Training organisations registered on CRICOS (the Commonwealth Register of Institutions and Courses for Overseas Students) have additional compliance requirements that must be met to maintain registration, as laid out in the ESOS (Education Services for Overseas Students) Act and the related National Code. aXcelerate helps to streamline many of these processes and requirements.
Note: If you would like to configure the CRICOS feature, please contact aXcelerate support to enable the feature in your account. Once this is configured, additional templates, reports, custom fields, portfolio items & checklists will be populated for you.
Configuring CRICOS in aXcelerate
Once CRICOS is enabled in your account, you will be able to configure several CRICOS-specific settings.
- Scroll to CRICOS Settings
- Enter your CRICOS Provider Code
- Select the CRICOS Portfolio Checklist
- Select the Default Passport Portfolio Type
- Select the Default Visa Portfolio Type
- Click Save VET Settings
Note: The portfolio checklist is created for you when aXcelerate enables CRICOS. You can edit what Portfolio Types belong in this list. Please refer to our Contact Portfolio help guide for further information.
Warning: The default passport/visa portfolio types will create a link between the passport/visa number in the portfolio and on the contact record in the fields located under CRICOS.
Adding Contact Detail Considerations
In addition to the required AVETMISS fields, a CRICOS student requires additional information recorded. Please refer to our Contact Management help guide for further information.
- Click on Update against the Contact Profile
- Enter the student's Australian Address in the Primary Postal Address section
- Enter the student's overseas address in the Primary Street Address section
- Select OVS (Overseas) against the State
- Enter OSPC against the Post Code
Against the CRICOS Related Details section, enter the relevant information.
- Under the CRICOS Related Details section, search the Country of Citizenship
- Enter the IELTS Score (click Display Mapping Tool for the conversion of the IELTS score from other recognised English tests)
- If entering the results of another English test, Custom Fields (under Settings) can be created against a Contact to capture any additional information
- Select the International Contact
- Select the Agent
- Click Submit
- Click Portfolio
- Hover over Checklists
- Click CRICOS
- Click the Green + Icon to add required documents
- Click Submit
Note: During the configuration of CRICOS, a contact portfolio item for Visa and Passport will be created and set as defaults. These will be linked to the relevant CRICOS related fields. Simply upload the information and the fields will be populated.
Warning: The International Contact and Agent must exist as contacts prior to linking them to the prospect student. Additionally, the Agent must be in the Agent List.
Class Setup Considerations
When creating classes, the two most important consideration for CRICOS are creating a timetable to later record student attendance and entering the Course Fee. Please refer to our Class Management help guide for further information.
The following webinar links will guide the process for a simple timetabling setup and a rolling enrolment setup:
Tip: Terms/Semesters can be set in Core Settings to assist with timetabling. A timetable can easily be copied by utilising the duplicate feature for Classes.
Note: The Course Fee will display on the Letter of Offer, on the Agent Portal and will be used when applying a Payment Plan.
Enrol a Student into a CRICOS Class
In addition to the normal process of enrolling a student, certain steps are required when enrolling prospect students for CRICOS. Please refer to our Class Matrix help guide for further information.
- Search for a Contact and view their Contact Profile
- On the View Contact page, hover over Actions
- Click Enrol in Course
- Check the Tentative Enrolment Checkbox
- Select the Course
- Select the Class
- Click Enrol Student
Tip: Complete the above for all Courses the prospect student is enrolling into prior to progressing.
Note: You will be redirected to the Class Matrix once clicking on Enrol Student. To locate the student, use the Filter by Status drop down and select 'Tentative'.
Assign an Agent to the enrolment
Once the prospect is tentatively enrolled, an agent needs to be assigned to the enrolment to track and record commissions.
