights and a current CoE 4 A visa ceased message has been received from DIAC for the CoE that had the previous status of Studying or Reported on The message has not changed the status of the CoE The student is not able to study without a current student visa or a bridging visa with study rights and a current CoE 5 A Visa Ceased message has been received from DIAC for the CoE that had the previous status of lt PreviousSCoEStatus gt The message has changed the status of the CoE to lt CoEStatus gt Recommended Action Firstly you should determine if this student is allowed to continue study You can do this by checking DIAC s Entitle
67. he institution to which you wish to attach to Step 2 PRISMS will display a revised Welcome to PRISMS provider home page e PRISMS will display a revised Welcome to PRISMS provider home page with your selected provider listed as your current organisation e You can commence using PRISMS on behalf of that institution 5 3 How to change Provider if you have Access for Multiple Providers This function is only relevant for those users who have access for more than one provider If you have access for more than one institution you should ensure that you have selected the correct institution before creating CoEs The institution name and CRICOS provider code are displayed in the grey information bar at the top of the screen Step 1 Selecting a different provider to work for e lf you are attached to a particular provider and now wish to attach to another provider for whom you are authorised to work for the Select Provider menu item will be displayed under the Provider heading in the left hand menu list Page 20 Department of Education Employment and Workplace Relations PRISMS User Guide e To select a different provider click on the Select Provider menu item and the system will display a listing of those institutions on whose behalf you can act e Now just click on the record for the institution to which you wish to now attach to Step 2 PRISMS will display a revised Welcome to PRISMS provider home pag
68. here you are terminating the student s enrolment for not paying their fees and charges However you can only create this SCV after having previously advised the student in writing of your intention to cancel their enrolment and you have ensured that the internal appeals processing option has been provided to the student and that process has been completed The CoE status will be set to Cancelled Disciplinary reasons You should select this SCV report where you wish to terminate the student s enrolment due to their misbehaviour or other disciplinary reason However again you can only create this SCV after having previously advised the student in writing of your intention to cancel their enrolment and you have ensured that the internal appeals processing option has been provided to the student and that process has been completed The CoE status will be set to Cancelled Student deceased Select this option only when the student has passed away The CoE status will be set to Cancelled Page 44 Department of Education Employment and Workplace Relations PRISMS User Guide No longer holding a student visa You should select this SCV reporting option only when you have seen evidence that the student is no longer the holder of a student visa Examples of this may be where the student has been granted permanent residency or some other visa type that is not a student visa The CoE status will be set to Cancelle
69. ied to ALL of your VET courses it is not applied on a course by course basis Page 59 Department of Education Employment and Workplace Relations PRISMS User Guide Step 1 Click on the My Organisation menu heading from the left hand menu and then click the Details sub menu item from that list Step 2 Click on the Provider Information tab and scroll to the bottom of the Organisation Details screen to the DEEWR e The default setting is No To modify this field click on the Yes radio button and then click on the Update button to process e The update will be processed and the appropriate change implemented 5 28 How to Search for a Contact This function is available to all PRISMS users Step 1 Click on the Contacts menu item from the left hand menu list e The Organisation Contacts screen will now be displayed This screen lists all of the contacts at your organisation e You can click on the column headings of Name Type Job Position or Locality to sort the list into order by that column heading either ascending or descending 5 28 1 How to Add a Contact Record Only one International Student Contact can be created by each education provider registered on CRICOS Registered providers automatically have their provider and course details displayed on the CRICOS website If a provider has an International Student Contact defined for their organisation these detail
70. in the message 7 FREQUENTLY ASKED QUESTIONS 7 1 Introduction Q Why do we have to have this system A PRISMS is an important feature of the Government s overall strategy to strengthen the integrity of the education and training export industry The health of this industry depends on its reputation for excellence and integrity The previous paper based system for confirmation of enrolments was susceptible to forgery and fraud The electronic system is more secure and significantly reduces malpractice It also provides evidence relevant to providers compliance with legislative requirements and a reliable and comprehensive set of data on the education and training export industry 7 2 Security Privacy Q How will the Commonwealth guarantee the privacy of business information and student information on the PRISMS system A DEEWR is responsible for making PRISMS as secure as possible It is accessible only to those people issued with a Login Identifier and Password There are three different levels of access available to providers CoE Agent CoE Create and CoE Administrator and only those with the CoE Administrator and CoE Create levels of access will be able to obtain reports on the provider s enrolments Users are only able to access information from providers they have access to work for and not that of other providers or students enrolled with other providers PRISMS enforces monthly password changes and the use of strong pa
71. isplay a message indicating that the next time the creator of the CoE for that student logs into PRISMS they will be informed that it has been approved and that they need to print and deliver the CoE Certificate to the student You will also be able to View Print the displayed CoE Certificate or to add another CoE to PRISMS e If option 4 has been selected PRISMS will display message indicating that the next time the creator of the CoE for that student logs into PRISMS they will be informed that it has been approved and the CoE Certificate was printed and delivered to the student by the approving officer You will also be able to View Print the displayed CoE Certificate or to add another CoE to PRISMS Step 4 Printing the CoE Certificate e Upon clicking on the option View Print CoE Certificate PRISMS will display the CoE Certificate e You can print the certificate by clicking on the PRINT button of your Internet Browser e You can either fax it to them or send it in the post If the student is under 18 you will need to print and send the Student Welfare letter as well This will appear as an option with the View Print CoE Certificate e The student will need to present the CoE and Welfare letter if applicable with their application for a student visa The CoE Certificate will include the full address details of the DIAC post at which the student will need to apply for their visa e If any of the details for the student changes inc
72. k Step 5 PRISMS will display the Confirm Study Commencement page Click on the Student has commenced course button e PRISMS will display the Student s Enrolment Details on the Confirm Study Commencement page for the CoE you have selected e Check that this is the correct Student and CoE If it is click on the Student has commenced course button Otherwise click on the browser Back button to cancel and return to the View Edit CoE page Page 56 Department of Education Employment and Workplace Relations PRISMS User Guide e Ifthe CoE does not have any visa grants attached to it a message will appear alerting you to this fact The student s online application for Permission To Work may fail in this case and it is recommended that the student apply on paper form 157P instead However if you wish you may still continue with confirming study commencement for the student online by clicking on the OK button e Click on the OK button on the confirmation window that appears asking if you are sure you want to confirm the commencement of study for this student Otherwise click on the Cancel button to cancel the confirmation e A message will be sent electronically to DIAC to confirm that this student has commenced studying Step 6 PRISMS will display confirmation of the message being sent to DIAC e Once PRISMS has sent the message to DIAC confirming the student s commencement of
