Lesson 2.2: Application Processing
Duration: 20 minutes | Checklist Approach
💡 Key Takeaway: The system validates everything. Your job is to verify documents and follow the 7-step process. The system ensures compliance automatically.
The 7-Step Application Process
Every application follows the same 7 steps. The system guides you through each one:
Document Verification
What you do: Check all required documents are present and legible
Required Documents Checklist:
- Valid passport (full bio page, clear photo)
- Academic transcripts/certificates
- English proficiency test results (IELTS/PTE/TOEFL)
- Additional course-specific documents (if required)
⚠️ If documents missing/unclear: Use “Document Request” template, don’t proceed
Data Entry
What you do: Enter student details exactly as they appear on passport
Critical Fields (Must Match Passport Exactly):
- Full legal name (as on passport)
- Date of birth (DD/MM/YYYY format)
- Passport number
- Nationality/Country of citizenship
- Gender
🚨 CRITICAL: Name must match passport EXACTLY. Even middle name order matters for CoE!
Course Selection & Validation
What you do: Select course from dropdown, system validates eligibility
System Automatically Checks:
- Student age meets course minimum requirements
- English score meets course entry requirements
- Academic qualifications meet course prerequisites
- Course has available places for selected intake
- CRICOS registration is current and valid
✓ What “Validated” Means: Green checkmark = student meets requirements. Proceed to Step 4.
System Validation Review
What you do: Review validation results, address any flags
Validation Results You’ll See:
🟢 GREEN (All Clear): Everything validated – proceed to Step 5
🟡 YELLOW (Warning): Something needs verification – click “View Details”, verify, click “Confirm”
🔴 RED (Error): Cannot proceed – check error message, correct issue, revalidate
Fee Calculation & Verification
What you do: Verify system-calculated fees, select payment plan if applicable
System Automatically Calculates:
- Tuition fees (from current fee schedule)
- Material fees (if applicable)
- OSHC (Overseas Student Health Cover)
- Enrollment fee
- Total payable amount
💰 Your Role: Don’t calculate – just verify the total looks reasonable. If fees seem wrong, check course selection.
Generate Offer Letter
What you do: Click “Generate Offer Letter” – system creates document
Offer Letter Automatically Includes:
- Student details (from passport data)
- Course details (from CRICOS)
- Start date, duration, campus
- Fee breakdown
- Entry requirements met
- Payment instructions
- Conditions of offer
✓ Review Before Sending: Quick visual check – is student name correct? Is course correct? Then click “Send to Student”
Update Status & Notify
What you do: System automatically updates status and sends notifications
Automatic Actions:
- Application status → “Offer Sent”
- Email sent to student with offer letter attached
- Agent notified (if agent application)
- Follow-up reminder scheduled (7 days)
- Dashboard updated with pending acceptance
✓ You’re Done! Application processed. Next step happens when student accepts offer.
Common Errors (And How System Prevents Them)
| Common Error | How System Prevents It |
|---|---|
| Name spelled incorrectly | System prompts: “Does this match passport exactly?” before proceeding |
| Student doesn’t meet entry requirements | Validation fails with RED error – cannot proceed to offer letter |
| Wrong fees charged | Pulls from current fee schedule automatically – no manual calculation |
| Course not CRICOS registered | Course won’t appear in dropdown if CRICOS expired |
| Missing required documents | Checklist must be completed – can’t proceed until all checked |
| Offer sent without approval | Must pass validation (Step 4) before “Generate Offer” button activates |
| Student under 18 processed normally | Age validation triggers CAAW requirements checklist automatically |
✓ This is the magic: The system is designed to catch errors BEFORE they become problems. Your job is to enter accurate data and follow the steps – the system ensures compliance.
Status Updates (Automated)
Applications move through statuses automatically based on actions:
💡 Pro Tip: You don’t change statuses manually. The system updates them based on actions taken. Your dashboard shows applications at each status.
Practical Exercise: Process a Sample Application
📋 Application Details
Applicant: Li Wei
DOB: 15/03/2001 (Age 24)
Country: China
Course Applied: Diploma of Business
Documents: Passport ✓ | High School Certificate ✓ | IELTS 6.5 ✓
🎯 Your Task:
Work through the 7 steps mentally or on paper. What would you do at each step?
📖 Click to See Step-by-Step Walkthrough
Step 1: Document Verification
✓ All required documents present. Passport clear. IELTS certificate valid. Proceed to Step 2.
Step 2: Data Entry
Enter: Full name “Li Wei” (as on passport), DOB 15/03/2001, Passport number, Country: China, Gender from passport.
Step 3: Course Selection
Select “Diploma of Business” from dropdown. Enter IELTS score 6.5. Click “Validate”.
Step 4: System Validation
System checks: Age 24 ✓ | IELTS 6.5 meets requirement of 6.0 ✓ | High school qualification sufficient ✓ | Result: GREEN – Proceed
Step 5: Fee Verification
System calculates: Tuition $18,000 + Materials $500 + OSHC $600 + Enrollment $250 = $19,350 total. Looks correct ✓
Step 6: Generate Offer
Click “Generate Offer Letter”. Review PDF: Name correct ✓ | Course correct ✓ | Fees correct ✓. Click “Send to Student”.
Step 7: Status Update
System automatically: Changes status to “Offer Sent”, emails Li Wei with offer, schedules 7-day follow-up. ✓ DONE!
🎉 Time to complete: 8-10 minutes for an experienced processor
In your first week, same application might take 15-20 minutes – that’s normal!
When to Ask for Help
✅ Handle Yourself
- All documents clear and present
- Validation shows all green
- Standard age (18+) applicants
- Common course selections
- Clear passport/document scans
⚠️ Escalate
- Student under 18
- Validation RED errors you can’t resolve
- Credit transfer/RPL requests
- Document authenticity concerns
- Unusual country/qualification combos
🎓 Key Takeaways
- Follow the 7 steps in order – the system guides you through each one
- Enter data accurately – especially name/passport details
- Trust the validation system – it’s designed to catch errors
- Don’t calculate fees manually – system pulls from current schedule
- Review offer letter before sending – quick visual check
- Escalate when validation fails or applicant is under 18
- Most applications take 8-15 minutes to process
✓ Lesson Complete! Next: Decision Trees