Student Services Officer
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- Job Listing Date
- 10 Oct 2019
- Work Type
- Full Time
- Education & Training, Student Services
The Student Services Officer (SSO) is the central point of contact for all student issues and is responsible for helping students with various issues, carrying out administration of enrolment and progression of students throughout their studies.
- Receive, process update and secure all student related information including student folders, student enrolment forms/details, Leave of Offer (LOO), Invoices, COE, copy of passport information, visa related information, any assessment/academic paperwork, student personal details including address, and contact details and the student’s signature.
- Correctly enter all student details into the student database.
- Provide Student ID number and card to students.
- Secure the Student Admin and Academic File and its contents in the student filing cabinets.
- Input relevant academic data including Student Leave, change of class, change of course, course finishing.
- Receive requests from students to issue Certificate and/or Statements of Attainment on completion or within 30 days after student completing a course whichever comes first.
- Participate in Student Orientation day program with College Academic Manager and other Admin or Academic staffs.
- Process Starters list for new students.
- Process non-commencement list for students to be reported according to the college policy.
- Maintain a neat and clean student services reception area.
- Ensure the cleanliness and serviceability of the student common rooms, reporting any facility failures or general up-keep concerns to the college Academic Manager or Principal Executive Officer (PEO).
- Assist marketing in promoting and organising student events, excursions and agent visits.
- Engage with students to identify issues and advise them on related matters such as Enrolment processes, choice of courses, Course variation, graduation procedures, College and Company rules, attendance and course progress.
- Help students with Unique Student Identifier (USI) accounts.
- Create student account in e-learning platform and provide them with their e-learning account details.
- Allocate students to a class group in e-learning platform as per class allocation.
- Setup and help students with their printing accounts.
- In liaison with the college Academic Manager create class allocation in Student Database Management System.
- Print and distribute class attendance sheets to all trainers.
- Enter student’s weekly attendance in Student Database Management System.
- Enter student’s results in Student Database Management System
- Assist students with problem solving for personal issues which could affect attendance or course progress.
- Refer students to the college Academic Manager or Academic Coordinator as appropriate.
- On receiving a Leave of Absence Request for course study deferment ensure that the student is aware of the College’s appeals process.
- Ensure that the student is advised to contact the office of Department of Home Affairs so that they are informed as to the impact of their deferment or leave on their existing student visa.
- Ensure that the student is aware that they may access College’s internal appeals process and independent adjudicator when appropriate.
- Inform the student should a decision to suspend or cancel their enrolment is made by the college Academic Manager or PEO, that they have 20 working days to appeal college decision. (College management has 10 days to commence the process after the appeal is received).
- The Student Services Officer shall ensure that where staff has identified, or enrolled students have indicated their need of support or welfare, the Student Services Officer shall seek further advice from the student.
- When a student requests a transfer of their enrolment to another registered provider the student services officer shall:
- Provide the student with advice on College’s procedures for applying for course transfer, including the need to formalise the request in writing stating the reasons for which they desire to transfer their course enrolment to another provider.
- Advice the student that their request may take as long as but will not extend past a 7-day assessment period.
- Refuse a transfer to another course offered by a registered provider except where compassionate grounds can be established, such as undue hardship or sickness in the family that prevents travel to or from the course provider’s location of training.
- Refuse an application for transfer where a transfer is considered detrimental to the student’s academic progress.
- In liaison with the college Academic Manager release a student from PRISMS only after the student has provided a letter indicating a valid enrolment offer from another registered provider and the college overdue fees are paid.
Reporting and accountability to the college PEO
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