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STAFF: WI - How to fix an error/amend Confirmation of Enrolment (CoE) details

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Purpose

If staff have made an error on the CoE extension that has been created e.g. incorrect fees/end date/comment, the COE team in Student Central can amend the CoE, if the status is Approved.

This is a subprocess of  KB0014271-STAFF: WI - How to process a Confirmation of Enrolment (CoE) extension.

Process

Student Adviser sets up ServiceNow enquiry case: 

  • Select Assign to me and check that the Assignment group is correct. 
  • Set Category to Visa and Compliance 
  • Set Subcategory to Confirmation of Enrolment (CoE) Production 
  • In Subject of enquiry field, type a short relevant description 
  • Select Save. 

Step

Action

Screen

1

Login to PRISMS

Select the CoE to amend (status must reflect Approve)

2

Click Course Variation/Defaults

3

Click Add Variation

 

4

In the field labelled Reason for cancellation of CoE, select Change to CoE/Student Details.

 

In the field labelled Do you want to create a new CoE for this student? select Y.

In the Comments field, type the reason to amendment

e.g. Incorrect fees was entered or no comment was included in the previous CoE or end date entered was incorrect

 

 

5

A pop-up window will appear, click OK.

 

6

A pop-up window will appear, click Yes.

 

 

7

Proceed with the extension and enter the required details

Click Save and Next

 

8

Check student’s passport details

 

Click Save and Next

9

Check address

 

Click Save and Next

 

10

Select No/Agent involved

 

Click Approve CoE

 

11

A pop-up window will appear.

 

Click Yes

12

Ensure the following:

 

In the field labelled Enter the date the change to the student’s studies took effect, or will take effect, input today's date.

In the field labelled Enter the student's last actual day of study on this CoE, input one day before the above date.

In the field labelled Comments, type your reason for amended the CoE 

e.g.

Incorrect fees was entered or no comment was included in the previous CoE or the end date entered was incorrect

 

Confirm the student’s address.

 

Click Save Variation

13

Confirm the student’s address.

 

Click Save Variation

14

A pop-up window will appear.

Click Yes.

15

Click Save CoE Certificate

To amend or add the CoE details in Callista, refer to KB0014271 -STAFF: WI - How to process a Confirmation of Enrolment (CoE) extension

 

 

16

Resolve enquiry case by responding to the student (refer to ServiceNow User Guide> Responding to Requestor and provide CoE.

Once the status reflects Visa Granted or Studying, staff to inform Deakin International Compliance.

 

END OF WORK INSTRUCTION.