This process applies only to Primary Student visa holding employees with the 8105 condition on their visa.
From 1 July 2023, primary student visa holders cannot work in Australia before their course commences.
Using this process in CheckWorkRights (CWR), employees submit a document to provide evidence of their course commencement date. This is completed in the CWR application via their MyCheck Dashboard. The student provides their course start date and a Confirmation of Enrolment (CoE) document as supporting evidence.
A CWR Account User can filter by visa condition within CWR to obtain a list of the employees that have this condition attached to their visa.
Please advise CWR if you would like to enable this functionality on your account.
Workflow for Collecting Confirmation of Enrolment (CoE)
With this check enabled, employees with the 8105 condition will be prompted by MyCheck email every three days until they provide CoE evidence for your team to review. You can copy a URL link to the MyCheck dashboard and provide it to your employees separately.
To view a list of employees who have yet to submit their CoE, you can use the work entitlement filtering by selecting Filtering > Work Entitlement > Confirmation of Enrolment Status > Awaiting Employee. Any employees in this status have yet to provide documentation.
If you'd like to contact these employees immediately, the email request can be initiated individually on their employee profile page using the Send MyCheck Email button on individual employees, or in bulk from the Employee list view using the Make Bulk Changes > Send MyCheck Email action. The employee will have access to their MyCheck Dashboard via the email sent or the URL link.
Employee Submission Process
An employee with a student visa (primary with 8105) accesses their MyCheck Dashboard via the email or URL link.
The employee clicks the Upload button, uploads their document and enters the date of their course commencement outlined in the document.
Once the employee submission is Complete, the submitted document for Confirmation of Enrolment (CoE) appears in yellow and is ready to be reviewed by a manager.
Verification
The designated verifier (employer representative, typically a line manager or HR) will receive an email from CWR to complete the verification process.
Users of the CWR application can also visit the Document Verification area on the CheckWorkRights Dashboard to locate the employee's evidence.
Verification can be completed from email only for managers who receive only verification and reporting.
Verification can be completed via the mobile app.
Verification can also be completed via the dashboard the CWR Web App.
The verifier reviews the document against the document verification guidelines, checks the dates and then can Approve or Reject the submission.
Once the document has been approved, CWR displays the Confirmation of Enrolment (CoE) date against the employee's work entitlement record in the web application.
Any employees with verified commencement date in the future will be shown in red on the dashboard, and on the critical summary as they should not be rostered.