GLG Student's Guide to using GLG Online Enrolment System · If your details are accepted by the...

© Australian Institute of Business V3 – 23.09.14

GUIDE TO USING THE

AIB ONLINE ENROLMENT SYSTEM

- AIB Students -

© Australian Institute of Business 1 V3 – 23.09.14

TABLE OF CONTENTS

1. How do I access the online enrolment system? ..................................................................................... 2

2. How do I Login to the system? ............................................................................................................... 3

3. Who can use my Login username and password?.................................................................................. 4

4. What happens if I forget my Login username or password? .................................................................. 4

5. How do I enrol in subjects? ................................................................................................................... 5

6. How do I know that I am enrolled in subjects? ...................................................................................... 9

7. How do I withdraw or request for a medical/compassionate resit? .................................................... 10

8. How do I know that my request for a withdrawal or medical or compassionate re-sit has been

approved? ................................................................................................................................................. 11

9. How do I request a re-mark or written feedback on an assignment or exam? .................................... 11

10. How do I know that my request for a re-mark or feedback has been approved? ............................. 12

11. How do I see what the different AIB course fees are? ....................................................................... 12

12. How do I see all the requests that I have made? ............................................................................... 12

13. How do I get invoices or receipts? ...................................................................................................... 12

14. How do I provide feedback to AIB? .................................................................................................... 13

15. How can I see notes/feedback I have given AIB or AIB’s responses? ................................................. 13

16. How do I know if I have fees outstanding or fees in credit? .............................................................. 13

17. What are fees in credit? .................................................................................................................... 13

18. How do I make payment? ................................................................................................................... 14

19. How do I make payment by Credit Card? ........................................................................................... 15


1. HOW DO I ACCESS THE ONLINE ENROLMENT SYSTEM?

Go to the Australian Institute of Business website (www.aib.edu.au), click on Student

Resources and then click on Teaching Centre Student Services.

The following page will open up, which is the online enrolment system homepage:


2. HOW DO I LOGIN TO THE SYSTEM?

Once your application is assessed by AIB and you have been approved for the course, AIB

will send the Letter of Offer (LOO) to your Teaching Centre and you online enrolment system

login details will be sent to you directly, to the email address stated in your student

application form.

After AIB has sent you confirmation that your AIB Student ID No. and password are

activated, you will be able to Login to the system.

You can Login to the system by clicking on the Login link in the online enrolment system

homepage, typing in the AIB Student ID No. and password and clicking ‘Log in’.

If your details are accepted by the system, the online enrolment system homepage will

refresh with your AIB Student I.D details at the top of the page (refer to the blue arrow in the

below screenshot).

Only once you are logged in, can you access the rest of the pages (refer to red arrow in the

below screenshot).

Throughout this Guide, we will be using a fictitious student called Test Test to enrol in

subjects, withdraw etc, and request re-mark or written feedback to demonstrate the online

enrolment system.


3. WHO CAN USE MY LOGIN USERNAME AND PASSWORD?

Your username and password are provided to you and you must keep this username and

password confidential.

Do not give your username or password to any student, Teaching Centre or any other party.

Teaching Centres have their own access to the online enrolment system where they can see

certain limited information in relation to their students. Teaching Centres cannot see certain

confidential information that relates to students, such as the Notes (refer to points 14 and

15).

4. WHAT HAPPENS IF I FORGET MY LOGIN USERNAME OR

PASSWORD?

Click on the Login button and click on the third ‘click here’ button and enter your email

address.

An email will be sent to your email address detailing your Login username and password.


5. HOW DO I ENROL IN SUBJECTS?

Login to the system (refer to point 2 above), and then click on Enrolment and Re-sits. You

will see the following screen:

In Step 1, students have to select:

• whether or not they are a semestral student who is enrolling late;

• whether the exam is a re-sit.

The usual answer to each of these is ‘no’. If you wish to find out more about each of these

refer to your AIB Student Handbook.

In Step 1, you also need to select the subjects you wish to enrol in and the exam date for

those subjects. Then you click on the ‘Add Subject’ button.

You must repeat this for each subject you wish to enrol in, and these subjects will be listed

below the ‘Add Subject’ button along with the total exam/subject fee payable for those

subjects. Refer to the below screenshot:


In Step 2, you can apply your fees in credit – refer to point 17 below.

In Step 3, you will need to select your payment option. Note, in some instances this may be

$0 (for example if you have applied fees in credit), but you still need to go through each of

the steps. Refer to point 18 for more information on payments.

After you press submit, the page will reload confirming that the request was submitted. On

the same page, when you scroll down you will be able to view an invoice for the nominated

subjects and the payment instructions under the ‘Payment Information’ section (see below

image).


After you refresh this page, you can see the outstanding amount at the top of the page (see

the blue arrow below).


