Lesson 3.2: CoE Generation & Management
Duration: 15 minutes | Automated Process Understanding
💡 Key Takeaway: The system generates CoEs automatically when conditions are met. You’re here to verify, not to calculate or decide.
📌 What is a CoE?
A Confirmation of Enrolment (CoE) is an official document that confirms a student’s enrollment in a registered course. It’s required for their student visa application. The government system (PRISMS) generates it based on data we provide.
What Triggers CoE Creation
The system automatically initiates CoE creation when ALL of these conditions are met:
Status changed to “Approved” in system
Student has digitally signed the agreement document
Required deposit (or full payment) marked as “Received” in finance module
For students under 18: CAAW and accommodation verified
Overseas Student Health Cover policy number recorded
When all green checkmarks appear, the system automatically queues the CoE for generation. You’ll see a notification: “CoE Ready for Generation” in your dashboard.
What the System Checks
Before submitting to PRISMS, our system performs automatic validation checks:
| Check | What It Validates | If It Fails |
|---|---|---|
| Student Details | Name matches passport exactly | Alert: Verify passport details |
| Date of Birth | Format is DD/MM/YYYY | Auto-corrects or flags |
| Course Code | CRICOS code is valid and active | Error: Cannot proceed |
| Course Duration | Matches registered course length | Auto-corrects from CRICOS |
| Start Date | Falls on valid intake date | Alert: Check course calendar |
| Tuition Fees | Matches current fee schedule | Auto-updates to current fees |
PRISMS Integration (What You See)
Once validation passes, here’s what happens:
System Submits to PRISMS
Data package sent to government PRISMS system automatically
Status: “Submitted to PRISMS” (usually 2-5 minutes)
PRISMS Processes
Government system validates and generates CoE number
Status: “Processing” (usually 1-3 hours, can be up to 24 hours)
CoE Issued
CoE number received and automatically emailed to student
Status: “CoE Issued” – CoE document available for download
⚠️ Your Role: You monitor the status. You don’t generate the CoE yourself – the integration between our system and PRISMS handles it all.
When Intervention is Needed
Sometimes the automated process needs your help. Here are the alerts you might see:
🟡 Yellow Alert: “Validation Warning”
What it means: Something needs verification but isn’t blocking
Your action: Review flagged field, verify data, click “Confirm” or “Correct”
🔴 Red Alert: “Cannot Proceed – Data Error”
What it means: Critical data is missing or incorrect
Your action: Check error message, correct the specified field, click “Revalidate”
🟣 Purple Alert: “PRISMS Rejection”
What it means: PRISMS rejected the submission (rare)
Your action: ESCALATE to supervisor immediately – include error code
Common Issues (And Fixes)
| Issue | Simple Fix | If That Doesn’t Work |
|---|---|---|
| Name doesn’t match passport | Double-check passport scan, update student details | Escalate if student name legally changed |
| Payment not showing as received | Check finance module, mark payment if received | Contact finance team |
| Start date not a valid intake | Change to nearest valid intake from calendar | Escalate if student insists on specific date |
| OSHC policy number missing | Check if student provided it in documents | Request from student via template email |
| Under 18 accommodation not confirmed | Check CAAW and accommodation forms uploaded | ESCALATE – cannot proceed |
Practical Exercise: Generate Sample CoE
📋 Scenario:
Student: James Park from South Korea
Course: Diploma of Business (CRICOS: 098765K)
Start Date: February 10, 2026
Status: Application approved, agreement signed, full fees paid, OSHC confirmed
You see: “CoE Ready for Generation” notification
Step 1: Click on notification
Step 2: Review validation summary (all green)
Step 3: Click “Submit to PRISMS”
Step 4: System shows “Submitted” – note in student file
Step 5: Wait for PRISMS to process (monitor status)
Step 6: When status changes to “Issued”, verify student received email
✅ That’s it! You clicked 1 button. The system did the rest.
🎓 Remember
- You don’t create CoEs – the system does
- You verify data and click “Submit”
- PRISMS handles the actual generation
- Most issues are simple data corrections
- When in doubt, escalate (especially for PRISMS rejections)
✓ Lesson Complete! Next: Financial Compliance Made Simple