Changing or correcting course of study and/or educational institution for ABSTUDY students 102-07020150

If the student is starting a new course that will be undertaken simultaneously to their current course, see Coding ABSTUDY education details.

Has the student completed their course before the anticipated end date?

• Yes and the student is:
• intending to study in the next available study period. Go to Step 2
• not intending to study in the next available study period. See Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course
• No, go to Step 2

This process applies to students receiving JobSeeker Payment (JSP) or Youth Allowance (YA) and ABSTUDY Pensioner Education Supplement (PES) that:

• are in the Disability Support Pension (DSP) transition group with a partial capacity to work, or
• stopped receiving Parenting Payment Single (PPS) due to their youngest child turning 14 years of age

If the student:

• does not meet this criteria, go to Step 3
• will be finishing their current course:
• on the date anticipated, they will no longer qualify for ABSTUDY PES on completion of their current course. See Identifying the most beneficial payment for students or Australian Apprentices
• earlier than anticipated, see Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course

Check for course approval and obtain the institution reference number. See Approved courses of study for ABSTUDY, ABSTUDY Pensioner Education Supplement (PES) and Assistance for Isolated Children (AIC).

Is the new course an approved course at an approved educational institution or an Indigenous special course?

• Yes, go to Step 5
• No, go to Step 4

More help will depend upon which ABSTUDY Award the customer is claiming.

The student will need to test their eligibility for other payments.

Cancel the student's payments by ending the current course on the Education Details (EDC) screen in Customer First. See Payment of ABSTUDY when a student is deferring or discontinuing study before the end of the course

Procedure ends here.

Will the student still be undertaking a full-time study load?

• Yes, and the new course is a:
• tertiary or secondary non schooling level course, see go to Table 3
• secondary at school course, go to Table 2
• No, go to Step 6

Will the student now be undertaking a concessional study load, or qualify for the ABSTUDY Part-time Award?

• Yes, see Changing study load from full-time to part-time or concessional study load for ABSTUDY or ABSTUDY Pensioner Education Supplement (PES). Procedure ends here
• No, the student will no longer be eligible for ABSTUDY. End the course of study on the Education Details (EDC) screen. Only end the Student End Date field. Do not end the Course End Date field, as this will cause the system to incorrectly calculate a debt for Incidentals Allowance. A student is eligible for the full Incidentals Allowance for their course of study, even if they leave the course early. For more details, see ABSTUDY Incidentals Allowance. The student will need to test their eligibility for other payments. See First Contact Service Offer (FCSO). Procedure ends here

If the student receives Schooling B Award and they:

• are changing institutions, and the change to the new institution requires a transfer from ABSTUDY Schooling B Allowance to Schooling A, go to Step 2
• discontinued studies at one school and then restarted at the same school or a different school within the same calendar year:
• within 28 days or the first day of attendance is unknown, go to Table 3, Step 4
• with a gap greater than 28 days, go to Table 3, Step 5
• started studies at the beginning of the year at a different school to the one currently recorded on the Education Details (EDC) screen in Customer First, go to Step 9
• they advise they intend to change institutions in the future, go to Step 10

If the student receives Schooling A Award, and the student is changing to a school that means they will:

• be living away from home to study, go to Step 3
• continue to receive Schooling A, go to Step 5

Student receives Schooling B and a change of school requires a transfer to Schooling A.

The parent/guardian needs to provide:

• name of new institution
• year of study
• start date
• the address of the student, and
• confirm payment details of SFA1

A new claim will not be needed for the change in study circumstances. The applicant can notify verbally.

Assess their entitlement for ABSTUDY Schooling A.

For staff not trained to make the updates:

• send an ABSTUDY action request Fast Note to the ABSTUDY Smart Centre Processing team. Make sure all relevant details listed above are included
• select Auto Text use Students, ABSTUDY & Apprentices > Update > ABSTUDY boarder > ACTION request > Confirm

Update the changes to transfer the student from Schooling B to Schooling A award:

• end the course of study
• add the new school details on the Education Course Details (EDC) screen
• end the student's entitlement to the Away from Home rate on the Away From Home Details (NIH) screen in Customer First, see Cessation of the ABSTUDY Away from Home rate
• end the boarding details on the School Fees and Boarding Details (EYSB) screen in Customer First and Accommodation Details (AC) screen
• when processing after 1 October for the current year, code all screens with the current and future year education details at the same time (for example, code study details for year 8 2022 and year 9 2023)

Note: if a student leaves a boarding school before the end of term, the school/hostel is only eligible to ABSTUDY payments up until the last date of attendance (LDA). See Cessation of the ABSTUDY Away from Home rate before transferring the student to the Schooling A Award.

