Download Provider User Guide

Department of Education and Training PRISMS User Guide
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 DIBP 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 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 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.
It is recommended to use this field to advise DIBP 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.
 After completing the page details, click ‘Save and Next’ Button. The student enrolment
details will be saved.
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