How to Set Up a Letter of Offer in the SMS

How to Set Up a Letter of Offer in the SMS

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Overview

A Letter of Offer (LOO) in the context of CRICOS (Commonwealth Register of Institutions and Courses for Overseas Students) refers to an official document issued by an Australian education provider to an international student. The LOO outlines the terms and conditions of the student's enrollment in a specific course. The letter typically includes details such as the course name, start and end dates, study period, duration, and other relevant information.

In this tutorial, we will walk you through how to create and set up your Letter of Offer to easily issue this document to your students. 

Note: Please contact our support team at support@eskilled.com.au to request the standard Letter of Offer template to be added in your SMS templates. 

Before you begin with this tutorial, ensure the following steps are complete: 
  1. The Letter of Offer template is already loaded in your SMS (Go to Administration > Templates > Document Templates > Search for Letter of Offer)
  2. Your Program, Units and Program Instances are set-up correctly with all the required fields completed. 

Conditions to setup a Program Instance that can issue LOOs to international students:

  1. There should be a CRICOS Course Code in the Details tab of the Program Instance
  2. Enrolment Form > enabled "Allow international students"
  3. Financial > Add Course Fee and Payment Plan
  4. Program Instance Details > Allow letter of offer
You may also visit our tutorial on creating Programs and Program Instances here: Programs

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Step Tutorial

The standard Letter of Offer template in the SMS will include the following information:

 
The information in the Letter of Offer will be populated based on your student’s information, the Program (Course) Information, the Pre-requisite and admission detail, course and payment details and other relevant information. 

In order to set up your Letter of Offer, follow the steps below: 

1. Select the Program Instance for your CRICOS students.
2. Enter the CRICOS COURSE ID number in the CRICOS COURSE ID field. Click Update. 


 
3. When the CRICOS Course ID number field is filled up, the Letter of Offer sub-tab will display after the Groups subtab. Navigate to this subtab to set up the details of the Letter of Offer. 


4. Complete the LOO details by entering information for the pre-requisite requirements information and the Admission Requirements information. The HTML tool bar will allow you to format your content as needed to match your organisation’s formal documents. This information will appear in the Letter of Offer template under the Prerequisite requirements and Admission Conditions. 


5. Ensure that your Enrolment form is properly set-up to accept international students. Go to Enrolment Form and toggle the following fields: 
  1. Allow International Students – toggle this to YES to allow your Enrolment form to accept international students. 
  2. Collect CRICOS information – toggle this to YES if you would like to collect CRICOS information. 


6. To set up the details of the Course fees and payment plans, go to Financials. 
  1. Add the Program Fees – this information will display in the Letter of Offer above as Course Fees. 

  2. Add Payment Plans – this information will display in the Letter of Offer under Payment Plan Details.
7. Click Update to save the changes to your Program Instance. 


Orientation

To include information on the Student Orientation in the Letter of Offer such as in the sample above, create your Orientation Schedule by following these steps: 

1. Go to Schedules > Select a date for the Orientation. 

2. In the New Event Modal, fill in the following details: 

a. Select the related Program Instance Group
b. Enter a Title for the Orientation Schedule
c. Select a Location. This will default to the Group location but can be changed as needed. 
d. Select the Training Room in the location 
e. Select the Trainer
f. Select a color
g. Select the recurrence
h. Tick the box “is Orientation” to tag this schedule as an orientation. 
i. Enter a start and end date and time
j. Enter the scheduled hours. 
k. Click Add Event to add the schedule. 
The Orientation schedule can now be added and displayed in the Letter of Offer.

Enrolment Conditions

Enrolment Conditions can also be updated on a Student level. This allows you to create customised enrolment condition information for specific students. To do this, go to Students > Select Student. In the Details tab, under the General information section, navigate to the bottom for the Enrolment Conditions. 



You have now set up your Program Instance with a Letter of Offer. Any international student enrolling in this Program Instance may now be issued with a Letter of Offer. Letter of Offers can also be set up to be digitally signed allowing you to issue this document with ease while ensuring compliance. 

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au.

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