Once it has been determined what date the Schooling A Award is to be granted from, re-index the student for Schooling A entitlements. See Processing an ABSTUDY claim.

Procedure ends here.

Student who receives ABSTUDY Schooling A Award advises of a change of school and will now be living away from home.

The student may be eligible for living away from home allowances under the Schooling B Award. They will need to be assessed as to whether they meet the requirements for the additional allowances. Students already assessed for Schooling A Award are not required to lodge a new ABSTUDY claim. Information for the reassessment can be obtained verbally by running the ABSTUDY Claiming Tool, or by issuing the ABSTUDY Additional Information (SY023) form. Note: a full claim form will be accepted if submitted.

In all cases where a student under 16 years of age has had a change in parent/guardian, a new ABSTUDY claim is required to be lodged by the new applicant, see Claiming ABSTUDY.

Additional supporting information may be required including:

• documents for assessment and coding of the living away from home allowances
• additional information for Parental Means Test

Index claim, see Away from Home rate for ABSTUDY. Procedure ends here

Go to Step 4

Student has applied for ABSTUDY living away from home allowances under the Schooling B Award.

The ABSTUDY Schooling A should remain current until the student's eligibility to living away from home allowances is determined.

See Away from Home rate for ABSTUDY.

Therefore, once it has been determined that the student:

• does not meet the requirements for Schooling B Award and Away from Home allowances, go to Step 5
• meets the requirements for Schooling B Award and Away from Home allowances, go to Step 8

Students who choose to live away from home to study but do not meet the requirements for grant of living away from home allowances under ABSTUDY can still remain eligible for 'at home' allowances, for example, Schooling A Award. The applicant for the Schooling A Award must still remain as the person they 'normal reside with', for example, parent.

Has the parent/guardian changed for the Schooling A Award?

• Yes, go to Step 7
• No, go to Step 6

If the School Fees Allowance has been issued to a school at which the student did not start studies, this will need to be returned to the agency. See ABSTUDY School Fees Allowance (SFA) at home rate (Group 1)

ABSTUDY Schooling A student has started a new school year at a different school to the one currently recorded on the EDC screen. Key the new school details:

• 'S'elect the current course with the old education details on the Education Course History (EDCH) screen
• change the course details
• in the Action field, key 'C' for correct
• update the Payment Instructions (PIPI) screen to make sure any future School Fees Allowance payments are sent to the correct school
• when processing after 1 October for the current year, code the EDC and EPSP screens with the current and future year education details at the same time (for example, code study details for year 8 2022 and year 9 2023)

ABSTUDY Schooling A student has changed schools after the first day in Term 1 in the relevant year:

• go to the EDC screen:
• end the current course of study by updating the student end date field
• add the new school details on the EDC screen
• select the Supplementary Education Payments (EPSP) screen and check that the new school details are showing. See ABSTUDY School Fees Allowance (SFA) at home rate (Group 1)
• update the Payment Instructions (PIPI) screen to make sure that any future School Fees Allowance payments are sent to the correct school
• when processing after 1 October for the current year, code the EDC and EPSP screens with the current and future year education details at the same time (for example, code study details for year 8 2022 and year 9 2023)
• record details on a DOC
• send manual attendance check to the new school when the SAS extraction date has passed for One Time Access Codes (OTAC). The Manual Attendance request and SAS extraction dates for each term can be found in the Resources tab of Processing ABSTUDY School Term Allowance payments

Note: if School Fees Allowance has already been paid for the year and the student started at the previous school, no more School Fees Allowance can be issued to cover any fees at the new school. See ABSTUDY School Fees Allowance (SFA) at home rate (Group 1).

When transferring from Schooling A to Schooling B, to make sure all details are captured, the Service Officer can run the claiming tool. See Processing an ABSTUDY claim.

Procedure ends here.

When the parent/guardian changes for Schooling A Award, the new parent/guardian must lodge a new claim to be assessed for eligibility.

The ABSTUDY record must be cancelled from the date they left the previous parent's/guardian's care:

• go to the Benefit Action (BA) screen
• cancel the ABT reason Applicant Not Qualified (ANQ) from the date they left their care
• record details on a DOC

The STA link to the previous parent/guardian's record may need to be end dated.