73. l display the Student Course Variation Screen Variation Details tab This tab will display some Student CoE and Course information as well as allowing the user to commence input of the variation reason e The first prompt displayed is Did the student undertake a period of study in this enrolment Click on the down arrow at the end of the field to display the two options available Yes or No Page 52 Department of Education Employment and Workplace Relations PRISMS User Guide Select Yes if the student has undertaken ANY period of study ie the student has commenced their course of study even if they only attended for one day or less Where Yes is selected this CoE will be taken into account when your Annual Registration Charge ARC is calculated Select No if the student did not undertake any period of study with this CoE ie select No if the student never commenced this course of study Where No is selected this CoE will NOT be taken into account when your Annual Registration Charge ARC is calculated Enter the appropriate value Using the drop down list box options select one of the options displayed beside Reason for Course Variation These options will vary depending on the CoEs status and your response to the previous prompt Refer to the reasons above in section 5 19 for more information e f you select Termination of student studies prior to
74. leting the course This tab will guide you through the required questions and permitted responses Your responses are retained within the PRISMS system and you can display these at any time The responses are also sent to DIAC for their information Refer to section 5 19 above for more information Other Details Tab e Under the Other Details tab a new prompt will display Enter the students last actual day of study You should enter here the date that the student was last in class and studying with you Definition Student s Last Actual Day of Study Represents the date on which the Provider considers that their educational teaching responsibilities to the student on that Confirmation of Enrolment undertaking that particular course of education ceased It may be the date on which the student was last known to be attending class completing their course requirements perhaps the date the student completed their last examination or whatever date the provider considered that the student on this CoE was no longer an active and participating student in that particular educational program e Select a DIAC Office for Referral from the list The list will only display Australian DIAC Offices e Enter any comments that you think may assist both yourself and DIAC and that are appropriate to the report Note that these comments are sent to DIAC BUT do not appear on the section 20 notice Student s Postal Address Tab
75. lied to a finished CoE if you wish to report that a student has failed to meet course requirements or you need to process some form of correction to that CoE Cancelled There are three ways the status of a CoE can be updated to cancelled 1 When the CoE has a status of saved pending or approved and you have made a mistake entering data into it and you now wish to cancel it by using the cancel button at the bottom of the CoE e The creator may cancel a CoE any time before it has been approved i e the CoE has a status of saved or pending e Once the CoE has a status of approved that is it has been approved by your CoE Administrator only a CoE Administrator can cancel it This cancellation process will guide the CoE Administrator through the Student Course Variation reporting process e If the CoE has a status other than saved pending or approved the cancel button no longer appears This is because the CoE has been Page 33 Department of Education Employment and Workplace Relations PRISMS User Guide submitted to DIAC to have a visa granted against it and you cannot cancel it without informing them You inform DIAC by completing a Student Course Variation for the CoE When DIAC completes their investigation they may update the status of the CoE 2 If DIAC cancel a student visa it will result in the CoE being cancelled 3 If DEEWR suspend or cancel a course or pr
76. luding accommodation particulars after the student has been given their CoE then the CoE and Student Welfare letter if applicable will need to be re printed with the updated information and given to the student e When you have finished the approval steps stated above you may select to continue and add another CoE or to log out of PRISMS 5 11 2 How to Approve CoEs Created by the same CoE Administrator User It is possible for a CoE Administrator to create a CoE at Saved status rather than creating the CoE at a status of Approved which would be the normal process Step 1 Access the homepage for the provider e To now Approve a previously Saved CoE that the CoE Administrator has previously created access the home page for the provider e The required CoE should be listed on the screen or can be located using the available CoE Search facilities previously described Once located click on the CoE record to display the View Edit CoE screen Page 37 Department of Education Employment and Workplace Relations PRISMS User Guide Step 2 PRISMS validates data entered on selecting the Approve CoE button e PRISMS will validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data If the data is validated PRISMS will proceed with creation of the CoE e Once the data has been validated PRISMS will save the
77. mary contacts email address in this filed Please ensure the correct email format Page 23 Department of Education Employment and Workplace Relations PRISMS User Guide Business Phone Residential Phone Mobile At least one phone contact number is mandatory Enter country code and area code for overseas numbers Address This filed is mandatory if you are creating an agent record if you are about to create an agent already in Australia choose the country as Australia and enter additional address details Australian state and postcode e Once you have entered the required data select the Save button PRISMS will save the new agent record and link the agent to the provider code select the OK button on the Confirmation page 5 8 Howto Adda CoE This function is available to those with the following access levels CoE Administration CoE Create and CoE Agent To create a CoE for your organisation you must first search the PRISMS database to check if the student already has a student record created If an existing record is found this will be displayed for you to select the record and add the CoE to this existing record If no record is found then you will be required to add a new student record before being able to add the CoE Step 1 At the PRISMS Welcome Page select Add New CoE menu item under the Provider menu heading in the left hand vertical menu list Step 2 PRISMS will display the Add New CoE Student
78. ments Verification Online EVO system You may also wish to contact the student and inform them that they must speak with DIAC and determine their options Firstly you should determine if this student is allowed to continue study You can do this by checking DIAC s Entitlements Verification Online EVO system You may also wish to contact the student and inform them that they must speak with DIAC and determine their options This student no longer holds a student visa for this course You can contact the student for further information or to confirm if the student holds another visa that entitles them to study in Australia you can check on DIAC s Entitlements Verification Online EVO system You must also report on or cancel the CoE You may also wish to contact the student and inform them that they must speak with DIAC and determine their options Page 67 Department of Education Employment and Workplace Relations Message 6 DIAC has responded to an SCV raised against this CoE with either a Decision Not to Cancel the visa or Grounds do not exist to cancel the visa message The CoE previously had a status of Finished Cancelled or Reported On Receipt of this message has changed the status of the CoE to lt CoEStatus gt 6 3 Welfare Arrangements Tab PRISMS User Guide Recommended Action The Recommended Actions will varying depending on the changed Status of the CoE
79. monwealth Register of Institutions and Courses for Overseas Students http cricos deewr gov au National Code of Practice for Registration Authorities of Education and Training to Overseas Students http www aei gov au AEl ESOS Default htm 4 3 2 PRISMS Help Team in DEEWR Email prisms deewr gov au Phone 61 2 6240 7647 Fax 61 2 6123 7558 3 3 Department of Immigration and Citizenship Phone 61 2 131 881 Page 10 Department of Education Employment and Workplace Relations PRISMS User Guide 3 4 User guide online help This User Guide is available by selecting the Provider User Guide menu option from the left hand menu list under the Information heading from the PRISMS home page Page 11 Department of Education Employment and Workplace Relations PRISMS User Guide 4 LEVELS OF ACCESS READ THIS FIRST There are three levels of access available for PRISMS users The level available to each individual is determined by the Principal Executive Officer or a delegate of a CRICOS registered provider This section provides a description of each level of access and the functions available to users with that access If you are accessing the guide on line click on the number or description of each function and it will take you to a systematic guide to that function Once you have completed a function you can return using the back arrow to this section for advice about further functions available for your level of