You can also see a record of the subjects that you requested to enrol in by clicking on the

History tab. You can scroll down to the section which relates to enrolments (blue) and you

can see the subjects you have submitted for enrolment. You’ll note these subjects are

‘Waiting for AIB Approval’ (see blue arrow). You are not enrolled in these subjects until AIB

has received payment for these subjects. You can also print an invoice for the enrolment

request by clicking ‘Print Invoice’ button.

After you make a payment, AIB will email you the confirmation that the payment was

received. If you then visit the History page, you will see that the status of these subjects will

be change to ‘AIB Approved’ and the outstanding amount at the top of the page, is no longer

showing.


6. HOW DO I KNOW THAT I AM ENROLLED IN SUBJECTS?

As stated in point 5 above, you will receive an email from AIB confirming that you are

enrolled in those subjects. Also, you can always check if you are enrolled in subjects by going

to the History page and checking that the status of the subjects that you requested to be

enrolled in has been changed from ‘Waiting for AIB Approval’ to ‘AIB Approved.

It is only when you see your subjects’ status as ‘AIB Approved’ that you are considered enrolled in subjects and only at this point are you entitled to sit for the exams.


7. HOW DO I WITHDRAW OR REQUEST FOR A

MEDICAL/COMPASSIONATE RESIT?

Login to the system (refer to point 2 above), and then click on Request for Withdrawals,

Medical or Compassionate Re-sits. You will see the following screen:

You’ll note in our Test Test example there are 3 subjects listed.

This is because there are 3 subjects that have been approved by AIB (refer to point 2 above).

If you have not had any subjects approved, those subjects will not appear in this Request for

Withdrawal, Medical or Compassionate Re-sits page.

Therefore, in Step 1, you have subjects that you can select whether you wish to request a

withdrawal or medical or compassionate re-sit. If you wish to have more information on

what each of these mean, you can refer to your AIB Student Handbook.

In Step 2, you can apply your fees in credit – refer to point 17 below

In Step 3, you will need to select your payment option. Note, in some instances this may be $0, but you still need to go through each of the steps. Refer to point 18 for more information on payments.

Step 4 is only relevant for a medical or compassionate re-sits and requires you to upload

evidence (ie medical certificate) to support your request.

Lastly, you must state why you are requesting a withdrawal or medical or compassionate re-

sit. You will need to do so in the comments field at the bottom of the page.

Then, you need to press the ‘Submit’ button and follow the payment instructions – refer to

point 18 for more information.


8. HOW DO I KNOW THAT MY REQUEST FOR A WITHDRAWAL OR

MEDICAL OR COMPASSIONATE RE-SIT HAS BEEN APPROVED?

You will receive an email from AIB confirming that your request has been approved. Also,

you can always check if your request is approved by going to the History page and checking

that the status of the subjects that you requested a withdrawal or medical or compassionate

re-sit has been changed from ‘Waiting for AIB Approval’ to ‘AIB Approved.

It is only when you see your subjects’ status as ‘AIB Approved’ that your request for a withdrawal or medical or compassionate re-sit are considered approved.

Note: The status for the subject in the Enrolment and Re-sits section of the History page will be changed to Withdrawn or Med/Comp resit if the relevant request has been approved.

If your withdrawal not fail (WNF) request has been approved, the fees for your withdrawn

subject will be added to your fees in credit.

9. HOW DO I REQUEST A RE-MARK OR WRITTEN FEEDBACK ON AN

ASSIGNMENT OR EXAM?

Login to the system (refer to point 2 above), and then click on Re-mark or Feedback. You will see the

following screen:

In Step 1, you can select the subject, the assessment (assignment or exam) and whether you

wish to have it re-marked or obtain written feedback.


Similar to the Enrolment and Re-sits page, you click on add subject for each subject that you

wish to have assessment re-marked or require written feedback.

After you have added all the subjects that you wish to have re-marked or feedback on, move

onto Step 2 and Step 3.

In Step 2, you can apply your fees in credit – refer to point 17 below

In Step 3, you will need to select your payment option. Note, in some instances this may be

$0 (for example if you have applied fees in credit), but you still need to go through each of

the steps. Refer to point 18 for more information on payments.

10. HOW DO I KNOW THAT MY REQUEST FOR A RE-MARK OR

FEEDBACK HAS BEEN APPROVED?

You will receive an email from AIB confirming that your request has been approved. Also,

you can always check if your request is approved by going to the History page and checking

that the status of the subjects’ assessment that you requested a re-mark or feedback has

been changed from ‘Waiting for AIB Approval’ to ‘AIB Approved.

It is only when you see your subjects’ status as ‘AIB Approved’ that your request for a remark or feedback are considered approved. It is only at this point that your assessment will be sent for re-marking or written feedback will be provided.

11. HOW DO I SEE WHAT THE DIFFERENT AIB COURSE FEES ARE?

Click on the Course Fees link on top of the page.

