Pre-enrolment
View email

Explanation:

Notifying students that their personal online user account is going to be created

Conditions:

  • To all students
  • Sent when students' enrolment record is created
  • Notification
View email

Explanation:

Notifying students of their unique username and asking them to activate their account.

Conditions:

  • To all students
  • Sent when students' unique username has been created.
  • Asking students to activate their account by establishing their security questions and a password
View email

Explanation:

Notifying students that their Student Portal account has been created and is ready to use.

Conditions:

  • To all students
  • Sent when the Student Portal account set up has been finalised
  • Prompting students to log in and start using the online learning platform
View email

Explanation:

Notifying the students that their course application has been received and will be assessed

Conditions:

  • To all students who submitted a course application for a Certificate IV or lower level qualification
  • Sent upon submission of application
  • Notification
View email

Explanation:

Notifying the students that their expression of interest has been received

Conditions:

  • To all students who expressed their interest in a course
  • Sent upon submission of expression of interest
  • Notification
View email

Explanation:

Notifying the students that their application has been successful

Conditions:

  • To all students applying for an application course
  • Sent when student's application has been evaluated and they are made an offer
  • Notification
View email

Explanation:

Notifying the student that their application has not been successful

Conditions:

  • To all students applying for an application course
  • Sent when student's application has been evaluated and unsuccessful
  • Notification
View email

Explanation:

Asking the students to verify their personal email address

Conditions:

  • To all students
  • When they first become a registrant on SAM or their email address is changed in SAM or the OLS
  • To ensure the students email address works
View letter

Explanation:

Asking the students to verify their personal email address

Conditions:

  • To all students
  • When they first become a registrant on SAM
    When the student has not verified their email for at least one day
  • To ensure the student's email address works
View letter

Explanation:

Asking the students to verify their personal email address

Conditions:

  • To all students who have not provided their personal email address/s
  • When they first become a registrant on SAM
  • To ensure the students have access to at least one working email address
View email

Explanation:

Payment receipt notification

Conditions:

  • To all students
  • Sent when their payment is processed
  • Notification
View email

Explanation:

A warning to the student that a payment has not been received or a census day has passed without a payment

Conditions:

  • To all students who have outstanding fees
  • Sent the day after a due date
  • Advising the student to pay their fees
View email

Explanation:

A second notice to the student if a payment is not received

Conditions:

  • To all students who have outstanding fees
  • Sent 21 days after the due date if the payment is not received
  • Advising the student to pay their fees and that they will not receive their Transcript/Testamur until the payment is received
  • Excludes VFH, VSL, FH
View enrolment summary View email

Explanation:

New course enrolment

Conditions:

  • To all non-VET Student Loan Scheme students
  • Sent 1 day after enrolment approval
  • To advise the students they are enrolled and can commence their studies
  • Excludes VSL
View training plan View email

Explanation:

Notifying the student that their Training Plan is available on the OLS.

Conditions:

  • To all students
  • Sent after a Training Plan has been completed by a teacher on SAM
  • Asking the student to review and confirm their Training Plan
  • Excludes Apprentices, Trainees, TVET and AMEP
View email

Explanation:

Notifying the students that a new event has been added to their personalised OLS calendar.

Conditions:

  • To all students
  • Sent after a calendar even has been created/cancelled/changed/booked in student OLS calendar
  • Notification/Reminder
View email

Explanation:

Asking the students to logon to the OLS and start their course

Conditions:

  • To all students
  • Sent 14 days after either enrolment approval or enrolment start date (whichever is the greater)
  • The students have not logged on to the OLS at course level
    • Have no unit participation
  • Excludes transitions
View email

Explanation:

Asking the students to logon to the OLS and submit an assessment

Conditions:

  • To all students
  • Sent 30 days after either enrolment approval or enrolment start date (whichever is the greater)
  • The students have not logged on to the OLS
    • Have not submitted an assessment
  • Excludes transitions
    • Excludes students with special needs
View SMS text

Explanation:

Asking the students to logon to the OLS and submit an assessment

“It’s been over a month since your TAFE Digital enrolment. We can help you to start your course. Please call <teaching section number> for assistance."

