Changes introduced – Study Period Automation at Campus Level

This article describes how to use the new tab ‘Study Periods’in the campus entry screen, what the business rules are for it.

Problem Identified

Recently, quite a number of our clients informed us that it is not mandatory to print study period information (as shown below in the image) in the ESOS Schedule of Fees by Course/Study Periods – PMC report anymore.

However, as stated in Standard 3, 3:3:4 of the ‘National Code of Practice for Providers of Education and Training to Overseas Students 2018’, this information should be present on the offer letter as specified below:-

“In addition to all requirements in the ESOS Act, the written agreement must, in plain English list all tuition fees payable by the student for the course, the periods to which those tuition fees relate and payment options (including, if permitted under the ESOS Act, that the student may choose to pay more than 50 per cent of their tuition fees before their course commences)”

We have spoken to a number of compliance staff at different clients and they do all agree that it can be assumed that statement of “the periods to which those tuition fees relate” is talking about study periods.

As we do not have a specific Study Period/Term or Semester object (section for setup and linking) in TEAMS, it is very difficult for the system to know what to print in this report for Study Periods, unless you are using Invoice Templates and maintain them.

In order to print study period information in the ESOS Schedule of Fees by Course/Study Periods – PMC report, the main options previously have been either:

a) For a user to enter the study period information for all student invoices while creating a proposal in TEAMS

b) As mentioned above, use and maintain Invoice Templates in TEAMS.

Point a, involves adding the study period information for each student invoice manually while creating a proposal in TEAMS which is time consuming but very important.

Point b, involves creating and maintaining an invoice template, per intake for each course and be at least two or three years in advanced for them, based on how many qualification/courses you add to your package proposals for an Offer Letter. This means, if you have an Offer Letter that has 4 courses in it such as:

1. General English – Start date January 2018 for 48 weeks
2. Certificate IV Business Administration – Start date January 2019 for 48 weeks
3. Diploma of Business – Start date – February 2020 for 52 weeks and
4. Advanced Diploma of Leadership & Management – Start date March 2021 for 52 weeks

Then when you are processing Offer Letters for this packaged proposal (they all have to print in the ESOS Schedule of Fees by Course/Study Periods – PMC report, you would need to have already created Invoice Templates for each of these courses/qualifications right up to the intake for March 2021 for the 4th course, otherwise you do not have all the required information for the system to use.

Both of these processes required repetative manual data entry for every proposal or ongoing maintenance for invoice templates in TEAMS that was not efficient. Many clients have asked us to find a solution that could be automated for this process.

Change Introduced

A new tab for ‘Study Periods’ has been added in the Campus Entry screen where users can define the following:-

Study Period Number
Study Period Start Date
Study Period End Date
Study Period Week

These are all the same settings which have to be printed in the Offer Letter. So, instead of entering the information for each proposal manually, the start and end dates can be defined as shown below:-

Once this information is added, this study period information will be applicable to all the courses/qualifications linked to the campus.

When a new proposal is created, users don’t have to enter the study period information on the Proposal Wizard Step 3 – Invoice(s) Preview screen.

A user can complete the Proposal creation process and generate the ESOS Schedule of Fees by Course/Study Periods – PMC report. The system will look for study period information which is relevant to the student installment and print the same in the ESOS Schedule of Fees by Course/Study Periods – PMC report.

For Ex: – If the installment date (remember at a proposal level it is NOT an invoice with an invoice number) is 01/01/2018 then the system will check that in which study period this date falls. Here, it falls between the first study period i.e. 01/01/2018 – 31/03/2018. So, that has been printed for first student installment.

WARNING: if you have more than one instalment that has a date within the one study period date range, then in the report table you will see two instalments with the same study period information. This is primarily for any client that raises monthly or weekly instalments at the proposal level.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!