80. n 20 notice they are for your information only This Student Course Variation reason results in the Non compliance letter being generated for you to send to the Student The letter contains particulars of the breach and provides options as to the actions required to be taken by the student Generally speaking the student is required to attend in person before a DIAC officer within 28 days after the date the Non compliance letter was issued Once you have completed the Student Course Variation the CoE status will change to Cancelled and DIAC will be sent the reason code you selected as well as your responses to the Appeals processing prompts You should report using this variation as soon as practicable 5 19 2 2 Student Failed to Meet Course Requirements Key requirements for all sectors e The progress of each student is monitored recorded and assessed e The provider has documented course progress policies and procedures e The provider assesses each student at the end point of each study period according to its course progress policy e The provider has an intervention strategy that identifies and assists students who are at risk of not making satisfactory course progress e Where a provider has assessed the student as not meeting satisfactory course progress the provider informs the student in writing of its intention to report the student and that he or she is able to access the provider s complaints and appeals
81. n 5 3 explains how to change your current provider Step 2 Printing an Approved CoE e PRISMS will display an Alert message on your homepage for any CoE that you have created informing you that it has been approved e The two types of Alerts are Print Deliver This alert informs you that a CoE that you have created for a particular student has been approved It also instructs you to print and deliver the CoE certificate to the student on behalf of the education provider A copy of the CoE Certificate must be sent to the student You can either fax it to them or send it in the post The student will need to present it with their application for a student visa The CoE Certificate will include the full address details of the DIAC post at which the student will need to apply for their visa CoE Approved This alert informs you that a CoE that you have created for a particular student has been approved It also explains that the CoE certificate has been printed and delivered to the student by the approving officer e Click on the alert message hyperlink i e the CoE Approved or Print Deliver CoE hyperlink e The CoE will appear along with a system message that explains how to use your web browser to print the CoE return to the CoE details page or return to the PRISMS home page e Click OK e Go to your web browsers print option to print the CoE 5 16 Printing a CoE if the student is less than 18 y
82. nd compelling circumstances Student misbehaviour e Compassionate or compelling circumstances are generally those beyond the control of the student and which have an impact upon the student s course progress or wellbeing These could include but are not limited to o serious illness or injury where a medical certificate states that the student was unable to attend classes Page 48 Department of Education Employment and Workplace Relations PRISMS User Guide o bereavement of close family members such as parents or grandparents Where possible a death certificate should be provided o major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the student s studies or o atraumatic experience which could include involvement in or witnessing of a serious accident or witnessing or being the victim of a serious crime and this has impacted on the student these cases should be supported by police or psychologists reports o where the registered provider was unable to offer a pre requisite unit or e Providers must inform the student that deferment suspension or cancellation of enrolment may affect his or her student visa e Should a provider initiate the suspension or cancellation of a student s enrolment it must notify the student of its intention and allow the student 20 working days to access the provider s internal complaints and appeals process unless e
83. nvestigation of the student The issuance of a section 20 NCN letter automatically begins a 28 day count down to the cancellation of the student s visa If you have reported incorrectly or against the wrong student the student is still required to report to their nearest DIAC office within the 28 days Where the student claims to have been incorrectly reported they will be asked to fill out a complaint form to be faxed or emailed to DEEWR Once DEEWR has confirmed that the student was incorrectly or inappropriately reported the student s NCN will be finalised by the DIAC office Q Including comments when Reporting Non Attendance of Classes or Failing to Meet Course Requirements A When reporting students using the Variation reason of Unsatisfactory course progress or Unsatisfactory attendance please ensure that an explanation is included Page 72 Department of Education Employment and Workplace Relations PRISMS User Guide in the Comments section The comments are NOT printed on the Non compliance Notice the Section 20 notice However DIAC Compliance Officers do use the comments to assist in their investigation of the reported breach It is therefore helpful to include some background information surrounding the breach 7 6 Tips on using PRISMS Q How to avoid creating duplicate students A When creating a Confirmation of Enrolment CoE for a student PRISMS asks you to search for the student first in order to p
84. o Search for CoEs Students Searching for CoEs Depending on the User s Access Type How to List Users at a Provider How to List Users at a Provider How to Search for a Contact How to view a News Item How to Search for a News Item Page 18 Department of Education Employment and Workplace Relations PRISMS User Guide 5 STEP BY STEP GUIDE TO FUNCTIONS This section contains guides to each function in PRISMS It provides an explanation of the different functions and the steps involved as well as to which users each function is available For a summary of which functions are available to users with different levels of access you should refer to Section 4 5 1 How to Log Into PRISMS Step 1 Have your user account created In order to log into PRISMS you must have a user account created and issued by the PRISMS Help Team You can commence the PRISMS Registration Request process by accessing the PRISMS home page https prisms deewr gov au and selecting the Register button from the horizontal menu bar or the register hyperlink towards the bottom of the screen Refer to the contact details in Section 0 Select CoE Officer Provider Staff from the dropdown list then enter your details including a unique email address to be used as your logon ID eg john smith provider edu au A PRISMS Registration Request Form will be sent to your nominated email address If you share an email address eg admin provider edu a
85. o have selected the Approve CoE button PRISMS will check the format of the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data If the data is validated PRISMS will proceed with creation of the CoE at Approved status To re access your saved CoE at any time you can either a Click on the Saved CoE record that will be displayed for the CoE on your Welcome to PRISMS home page you can jump to this page at any time by clicking on the Home menu item from the horizontal menu bar or b go through the Students CoEs menu item under the Provider menu heading on the left hand menu list and Search for the required CoE For Users with Create Access or Agent Access e Select the Submit for Approval button at the bottom of the CoE e PRISMS will then ask you to confirm that you want to submit this CoE If you want to amend a field click on the Cancel button and amend the details Once you are happy with the data click on the Submit button again and then OK e PRISMS will then validate the data entered If the data fails validation PRISMS will display a message box describing the error and give you an opportunity to amend the data When the data is validated PRISMS will proceed with submitting the CoE to a Pending Status for approval by a CoE Administrator A message will appear advising this For Users with Authorise Ac