Conditions:

  • To all students
  • Sent 40 days after either enrolment approval or enrolment start date (whichever is the greater)
  • The students who have not logged on to the OLS
    • Have not submitted an assessment
  • Excludes transitions
    • Excludes students under VET Student Loan Scheme
View email

Explanation:

Asking the students to check their mobile number

Conditions:

  • To all students
  • Sent when an SMS message fails at any time during their enrolment
  • Excludes TVET, AMEP
View email

Explanation:

Course fees and payment options notification

Conditions:

  • To all students who have selected the VSL payment option and the application progress code is 0.23 TEST Pending LLN Test OR 0.24 EVI Pending Evidence
  • Once an application is made and the student has requested VSL
  • Notification
View enrolment summary View email

Explanation:

New course enrolment

Conditions:

  • To all eligible students under VET Student Loan Scheme
  • Sent 1 day after enrolment approval
  • To advise the students they are enrolled and can commence their studies
View email

Explanation:

Warning the students that they have to submit at least one assessment before their first census day or they will be withdrawn

Conditions:

  • To all eligible students under VET Student Loan Scheme
  • Sent 28 days before their first census day
  • Students have not submitted any LA in the course since they enrolled
  • Excludes transitions
View SMS text

Explanation:

Warning the students that they have to submit at least one assessment before their first census day or they will be withdrawn

"If VSL eligible, you need to submit an assessment urgently or be withdrawn. Call <teaching section number> if you need assistance"

Conditions:

  • To all eligible students under VET Student Loan Scheme
  • Sent 14 days before their first census day
  • Students have not submitted any LA in the course since they enrolled
    • Have not responded to the email sent 10 days prior
  • Excludes transitions
View email

Explanation:

Course fees and payment options notification.

Conditions:

  • To all VSL eligible students
  • Sent 16 days before each census day
  • Notification
  • Excludes FFS and S&S non VSL students
View email

Explanation:

Commonwealth Assistance Notice (CAN) notification

Conditions:

  • To all VSL students
  • Sent after every census day
  • Notification fees
  • Excludes FFS and S&S non VSL students
View email

Explanation:

Asking the students to submit an assessment, or defer their enrolment, or withdraw from their course.

Conditions:

  • To all VSL Smart and Skilled students
  • Sent after a SAM Client Contact with the contact category "Withdrawal warning"
  • The students have not submitted an assessment for the last 5.5 months
  • Excludes TVET, AMEP, full fee paying students
View email

Explanation:

Advising the students that their enrolment end date is approaching

Conditions:

  • To all Fee for Service and VET Student Loan Scheme eligible students
  • Sent 60 days before their enrolment end date
  • Prompting students to action their course completion
  • Excludes Smart and Skilled (Non VSL), SEEK, TVET and AMEP
View SMS text

Explanation:

Advising the students that their enrolment end date is approaching

"Your enrolment expires on <date>. Please call <teaching section number>"

Conditions:

  • To all Fee for Service and VET Student Loan Scheme eligible students
  • Sent 30 days before their enrolment end date
  • Prompting students to action their course completion
  • Excludes Smart and Skilled (Non VSL), SEEK, TVET and AMEP
View email

Explanation:

Notifying the students that they have successfully completed an assessment.

Conditions:

  • To all students
  • Sent after a successful result is entered on the OLS
  • The student can access their results
View email

Explanation:

Notifying the students that they have successfully completed an assessment

Conditions:

  • To all students
  • Sent after a successful result and feedback is entered on the OLS
  • The student can access their results and teacher feedback
View email

Explanation:

Notifying the students that they have not successfully completed an assessment.

Conditions:

  • To all students
  • Sent after an unsuccessful result with feedback is entered on the OLS
  • The student can access their results and feedback
View email

Explanation:

Asking the student to upload the required files by a due date.

Conditions:

  • To all students
  • Sent after a teacher flags student's assessment as 'incomplete'
  • To prompt the student to complete their assessment before it is marked 'Unsatisfactory'
View email

Explanation:

Asking the student to submit their uploaded assessment file(s).

