Effect of end of course on payments for students 102-07020030

This document outlines the process to follow when students advise and/or confirm the course end date of their current study. Services Australia (the agency) administered payments for students will usually stop once the customer's course of study has ended.

Step	Action
1	Does the customer wish to extend or continue in the same course? Yes, go to Step 6 No, go to Step 2
2	Does the customer intend to study in the next available study period? Yes, see Table 2 > Step 6 No, go to Step 3
3	Student has stopped study A student may stop their course of study by: completing the course, or stopping study before completing the course Completing the course Students may complete their course: on or around the anticipated date. This normally means that the date their study ends was anticipated and recorded by the agency earlier then the anticipated end date, for example, as part of an accelerated program or where they have received credit for previous study. Student payments will generally cancel automatically from the day following the appropriate student end date (except for recipients of Youth Allowance (YA) under 22 years of age as well as AIC students). Go to Step 4. Stopping study before completing the course This will usually not have been anticipated by the agency and the Service Officer would have to take active steps to avoid an overpayment. See: Payment of Youth Allowance (YA) and Austudy when a student is deferring or discontinuing study before the end of the course Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course Deferring or discontinuing study before end of course for Pensioner Education Supplement (PES) Study updates and coding for Assistance for Isolated Children (AIC) students If a YA (student) stops full-time study, they must notify the agency and register as a job seeker within 14 days to receive backdating of JobSeeker Payment (JSP) or YA (job seeker) if they are eligible. Failure to notify cessation of study within 14 days will result in cancellation of YA from study end date + 1 day. Payment of JSP/YA (job seeker) may only start from the date the claim was submitted. A debt may be generated for students. See Raising debts for students and Australian Apprentices. There is no change to policy or process for customers advising an intention to study. See Satisfying the full-time study requirements for customers intending to study for Youth Allowance (YA). Extra checks need to be undertaken whenever a Services Australia scholarship recipient is advising a change to a study end date. For more information, see: Relocation Scholarship (RS) payment and coding. Procedure ends here.
4	The student has completed the course (or was expected to have completed the course) and is not intending to return to study in the next available study period If the student has completed the course (or was expected to have completed the course) they will usually have been sent the following before the anticipated student end date: You need to act now letter for Austudy and YA customers, or Information required for continuation of Pensioner Education Supplement (SY075) If an AIC student has completed the study year of their course (or is expected to complete the study year) the applicant (usually a parent/guardian) will usually have been sent an AIC End of Year circumstance review before the anticipated student end date. Compare the actual course end date as reported by the customer and the pre-printed course end date on the form/letter or as coded on either the: Process Direct - Customer Study Details (EDC) screen, or Customer First - Education Course Details (EDC) screen Extra checks need to be undertaken whenever a Services Australia scholarship recipient is advising a change to a study end date. For more information, see: Relocation Scholarship (RS) payment and coding. If the student completed their course: earlier than anticipated, for ABSTUDY, go to Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course all other payments, go to Step 5 on the date anticipated, go to Step 11
5	Course completed earlier than anticipated If the customer will complete their course earlier than the date shown on the EDC screen, update either: In Process Direct: Select the Study and Scholarship Details workflow from the Task Selector Select Customer Study Details. Select Start Select Edit next to the education line that requires updating On the Change Education Details screen correct the fields below to the earlier completion date (no evidence is required) Course End Date: Note: AIC students remain eligible until 31 December even where the course finishes earlier than anticipated (see Step 6 in this table) Student End Date Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save In Customer First: Select the education line that requires updating to correct the fields below to the earlier completion date (no evidence is required): Inst Course End Date field Note: AIC students remain eligible until 31 December even where the course finishes earlier than anticipated (see Step 6 in this table) Student End Date Update the Receipt Date, Channel and Service Reason as appropriate In the Action: field select Chg For: Pensioner Education Supplement (PES), the assessment must be done by PES processing staff. Use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > Pensioner Education Supplement > PES Study Update Action DOC. Procedure ends here YA and Austudy customers, update the Newstart Education Status (NES) screen to record the customer as NST 'Not a Student' from the Student End Date + 1 day YA students stopping full-time study (including when they finish their course), they must notify the agency and register as a job seeker within 14 days in order to receive backdating of JSP or YA (Job seeker) if they are eligible for those payments. Failure to notify cessation of study within 14 days will result in cancellation of YA from study end date + 1 day. Payment of YA (Job seeker) or JSP may only start from the date the claim was submitted. A debt may be generated for students who fail to notify cessation of studies See Table 2 > Step 1
