Student Administration Software

for over 30 years eBECAS has enabled over 100 Language and VET RTO Colleges to grow and streamline back office operations.

One system for all VET and Language Students and Campuses

A comprehensive software suite to assist you in managing your Language and VET RTO Colleges for domestic and overseas students with access to all student details

CRICOS and ESOS Compliant

CRICOS (Commonwealth Register of Institutions and Courses for Overseas Students) and ESOS (English Language Intensive Courses for Overseas Students) compliant

Classing

Classing - progressive class allocation for Language classes based in levels with weekly allocation changes and VET classes based in subjects assigned for period or semester.

Assessment Outcomes

Results can be entered for Language and VET classes with integration for Avetmiss 8 reporting.

Load Prisms Visa and CoE data

eBECAS provides for the update of CoE and Visa details to assist with monitoring of Visa refusal and Genuine Temporary Entrance.

SMS and Email contact

Single and bulk contact relationship management.

Agent Management

Financial, billing, performance and contact Management

Homestay and Airport Transfers

Schedule placement and billing and schedule payments for homestay and airport transfers

Document Repository

Store documentation concerning Students, Result outcome validation, Agents and Homestay providers - which is accessable via the internet

Avetmiss and USI

Submit Avetmiss returns to all States for domestic funded and non-funded programs. Submit overseas student VET results to NCVER.

Integrated Financials

Student, Agent, Homestay accounts, scheduled payments, invoices, receipting, credits, debits, revenue calculated by day.

CRICOS and ESOS Compliant

eBECAS meets these CRICOS and ESOS requirements:

  • Quotes the period covered for each Tuition payment invoice, whether payment is invoiced in full or using a payment schedule - a CRICOS and ESOS requirement.
  • Load payments into Prisms by CoE number
  • Tracks attendance by enrolment period and CoE
Progressive Classing for Language Classes and Subject / Competency based classing for VET

Classing

  • Progressive Classing for Language Classes for the period of the students enrolment based on English Level supporting class week changes.
  • VET Classing based on subject or competency.
  • Both Language and VET entry of results by class and absence by class from the eBECAS application and the Teacher portal.
  • Students can see their Class Timetable using the College eBECAS Student portal and iphone and android app.
VET Avetmiss outcomes and flexible Language Assessments

Assessment Outcomes

  • VET results - competencies and components are mapped directly to Avetmiss reporting
  • VET outcomes are entered for a Class by Trainer, Teacher or administrator directly in the eBECAS application or Teacher portal
  • Language Class result assessments can be entered for a Class by Teacher in the Teacher portal or administrative user in the eBECAS application
  • Results can be seen by Students in the Student portal and your Colleges eBECAS iphone and Android app
Update your CoE and Visa details in bulk to assist with Simplified Student Visa Framework and Genuine Temporary Entrant monitoring

Load Prisms CoE and Visa details

eBECAS now enables the loading of Prisms "CoE and student data export" file, to update the CoE and Visa details and update your records in eBECAS.

This data assists with management of the SSVF process with GTE monitoring. We provide a new live report to monitor Visa rejections by Agent, Country, Visa type, Immigration post and Pathway. 

Send sms and email messages in bulk using templates with personalised data

SMS and email contact

Send sms messages and rich html formatted emails to personalise messages for:

  • Attendance warnings
  • Overdue fees
  • Holiday and semester opening and closing times and dates
  • Activities
  • Meeting notifications
All your agent information stored in the one place

Agent Management

Access:

  • Agent performance by course, course weeks, revenue for period, cancellations and adjustments, with prior period comparison
  • Commision rates for tuition percentage calculated by enrolment including agent gst
  • Scheduled fees shows agent gross commission payment refunds
  • Lists all students past, current and future enrolments and offers (potential enquiries)
Allocate homestay placements and airport transfers and schedule payments

Homestay and Airport Transfers

  • accommodation requests
  • accommodation provider management and categories,
  • finding availability by date, bed type and categories,
  • allocating placements
  • scheduled payments
  • scheduling airport transfer requests
Store your documents with the student, agent and homestay provider

Document Repository

from anywhere access:

  • Student passport copies
  • CoE copies
  • Application signed copies
  • Automatically sent emails and sms messages
  • Proof of competency - documentation, scanned image or movie
Report data on time

Avetmiss and USI

Supports AVETMISS Reporting for all States and NCVER for overseas students.

All VET qualification reporting requires students to be identified by the USI - Unique Student Indentifier.

eBECAS can provide the USI service as an Australian Government registered Student Management System software developer.

All your financials including Accrual Revenue Calculated daily

Integrated Financials

Student, Agent, Homestay accounts, scheduled payments, invoices, receipting, credits, debits, revenue calculated by day.

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