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Objective

Upon completion of this KB the user will be able to produce and email the Centrelink letter

Complexity: MEDIUM

Page Contents

Assumptions

  • The User has access to Paradigm.

  • 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

  • From the Student Summary Page

  • From the Letters option within the Reports tab

Either way the letter can be either printed or emailed depending on requirements.

Field name

Brief overview

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

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.

 1. How to Produce a Centrelink Letter - Method 1

Method 1 - Student Summary

  1. Click on the Student tab the side menu .

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To reduce the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record/ Summary page has now been loaded.

  9. Click on the Action menu in the Student details section

  10. Click on the Print Centrelink letter option in the action menu

  11. 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

  • sent via the communication module

  • Saved to the student file and Printed

  • Previewed and printed

 2. How to Produce a Centrelink Letter - Method 2

Method 2 - Reports Tab

  1. Click on the Reports Tab within the side menu

  2. Click on the Letters option in the Side menu

  3. Scroll down to the Centrelink letter

  4. Click on the Get Report button next to the Centrelink letter option

  5. Enter the Student number and the Course Id

  6. Enter the Letter date

  7. Enter the Additional text via the Letter Text field.

From here the letter can be letter can be

  • sent via the communication module

  • Saved to the student file and Printed

  • Previewed and printed

To Send via the communication module click the Create Single communication event and send button

  1. Scroll down to the Communication section.

  2. Enter the Name of the Email, this becomes the subject of the email eg Centrelink letter.

  3. Select the Communication type - Email.

  4. Select a Message template for the body of the email or type the main body of your email.

  5. Add in any additional information or updates to the body of the message.

  6. Set the Communication Status to Sent.

  7. Click the Save Communication & Send with Attachments button

To Saved to the student file and Print

  1. Click the Save and Print report button

  2. The Letter has been  automatically saved to the student file in the student correspondence section

  3. To Print hold the Control button and press the P button together and print as normal

To Preview the letter

  1. Click the Preview report button

  2. To Print hold the Control button and press the P button together and print as normal

 3.How to Send Centrelink Letter via Communication module

To Send via the communication module click the Create Single communication event and send button

  1. Scroll down to the Communication section.

  2. Enter the Name of the Email, this becomes the subject of the email eg Centrelink letter.

  3. Select the Communication type - Email.

  4. Select a Message template for the body of the email or type the main body of your email.

  5. Add in any additional information or updates to the body of the message.

  6. Set the Communication Status to Sent.

  7. Click the Save Communication & Send with Attachments button

To Saved to the student file and Print

  1. Click the Save and Print report button

  2. The Letter has been  automatically saved to the student file in the student correspondence section

  3. To Print hold the Control button and press the P button together and print as normal

To Preview the letter

  1. Click the Preview report button

  2. To Print hold the Control button and press the P button together and print as normal

Further reading

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