86. oE or Student Details for an Approved CoE 5 13 How to View or Print a CoE 5 14 How to allow Agents to Print an Approved CoE Page 14 Department of Education Employment and Workplace Relations PRISMS User Guide 5 15 How Agents can print an Approved CoE 5 16 Printing a CoE if the student is less than 18 years of age 5 166 How to view a list of Welfare Arrangements 5 18 How to Cancel a Saved Pending or Approved CoE 5 19 Student Course Variations 5 20 How to Create a Student Course Variation for CoEs already on PRISMS 5 21 How to Search for Student Course Variation Page 15 Department of Education Employment and Workplace Relations PRISMS User Guide How to Confirm Study Commencement for a Student on PRISMS 5 23 5 24 5 25 5 26 5 26 5 28 5 29 5 30 5 31 How to Search for a Course or Courses How to Search for CoEs Students Searching for CoEs Depending on the User s Access Type How to List Users at a Provider How to List Users at a Provider How to Search for a Contact How to view a News Item How to Search for a News Item How to create Reports and Exports 4 3 CoE Agent Access This level of access is available for agents who have been nominated by the Principal Executive Officer or delegate of the provider With Agent access the user can create a CoE that will be placed in a pending queue for approval by a user with Administrator access for that Provider Users with A
87. oEs where the provider has taken on the responsibility for approving the welfare arrangements To obtain a detail listing click on the tab and then click on the Welfare Arrangements Export link This will display an EXCEL spreadsheet of data that contains details of the students and CoEs where the provider has accepted responsibility for approving welfare arrangements The list also indicates those current CoEs where the provider has indicated that they no longer approve of the welfare arrangements for that particular student 5 18 How to Cancel a Saved Pending or Approved CoE Only users who have CoE Administrator access can cancel a CoE Only CoEs with a status of Pending or Saved can be cancelled directly Although there is a cancel option available for a CoE at Approved status clicking on this will automatically guide the user to the Student Course Variation process allowing them to cancel the CoE When an Approved CoE is cancelled a notification will be sent to DIAC advising that a visa should not be issued for this CoE whilst no notification is sent to DIAC when a Saved or Pending CoE is cancelled If the CoE has a status of Visa Granted or Studying you must complete a Student Course Variation SCV to cancel the CoE Refer to the section on Student Course Variations for information on SCVs Step 1 Selecting the Organisation If you have access for one provider only please move to step 2 If you have
88. ompliance with the ESOS Act DEEWR will issue a unique identifier this being the user s e mail address and a password for access to PRISMS The use of the Login Identifier and Password is explained for providers and their Authorised Users in a User Guide produced by DEEWR which is available to authorised PRISMS users once a user has completed the log on process This can then be accessed by selecting the User Guide menu item from the left hand menu list displayed on the PRISMS Home page 2 2 Privacy Providers must ensure that those acting on its behalf in obtaining the student s information for the purposes of input into PRISMS advise the students before the information is provided by the student that the information will be provided to DEEWR DIAC and other State Territory government agencies in relation to administering the ESOS Act and the Migration Act 1958 Page 5 Department of Education Employment and Workplace Relations PRISMS User Guide 2 3 Conditions of Access and Use 1 Access will be granted by DEEWR only to an individual Authorised User who is either a Provider or someone who is authorised in writing by a Provider to use PRISMS on its behalf and a copy of the authorisation is provided to DEEWR The Authorised User must o use the Login ID Your unique Email Address and Password for issuing bona fide electronic confirmations of enrolment or reporting as required under the ESOS Act 2000 o keep the Password secure o
89. ontact the PRISMS Help Team e You can also select a different secret question from the drop down list if you wish e Once you have updated your details click on the Save Details button e PRISMS will display a message confirming that your details have been updated e To change your Password click on the Change Password button and the Change Password screen will be displayed Follow the screen prompts requiring you to enter your old password enter a new password and re enter the new password to actually change the password remembering that the password must comply with the criteria displayed Once you have completed entering the required data click on the Change Password button to update e PRISMS will display message confirming that your Password has been changed 5 7 How to Manage Agent Details This function is available to the following access levels CoE Administration and CoE Create To be able to record the agent involvement in the enrolment of the student you must first create your own list of agents in PRISMS Step 1 At the PRISMS Welcome Page select Manage Agent menu item under the Provider menu heading in the left hand vertical menu list Step 2 PRISMS will display the Agent List screen e Alist all PRISMS agents and IDP organisation s registered under the provider code including all MARA and Overseas Education agents linked to the provider code will be displayed Click on the agent
90. or CoEs Students Table 1 below summarises the CoE Student Search facility available to PRISMS users Access to this facility varies from user to user according to user s access type User s Access CoE CoE Create CoE Agent Level Administrator Using All Search Yes Yes Yes Criteria Searching CoE Yes Yes Yes records created by user Searching CoE Allowed for Allowed for Not allowed records created by CoEs at CoEs at Error other users providers they providers they message have access to have access to prompted Searching CoE Yes Yes Yes records of the currently selected provider Searching CoE No No No records of any provider Page 58 Table 1 Department of Education Employment and Workplace Relations PRISMS User Guide 5 25 Searching for CoEs Depending on the User s Access Type This function is available to all PRISMS users Step 1 Selecting the Organisation e If you have access for one provider only please move to step 2 e If you have access to multiple providers Section 5 3 explains how to change your current provider Step 2 Select the Students CoEs menu item from the left hand menu list e PRISMS will display the Students CoEs search screen e Enter the required search criteria and select the Search button to initiate the search e Depending on the number of records found PRISMS will either display the data for a single record if only one re
91. ovider it may result in all the CoEs in that course or at that provider being cancelled Page 34 Department of Education Employment and Workplace Relations PRISMS User Guide 5 10 How to change the Course for a Saved or Pending CoE This PRISMS function is available to those with CoE Administrator CoE Create and CoE Agent access Step 1 Selecting the Organisation e f you have access for one provider only please move to step 2 e f you have access to multiple providers Section 5 3 explains how to change your current provider Step 2 Selecting the CoE e All Saved and Pending CoEs will be listed on the homepage for the current provider e If your CoE is listed here click on the CoE record of the desired CoE Go to step 3 e If your CoE is not listed here because it was created under another provider either change current provider see step 1 or e Go to the Students CoEs menu item in the left hand menu list and use the Search functionality to search for the required record e Click on the Search for Student button e Select the desired CoE from the search results page by clicking on the CoE record Step 3 Changing the Course for the Selected CoE e The CoE will now be displayed on the screen e Click on the Change the Course of this CoE button that is located under the current course name e On the Choose Course Location page enter your search parameters
92. pplies to enrol in the course with Provider A and pre pays an amount of 5 000 On creating the CoE Provider A would indicate an Approximate Pre paid Amount of 5 000 and an Approximate Total Course Fee of 30 000 Situation 1 The student stays at Provider A and completes the course There would be no changes made to the CoE Situation 2 After completing two years the student changes to a different three year course still with a Total Course Fee of 30 000 and still with Provider A Page 28 Department of Education Employment and Workplace Relations PRISMS User Guide Provider A would issue a Student Course Variation Student enrolled in same another course at same provider This would cancel the current CoE Provider A would then create a new CoE to cover the remaining one year of the new course On this new CoE the Approximate Pre paid Course Fee would be entered as 5 000 whilst the Approximate Total Course Fee would be input as 10 000 representing one third of the total course fee to cover the remaining one year of tuition Situation 3 After completing two years the student changes to a different three year course still with a Total Course Fee of 30 000 but now with Provider B The student pays 2 000 to Provider B Provider A would issue a Student Course Variation Student left Provider transferred to course at another Provider This would then cancel the CoE with Provider A