12. HOW DO I SEE ALL THE REQUESTS THAT I HAVE MADE?

Click on the link that says History. Here you will be able to see all subjects that you have requested an Enrolment (in blue), requested a Withdrawal, Medical or Compassionate Re-sit (in green) or requested a Re-mark or Feedback (brown).

Also, the status for these requests is listed next to those subjects.

13. HOW DO I GET INVOICES OR RECEIPTS?

Go to the History page and click on print invoice. If you have already made a payment, click

on the ‘Print Invoice’ button and the invoice will show as paid.


14. HOW DO I PROVIDE FEEDBACK TO AIB?

Click on the Feedback to AIB and type your comment in the Message field. Then, click on the

Submit button and your feedback will be sent to AIB.

Please note, you should in the first instance try to resolve all outstanding issues with your Teaching Centre.

If you are unable to resolve your query/concern with your Teaching Centre directly, you

should use the Feedback to AIB link.

NB: Only AIB can view the feedback/Notes by the student. Your Teaching Centre does not

have access to this feature.

15. HOW CAN I SEE NOTES/FEEDBACK I HAVE GIVEN AIB OR AIB’S

RESPONSES?

Click on History page, scroll down and then click on ‘View All Notes’.

Only you, as the student, and AIB can see these notes, not the Teaching Centre.

16. HOW DO I KNOW IF I HAVE FEES OUTSTANDING OR FEES IN

CREDIT?

After you have logged in (refer to point 2), you can see at the top right hand corner of the

page the fees you have outstanding (these are the fees you owe AIB) and your fees in credit.

For a detailed breakdown, click on History.

17. WHAT ARE FEES IN CREDIT?

Fees in Credit, exactly as the name suggests, are fees that you have paid to AIB which you

have available in credit to use.

You have may have fees in credit if you are a Current Student registering in the online

enrolment system and you have previously paid fees which you have not used, if you have

withdrawn (WNF) from some subjects or you have made any overpayments.

You can use your fees in credit in each of the Enrolment or Re-sits page, the Request for

Withdrawal, Medical or Compassionate Re-sit, or Re-mark or Feedback page (ie there is a

step called Apply Fees in Credit in each of these pages).


You can see what your amount of Fees in Credit is at the top right hand corner of each page

after you have logged in. You can also see a breakdown of your Fees in Credit towards the

bottom of your History page.

For more information regarding Fees in Credit and the rules associated with it, refer to your

AIB Student Handbook.

18. HOW DO I MAKE PAYMENT?

One of the last Steps in each of the Enrolment or Re-sits page, the Request for Withdrawal,

Medical or Compassionate Re-sit, or Re-mark or Feedback page, is a Step to Select Payment

Option.

You can choose from paying by Credit Card, by Telegraphic Transfer, by PayPal or by

Western Union.

Information on each of these payment options is provided on the payments page of the AIB

Website (http://www.aib.edu.au/student-resources/payment-choices/)

After you make your selection for this Step to Select Payment option and press ‘Submit’, you

will see a red message similar to the following:

If you click on the Payments link, it will take you to the payments page on the AIB Website

(described above).

http://www.aib.edu.au/student-resources/payment-choices/


You must ensure that you correctly quote the 5 digit Invoice/Reference Number. It is the student’s responsibility to quote the correct reference number – if a student does not quote a reference number or quotes an incorrect reference number, AIB is unable to correlate a payment with a student’s outstanding amount and the amount will remain outstanding and the student will not be entitled to sit for the exam.

You must also make payment using the payment method that you have selected (ie either by

Credit Card, Telegraphic Transfer, PayPal or Western Union).

You can also go to the History page and print off your invoice and this will give you similar

instructions on how to make payment.

Also, if you refresh your page, you will see at the top right hand corner of the page, next to

the words ‘Fees Outstanding’ the amount of fees you owe to AIB.

After you make payment, AIB will email you confirming the payment was received and the

status of those subjects in the History page will change from ‘Waiting for AIB Approval’ to

‘AIB Approved’. In addition, the ‘Fees Outstanding’ at the top right hand corner of the page

will be reduced by the amount you have paid.

19. HOW DO I MAKE PAYMENT BY CREDIT CARD?

Go to the Australian Institute of Business website (www.aib.edu.au), click on Student

Resources, click on Payments and then click on ‘Credit Card’.

The following page will open up, which is the Credit Card detail page:


You will then need to complete the fields (in particular those marked with a red star, which

are compulsory).

Then click on “Proceed to secure payment gateway” and the following page will open up:

You then fill in the credit card details such as your credit card number, CVV number, Card

type (Visa/MasterCard), expiry and the name on the card.

The email address is optional but is recommended because if you type in your email address,

you will receive confirmation via email once the payment is authorised.

Then click on “Authorise Payment” tab.

A new page will open, which will confirm that your payment has been authorized. Print this

page as proof of payment and click return to the AIB home page to exit the credit card

payment gateway.

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