Management of files sent to the Administrative Review Tribunal (ART) 277-09180030
Relevance support document
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Relevance support document
File preparation – all ART Appeal files
Every file has consistent Cuba screens, notepads, letters and documents. A few extra specific Cuba screens, notepads, letters and documents need to be included for some types of decision being appealed.
Note: these are the minimum requirements and further inclusions should be added if deemed relevant.
For help see an SSO/Team Leader.
Table 1
ART file standards |
Description |
Order of file content |
Prepare all files in this order
|
Standard letters, documents and notepads |
Include in all files
See A to Z list of extra inclusions for specific appeal types. |
Standard Cuba screenshots |
Include in all files
Standard screenshots:
See A to Z list of extra inclusions for specific appeal types. |
File preparation – specific appeal types
A to Z list of extra inclusions for specific appeal types
Specific Cuba screens, notepads, letters and documents needed depending on the type of decision being appealed.
If there is something on the file relevant to a specific appeal type and that document or information is not listed in the below table document the reason it is, consider relevant given it falls outside what is usually considered relevant to these specific types of decisions.
Table 2
Term |
Relevant period |
Items to include when building an ART file |
Extension of assessment/agreement after age 18 (A18) |
In addition to all ART appeal files, include:
|
|
ART EOT – S93(2) file for ART extension of time to appeal |
When a customer has lodged a request for review by the ART of an objection decision, and the application was lodged outside of the ART time limits, the ART will need to consider whether to grant an extension of time to appeal (EOT to appeal). The file will be prepared in the same manner as if it is being prepared for a substantive matter. Refer to the relevant ‘Special Variations’ for the substantive appeal type of the underlying decision in dispute. |
In addition to all ART appeal files, include:
Note: documents should not be sent to either the applicant or the other party. Documents should only be sent to the ART. If the ART grants the EOT to appeal, then a new Review number will be provided, and the updated file will then be provided to the party(s) to the review. |
Agreement |
|
In addition to all ART appeal files, include:
|
Application for Assessment (disputed on grounds other than parentage) |
The relevant period for an appeal against the Application for Assessment is from the date the application was made until now. |
In addition to all ART appeal files, include:
|
Care |
The relevant period for a Care appeal is from the date of event of the original change in care, up to the latest care period. |
In addition to all ART appeal files, include:
|
Change of Assessment (COA) |
The relevant period for a Part 6A COA appeal is from 18 months prior to the original COA application through until now, or the end of the RVA, whichever is later. |
In addition to all ART appeal files, include:
|
Estimate |
The relevant period includes all assessments overlapping with the start of the Initial Estimate for the financial year to
Note: even if the Estimate/Amended estimate in dispute is not the Initial Estimate for the financial year, all the assessments from the start date of the Initial Estimate for the financial year, up the assessment period in which the 30 June end of the financial year falls, should be included. |
In addition to all ART appeal files, include:
No care details are needed, except if there are unusual aspects of the case that make the care details crucial for full understanding of the assessment (e.g. if both parents have a positive child support percentage for the same child). |
Estimate reconciliation |
The relevant period includes all assessments overlapping with the start of the Initial Estimate for the financial year to which the Estimate Reconciliation relates and continuing on up to the assessment period in which the 30 June end of the financial year falls. |
In addition to all ART appeal files, (i.e. the documents, letters, Cuba notepads relating to the original decision includes the initial, amended, reviewed and reconciled estimate, and include:
No care details are needed, except if there are unusual aspects of the case that make the care details crucial for full understanding of the assessment (e.g. if both parents have a positive child support percentage for the same child). |
Disputed application for Fixed Annual Rate (FAR) not to apply |
The relevant period for a FAR ART Appeal will be for the entire period of the child support period to which the FAR application applies. Full history details of the versions of the assessment made for the relevant period are needed (including any assessment made after an s66B decision that a FAR not to apply decision ceases to apply and is revoked from a particular date). Assessment history details are not required for assessment periods that do not fall within the relevant period. |
In addition to all ART appeal files, include:
Care details are not needed for care periods that do not overlap with the Child Support Period to which the FAR or MAR not to apply application relates |
Disputed application for Minimum Annual Rate (MAR) not to apply |
The relevant period for a MAR ART Appeal will be for the entire period of the child support period to which the MAR application applies. Full history details of the versions of the assessment made for the relevant period are needed. Assessment history details are not required for assessment periods that do not fall within the relevant period. |
In addition to all ART appeal files, include:
|
Non-agency payment (NAP) |
The relevant period for a NAP ART Appeal will be from the date of payment of the NAP/PNAP until now. |
Remove from the standard list above:
In addition to all ART appeal files, include:
|
Opt-In/Opt-In Arrears Amount |
For Opt-In/Opt-In Arrears appeals the standard list of Cuba screenshots is not required. Include the following:
|
|
Post Separation Income |
The relevant period will include all assessments for the Child Support Period to which the application for PSI exclusion relates. |
In addition to all ART appeal files, include:
No care details are needed. The exception would be if there are unusual aspects of the case that make the care details crucial for full understanding of the assessment (e.g. if both parents have a positive child support percentage and are assessed to pay each other for the same child). |
Refusal of EOT to Object – S83(1) refusal of request for extension of time to object |
When a customer has lodged an objection outside of the relevant objection period, they may request an extension of time (EOT) to object. If the EOT request was refused by Child Support, the customer can request an ART review of that EOT to object refusal. Prepare the file in the same manner as if it is being prepared for a substantive matter. Refer to the relevant Special Variations for the substantive appeal type as per the underlying decision in dispute. The only exception to this is with a Part 6A Appeal. The relevant period for an EOT to Object for a Part 6A Objection begins from the original COA application date or the beginning of the RVA, whichever is earlier. There is no requirement to build the file to include information 18 months prior to the COA application date for an EOT to Object appeal. |
In addition, include all conversations/contacts where the option to object to Child Support was discussed, whether during or after the original decision, and any discussions, notepads or documents provided by the customer about the reasons for the delay in making their objection. |
Registration of liabilities (other than Child Support assessment liabilities) |
The relevant period for an appeal against the registration is from the date the application was made until now. |
In addition to all ART appeal files, include:
|
Registration/Refusal to register relevant dependant |
The relevant period for an appeal against the Registration or Refusal to Register a Relevant Dependant is from the date the application was made until now. |
In addition to all ART appeal files, include:
|
Remittance - Late Payment Penalties (LPP) |
Remittance of penalties is a one party appeal – Do not send any papers a second party. The relevant period for a refusal to remit late payment penalties appeal begins from the month in which the penalty. Under consideration first began accumulating, until the current day. |
The standard list of screen shots is not required. Include the following:
|
Remittance - Estimate Penalties |
Remittance of penalties is a one party appeal – Do not send any papers a second party. The relevant period for a refusal to remit estimate penalties appeal begins from the recording of the initial estimate until the current day. |
The standard list of screen shots is not required. Include the following:
|
Build the file using Adobe Professional X1
Table 3
Action |
Description |
Preparation |
To build a consistent quality file, the following Adobe settings are needed. This enables:
|
Order to build files |
|
Scan page alert |
While building the file, run character analysis when prompted. This helps the redaction process. |
File naming convention |
All material included in the ART file needs to be assigned a file name, so the content is identifiable when collating into ADOBE ACROBAT. Files are identified by assigning a unique file name to each document type included in the bundle. The purpose of the file naming conventions is to:
|
Default filenames |
Some documents need to be in specific positions within the file. To make this happen, default filenames are assigned. |
Document file names |
Documents of more than one page existing separately (Letters, CSA Online, Cuba Notepads) need each page to be assigned an index number to make sure they are in the correct order (oldest to newest) when combined. See examples in letters, CSA Online. |
Letters |
Letters need to be at top of each date range and are assigned a higher index to make sure that occurs. E.g., an assessment notice issued 23 May 2015, its assigned file name would be YYYYMMDD 20150523 9999 The 9999 index is applied to the last (Bottom) page and the rest of the pages are indexed in descending order upwards. |
View Correspondence |
Using the letters example above, Correspondence received 23 May 2015 would be assigned index 0001, filename 20150523 0001, this enables it to be correctly placed under the last page of assessment notice 23 May 2015, filename 20150523 9999. |
CSA Online |
CSA online correspondence needs ‘manual handling’ as Service Officers cannot be print/save notepads and attachments as single files but need to capture all communication. In this example, 3 files need to be created. |
Communication notepads |
Notepad filenames are saved using DDMMYY and time. E.g., the filename is 20140527 1413 After 4pm to confirm if Leanne has stay order from court. |
Collection Window notepad |
Assign a default times as there is no time recorded on these notepads. Using 24H clock counting backwards from midnight. Save the notepad with filename 20140512 2359 Is the first Collection Window notepad on this date, so default time of 2359 is assigned. Any additional notepads in Collection Window on this date would be assigned the next descending number, e.g. the next file name would be 20140512 2358. Only the last digit needs changing. |
Past NTDs |
Most previous NTDs can be retrieved via SHR drive and can be saved simply by ‘printing’ and saving as per naming conventions. e.g. For a NTD decision made on 25th May 2011 the file name is 20110525 9999. Add a marker for reference and visibility 20110525 9999NTD |
Relevant material collated |
Check for file name consistency, rename/ correct if needed. |
Prepare to combine files |
Go to Adobe Select Create > Combine files into single PDF > Switch to List View Select Options and make sure the below Other options are ticked
Select OK |
Combine files |
Select All > right mouse Combine Files in Acrobat Select Combine Files |
Bookmarks |
Assign bookmarks to help the user navigate to the specific material in the file. Add the following standout bookmarks as applicable:
Bookmarks are easily applied after the file is combined. To edit and rename existing bookmarks: To view applied Bookmarks, select Bookmarks tab from the side menu. Within the combined PDF file select the Bookmark tab from the left Tool bar To rename the existing bookmarks as required:
Repeat renaming all Bookmarks as required. |
Attachments
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Access and disclosure of AUSTRAC information
ART review resources
See the Resources page in Administrative Review Tribunal (ART) applications against Child Support for the suite of ART tools and resources.