- Search for a Contact and view their Contact Profile
- On the View Contact Page, select the Class Enrolment
- Scroll to the Agent drop down list
- Select the Agent
- Click Update All
Apply Payment Plan to Tentative Student
A Payment Plan is required to display the Tuition Fee breakdown on the Letter of Offer. We highly recommend using the Custom Payment Plan feature to be able to easily modify the Payment Plan due dates and amounts per student and add additional costs such as Enrolment, Resource or Material fees. Please refer to our Payment Plans help guide for further information
- Search for a Contact and view their Contact Profile
- On the View Contact Page, select the Class Enrolment
- Click Finance Details
- Click the Edit Icon
- Select a Tuition Finance Code (if not populated)
- If the Tuition Fee is not populated in the Tuition Fee/Plan field, enter the amount.
- Select Custom Payment Plan
- Ensure the View the enrolment summary action is selected
- Click Submit
- Click Finance Details
- Click Add Instalments
- Select the Payment Plan at the Load an Existing Payment Plan drop down
- Click Load
- Click Update
Note: If you do not add additional fees to the enrolment that display on the LOO nor frequently update student instalments, it will be easier to select the payment plan at Step 6 as opposed to utilising the Custom Payment Plan method.
Warning: The update button will be disabled until all instalments equal the total tuition fee. You will be provided with a remaining amount to assist with updating each instalment.
Add additional costs to Tentative Student
Additional costs to be added to the tentative student include fees such as administration fees, material fees and Overseas Student Health Cover (OSHC). These fees are required to be created in the Items List prior to applying to a student. Please refer to our Finance Items List help guide for further information.
- Search for a Contact and view their Contact Profile
- On the Contact View Page, select the Class Enrolment
- Click Finance Details
- Click Update Instalments
- Click Add an Item
- Select the Finance Item
- Click Add another item to add additional fees
- Click Update
Warning: If you do not use the Custom Payment Plan method, additional Finance Items will need to be added when creating the first invoice.
Issue Letter of Offer for Multiple Enrolments
Once the prospect student is tentatively enrolled in all courses, a Letter of Offer (LOO) needs to be sent. The following method should be utilised when issuing a LOO for multiple enrolments.
- Search for a Contact and view their Contact Profile
- On the Contact View Page, hover over Actions
- Click Templates
- Select the LOO Template
- Select the Enrolments the LOO is being issued for
- Click Submit
- Check the template is populated correctly
- Click Email
- Complete the Message Setup options
- Click Send
Tip: Your LOO needs to be in the Templates Library prior to issuing. Please speak to an aXcelerate Customer Service representative to provide a generic LOO template.
Note: You may wish to print the LOO rather than emailing. Sending the email from aXcelerate will record a contact note that the LOO has been sent.
Warning: This process will only work when the student is enrolled in multiple courses.
Issue Letter of Offer for a Single Enrolment
Once the prospect student is tentatively enrolled in all courses, a Letter of Offer (LOO) needs to be sent.
- Search for the Contact
- On the Contact View Page, click the Generate template for this enrolment icon (this is on the right of the enrolment)
- Select the LOO Template
- Click Submit
- Check the template is populated correctly
- Click Email
- Complete the Message Setup options
- Click Send
Tip: The 'Generate template for this enrolment' icon is on the right hand side of each enrolment.
Confirm student's enrolment
Upon acceptance of the Letter of Offer, the prospect's enrolment can be confirmed, and the Confirmation of Enrolment (COE) number added to the enrolment. You will need to register for a COE number on behalf of the student on prisms.education.gov.au.
- Search for a Contact and view their Contact Profile
- On the Contact View Page, select the Class Enrolment
- Click Confirm Enrolment and Schedule
- Ensure the dates are correct and click OK
- Ensure Book on linked workshops is selected
- Select the Units to enrol
- Select the Agent (if not previously applied)
- Enter the COE Number
- Click Enrol Contact
Note: It is recommended to also raise the first invoice at this stage, if this has not already been completed.
Warning: When Confirming the enrolment, additional buttons will appear depending on the type of schedule you have and if the expected commencement date is now in the past. Please speak with your Onboarding Consultant for assistance in determining the best method for your scheduling.