93. process within 20 working days The provider notifies the Secretary of DEEWR through PRISMS of the student not achieving satisfactory progress after the appeals process if actioned is finalised and upholds the provider s decision to report The CoE must have a status of Studying Cancelled Finished Cancelled or Reported On for you to select this Student Course Variation reason You must enter a response to each of the Appeals Processing prompts as well as responding to the other prompts that you will be presented with when processing this SCV option On screen Help is available by clicking on the book icon at the front of each prompt Page 47 Department of Education Employment and Workplace Relations PRISMS User Guide In the SCV Comments field enter any comments that may be appropriate These comments will NOT appear on the Non compliance letter the Section 20 notice they are for your information only This Student Course Variation reason results in the Non compliance letter being generated for you to send to the Student The letter contains particulars of the breach and provides options as to the actions required to be taken by the student Generally speaking the student is required to attend in person before a DIAC officer within 28 days after the date the Non compliance letter was issued Once you have completed the Student Course Variation the CoE status will change to Cancelled
94. r all CoEs at providers they have access to Users with CoE Agent access can only View Print CoEs that they have created Step 1 Selecting the Organisation e If you have access for one provider only please move to step 2 e If you have access to multiple providers section 5 3 explains how to change your current provider Page 39 Department of Education Employment and Workplace Relations PRISMS User Guide Step 2 Viewing Printing a CoE for your current Organisation e From the Students CoEs menu item from the left hand menu list initiate a search for the required CoE using any identifying criteria e When the CoE details page appears Click on the View Print CoE Certificate link located on the right hand side of the screen e The CoE will appear Use the web browser Print option to actually print the CoE Certificate Return to the CoE details page by closing the CoE Certificate page 5 14 How to allow Agents to Print an Approved CoE This PRISMS function is available to CoE Administrator access only Step 1 Selecting the organisation e If you have access for one provider only please move to step 2 e If you have access to multiple providers Section 5 3 explains how to change your current provider Step 2 Printing an Approved CoE e Once you have approved a CoE created by the Agent or other user the following options are available View Print CoE Certificate option for you as the approving o
95. ration and International Student Management System PRISMS is a secure database developed jointly by the Department of Education Employment and Workplace Relations DEEWR and the Department of Immigration and Citizenship DIAC for the purposes of administering the Education Services for Overseas Students Act 2000 The ESOS Act PRISMS provides a means for education and training providers to comply with legislative requirements by a issuing bona fide confirmations of enrolments CoE as evidence of enrolment in a registered full time course as required for the issue of a student visa by DIAC and b reporting changes in course enrolment particularly where study ceases non compliance or the duration of the study changes PRISMS also facilitates the monitoring of student compliance with visa conditions as well as provider compliance with the ESOS Act PRISMS provides a range of reports and data exports which can assist providers State Education Departments and DEEWR by consolidating the information provided 1 2 What is a CoE Confirmation of enrolment The CoE provides evidence of a student s enrolment with a provider registered on the Commonwealth Register of Institutions and Courses for Overseas Students CRICOS This evidence is required before DIAC will issue a student visa The CoE contains information about the Provider agent if involved course and duration of study in which the student has enrolled 1 3 P
96. re 5 19 5 1 Student requests an extension of their CoE This is where the student or the provider has identified that the student will not be able to complete their course of study by the Proposed Course End Date indicated on the CoE Extensions are only permitted for compassionate or compelling circumstances or where the provider has implemented their intervention strategy The provider should find the CoE concerned and select the SCV report option Student requests change to existing enrolment The system will display a copy of the original CoE and allow you to modify the data displayed For an extension change the Proposed Course Start Date to a date greater than the original CoE Course End Date and input a new Course End Date On Approving the CoE respond to the system prompts and indicate the reason for granting the extension The system will set the status of the new CoE to Approved Visa Granted or Studying depending on the course start date entered and either cancel the original CoE or leave it at a status of Studying as required 5 19 5 2 Change to a course in a different sector Where the student requests a change to a course in a different sector the provider needs to advise the student that they will need to attend a DIAC office as there could be a change to the student s visa requirements To process this request the provider should find the CoE concerned and sele
97. red course in which they are enrolled e f a students attendance is less than 80 percent a provider may choose to not report a breach if the student s attendance is at least 70 percent and the student is maintaining satisfactory academic performance and this is consistent with the provider s documented attendance policies and procedures Where a student has been assessed as not achieving satisfactory attendance the provider must notify the student of its intention to report the student The written notice must inform the student that he or she is able to access the registered provider s complaints and appeals process and that the student has 20 working days in which to do so If the student accesses the provider s complaints and appeals process and this results in a decision that supports the registered provider the registered provider must report through PRISMS that the student is not achieving satisfactory attendance as soon as practicable The provider does not report until the process is completed and it supports the provider or the student has not accessed the provider s complaints and appeals process within 20 days of being notified of the provider s intention to report For accredited and non award ELICOS courses and accredited schools courses e Providers record attendance and require a minimum attendance of 80 percent but may decide not to report a student for breaching 80 percent if e there is documentary evidenc
98. reign Language TOEFL International English Language Testing System IELTS Other Forms of Testing which Satisfies the Institution PRISMS User Guide The student has not undertaken an English test The student has undertaken a TOEFL English test The student has undertaken an IELTS English test The student has undertaken an English test other than those specified on the CoE form English Test Score You will be required to enter a value for the score the student attained for the English test undertaken It is compulsory that you enter a value in this field if the English test type selected is TOEFL IELTS or other form of testing If you have selected Other form of testing you should enter an English test score of Satisfactory Unsatisfactory Pass or Fail as an indicator for DIAC when assessing the student visa Student s Current Location When creating a CoE for a student it is important to set the CoE type Onshore or Offshore correctly An Offshore CoE is for students who are not in Australia when you create their CoE To assign the CoE as type Offshore you need to nominate the student location as Overseas An Onshore CoE is for students who are already in Australia when you create the CoE To assign the CoE as type Onshore you need to nominate the student location as Australia It is important to have the CoE type Onshore or Offshore designated correctly as it can affect the status
