Download Provider User Guide

Department of Education and Training PRISMS User Guide
TABLE OF CONTENTS
1
INTRODUCTION...................................................................................................... 4
1.1
1.2
1.3
2
What is PRISMS? (Provider Registration and International Student
Management System).......................................................................................... 4
What is a CoE? (Confirmation of enrolment) ..................................................... 4
Purpose and layout of this guide ......................................................................... 4
PRISMS CONDITIONS OF USE .............................................................................. 5
2.1
2.2
2.3
2.4
Privacy ................................................................................................................ 5
Conditions of Access and Use ............................................................................ 5
Registration of new users .................................................................................... 6
Registration signatory delegates ......................................................................... 8
2.4.1
2.4.2
3
Staff departing the organisation ......................................................................... 8
Forgotten Password / Rest Password/ Change your Details and/or Password 9
USEFUL SOURCES OF INFORMATION .............................................................. 10
3.1
3.2
3.3
3.4
Web sites ........................................................................................................... 10
PRISMS Help Team in Department of Education and Training ...................... 10
Department of Immigration and Border Protection .......................................... 10
User guide - online help .................................................................................... 11
LEVELS OF ACCESS – READ THIS FIRST .................................................................. 12
3.5
3.6
3.7
4
CoE Administrator Access (Highest Level) ..................................................... 12
CoE Create Access ............................................................................................ 13
CoE Agent Access ............................................................................................ 15
STEP-BY-STEP GUIDE TO FUNCTIONS ............................................................. 16
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
How to Log Into PRISMS ................................................................................ 16
How to Select a Provider if you have Access for Multiple Providers .............. 17
How to change Provider if you have Access for Multiple Providers ............... 18
Logging out of PRISMS ................................................................................... 18
Session idle time limit....................................................................................... 18
How to Change your Details and/or Change your Password ............................ 19
How to Manage Agent Details .......................................................................... 19
How to Add a CoE ............................................................................................ 21
Explanation of CoE status ................................................................................. 30
How to change the Course for a ‘Saved’ or ‘Pending’ CoE ............................. 32
How to Approve a CoE ..................................................................................... 33
4.11.1 How to Approve CoEs Created by another User ............................................. 33
4.11.2 How to Approve CoEs Created by the same CoE (Administrator) User ......... 34
4.12
4.13
4.14
4.15
4.16
4.17
4.18
4.19
4.20
4.21
How to Update CoE or Student Details – for an Approved CoE...................... 35
How to View or Print a CoE ............................................................................. 36
How to Add a CoE course location................................................................... 36
How to change a CoE course location .............................................................. 37
How to allow Agents to Print an Approved CoE .............................................. 37
How Agents can print an Approved CoE ......................................................... 38
Printing a CoE if the student is less than 18 years of age ................................. 39
How to view a list of Welfare Arrangements ................................................... 39
How to Cancel a ‘Saved’, ‘Pending’ or ‘Approved’ CoE ................................ 39
How to Manage Payment Details ..................................................................... 40
4.21.1 Upload payment details via the bulk upload function ...................................... 40
4.21.2 Record a payment using the payment details tab ........................................... 42