The Schooling A Award will then be assessed under the new parent/guardian once they submit a new claim.

Procedure ends here.

Student who receives ABSTUDY Schooling A Award advises of a change of school and will be living away from home and meet the requirements for Schooling B Award.

The Schooling A record (ABT) will need to be cancelled before processing the ABSTUDY Schooling B claim.

If the change occurs during the academic year:

• select the current course on the Education Course History (EDCH) screen
• key the earlier date of either:
• the date the student last attended studies at the local school within the term, or
• the last day of the term entitlement period
• go to the Assessment Results (AR) screen in Customer First and make sure the ABT record has cancelled. Finalise activity
• record details on a DOC

If the change occurs during the break between academic years:

• in Customer First, go to the Supplementary Education Payments (EPSP) screen:
• delete the associated SFA Group 1 for the next calendar year
• in the Action field, key 'D'elete. See ABSTUDY School Fees Allowance (SFA) at home rate (Group 1)

Then delete the course details:

• 'S'elect the course with the upcoming years incorrect education details on the EDCH screen
• in the Action field, key 'D'elete
• go to the AR screen and make sure the ABT record has cancelled. Finalise activity
• record details on a DOC

When transferring from Schooling A to Schooling B to make sure all details are captured. See Processing an ABSTUDY claim.

Note: if the student is granted to board at a boarding school or hostel, the Boarding claim outcome to Third Party Organisation must be emailed.

Procedure ends here.

A student receiving ABSTUDY Schooling B has started the new school year at a different school to the one currently recorded on the EDC screen:

• 'S'elect the current course with the old course details on the Education Course History (EDCH) screen
• change the course details. See Coding ABSTUDY education details
• in the Action field, key 'C' for correct

If the student:

• is no longer living away from home or qualifies for Away from Home rate
• see Cessation of the ABSTUDY Away from Home rate
• continues to live away from home and meets the qualification of Away from Home rate:
• go to the EYSB screen, update all relevant fields from the first day of the relevant term entitlement period
• in the Action field, key 'C'hange and [Enter]
• go to the AR screen, do not complete. This action will prompt a system reassessment, which will generate adjustments to show on the Payment Instructions (PIPI) screen. The PIPI screen will now show adjusted ARO and OTP payment lines
• update the ACS screen to match new boarding details with Date of Event with the first day of the relevant term entitlement period
• go to the PIPI screen
• allocate the future OTP PIPI payments to the new school
• finalise the activity on the AR screen
• when processing after 1 October for the current year, code all screens with the current and future year education details at the same time (for example, code study details for year 8 2022 and year 9 2023)

Note: if the student is at a new boarding school or hostel, the Boarding claim outcome to Third Party Organisation must be emailed. See Schooling B- Boarder, Step 21 in Processing an ABSTUDY claim.

Record details in a DOC.

Procedure ends here.

Coding is needed where a secondary boarding student intends to change studies at one school and starts at different school in the future.

Scenario 1: All entitled payments have been issued to the current school and the institution change is between terms in the same calendar year. Key the following using Customer First:

• select the current EDC and update the Student End Date (SED) to the last day of the Term entitlement period the student studied in
• in the Action field, key 'C' for correct and enter
• go to the EDCH screen, key EDC in NXT field and press [Enter] to generate a new EDC page
• key the Participation Start Date (PSD) and Student Start Date (SSD) as the first day of the Term entitlement period the student intends to start at the new school and key all other relevant fields
• go to the EYSB screen, update the Date of Event with the first day of the relevant term entitlement period and key all other relevant fields
• in the Action field, key 'I' for insert and [Enter]
• go to the AR screen, do not complete. This action will prompt a system reassessment, which will generate adjustments to show on the Payment Instructions (PIPI) screen. The PIPI screen will now show adjusted ARO and OTP payment lines
• update the ACS screen to match new boarding details with Date of Event with the first day of the relevant term entitlement period
• go to the PIPI screen
• allocate the future OTP PIPI payments to the new school

Scenario 2: All entitled payments have been issued to the current school and the institution change is over the Christmas break. Key the following using Customer First:

• go to the EDCH screen, key EDC in NXT field and press [Enter] to generate a new EDC page
• key the all relevant fields, see Coding education details for ABSTUDY Table in Coding ABSTUDY education details
• go to the EYSB screen, update the Date of Event with the first day of the relevant term entitlement period and key all other relevant fields
• in the Action field, key 'I' for insert and [Enter]
• go to the AR screen, do not complete. This action will prompt a system reassessment, which will generate adjustments to show on the Payment Instructions (PIPI) screen. The PIPI screen will now show adjusted ARO and OTP payment lines
• update the ACS screen to match new boarding details with Date of Event with the first day of the relevant term entitlement period
• go to the PIPI screen
• allocate the future OTP PIPI payments to the new school

Scenario 3: All entitled payments have not been issued to the current school:

• follow relevant Scenario 1 or 2 depending on the students circumstances
• do not update the PIPI screen
• after finalising the activity, create a Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > Update > ABSTUDY Boarder Action request > Confirm:
• place the Fast Note on Hold until the first day of the upcoming term entitlement period
• record information in the Fast Note, that is, that PIPI details needs to be updated to correctly pay the new institution

Record details in a DOC.

Procedure ends here.

To calculate reasonable time, see Determining allowable time/reasonable time for a course of study.

To calculate the limit of assistance for a particular level of study, see Determining progress and duration of assistance for ABSTUDY

Has the student reached their maximum reasonable time or limits of assistance for the course of study they are changing to?

• Yes, go to Step 2
• No, go to Step 3

If the student has reached or exceeded their maximum reasonable time or limits of assistance for their current level of study, they will no longer be eligible for Services Australia administered payments for students:

• identify if the student is eligible for other income support
• make sure the student's payment cancels appropriately. See Cancellation of ABSTUDY payments
• the student should be told about other study possibilities that may qualify for a student payment. This includes:
• undertaking study at a different course level or
• accessing ABSTUDY Allowances and Part-time Award

Note: changing details of the course including Student Start or Student End date on the Education History Details (EDCH) screen in Customer First, can also affect entitlement for Relocation Scholarship.

See Scholarship study requirements for instructions on potential debts, and appropriate action for these cases.

Procedure ends here.

There is no entitlement to Living Allowance over the long vacation period:

• if the approved course ended before 15 September and/or
• if the approved course (immediately after the vacation period) starts after 31 March

Note: do not include the vacation break period when determining the 28 day period.

Was the student receiving ABSTUDY Living Allowance, has stopped their previous course, and is intending or started another course within 28 days?

• Yes, go to Step 4
• No, code the Student end date. Go to Step 5

Students who discontinue and then subsequently start full-time or concessional study-load study in either the same course or a different course, remain entitled to Living Allowance if the period between is no greater than 28 days.

Scenario 1: Student completed the course earlier than the anticipated course end date and the new course start date is before the Institution End Date for the current course, go to Step 6

Scenario 2: New course starts within 28 days of ceasing the previous course, complete the following:

• Go to the Education Course Details (EDC) screen
• 'S'elect the previous course on the Education Course Details (EDC) screen with the old course details
• Change the date in the Student End Date field and the Allowable Time End date field to one day before the student start date of the new course (so there is no gap in payments)
• Key 'C'orrect in the Action field
• Key 'EDC' in NXT and press [Enter] to generate a new EDC page to record new study details
• See Coding ABSTUDY education details
• If restoration is required, see Restoration of ABSTUDY payments
• Complete the activity via AR
• Record details in a DOC
• Procedure ends here

Different coding is needed where a secondary boarding student discontinued studies at one school and restarts at the same school or a different school within 28 days.

Scenario 1: Confirmation of the Last Day of Attendance (LDA) at previous school and First Day of Attendance (FDA) at new school is provided. Key the following using Customer First:

• Select the current EDC and update the Student End Date (SED) with day before the student started at the new school
• Key 'C'orrect in the Action field, and enter
• Go to the EDCH screen, type EDC in NXT field and press [Enter] to generate a new EDC page
• Key the Participation Start Date (PSD) and Student Start Date (SSD) as the Actual date the student started at the new school and key all other relevant fields
• Go to the EYSB screen, update the Date of Event with the day after the student stopped at the previous school, remove all boarding /tuition amounts and key NPB
• Key 'I'nsert in the Action field, and [Enter]
• Key a new EYSB with the Actual date the student started at the new school and key all relevant fields
• Key 'I'nsert in the Action field, and press [Enter], go to the AR screen, do not complete. This action will prompt a system reassessment, which will generate adjustments to show on the Payment Instructions (PIPI) screen. The PIPI screen will now show adjusted ARO and OTP payment lines
• Update to ACS screen to match new boarding details
• Go to the PIPI screen from the AR screen
• Allocate the future OTP PIPI payments to the new school

Note: depending on when the change occurs within the term, determine if any arrears payment is owed to the previous payee. Outcomes could result in an overpayment for the previous payee and/or arrears for the previous school /new school /student.