99. revent duplicate student records being created Many providers are unintentionally creating another student record when the same student is already registered on the PRISMS system This is producing duplicate student records on PRISMS which makes it more difficult to keep an accurate track of individual students and also impacts on the statistics produced by PRISMS Page 73 Department of Education Employment and Workplace Relations PRISMS CRICOS DEEWR DIAC CoE SCV NCN ESOS Act ESOS Regulations Login Identifier User account RSD PRISMS User Guide 8 GLOSSARY OF TERMS USED Provider Registration and International Students Management System PRISMS is a secure database system operated by DEEWR and DIAC Commonwealth Register of Institutions and Courses for Overseas Students Department of Education Employment and Workplace Relations Department of Immigration and Citizenship Confirmation of Enrolment generated through PRISMS The CoE is provided to students to verify that they are bona fide students when applying for a visa Student Course Variation The record a user with CoE Administrator access creates when the report non compliance of a student Non Compliance Notice The letter PRISMS produces to be sent to the student where the countdown to the automatic cancellation of their student visa has started Education Services for Overseas Students Act 2000 Education Services for Overseas Stu
100. s PRISMS User Guide e If you would like to create a CoE for the student listed then click on the Add CoE to Student button e If multiple student matches have been found PRISMS will display a list of all matching records Carefully check the list to identify whether the record you require is listed and if so then select this record by clicking on the record If you are sure that the desired student is not listed click on the Add New Student button to create the new record Step 4 If creating a new student record PRISMS will display the Add New Student screen e The information entered in the Search screen will pre populate the screen display and allow entry of the required additional data to create the new student record Provider s Student Identifier This field is optional for providers to insert their own institution s Student Identification Number Courtesy Title The data you select for this field will be in a drop down box This means that you will only be able to select a courtesy title value from the list It is not a compulsory field Student Name The data you enter for the student s name should be as it appears on the passport If a student has only one name you must enter it under Family Name and check the box labelled No First Name specify Family Name It is important to ensure that you fill out the name details accurately as this information is checked by DIAC against the student s p
101. s must be Visa Granted Studying for you to select this reason In the SCV Comments field include all relevant information that will assist the DIAC Officer undertaking the investigation of the report OR indicate details of the exceptional Page 49 Department of Education Employment and Workplace Relations PRISMS User Guide compassionate circumstances how were these beyond the control of the student and what evidence was provided in support DIAC will investigate the student s deferment and may reply to DEEWR with their finding This may be to cancel the student s visa if their reason for deferring is unacceptable or the CoE status may be returned to its previous status If the student s deferment has not affected their course end date then no further action is required 5 19 5 Student requests change to existing enrolment This reporting option became effective on 1 July 2007 with the system changes implemented for the National Code 2007 The concept of this reporting option is that the user finds the CoE that the student wishes to change the enrolment details for and during the reporting process the system will guide the user through the likely cancellation of that CoE and optionally allow the user to create a new replacement CoE with the changed enrolment details all within the one operation This process is sometimes referred to as the Wizard processing Enrolment changes covered under this option a
102. s sucvartesesinds 21 5 89 How to Adda CO Be secs Sacer cal eni aestate e lsaeat dade nue Naads wu ctel aes 23 5 9 Explanation Or SEALS id ud tins an i a a i 31 5 10 How to change the Course for a Saved or Pending CoE ssssessesseseeeeseseee 34 Soi HOW AG Approve a COL ys ccchicccse tins ucidisshaissaceGura tense E e R 35 5 11 1 How to Approve CoEs Created by another USEP c ccccceesscesessteeeseeneeees 35 5 11 2 How to Approve CoEs Created by the same CoE Administrator User 36 5 12 How to Update CoE or Student Details for an Approved CoE 0 38 5 13 How t View or Print a OOE a 456 ee eG Gea Rae 38 5 14 How to allow Agents to Print an Approved CoE cece eesceseeseeeeneeeeseeneeenees 39 5 15 How Agents can print an Approved CoE ssssssesssesssssessseesseessersseresseresseesseeso 39 5 16 Printing a CoE if the student is less than 18 years Of age sonsenssseeessesses 40 5 17 How to view a list of Welfare Arrangements 0 c cc eseeeseceseeeeeeeeseesnseenseeeees 40 5 18 How to Cancel a Saved Pending or Approved CoE eeccesseeeteeeeeeees 41 5 19 Student Course Variations ss siisiseini sneons ess 42 5 19 1 Termination of student studies prior to completing the course 42 5 19 2 Non Compliance with visa conditions c cceeeeeeceeeeeeeeeeeeeeeceeeeeaeeeeneeeeeees 44 5 19 3 Non commencement of student studies sesseesesss
103. s will be displayed on the CRICOS site in addition to the PEO contact details to assist international students wishing to contact the provider The e Business Contact is an additional contact to the Principal Executive Officer to receive e mails for the Annual Registration Charge ARC and any other e Business requirements These contacts will not have any access rights to PRISMS data and do not appear on the CRICOS website they only exist to receive e Business e mails As many contacts of this type can be created as required by each education provider registered on CRICOS Step 1 Select the Contacts menu item from the left hand menu list e PRISMS will display the Organisation Contacts screen and the Add new contact button e Click on the Add new contact button and PRISMS will display a screen allowing entry of the required data e Use the drop down selection box to select the type of contact you are creating remembering you can only have one active International Student Contact at any one time You can create as many e business contacts as you like e Enter the required details for the International Student or e Business Contact Page 60 Department of Education Employment and Workplace Relations PRISMS User Guide Title Not mandatory Select the title from the drop down menu list First Name This field is mandatory Enter the contact s first name Second Name Not mandatory Enter the contac
104. snrsserrnenrnnnnnrrensrrrnnnrrrnnns 47 Department of Education Employment and Workplace Relations PRISMS User Guide 5 19 4 Deferring suspending student CnrolMent cceeeeeeeeeeeeeeeeeeeeeeeseneeeeeeeeeaeees 47 5 19 5 Student requests change to existing enrolment ceccceseesceeessetteeeesseeens 49 5 20 How to Create a Student Course Variation for CoEs already on PRISMS 51 5 21 How to Search for Student Course Variation ccccccessccececccecesssssnseceeeeeees 54 5 22 How to Confirm Study Commencement for a Student on PRISMS 55 5 23 How to Search for a Course or COurSe S cc cccccccceessssessececeecceeeesensaeceeeeeens 57 5 24 How to Search for CoEs Student ccccccssssceccceceesesssseceeececeeeesensaeeeseeeens 57 5 25 Searching for CoEs Depending on the User s Access Type cssceeseeeeeees 58 5 26 How to List Users at a Provider c ccccccccccccccssssssecececeeeesessssecececcceeseesnssaeeeeeeeens 58 5 27 How to Update the DEEWR DIAC Course Progress Policy and Procedures 58 5 28 How to Search for a Contact cccccccccccccccssssssnsecececececsessnseceeeceeseeensnseaeeeeeeeess 59 5 28 1 How to Add a Contact Record cccccccccccececsesssaececeeeeeesssaeaeceeeesesessaeeeeeeeees 59 3 29 How to view aNewsS tem siecscicsssessssiesgededs sadhasseaned cess sastasantedededs E a sacs Shesses 61 5 30 How to Search for a News Item cccccsessssccececeeecses
105. snsecececceeesessssaeeeeeeeens 61 5 31 How to create Reports and Ex poris aisiccutiennaieee uiticnto dine einaddtac nee 61 6 PROVIDER HOME PAGE SCREEN ALERTS ccccccccccccccssecceeeeeeeeeeeeeeeeeeeeees 62 631 Outstanding COES Taben tates o e EE A eae eaten eet 62 6 2 DIAG Visa ACUOn Tabs a a Ai Seas eS 62 6 2 1 Background iian ee ea a ee ee ee Le es 63 6 2 2 CoE Event HETO ee a iE VENEA E ERNA 63 6 2 3 Recommended Course of ACtiON cccccccccccccsessseceseeececseaeseceseesesessneeeseeeees 63 62 4 Action Taken n e edie ot a altel a E teks 64 6 2 5 System Messages and ACtiONS ccccccccccecsseeeeecseeeeesseeeeeesseeeeessenaeessesaeens 64 6 3 Welfare Arrangements Tab cinesino iene enie riiin ii 67 7 FREQUENTLY ASKED QUEST IONS nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 68 TAS Loi ROS LDE TOI EE A E E E E 68 Dae ECUTILY PEI VAC YS ena e a a E E T NEAS ET 68 Ped Access to PRISMS cornent EE E eat 69 7 4 Provision of CoEs to Students ccccccscccccccceceesesseceeesececessessnsececececeeeensnteaeees 70 TD IEO TINE LOR 10I EE ER E EE ae A E R E T a 71 1 0 Tips n using PRISMS scscsisicecaci se gsaccacsnckevasceeadedseeaaei iiair E EE e Es 72 8 GLOSSARY OF TERMS USED i is ir steseseveastines nanen ukran nananana anie anniben renanira Sains 73 Department of Education Employment and Workplace Relations PRISMS User Guide 1 INTRODUCTION 1 1 What is PRISMS Provider Regist