6	Allowable time assessment Before extending the Student End Date on the EDC screen, consider the allowable time rules. Accelerated course programs Some educational institutions offer flexible study options to students. This allows students to complete their course earlier under an accelerated course program. The EDC screen should show a different student end date to the Institution end date and notes in the comment field and/or a DOA DOC. Students who enrol in an accelerated course program and advise they need more time to complete their course, may have their EDC student end date extended to match the Institution end date. Note: AIC eligibility is not affected by allowable time or previous study rules. Will the projected 'new' student end date still be within the allowable time end date? See Determining allowable time/reasonable time for a course of study. Yes, go to Step 7 No, an allowable time/satisfactory progress assessment must be completed for: YA, see Assessing satisfactory progress for Youth Allowance (YA) tertiary students Austudy, see Assessing satisfactory progress for tertiary students for Austudy PES, see Assessing satisfactory progress and allowable time for tertiary students for Pensioner Education Supplement (PES) ABSTUDY, see Determining progress and duration of assistance for ABSTUDY If the assessment cannot be complete at first contact due to: additional information required, request the information complexity of the case, contact Local Peer Support (LPS) If the Service Officer is not skilled in student work, create a Fast Note. For: YA, select Auto Text, use Students, ABSTUDY & Apprentices > Update > YAL Study Update Action DOC Austudy, select Auto Text, use Students, ABSTUDY & Apprentices > Update > AUS Study Update Action DOC PES, select Auto Text, use Students, ABSTUDY & Apprentices > Pensioner Education Supplement > PES Study Update Action DOC ABSTUDY select Auto Text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Study Update Required If the allowable time assessment can be completed at the first point of contact, and the student is still eligible for payment, go to Step 7.
7	Continuing/intending student assessment Students who are continuing the same course in the next available study period, must meet the continuing/intending student rules. Does the student meet the continuing/intending student rules? Yes, go to Step 8 No, and: the customer is under 22 years of age and wants to continue to receive YA as a job seeker, see Student to job seeker transfers the customer is under 22 years of age and does not require further assistance from the agency, see Table 2 > Step 1 the customer is 22 years of age or over and requires further assistance, refer the customer to the Payment and Service Finder (see the Resources page for a link) and advise the customer to complete a new claim as soon as possible the customer is 22 years of age or over and does not require further assistance from the agency, see Table 2 > Step 1
8	Continuing entitlement Does the customer have ongoing entitlement to their student payment for their current course? To determine continuing entitlement due to an extension or continuation of their course, see: Eligibility for Austudy Youth Allowance (YA) qualifications for students and Australian Apprentices Pensioner Education Supplement (PES) qualifications Note: AIC students who complete the school year are entitled to payment up to 31 December of that year. Yes, to complete the update in: Process Direct, go to Step 9 Customer First, go to Step 10 No, see Table 2 > Step 1
9	Process Direct - code continuing entitlement Select the Study and Scholarship Details workflow from the Task Selector Select: Customer Study Details Newstart Education Status (for YA or Austudy students only) Benefit Action - if payment has cancelled NST - Not a Student and can be restored Select Start Select Edit next to the education line to be updated On the Change Education Details screen, update: Course End Date: key the new date Student End Date: key the new date Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save Select Next On the Newstart Education Status screen, for YA or Austudy students only: Student Status: if NST - Not a Student is coded, select Delete then Yes to confirm Select Next On the Benefit Action screen, restore the payment. Select Save Select Next Select Assess and address any errors/warnings on the Errors (SWE) screen Select Assess Select Finish. Record details of the update. Select Finalise Procedure ends here.
10	Customer First - code continuing entitlement On the EDC screen, update: Inst Course End Date: use the new date Student End Date: use the new date Update the Source and Receipt Date as appropriate In the Action field select Chg For YA or Austudy students only, go to the NES screen. If NST is coded, in the Action: field, select Delete If payment has cancelled NST - Not a Student and can be restored, go to the Benefit Action (BA) screen to restore the payment Finalise the activity on the Assessment Results (AR) screen Record details on a DOC Procedure ends here.
11	Course finishing on the date anticipated No additional coding of the EDC screen is required, and the student payment should cancel automatically the day after the student end date. Note: if the course finished on the expected date, the student is not required to return the Information required for continuation of Pensioner Education Supplement (SY075). However, if the student requires further assistance, they may contact to discuss their options. For YA or Austudy only students, go to the Newstart Education Status (NES) screen. If the Student End Date has passed and NST is not coded, code the fields on the NES screen. In Process Direct: Go to the NES screen Select Add and update the Create Education Status screen: Start Date: customer's last date of full-time study + 1 Student Status: NST - Not a Student Education Level Attained: as advised by the student Verification Document Code: NVE - Not verified (unless already verified) Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save In Customer First: DOV: the customer's last date of full-time study plus one Student Status: NST Educ Level Attained: as per advised Year 12/Equiv Verified: NVE (Not verified) (unless already verified) See Table 2 > Step 1