Scenario 2: Confirmation of the LDA at the previous school has only been provided (and FDA at new school is not provided) updates will result in ABSTUDY being CAN SCS.

Attempt to contact the new education institution to verbally confirm FDA:

• FDA confirmed, see Scenario 3 below
• FDA not confirmed, key the following in Customer First:
• select the current EDC and update the SED of the Actual date the student stopped studies
• go to the EYSB screen and update the date of event with the day after the student actually stopped studies at the previous school, remove all boarding/ tuition amounts and key 'NPB'
• in the Action field, key 'I' for insert and press [Enter]
• Complete the activity via AR, resulting in ABSTUDY CANcel Ceased Studies (SCS)
• Email the new education institution a SY106 form requesting the students FDA, using the ABSTUDY Secondary mailbox

Scenario 3: The LDA is already keyed and FDA is provided for a new school or restarts at old school within 28 days. Using Customer First update the following:

• Select the previous EDC, correct the SED to the day before the new student start date of the new school before coding a new EDC
• Key 'EDC' in NXT and press [Enter] to generate a new EDC page to record the new school details key:
• Participation Status Event Date as the day after the previous student end date
• Student Start Date as the actual date the student started
• Select the EYSB and overtype the DOV as the actual student start date of the new school. Complete all relevant fields
• Update ACS screen to match new boarding details
• Restore the ABSTUDY via BA screen
• Manually go to:
• AR to make sure the system completes the reassessment
• the PIPI screen to make sure that all payments are being directed to the correct payee, update to new payee if required
• Finalise the activity via AR and check that all payments are correct and directed to the correct payee

Note: if student is granted to board at a boarding school or hostel, the desktop fax for granted boarders must be sent.

Record details in a DOC.

Procedure ends here.

ABSTUDY students who stopped studies and then re-claimed ABSTUDY with a gap of more than 28 days may need to re-claim ABSTUDY depending on the length of the gap. See the Resources page in Claiming ABSTUDY to determine if a new claim is needed.

To record new study details, see Coding ABSTUDY education details.

Tell the student if Proof of enrolment is needed.

If a secondary school student:

• stops living away from home, see Cessation of the ABSTUDY Away from Home rate
• continues living away from home, see Processing an ABSTUDY claim

If a student is granted to board at a boarding school or hostel, the desktop fax for granted boarders must be sent.

Record the reason for the decision and action on a Note/DOC and finalise the activity on the Assessment Results (AR) screen in Customer First.

Note: students who stop study in one course and then start a new course, only have an entitlement for another Incidentals Allowance for the new course in the current academic year if the student did not receive a full year Incidentals Allowance for the previous course, and the new Course End Date is later than the previous course's Course End Date.

In addition, if the new Course End Date is before the previous Course End Date, the system may calculate a debt for a portion of the Incidentals Allowance (the amount of Incidentals Allowance entitlement is based upon the total of the period that the student undertook the first course plus the length of the new course). See ABSTUDY Incidentals Allowance.

Was the student receiving the ABSTUDY Living Away from Home Allowance to attend the previous education institution?

• Yes, reassess the student's entitlement to the Living Away from Home Allowance to attend the new education institution plus changes may need to occur to their address, boarding fee. See:
• Away from home rate for ABSTUDY and
• Assessing continuity of study for ABSTUDY away from home rate. Procedure ends here
• No, record details of changes to study detail on a Note/DOC. Procedure ends here

To allow the continuation of Living Allowance and the correct payment of Incidentals when study dates overlap, code the new course details with Participation Status on the EDC as FTI, see Coding ABSTUDY education details. Then complete the following:

• select the course displaying as 'FTI' from the EDCH screen
• update Participation Status Event Date with previous course’s Institution End Date +1
• in the Action field, key 'I'nsert

EDCH now displays two entries for the same course

• select the original FTI entry from the EDCH screen
• 'C'orrect the Student End Date to match the previous course’s Institution End Date
• select the new FTI entry on EDCH
• change the Participation Status field to FTS
• 'C'orrect the Student Start Date to match the Participation Status Event Date
• finalise the activity and record details of action in a DOC

Procedure ends here.