Enrolment: Echo (Industry) Program instruction

Instruction

Instructions statement

This process outlines the requirements for enrolling students who are part of the industry contract with the Echo Entertainment Group.

RMIT delivers training to Echo employees across six locations in New South Wales and Queensland:

  • Star City
  • Jupiters Hotel and Casino
  • Jupiters Townsville
  • Treasury Casino and Hotel

RMIT has a contractual requirement to enrol participants in the correct qualification within two working days from receipt of notification of training. For correct reporting of the student enrolments, the course, class and program set-up must adhere to strict guidelines provided by the Statistics and Reporting Unit.

Exclusions

Instruction (including key points)

Responsibility

Timeline

1. Forward RMIT enrolment form

Forward a PDF copy of the latest approved version of the RMIT enrolment form to CWCC.

Records Management Services

September – October

2. Send training (enrolment) calendar

Send an annual schedule of enrolment and completion activities (list of Echo intakes, conferral dates, etc.) to the College of Business, Program Services bus.programservices@rmit.edu.au and Records Management Services tafe.records@rmit.edu.au

CWCC

Beginning of each year before the first scheduled enrolment intake.

3. Share training (enrolment) calendar

Forward the training enrolment calendar to DMS.

Note: Dates are subject to change and are dependent on when the Department of Industry, Innovation, Climate Change, Education, Science, Research, Technology and Employment (DIICCSRTE) release training placements.

Records Management Services

4. Program set-up

Set up the program data including class scheduling and quick admit details.

College of Business – Business TAFE School

5. Program data shared

Send program details to CWCC.

College of Business – Program Services

6. Add program details to enrolment forms

Pre-populate enrolment forms using program data provided.

CWCC

7. Share enrolment forms

Email enrolment forms to Echo Entertainment Group (Echo).

CWCC

8. Students complete enrolment forms

Enrol students ensuring all forms are accurately completed and signed.

Echo Entertainment Group

9. Return completed enrolment forms

Send completed enrolment forms back to CWCC.

Echo Entertainment Group

10. Complete enrolment spreadsheet

Extract and transfer all data from the enrolment forms across to the Echo enrolment spreadsheet ensuring all fields are accurately populated.

CWCC

11. Forward enrolment spreadsheet

Email the Echo enrolment spreadsheet to the School of Business TAFE, College of Business, Program Services bus.programservices@rmit.edu.au and RMS, tafe.records@rmit.edu.au

CWCC

In line with annual schedule of enrolment and completion activities provided by Echo.

12. Forward enrolment forms

Email a pdf version of all enrolment forms to the College of Business – Program Services bus.programservices@rmit.edu.au

CWCC

13. Confirmation of documents

Reply to CWCC confirming that all documents have been received.

College of Business – Program Services

Within 2 hours of receipt of spreadsheet.

14. Check enrolment spreadsheet details

Check that the enrolment spreadsheet is accurately completed including terms, class numbers, quick admit, birthdates, citizenship information.

Note: If the data is incorrect, errors are returned to CWCC for correction.

College of Business – Enrolments

Within 2 hours of receipt of spreadsheet.

15. Request enrolment

Email Echo enrolment spreadsheet to RMS tafe.records@rmit.edu.au advising that the data has been verified and that students are ready to be enrolled.

College of Business – Program Services

Within 2 hours of receipt of spreadsheet.

16. Validation of enrolment data

Echo Enrolment spreadsheet is checked to confirm that it includes the following data:

  • personal information – name, date of birth; gender and citizenship,
  • program details and
  • course/class details

Where issues are found, RMS will highlight the incomplete field in the spreadsheet and send it back to the School requesting that the spreadsheet be amended.

Note: it is not an issue if the student is a permanent resident and has not provided residency details (date or sub-class).

Records Management Services

Within 3 hours of receipt of spreadsheet.

17. Forward spreadsheet for processing

Email the Echo enrolment spreadsheet to DMS dms@rmit.edu.au and cc the Senior Coordinator, Records Management Services and the Coordinator, TAFE Records.

Records Management Services

Within 3 hours of receipt of spreadsheet.

18. Enrolment of students

Students are quick-admitted and enrolled in the Student Administration Management System (SAMS) as per the Echo enrolment spreadsheet.

Any issues that arose during processing are highlighted in the spreadsheet and returned to RMS for correction.

Note: If RMS are unable to resolve the issue or require additional information, errors in the Echo enrolment spreadsheet will be highlighted immediately and forwarded to the Industry Group Manager for further amendment/clarification.

Data Management Services

Within 48 hours of receipt of spreadsheet.

19. Update and forward enrolment spreadsheet

Complete the Echo enrolment spreadsheet by adding student numbers to the Student ID column. The spreadsheet is then returned to TAFE Records, tafe.records@rmit.edu.au

Data Management Services

Within 48 hours of receipt of spreadsheet.

20. Send enrolment confirmation email

Send a confirmation of enrolment email including the Echo enrolment spreadsheet to the following stakeholders:

  • Senior Coordinator, Enrolments and Senior Coordinator, Program Services
    bus.programservices@rmit.edu.au
  • Industry Group Manager; Senior Coordinator, Records Management Services; and
  • Coordinator, TAFE Records

Records Management Services

[Next: Supporting documents and information]