Payment after course ends

Table 2

Expand table

Step	Action
1	Away from home reassessment If a customer was receiving the away from home rate of payment whilst studying this will need to be reviewed if the customer starts another course or becomes a job seeker or Australian Apprentice. See The away from home rate for Youth Allowance (YA) customers. Once any necessary action has been undertaken, go to Step 2.
2	Claim further payments Does the customer wish to claim further payments from the agency? Yes, go to Step 5 No, go to Step 3
3	Code study end date If study has not already been updated, update using either: Process Direct Select the Study and Scholarship Details workflow from the Task Selector Select Customer Study Details and Newstart Education Summary Select Edit next to the course being updated Student End Date: the date the student last studied Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save Select Next to open the Newstart Education Status (NES) screen Select Add and complete the following fields on the Create Education Status screen Start Date: the student end date + 1 Student Status: NST - Not a Student Education Level Attained: select the relevant option Select Save Is the customer a YA customer under 22 years of age? Yes, go to Step 4 No, finalise the activity If the customer asks about transfer to JSP, see Student to job seeker transfers Customer First Go to the EDC screen Select the course to update Student End Date: the date the student last studied Go to the Newstart Education Status (NES) screen Enter the student end date + 1 in the Event date field Key 'NST' in the Student Status field In the Action field select Ins Press [Enter] Is the customer a YA customer under 22 years of age? Yes, go to Step 4 No, finalise the activity If the customer asks about transfer to JSP, see Student to job seeker transfers
4	YA customer under 22 years of age If the YA recipient is under 18 years of age and does not have a study exemption, then their payment will cancel automatically when the activity is finalised. In any other case, payments must be cancelled manually. In Process Direct: Go to the Benefit Action (BA) screen Select Add New and key fields on the Create Benefit Action screen: Benefit Type Code: YAL Benefit Action: CAN - CANCEL Reason: NST - not a full time student Date of Effect: the Student end date + 1 day Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save Select Assess and address any errors/warnings on the Errors (SWE) screen Select Assess Select Finish. Record details of the update. Select Finalise In Customer First: Code a cancellation on the Benefit Action (BA) screen using code NST (not a full time student), ensuring the Effect Date field is coded with the Student end date +1 day Finalise activity on the AR screen Record details on a DOC Procedure ends here.
5	Claiming further payment If the customer wants to: transfer to JSP, see Student to job seeker transfers claim further payment as a student, go to Step 6 claim another payment type: finalise the activity on the Entitlement (ELD) screen in Process Direct or AR screen in Customer First identify if the customer is eligible for income support and other products and services, and direct the customer to claim online procedure ends here
6	Further payment as a student End the current course: In Process Direct: Select the Study and Scholarship Details workflow from the Task Selector Select Customer Study Details. Select Start Select Edit next to the education line that requires updating On the Change Education Details screen, correct the fields below to the earlier completion date (no evidence is required) Course End Date: Note: AIC students remain eligible until 31 December even where the course finishes earlier than anticipated Student End Date Select Save Update the Receipt Date, Channel and Service Reason as appropriate Select Save In Customer First: Select the education line that requires updating to correct the fields below to the earlier completion date (no evidence is required): Inst Course End Date field Note: AIC students remain eligible until 31 December even where the course finishes earlier than anticipated Student End Date Update the Source and Receipt Date as appropriate In the Action: field select Chg If the customer wants to continue to receive a student payment, check if they have reached the maximum age of Youth Allowance. Consider whether the customer is a continuing/intending student. If the customer: has turned or will turn 25 years of age before their new course starts, see Changing or correcting course of study for Youth Allowance, Austudy and Pensioner Education Supplement students. Procedure ends here wants to continue to receive student payments for a new course, see Coding new study details wants to change or correct their study details, see Changing or correcting course of study for Youth Allowance, Austudy and Pensioner Education Supplement students Procedure ends here.

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Effect of end of course on payments for students 102-07020030

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Payment after course ends