Conditions:

  • To all students who have uploaded assessment file(s) on the OLS but have not yet submitted them.
    • Sent 1 day after the student has uploaded assessment file(s).
  • To prompt the student to complete their assessment submission.
View email
Calendar event View email
LA Reminder

Explanation:

Notifying the students that:

  • a) they have an assessment coming up
  • or
  • b) a new event has been added to their personalised OLS calendar

Conditions:

  • To all students
    • a) sent one week before an annsessment due date
    • or
    • b) sent after a calendar event has been created/booked/changed/cancelled in student OLS calendar by teaching sections' staff
  • Notification/Reminder
  • The students can turn these notifications off
View email

Explanation:

Prompting the students to check teacher's comments on their assessment, review it accordingly and resubmit

Conditions:

  • To all students who have not resubmitted an assessment (Learning Activity - LA)
  • Sent 1 week after the Learning Activity (LA) resubmit was requested
  • To re-engage the students with their studies
View SMS text

Explanation:

Prompting the students to check teacher's comments on their assessment, review it accordingly and resubmit

"Have you forgotten to resubmit your assessment in <Subject number>, <LA name>? Logon to the OLS and resubmit or call <teaching section number>"

Conditions:

  • To all students who have not resubmitted an assessment (Learning Activity - LA)
  • Sent 3 weeks after the Learning Activity (LA) resubmit was requested (2 weeks after the reminder email/letter)
  • To re-engage the students with their studies
View email

Explanation:

Asking the students to complete and submit assessments and check if they are likely to complete their course by end date

Conditions:

  • To all students including VSL students after their first census day
  • Sent 2 months after the last LA submission
  • The students who have not logon to the OLS at the unit level for the last 2 months
    • Have not submitted an assessment for the last 2 months
  • Excludes TVET, AMEP
View SMS text

Explanation:

Asking the students to complete and submit assessments and check if they are likely to complete their course by end date

"URGENT: We haven't heard from you for over 2 months. You need to submit an assessment or call us on <teaching section number> within 7 days."

Conditions:

  • To all students including VSL students after their first census day
  • Sent 1 week after email/letter sent if no LA submitted
  • The students who have not logon to the OLS at the unit level for the last 2 months and 7 days
    • Have not submitted an assessment for the last 2 months and 7 days
  • Excludes TVET, AMEP
View email

Explanation:

Asking the students to submit an assessment, or defer their enrolment, or withdraw from their course.

Conditions:

  • To all Smart and Skilled students
  • Sent after a SAM Client Contact with the contact category "Withdrawal warning"
  • The students have not submitted an assessment for over 2.5 months
  • Excludes TVET, AMEP, full fee paying students
View email

Explanation:

Requesting the employer to confirm that their trainee/apprentice’s skills are competently applied in the workplace.

Conditions:

  • To the employer of a trainee/apprentice.
  • Sent every time a trainee/apprentice completes all assessments within a unit and a subject mark is calculated.
  • Requesting employer’s endorsement of on-the-job competency for each unit.
    • Unit outcomes/results cannot be sent to EBS until endorsement is received.
View email

Explanation:

Requesting the employer to confirm that their trainee/apprentice is competent to industry standards and that they support the issue of the qualification by TAFE NSW.

Conditions:

  • To the employer of a trainee/apprentice.
  • Sent when a trainee/apprentice completes their last unit of competency and may be eligible to receive their qualification.
  • Requesting employer’s endorsement of the trainee’s/apprentice’s competence to industry standards.
    • Qualification cannot be finalised in EBS and testamur cannot be issued until endorsement is obtained.
View email

Explanation:

Advising the students that their enrolment end date is approaching

Conditions:

  • To all Smart and Skilled students (excludes PAS Skill Sets)
  • Sent 60 days before their enrolment end date
  • Prompting students to action their course completion
  • Students who enrolled before 01/01/2017 receive the email without the unit/s table
    • Excludes students enrolled in part qualifications (e.g. PAS Skill Sets)
View email

Explanation:

Advising the students that their enrolment end date is approaching

Conditions:

  • To all Smart and Skilled PAS Skill Sets, Fee for Service and VET Student Loan Scheme eligible students
  • Sent 60 days before their enrolment end date
  • Prompting students to action their course completion
  • Excludes Smart and Skilled (Non VSL), TVET and AMEP
View SMS text

Explanation:

Advising the students that their enrolment end date is approaching

"Your enrolment expires on <date>. Please call <teaching section number>"

Conditions:

  • To all Smart and Skilled, Fee for Service and VET Student Loan Scheme eligible students
  • Sent 30 days before their enrolment end date
  • Prompting students to action their course completion
  • Excludes TVET and AMEP
View final training plan View email

Explanation:

Notifying the student that their final Training Plan is available on the OLS

Conditions:

  • To all students who have been withdrawn from their course
  • Sent after a final Training Plan has been completed by a teacher on SAM
  • Notification for student's future reference
  • Excludes Apprentices, Trainees, TVET and AMEP