106. sswords Multiple unsuccessful attempts to access PRISMS with a particular user identifier results in a user account being locked so that it cannot be used for access to PRISMS A history of all transactions made in PRISMS is kept All data sent between the client s web browser and the web server is encrypted The ESOS amendments provide specifically for exchange of information between DEEWR DIAC and the State Territory education authorities for the purposes of administration of the ESOS Act 2000 and the Migration Act The provisions of the Federal Privacy Act apply to management of the data between those Departments Providers need to advise students that their enrolment information will be provided to government Q Why is there a need for details such as date of birth on the PRISMS Registration Request CoE Form A This is part of PRISMS for additional security for possible password changes Page 69 Department of Education Employment and Workplace Relations PRISMS User Guide 7 3 Q What happens if a user forgets their password A If an individual user forgets their password they just click on the Forgotten your Password link on the PRISMS Home page The system will prompt the user for their email address date of birth secret question and answer and if everything is validated correctly an e mail will be forwarded advising of the new password Should you have any difficulty logging on then you should ring the PRISMS Help
107. study a confirmation screen will be displayed displaying this information you may need to wait overnight e Click on the OK button to return you to the Maintain CoE page Note the Provider Confirmed Study Commencement button on the Maintain CoE page is now set to Yes Page 57 Department of Education Employment and Workplace Relations PRISMS User Guide 5 23 How to Search for a Course or Courses PRISMS users with access type CoE Administrator have access to this function Depending on the level of information required multiple as well as single courses can be searched for the currently selected provider Searching for a single course requires knowledge of CRICOS Course Code For multiple searching courses can be searched by using any combination of the available search criteria Step 1 Select the Courses menu item from the left hand menu list e PRISMS will display the Provider Courses screen e Enter your selection criteria this may consist of a single search criteria such as the Course Code or multiple selection criteria fields e Tocommence the search select the Search button e PRISMS will validate data entered If validated PRISMS will display details of the course or courses that match the criteria entered If validation fails PRISMS will display message indicating that no active courses associated with the code entered could be found 5 24 How to Search f
108. t so that their access arrangements can be altered if necessary If the provider were to delay advising DEEWR the agent could continue to create CoEs which would be sent to the provider for authorisation Without provider authorisation of the CoE the relevant students would not be able to obtain a student visa Access to PRISMS Q What is the difference between the CoE Administrator CoE Create and the CoE Agent access types A CoE Agent and CoE Create access allows users to create a new CoE by entering student information into PRISMS The CoE Administrator access type allows the individual user to approve the final CoE Only an approved CoE can be printed by the user and is forwarded from DEEWR to DIAC Page 70 Department of Education Employment and Workplace Relations PRISMS User Guide Q Should each person in our institution and our agents accessing PRISMS fill in the form and have their own user name and password A The provider needs to complete one PRISMS Registration Request CoE Form for each individual who will be accessing PRISMS Each user has to have their own user account created This has been done so that providers can run reports on the number of CoEs created and issued by any one user for example a provider may wish to know how many CoEs were created by a certain agent on behalf of their institution in a twelve month period 7 4 Provision of CoEs to Students Q Does the student need to provide a CoE to DIAC A
109. t then delete them Mark as Read then follow up with the paper copy In larger organisations this will help avoid the duplication of effort When you have finished a copy can be printed by clicking the Print button Clicking the Mark as Read button closes the record and removes it from the list on the DIAC Visa Action tab System Messages and Actions All the messages and the recommended actions are generated by the system This table lists all the messages and the associated recommended actions NOTE In some of the messages the system refers to various CoE status Because these vary within messages we have used the following symbols to identify the CoE status Where you see these symbols then substitute the actual CoE status lt Status gt the current status of the CoE after the message lt PreviousStatus gt the status of the CoE before the message Page 65 Department of Education Employment and Workplace Relations PRISMS User Guide Message Recommended Action 1 A visa granted message or visa The Recommended Actions will varying cancellation overturned message has depending on the changed Status of the been received from DIAC for the CoE CoE which previously had a status of 1 For those CoEs that have the lt PreviousStatus gt The message status of Approved Visa from DIAC has caused the CoE Granted or Studying status to be changed to lt Status gt If the student is not studyin
110. ting responsibility for approving the welfare arrangements for the student just click in the No button The Welfare Details fields will remain displayed but will not accept any input Where the provider IS accepting responsibility for approving the welfare arrangements for the student click on the Yes button and the following fields will become updatable Nominated Welfare Start Date This is a mandatory field Where Yes has been selected at the previous prompt the system will automatically update the field with the Proposed Course Start Date You can modify this date to an earlier date The Immigration Department will only grant entry into Australia for the student from this date It is therefore recommended that you do enter an earlier date to give the student time to enter Australia and become familiar with your organisation Nominated Welfare End Date This is a mandatory field The system automatically updates this field with the Proposed Course End Date plus 7 days This is the minimum period allowed You can modify this date to a later date to extend the welfare period if required Note The system will automatically update the Nominated Welfare End Date to the student s 18 birth date where the student turns 18 during the period of the CoE Type of Stay This is a mandatory field From the drop down list of available options for this field select the one that best describes the type of accommod
111. tire duration of the enrolment with you and should comprise tuition fees plus any other amounts the student must pay to the provider whether directly or indirectly in order to undertake the course Other amounts may consist of application or administration fees and charges compulsory student amenity fees student health cover where received by the provider costs of books equipment and other materials needed to undertake the course if not included in the tuition fees and only if received by the provider ancillary costs for fieldwork excursions or laboratories or any other amount that the student must pay to the provider in order to undertake the course Only include boarding fees if boarding is compulsory It is compulsory that you enter a value for this field If the student is ona scholarship or otherwise is not required to pay for the course the value you enter should be 0 zero PRISMS will not assume that if you leave this blank that the value should be zero Do not insert the dollar sign full stops or cents in this field This field will be used in conjunction with the Approximate Prepaid Course Fee by DIAC to assess a student s financial capacity to meet course and living costs It is therefore important that the value entered for this field is accurate Example use of these fields Scenario A student decides to undertake a CRICOS registered course of three years duration with a Total Fee indicated as 30 000 The student a
112. ts second name Family Name This field is mandatory Enter the contact s surname Postnominals Not mandatory Enter any initials the contact may have after their name such as MD OBE etc Job Position Not mandatory Enter the position the person holds in the organisation Phone This field is mandatory After Hours Phone This field is not mandatory Mobile Phone Not mandatory Enter the mobile phone number Fax Not mandatory Enter the facsimile number After Hours Phone Not mandatory Enter the afterhours phone number if required Website URL Not mandatory Email Address Not mandatory for International Student Contact but mandatory for the e Business contact Postal Address Address This field is mandatory The PRISMS system will automatically set this to the address of the current organisation see the beginning of this section by default You are able to edit this field if required Suburb City This field is mandatory The PRISMS system will automatically set this to the Suburb City in the address of the current organisation see the beginning of this section by default You are able to edit this field if required Country This field is mandatory The PRISMS system will automatically set this to the Country in the address of the current organisation see the beginning of this section by default You are able to edit this field if required by selecting from the drop down men
