Lesson 3.1: The Enrollment Workflow
Duration: 15 minutes | Step-by-Step Process
💡 Key Takeaway: Enrollment happens after the student accepts the offer. It’s a guided process that prepares everything for CoE generation.
📌 Where Are We in the Journey?
Inquiry → Application → Offer →
ENROLLMENT →
CoE → Student Arrival
The student has accepted your offer. Now you’re confirming everything is ready for them to start their studies.
Pre-Enrollment Checklist
Before you begin the enrollment process, verify these items are complete:
Offer Letter Accepted
Student has signed and returned acceptance (digital signature or email confirmation)
Initial Payment Received
Minimum deposit paid and confirmed in finance system (or payment plan approved)
All Documents on File
Passport, qualifications, English test results – all verified and uploaded
OSHC Arranged
Overseas Student Health Cover policy number recorded in system
USI (Unique Student Identifier) Provided
Student has provided their USI or requested system to create one
💡 Pro Tip: The system won’t let you proceed with enrollment until all these items are checked off. If any are missing, it will show which ones in red.
System-Guided Enrollment
Once pre-enrollment checks are complete, the system guides you through enrollment in 6 clear steps:
Confirm Student Details
What you do: Review and confirm all student information is current and accurate
Fields to Review:
- Full legal name (matches passport exactly)
- Date of birth
- Contact details (email, phone, address in Australia if known)
- Emergency contact information
- USI number
⚠️ Important: If student is updating their address to an Australian address, this will be reported to PRISMS when CoE is created.
Confirm Course Details
What you do: Verify course selection, start date, and duration
System Pre-Fills (from offer letter):
- Course name and CRICOS code
- Course start date and expected end date
- Campus location
- Study mode (full-time/part-time)
- Scheduled course hours per week
✓ Your Role: Just verify these look correct. If student changed their mind about start date, STOP and escalate – this requires a new offer letter.
Generate Written Agreement
What you do: Click “Generate Agreement” – system creates the legally required document
Written Agreement Automatically Includes:
- Course details and delivery mode
- Fee breakdown and payment terms
- Refund policy
- Student rights and responsibilities
- Complaints and appeals process
- ESOS framework information
- Deferment, suspension, and cancellation conditions
📧 Next: System emails agreement to student for digital signature. Status changes to “Awaiting Signed Agreement”.
Await Student Signature
What happens: Student receives email with agreement, signs digitally (usually within 24-48 hours)
Automatic Process:
- Email sent with secure DocuSign link
- Student reviews and signs online
- Signed agreement automatically attached to student file
- You receive notification when signed
- Status updates to “Agreement Signed – Ready for Enrollment”
⏰ Follow-up: If not signed within 3 days, system sends automatic reminder. If no response after 7 days, contact student using “Agreement Reminder” template.
Complete Enrollment Record
What you do: Once agreement is signed, click “Complete Enrollment”
System Creates Enrollment Record With:
- Student ID assigned (unique identifier)
- Course enrollment record created
- Expected attendance pattern calculated
- Academic progress tracking activated
- Student portal access created
- Timetable access enabled
✓ Automatic Emails Sent: Welcome email with student portal login, orientation details, and first week information.
Trigger CoE Generation
What happens: System automatically checks if ready for CoE (you’ll learn this in detail in Lesson 3.2)
CoE Prerequisites (Auto-Checked):
- ✓ Enrollment completed
- ✓ Written agreement signed
- ✓ Payment received (minimum deposit or full fees)
- ✓ OSHC confirmed
- ✓ Under 18 requirements met (if applicable)
🎉 Result: If all green, status changes to “CoE Ready for Generation”. You’ll handle this in the next lesson!
Required Fields (Why They Matter)
Every field in the enrollment form serves a purpose. Here’s why we need each one:
| Field | Why It’s Required | Where It’s Used |
|---|---|---|
| Full Legal Name | Must match passport for CoE | CoE, PRISMS, student card, certificates |
| Date of Birth | Verifies age, identifies student uniquely | CoE, PRISMS, USI verification |
| Passport Number | Links to visa records | CoE, PRISMS, Department of Home Affairs |
| Email Address | Primary communication channel | Portal login, notifications, emergency contact |
| Australian Address | Compliance requirement to know where student lives | PRISMS reporting, emergency contact |
| USI Number | Australian government requirement for all students | Transcript issuance, government reporting |
| OSHC Policy Number | Visa condition – must have health cover | CoE generation, PRISMS |
| Emergency Contact | Student welfare requirement | Emergency situations, under 18 compliance |
⚠️ Remember: If a field is marked with a red asterisk (*), it’s mandatory. The system won’t let you proceed without it. This protects you from missing critical information.
What Happens Automatically
The system handles a lot behind the scenes. Here’s what you DON’T need to do manually:
✅ Automated Actions
Confirmation Process
📧 Student Receives (Automatic Emails):
1. Written Agreement Email
Sent immediately after Step 3, includes secure signing link
2. Agreement Confirmation Email
Sent once they sign, confirms receipt and next steps
3. Welcome & Portal Access Email
Sent after enrollment completion, includes login credentials and orientation info
4. Pre-Arrival Information Email
Sent 2 weeks before course start, practical information about arrival
Practical Exercise: Enrollment Walkthrough
🎯 Scenario: Complete an Enrollment
Student: Priya Sharma
Status: Offer accepted, deposit paid, all documents uploaded
Course: Diploma of Business, Starting 10 Feb 2026
OSHC: Policy #AHM123456789
USI: Provided – USI#1234567890
Your Task: Walk through the 6-step enrollment process mentally or on paper.
📖 Click to See Complete Walkthrough
Pre-Enrollment Check:
✓ Offer accepted | ✓ Deposit paid | ✓ All documents | ✓ OSHC confirmed | ✓ USI provided → All green, proceed!
Step 1: Confirm Student Details
Review: Name “Priya Sharma” matches passport ✓ | DOB correct ✓ | Contact details current ✓ | USI recorded ✓ | Emergency contact provided ✓
Step 2: Confirm Course Details
Course: Diploma of Business ✓ | Start: 10 Feb 2026 ✓ | Duration: 18 months ✓ | Campus: Sydney ✓ | All matches offer letter → Confirm
Step 3: Generate Written Agreement
Click “Generate Agreement” → System creates document → Email sent to [email protected] → Status: “Awaiting Signed Agreement”
Step 4: Await Student Signature
Priya receives email → Opens DocuSign link → Reviews agreement → Signs digitally → You receive notification “Agreement Signed” → Continue to Step 5
Step 5: Complete Enrollment
Click “Complete Enrollment” → System assigns Student ID: S2026001234 → Creates portal access → Sends welcome email to Priya ✓
Step 6: CoE Trigger
System checks: Enrollment ✓ | Agreement ✓ | Payment ✓ | OSHC ✓ → Status changes to “CoE Ready for Generation” 🎉
✓ Enrollment Complete!
Time taken: 10-15 minutes. Next lesson: You’ll learn how to generate Priya’s CoE!
🎓 Key Takeaways
- Pre-enrollment checklist must be complete before starting
- System guides you through 6 clear steps
- Most actions are automated (ID creation, portal access, emails)
- Written agreement must be signed before completing enrollment
- All required fields serve a compliance or operational purpose
- Once enrollment is complete, system checks if ready for CoE
- Typical enrollment takes 10-15 minutes start to finish
✓ Lesson Complete! Next: CoE Generation & Management