Overview
Objective
Upon completion of this KB the user will be able to produce and email the Centrelink letter
Assumptions
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Complexity:
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Assumptions
The user has an understanding of the Australian Tertiary Education System.
The student has a record within the system
The student is enrolled in a Course of Study
The Student has enrolled into units of study for the period that the Centrelink letter is being produced
Key terms and concepts
There are two ways that the centre link letter can be produced
Either way the letter can be either printed or emailed depending on requirements.
Field name | Brief overview |
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Student Party Id | Internal code id code for student record |
Student number | Institution allocated number to uniquely identify students |
Program Enrolment Id | Internal Code id for Course record |
Course Id | Institution allocated id to uniquely identify Courses |
Letter Date | Date the letter is produced |
PDF | Portable Document format |
RTF | Rich text format |
Implications
The Centrelink letter is official correspondence from the Institution to Centrelink that outlines the students current Institution, Course enrolment, Study load, expected completion, Student number, and Institution contact details for further information.
These are produced for students who are claiming Centrelink benefits to confirm current enrolment and work load to ensure that students are entitled to benefits.
Workflow
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Please note: The two methods of producing the Centrelink letter offers different options: From the student summary screen is for the majority of required letters, is a quick produce method. The letter is pre-formatted and includes the basic required information. Reports tab offer the option of adding additional text / information the letter via a text field. This option is for special letters that require an additional level of information.
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| title | 1. How to Produce a Centrelink Letter - Method 1 |
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Method 1 - Student Summary |
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Click on the Student tab the side menu
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Search option in the side menu Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname Click on the Search Student
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button This will return a list of students that meet the searched criteria To reduce the returned options in this
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box above the returned results start typing the students First / given name. This will reduce the number of results. Click on the blue hyper link on the left side of the required record. The student's record/ Summary page has now been loaded. Click on the Action menu in the Student details section Click on the Print Centrelink letter option in the action menu The Student's Party Id and Program Enrolment Id have been automatically populated from the Students record
From here the letter can be letter can be
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| title | 2. How to Produce a Centrelink Letter - Method 2 |
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Method 2 - Reports TabClick on the Reports Tab within the side menu Click on the Letters option in the Side menu Scroll down to the Centrelink letter Click on the Get Report button next to the Centrelink letter option Enter the Student number and the Course Id Enter the Letter date Enter the Additional text via the Letter Text field.
From here the letter can be letter can be To Send via the communication module click the Create Single communication event and send button Scroll down to the Communication section. Enter the Name of the Email, this becomes the subject of the email eg Centrelink letter. Select the Communication type - Email. Select a Message template for the body of the email or type the main body of your email. Add in any additional information or updates to the body of the message. Set the Communication Status to Sent. Click the Save Communication & Send with Attachments button
To Saved to the student file and Print Click the Save and Print report button The Letter has been automatically saved to the student file in the student correspondence section To Print hold the Control button and press the P button together and print as normal
To Preview the letter Click the Preview report button To Print hold the Control button and press the P button together and print as normal
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Method 2 - Reports Tab
- Click on the Reports Tab within the side menu
- Click on the Letters option in the Side menu
- Scroll down to the Centrelink letter
- Click on the Get Report button next to the Centrelink letter option
- Enter the Student number and the Course Id
- Enter the Letter date
- Enter the Additional text via the Letter Text field.
From here the letter can be letter can be
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| title | 3.How to Send Centrelink Letter via Communication module |
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To Send via the communication module click the Create Single communication event and send button Scroll down to the Communication section. Enter the Name of the Email, this becomes the subject of the email eg Centrelink letter. Select the Communication type - Email. Select a Message template for the body of the email or type the main body of your email. Add in any additional information or updates to the body of the message. Set the Communication Status to Sent. Click the Save Communication & Send with Attachments button
To Saved to the student file and Print Click the Save and Print report button The Letter has been automatically saved to the student file in the student correspondence section To Print hold the Control button and press the P button together and print as normal
To Preview the letter Click the Preview report button To Print hold the Control button and press the P button together and print as normal
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Further reading
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