113. u each user should enter a dummy email address eg your name yourprovider zz Then untick the Email the Registration Request Form tick box You will then be able to print the PRISMS Registration Request Form This will mean that you will not be able to reset your password online This form must be signed by you and the relevant Principal Executive Officer registered on CRICOS or a delegate nominated by the PEO then faxed to the number provided on the form Step 2 Start your web browser and type in the PRISMS web address Once you have received confirmation of your login ID and password and you have your web browser open load the PRISMS website by typing the PRISMS web address into the address box or clicking on File Open and typing in the web address The web address is https prisms deewr gov au You may wish to save the PRISMS web address as a Favourite on your web browser Your web browser s help facility will explain how to do this Step 3 Enter Login Identifier and Password and click on Logon button At the PRISMS website home page type your Login Identifier your unique email address into the Login Identifier box and your Password into the Password box and click on the Login button after having read and agreed to the Conditions of Use Your Login Identifier and Password will be validated by PRISMS If your Login Identifier and Password are valid you can move on to the next step If the validation
114. u list State Territory This is mandatory for Australian addresses only The PRISMS system will automatically set this to the State Territory in the address of the current organisation see the beginning of this section by default You are able to edit this field if required by selecting from the drop down menu list Postcode This field is mandatory The PRISMS system will automatically set this to the Post Code in the address of the current organisation see the beginning of this section by default You are able to edit this field if required Comments Not mandatory Enter any comments regarding the contact in this field e Click on the Save Contact button e f you are creating an International Student Contact PRISMS will display a message asking By providing details of an International Student Contact for lt organisation name gt you agree to this contact information being displayed on the public CRICOS web site http cricos deewr gov au If you agree click the OK button e The PRISMS system will display a message asking Are you sure you want to create this Contact If so click the OK button Page 61 Department of Education Employment and Workplace Relations PRISMS User Guide e PRISMS will display the confirmation screen for the contact you have just created You are able to update the contact details by clicking on the contact name hyperlink 5 29 How to view a News Item The PRISMS
115. urpose and layout of this guide This user manual is designed to assist registered users of PRISMS to create CoEs for overseas students coming to Australia and to report on any students not complying with their visa conditions The guide includes the following sections Conditions of use This section establishes the responsibilities of users Users are required to read these conditions before they use PRISMS Useful Sources of Information This section provides contact details for the PRISMS Help Team established by the Department of Education Employment and Workplace Relations DEEWR to assist PRISMS users This section also includes other sources of information relevant to the Education and Training export industry Levels of Access This section allows users to refer directly to functions that their user access level has access to without having to read the entire guide as not all functions are available to all users The Principal Executive Officer of the institution determines the level of access available to individual users Step by Step Guide to Functions This section provides a step by step guide to each function within PRISMS for the different types of users Page 4 Department of Education Employment and Workplace Relations PRISMS User Guide Frequently Asked Questions This section provides answers to questions commonly asked by providers If you do have a query you may find the answer in this section If not please cont
116. validating the email address Logon ID PRISMS will prompt the user to enter their date of birth The system compares the user s date of birth with that in PRISMS and will ask the user the user the secret question selected at the time of registration If the answer is correct the system sends a link via an email to the user that they can use to get into PRISMS where they need to enter a new password Reset Password Users with CoE Authorise CoE Create and CoE Agent access can reset a password by navigating to the User s record and selecting gt gt Reset password on the right of the screen under User Options The reset password sends a link via an email to the user that they can use to get into PRISMS where they need to enter a new password With these changes the only time a CoE user should need to contact the PRISMS help desk to reset their password is if they are the only user at their organisation and they have forgotten the answer to their secure question so can t reset their password via the Forgotten Password function Change your Details and or Change your Password To chance your details select Change My Details from horizontal menu bar at the top of any PRISMS screen This navigates the user to the My Details screen where the users Phone Question and Answer can be changed To change your password select the Change Password button from the Change My Details screen You will then be navigated to a screen where the
117. ving satisfactory attendance the provider must notify the student of its intention to report the student The written notice must inform the student that he or she is able to access the registered provider s complaints and appeals process and that the student has 20 working days in which to do so If the student accesses the provider s complaints and appeals process and the process results in a decision that supports the registered provider the registered provider must report through PRISMS that the student is not achieving satisfactory attendance as soon as practicable The provider does not report until the process is completed and it supports the provider or the student has not accessed the provider s complaints and appeals process within 20 days of being notified of the provider s intention to report For VET courses only e If providers implement the DEEWR DIAC approved course progress policy and procedures they do not need to monitor attendance Page 45 Department of Education Employment and Workplace Relations PRISMS User Guide e If a provider chooses to implement the DEEWR DIAC course progress policy it must implement it for all of its VET courses and indicate this choice through PRISMS e f providers choose not to implement the DEEWR DIAC course progress policy and procedures they record attendance for each student The students must attend at least 80 percent of the scheduled course contact hours for each CRICOS registe
118. xtenuating circumstances relating to the welfare of the student apply e f the student appeals the decision to defer suspend or cancel his or her studies the provider must not notify DEEWR of a change to the enrolment status until the internal complaints and appeals process is completed e Providers inform the Department of Education Employment and Workplace Relations DEEWR via Provider Registration and International Student Management System PRISMS when a student s enrolment is deferred suspended or cancelled You are only required to use this Student Course Variation reason either when a student wishes to defer or postpone their studies and you agree for the following reason e Compassionate or compelling circumstances or where you as the provider initiate the deferment suspension for the following reason e Student misbehaviour This report must be completed within 14 days of the date of the deferment or suspension Where the period of the deferment or suspension is such that you have indicated that the student will be unable to complete their course of study by the course end date indicated on the CoE the status of the CoE will be updated to Cancelled Where the period of the deferment or suspension is such that you have indicated that the student will still be able to complete their course of study by the course end date indicated on the CoE the status of the CoE will remain at Studying The CoE statu

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