Mark Attendance
It is important that attendance is tracked and recorded for CRICOS students. Please refer to our Class Matrix help guide for further information.
Tip: When students have approved leave, it is recommended to add this time to a Student Activity, and mark the day as Did Not Attend. This will ensure there is a record of approved leave and of non attendance, however the attendance percentage is not affected. Please refer to our Class Enrolments help guide for further information.
Note: Attendance can also be recorded via the Trainer App while the Trainer is in the class.
View Attendance Percentage
With the CRICOS feature, additional information is provided with the attendance progress including forecasts and allowed absence to maintain a minimum 80% attendance.
- Locate an Enrolment
- Scroll to Attendance Progress
- Click More Info
Tip: The Student Activity page provides a detailed breakdown of student attendance.
Note: The student portal displays the attendance percentage so the student always has visibility of their attendance progress.
View Attendance Breakdown
The Student Activity page provides a detailed breakdown of student attendance including workshops, ad-hoc activities, assessment submissions and eLearning.
- Locate an Enrolment
- Click Student Activities
Issuing Attendance/Progress Warnings
Attendance and progress warnings are required to be sent to students. Ensure that you have a template prepared to send to students. It is recommended that the template has a note type assigned in order to easily see warnings sent to students on the Contact View page in the recorded notes section.
- Locate an Enrolment
- Click Template
- Select a Template
- Click Submit
- Click Email
- Complete the Message Setup options
- Click Send
Tip: Using the 'CRICOS - Student Current Semester Attendance under 80%' Saved Report will be more efficient in locating enrolments requiring a warning. This report uses filters to locate students with less than 80% attendance who are in an in progress status. You can then navigate to the enrolment from the report links.
View Saved Reports
When the CRICOS feature is enabled, a list of saved reports are provided to assist managing student enrolments and progress.
The list of saved reports can be found below:
CRICOS - Current Attendance Average per Trainer
This report breaks down the average in-progress attendance for each trainer. It only considers in-progress or completed students who are currently progressing through their course and are at least 10% through.
CRICOS - Monthly Contact Source by Agent
This report breaks down enrolments for the current month by Sales Agent and contact source. It includes a pie chart to see the distribution of marketing sources.
CRICOS - Non-Participation after Commencement
This report will find all non-tentative students who commenced during the last calendar week but do not have any attendance or activity recorded against their enrolment.
CRICOS - Student Competency Pass Rate under 75%
This report returns current students whose course is at least 10% of the way through but have a competency pass rate of less than 75%.
CRICOS - Student Current Semester Attendance under 80%
This report will return any currently in-progress students whose attendance has dropped below 80% within the current semester. It only considers an enrolment once 5 workshop sessions have passed.
CRICOS - Student Total Course Attendance under 80%
This report will return any currently in-progress students whose total course attendance has dropped below 80%. It only considers an enrolment once 5 workshop sessions have passed.
CRICOS - Withdrawal Prior to Commencement
This report will return any students that have a cancelled, suspended or deferred status who were expected to commence in the next calendar week.
CRICOS Automations with aXcelerate
The Workflow automation capabilities of aXcelerate can help to streamline processes from marketing, sales and enrolment through to monitoring and reporting of international student enrolments. Some potential uses of workflow automation for managing international student enrolments include:
- Creating multi-step workflows for customised enrolment procedures
- Sending attendance warnings/notifications automatically to students based on powerful and flexible reporting filters
- Generating payment plan invoices
- Sending payment plan instalment invoices to students automatically
- Having agent sales/commission reports delivered directly to the inboxes of finance staff
Tip: Please refer to our Workflow Actions help guide for further information.
Note: You can force offline mode while connected to Wifi from the User Settings.
CRICOS Webinar
This webinar demonstrates:
- Settings for CRICOS
- Additional Templates and Portfolio Items/Checklists
- Setting up CRICOS Qualifications
- Setting up CRICOS Classes
- Additional Fields in a Contact Page
- Tentative student enrolments
- Letter of Offer Template