International Students
The “International Student” tab allows you to enter all information relevant to international students. Go to the “Other Organisation” section to create Agents, Medical Insurers and Homestay providers which can then be chosen in the drop-down lists of this tab:
A few of these fields are reliant on you first setting up the relevant organisations in the “Organisations” section mentioned above. For example: agents, medical insurer, homestay. These both need to be created as Organisations first before they can be selected and applied to a student’s record in SELMA.
Be sure to fill out the visa and visa expiry information as fully as possible.
You can create an Event ‘alert’ to let you know when a student’s visa has expired or is about to expire. Please see the “Events Log” section of this manual for more information about this.
Alternatively, you can request a report where a listing of students and their visa information is displayed so you can readily see this information. To enquire about creating this report, please get in touch by sending an email to support@selma.co.nz
Contact Details
In the contact details tab you can add a phone number and email address.
It is important here to input the correct contact information, especially if the student is an international student.
For international students, be sure to clearly indicate what “type” of address it is. If it is their home address in their country of origin, this will usually be type “overseas”. Then after this it is important for these international students to have a New Zealand based “mail” address, to indicate their mailing residence while staying in New Zealand.
For current addresses, you will notice that the SELMA system defaults the “Valid To” date as being XX-XX-9999.
SELMA will manage the expiry of addresses automatically. If you create a new address of the same type for a learner, SELMA will automatically retire the old address by changing the “valid to” date to the date in which you created the new address record and add the new address with the correct “Valid From” date.
This process in SELMA creates a time log of different addresses added to the student’s record.
Please note that addresses can be deleted by users for convenience, however the following should be kept in mind when doing so:
- If there are two or more address line items, deleting the current address will revert the most recent address before that one to becoming the new current address.
- The user has the option of deleting a student address if they wish to do so and there is only one, however this is not advised. For this reason, if a user attempts to delete a student address when there is only one a pop-up message will appear on the screen, informing the user that doing this will have implications for SDR and NZQA reporting.
Documents
You can upload documents against a learner such as passport copies or a scanned enrolment form. To add new documents to the student, click on the blue ‘Edit Student’ button and then drag and drop documents into the dashed drop area or click in the drop area to select files from you file explorer. After adding the files into the dropbox click the blue ‘Update Student’ button.
Once uploaded you can change the description of the documents. Under the actions column find the green square with pencil and that will allow you to edit the document.
After you update the documents your new upload will look like this:
