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Processing an Assistance for Isolated Children (AIC) claim 010-03020040

For Assistance for Isolated Children (AIC) Smart Centre Processing staff.

This document outlines how to assess and code a claim for Assistance for Isolated Children (AIC).

On this page:

AIC claim pre-checks

AIC applicant service reason

Process an AIC claim

Update the EIC Claim Details (EICD) screen

Continue to process and finalise an AIC claim

AIC claim pre-checks

Table 1

Step	Action
1	Claim for Assistance for Isolated Children (AIC) (SY040) received Check the applicant has completed the declaration on the SY040 form and has: ticked the digital declaration, or printed and signed the form by hand and dated the declaration If the claim is incomplete, unsigned or more details are needed, staff must make genuine attempts to contact the applicant to obtain the details. Note: if an organisation is applying for AIC, an Assistance for Isolated Children (AIC) - Organisation details form (SY067) is required. Has the claim form been filled out correctly, declaration been dated and the applicant has ticked the digital declaration or signed the form by hand? Yes, and all required documents: have been provided, go to Step 5 have not been provided, go to Step 2 No, go to Step 3
2	Age of claim Is the date of receipt of the claim 18 days or more in the past? Yes, the claim will need to be manually rejected using rejection code AIR (Additional Information Required). To manually reject the claim, go to Step 11 No, go to Step 3
3	Issue a request for information A request for information will need to be issued if: the claim has not been filled out completely required documents have not been provided, or the declaration has not been completed correctly On the applicant's record, go to the History Summary (HS) screen. View the list of recent correspondence created in Customer First. Has a Q760 AIC - Request for information - incomplete claim letter been previously issued to the applicant for this claim? Yes, go to Step 4 No, the Service Officer must: issue a Q760 letter on the applicant's record requesting the required information. See Creating a manual letter or Online Advice (OLA) index an AIC NCL activity on the student's record place the activity on hold with the same due date as the request for information record details on a DOC and include any requests for further information procedure ends here
4	Requested information not provided If the missing information is: the student's proof of age documentation, continue to process the claim. The claim will automatically reject PGE - Proof of Age not Supplied or available, go to Step 5 a statement describing why the person with primary care and responsibility for the student cannot apply for AIC, go to Step 10 anything else, a manual rejection is required, go to Step 11
5	Claim lodgement Determine the student's AIC entitlement start date, see Determining the entitlement start date for Assistance for Isolated Children (AIC). If the claim was lodged greater than 13 weeks prior to AIC eligibility, establish if the claim can be accepted as an early claim. Has the claim been lodged greater than 13 weeks prior to AIC eligibility? Yes, and the claim: can be accepted as an early claim, continue to process the claim. Go to Step 6 cannot be accepted as an early claim and the student is not AIC/CUR, manually reject the claim. Go to Step 11 cannot be accepted as an early claim and the student is AIC/CUR. Go to Step 12 No, go to Step 6
6	Most beneficial claim Applicants may claim for AIC when they are entitled to another payment. Did the customer lodge the most beneficial claim for the student? Yes, go to Step 7 No, manually reject the claim COP - Another payment is more appropriate. Go to Step 11
7	Approved applicant for AIC Determine if the applicant is an approved applicant for AIC, see Determining who can be the applicant for Assistance for Isolated Children (AIC). Is the applicant an approved applicant for AIC? Yes, go to Step 8 No, go to Step 10
8	Check general eligibility for AIC Check both the applicant and student meet the general eligibility criteria for AIC, see Assistance for Isolated Children (AIC) eligibility. Do both the applicant and student meet the general eligibility criteria for AIC? Yes, go to Step 9 No, and the rejection code is: NAI - Not an Approved Institution, PRA - No proof of residence/settlement for applicant, or PRS - Student in pre-school, a manual rejection is required. Go to Step 11 anything else, the claim will reject automatically. Continue to process the claim, go to Step 9
9	EIA service reason On the applicant's record, go to the Service Reason Summary (SRS) screen to check for the service reason: AIC Person Applicant (EIA) if the applicant is a person AIC Organisation Applicant (EIO) if the applicant is an organisation Does the applicant have the required service reason on their benefit status? Yes, see Table 3 No, see Table 2
10	Unapproved applicant If the applicant has not provided sufficient evidence to explain why the person with primary care and responsibility for the student cannot apply for AIC, no assessment can be made: On the non-primary carer's record, issue an AIC Manual CAN,SUS, REJ, RES letter template Q888 letter. See Creating a Q999 or Q888 letter On the student's record, create an AIC Claim Rejected Fast Note to record the decision. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Claim Rejected. Note: if the student’s record is a CHI record, it must be converted before recording the Fast Note, see Searching for a customer on the system Complete any scanned documents actioned as a part of the claim Procedure ends here
11	Manual rejection When the AIC claim is to be manually rejected, a new claim activity will need to be created. Index an AIC NCL activity on the student's record: Go to the Name Search (IN) screen and complete the following fields: Surname of Person: key the student's surname First Name or Initial: key the student's first name or initial DOB: key the student's date of birth In the Claim details section complete the following fields: ServRsn: select EIS (AIC Student) Act: select NCL (New Claim) Srce: select SY040 (AIC Claim Form) DOR: key the date the SY040 was received Select Continue Select the correct customer from the list Select Continue To reject the claim after the indexation is complete, see Rejecting an Assistance for Isolated Children (AIC) claim. Procedure ends here.
12	Early claims for current AIC students When an early claim cannot be processed for a student who is current on AIC, staff must: make genuine attempts to contact the applicant to tell them: they have lodged a claim for AIC for the relevant year early and it cannot be accepted as an early claim the Assistance for Isolated Children (AIC) End of Year (EOY) reviews process and encourage the applicant to complete this process within the relevant timeframes where the AIC EOY review process is completed, there is no need for the applicant to complete another SY040 send the applicant a Q888 letter. For more details, see Creating a Q999 or Q888 letter on the student's record, create an AIC Claim Rejected Fast Note to record the decision. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Claim Rejected complete any scanned documents actioned as a part of the claim Procedure ends here.

AIC applicant service reason

Table 2

Step	Action
1	Small Benefit System In Customer First, in the following fields: Sys: select 'ISS' to access the Small Benefit System (ISS) Next: if the applicant is: a person, key 'SVAIC' an organisation, key 'SVORG' To create the AIC applicant service reason, if the applicant is: a parent/guardian or another person, go to Step 2 an organisation, go to Step 4
2	Individual applicant Go to the Name Search (IN) screen and update the following fields: Surname of Person: key the applicant's surname First Name or Initial: key the applicant's first name or initial DOB: key the applicant's date of birth In the Claim details section, update the following fields: ServRsn: select EIA (AIC person applicant) Act: select Add Srce: select SY040 (AIC Claim Form) DOR: key the date the SY040 was received Select Continue Select the correct customer from the list Select Continue Go to Step 3.
3	Update personal details Confirm and if necessary, update the applicant's (and partner's) details by selecting the relevant options from the Customer Details Task Selector (CDTS) screen. This may include: Customer Contact Details, see Updating telephone details and/or paying Telephone Allowance (TAL) Address, see Updating address details Accommodation, see Completing the Accommodation Details (AC) screen and assessing Rent Assistance (RA) Relationship Status, see Assessment of relationship status - processes, roles and responsibilities Tax File Number (TFN), see Requesting a Tax File Number (TFN) Office Code Relevant residency details, see Residence and Portability screens After all details have been confirmed, go to the Assessment Results (AR) screen and finalise the activity The AIC applicant created Fast Note must be generated on the applicant's record. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC applicant created > Confirm Update the body of text and select Confirm to finalise the Fast Note See Table 3.
4	Search for the organisation record Go to the Organisation Name Search (ON) screen, a search can be conducted by coding either: the exact full name in the Organisation Name: field, or a partial name in the Organisation Name: field, with an asterisk '' at the end (the '' acts as a wildcard and searches for matches that are close to what was entered), or part of the institution's name in the Keywords: field (this works the same as a wildcard search) Select Continue The Organisation List (OL) screen displays any matches that are found Select the appropriate organisation and select Continue The Organisation Details (ORD) screen will display. The record should display AEP in the Service Reasons field. Check all details to make sure the correct record has been found If necessary, repeat the search to find the correct education institution organisation record Has the organisation record been found? Yes, take note of the organisation's CRN, go to Step 5 No: Make sure a thorough investigation has taken place If no record can be found, create a new organisation record. See Creating and updating Organisation records for ABSTUDY and Assistance for Isolated Children (AIC) purposes After an organisation record has been created, take note of the organisation's CRN. Go to Step 5
5	Organisation applicant Go to the Organisation Name (ON) screen and update the following field: CRN: key the organisation's CRN In the Activity details section, update the following fields: Activity type: select Add Source: key SY040 DOR: key the date the SY040 was received Svc Rsn: select 'EIO' (AIC organisation applicant) Select Continue Go to Step 6.
6	Update organisation details and finalise The Organisation Task Selector (OTS) screen workflow will open If any updates are required to the organisation's record, see Creating and updating Organisation records for ABSTUDY and Assistance for Isolated Children (AIC) purposes After all details have been confirmed, go to the Assessment Results (AR) screen to finalise the activity The AIC applicant created Fast Note must be generated on the organisation's record. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC applicant created > Confirm Update the body of text and select Confirm to finalise the Fast Note See Table 3.

Process an AIC claim

Table 3

Step	Action
1	Claim submission date For an AIC claim to be granted, it must be lodged by 1 March of the year following that for which assistance is sought, unless an applicant experiences pre-claim vulnerable circumstances. If the claim was lodged after 1 March of the year following that for which assistance is sought, see Intent to claim for vulnerable customers. Was the claim received after 1 March of the year following study? Yes, and an Intent to claim and vulnerable customer: exists, use the earliest appropriate intent to claim date as the AIC claim’s Date of Receipt. Go to Step 2 does not exist, use the date the claim was lodged as the Date of Receipt. Go to Step 2 No, go to Step 2
2	Index the claim All AIC claims must be indexed in the student's record. If the applicant has lodged multiple claims for different years with different outcomes, for example Reject and Grant, complete this process in date order oldest to newest for each claim lodged. To index the claim: Go to the Name Search (IN) screen and update the following fields: Surname of Person: key the student's surname First Name or Initial: key the student's first name or initial DOB: key the student's date of birth In the Claim details section, update the following fields: ServRsn: select EIS (AIC student) Act: select NCL (New Claim) Srce: select SY040 (AIC Claim Form) DOR: deemed Date of receipt Select Continue Select the correct customer from the list Select Continue Go to Step 3.
3	Update student details Go to the Activity List (AL) screen Select the new claim activity Go to the Customer Details Task Selector (CDTS) screen Select any screens that need updates based on the student's circumstances. This may include: Address (ADH) screen Telephone (TDS) screen Office Codes (OC) screen Customer Details (CPDS) screen Other Customer Links (OCL) screen Other Contact Details (OCD) screen RES Task Selector (RSLEG) screens Select Next to progress through the claim Go to Step 4.
4	Address details (AD) screen The Address History (ADH) screen for the student's home address must reflect the applicant's ADH screen from the date of grant. No update is required if the address matches from or before date of grant. If updates to the student's home address are required, see Updating address details. Is the student living in a second home, boarding school or hostel? Yes, the student's term address must be coded, go to Step 5 No, go to Step 6
5	Term address On the ADH screen: select address type Term/Semester select Continue On the Address Details (AD) screen, update the following fields: Start date: must align with the first date of entitlement enter the student's term address details manually or using the rapid address entry Select Continue
6	Links Summary (LS) screen All AIC claims must have an Employment Income Confirmation (EIC) link to the applicant. Check for any existing or started (EIC) links on the Links Summary (LS) screen. Select the appropriate option below. Current correct EIC link exists between student and applicant No further action is required. Go to Step 8. Current incorrect EIC link already exists The incorrect link must be end dated on the date prior to the new link start date on the LS screen: Select the incorrect EIC link End date: key the date prior to the new link start date. The new link start date will be the later of: 1 January of the claimed year, or the date the child came into the applicant's care Note: if the claim is for a future year, use the date of receipt of the claim Reason: key NLC Select Continue To link the correct applicant: Go to the LS screen, in the box next to the Add New Link: key 'Y' Select Continue The Other Customer Links (OCL) screen will display, update the following fields: Link type: key EIC (student to applicant) From SVC Rsn: key EIS (AIC student) To: if the applicant is: a person, key EIA an organisation, key EIO Start Date: the later of: 1 January of the claimed year, or the date the child came into the applicant's care Note: if the claim is for a future year, use the date of receipt of the claim Action: key 'I' Select Continue Go to Step 7. No EIC link exists On the Other Customer Links (OCL) screen, update the following fields: Link type: key EIC (student to applicant) From SVC Rsn: key EIS (AIC student) To: if the applicant is: a person, key EIA an organisation, key EIO Start Date: the later of: 1 January of the claimed year, or the date the child came into the applicant's care Note: if the claim is for a future year, use the date of receipt of the claim Action: key 'I' Select Continue Go to Step 7.
7	EIC link to applicant When the OCL screen has been coded, search for and select the applicant. Select the appropriate applicant option below. Person When linking a person, the Link Person (LP) screen will display. To search for the applicant, update the following fields: Surname of person: key the applicant's surname First Name or Initial: key the applicant's first name or initial Date of Birth: key the applicant's date of birth Select Continue Select the correct applicant record The Link Confirmation (LC) screen will display: In the Confirm Selection? field, key 'Y' Select Continue Go to Step 8. Organisation When linking an organisation, the Link Organisation (LO) screen will display. To search for the organisation, update the following fields: Organisation Name: key either: the exact full name, or a partial name with an asterisk '' at the end (the '' acts as a wildcard and searches for matches that are close to what was entered) or CRN: key the organisation's CRN or Keywords: key part of the institution's name (this works the same as a wildcard search) Select Continue Select the correct organisation record The Link Confirmation (LC) screen will display: In the Confirm Selection? field, key 'Y' Select Continue Go to Step 8.
8	Residency Confirm all residency screens are coded with the correct information, see Residence and Portability screens. This may include but not limited to the below screens: Immigration Enquiry (RSIMME) Legal Residence Details (RSLEG) Country of Residence (CRES) After all residency screens have been confirmed, continue through the claim until the EIC Claim Details (EICD) screen displays. To code this screen, see Table 4.

Update the EIC Claim Details (EICD) screen

Table 4

Step	Action
1	EIC Claim Details (EICD) screen Determine if the applicant is an approved applicant for AIC, see Determining who can be the applicant for Assistance for Isolated Children (AIC). On the EIC Claim Details (EICD) screen, update the following fields: Event Date: key the determined AIC entitlement start date Relationship to Student: key appropriate option below: MUM (Mother) DAD (Father) FSP (Foster Parent) ORG (Organisation) OTH (Other) Non-approval Reason: if the applicant is not approved, key '?' for non-approval reason options and key the appropriate non-approval reason Foster Care Allowance Paid: see Foster care or state authorised care, key 'Y' or 'N' Once coded, go to Step 2.
2	Proof of age Proof of age is not needed if the applicant has previously received: Family Tax Benefit (FTB) Child Care Subsidy (CCS), or other family assistance for this student Note: if proof of age is available on the applicant's partner's Family Assistance record, this is sufficient evidence. Go to the applicant's record: From the Child Selector (CHS) screen, select the student Go to the Change Child (CCH) screen Has the applicant supplied sufficient proof of age with the AIC claim, or can it be verified through the applicant's record? Yes, in the Proof of Age field, key 'Y’. Go to Step 3 No, in the Proof of Age: field, key 'N'. Go to Step 4
3	Age requirements Confirm the student meets the age requirements for AIC. If the student does not meet the age requirements, in the Age Exemption: field, key ‘N’. If the student meets the age requirements, and they are a: non-tertiary student: and the student’s progress has been delayed by special circumstances, in the Delayed Progress: field, key 'Y' under 5 years old on the determined AIC entitlement start date, in the Minimum Age Exemption: field, key 'Y' tertiary student, update the following fields: Delayed Progress: if the student's progress has been delayed by special circumstances, key 'Y' Tertiary End Date: key the student's entitlement end date Go to Step 4.
4	Australian Government income support or similar payment Will the student claim or receive another Australian Government income support (for example, Youth Allowance (YA)) or a similar payment when they turn 16 years of age? Yes, in the Other Payment Claim: field, key 'Y', go to Step 5 No or not sure, go to Step 5
5	Claim submission date Was the claim received after 1 March of the year following study? Yes, and an Intent to claim and vulnerable customer: exists, in the Late lodgement concession: field, key 'Y'. Go to Step 6 does not exist, in the Late lodgement concession: field, key 'N'. Go to Step 6 No, in the Late lodgement concession: field, key 'Y'. Go to Step 6
6	Remaining fields Update the remaining fields on the EICD screen: Manual Assessment Start Date: leave blank, this field is used to override the system calculated assessment start date and will be determined at a later point of assessing the claim Reason for Manual ASD: leave blank, only update this field when the Manual Assessment Start Date: field is coded Action: key 'I' Select Continue Continue to process the claim, see Table 5.

Continue to process and finalise an AIC claim

Table 5

Step	Action
1	Study details To code the Education Course Details (EDC) screen, see Study updates and coding for Assistance for Isolated Children (AIC) students, then return here. Is the student in lawful custody or in state authorised care? Yes, go to Step 2 No, go to Step 4
2	Student is in lawful custody or state authorised care If a student is placed in substitute care through a State/Territory welfare authority, this is State authorised care. AIC is not payable for a student in: a custodial institution for the period of their committal. For example: prison remand centre training school, or psychiatric facility State authorised care and whose permanent accommodation is financed wholly or substantially by the State or Territory government Does the student meet one of the non-payable criteria above? Yes, go to Step 3 No, go to Step 4
3	Student meets non-payable criteria When a student meets a non-payable criteria due to being in lawful custody or state authorised care, AIC is not payable. On the Living Arrangement Details (EILA) screen, update the following fields: Living Arrangement: for: lawful custody, key 'LAW' state care, key 'NOP' Living Arrangement Start Date: key the living arrangement start date Action: key 'I' Select Continue Go to Step 7.
4	Living Arrangement Details (EILA) screen The student's living arrangements need to be correctly recorded on the Living Arrangement Details (EILA) screen. Depending on the AIC allowance the student is claiming, update the required screens from the below links, then return here: Distance Education Allowance (DED) Boarding Allowance (BA/ABA) Second Home Allowance (SHA) AIC Pensioner Education Supplement (PES) Does the student meet the eligibility criteria for one of the above allowances? Yes, go to Step 5 No, on the EILA screen, update the following fields: Living Arrangement: key 'NOP' Living Arrangement Start Date: key the date the claim was lodged Action: key 'I' Go to Step 5
5	EIC Isolation Details (EIID) screen An applicant is eligible for AIC if the student meets an isolation or special needs condition. For assessment and coding, see Isolation conditions for Assistance for Isolated Children (AIC). When coded, return here. Note: for students attending Homeland Learning Centres (HLC) in the Northern Territory, use the hub school institution code as the 'Nearest Approp Govt School' on the EIID screen. For hub school codes, see Study updates and coding for Assistance for Isolated Children (AIC) students. Does the student meet an AIC isolation or special needs condition? Yes, go to Step 6 No, go to Step 7
6	Payment Instructions (PIPI) screen The applicant can nominate where their AIC payment is directed. To record payee details on the Payment Instructions (PIPI) screen, see Payee for Assistance for Isolated Children (AIC), then return here. Go to Step 7.
7	Assessment Results (AR) screen Go to the AR screen. Note: when assessing a pro-rata entitlement for Second Home Allowance, see SHA eligibility and payability Table > Step 12 in Eligibility for Assistance for Isolated Children (AIC) Second Home Allowance (SHA) for manual rate coding. Return to this Step after coding. Check and confirm the AIC entitlement is paying from the relevant grant date. If the AR screen is not displaying the correct AIC entitlement, confirm all screens have been coded as per the previous steps. If the claim is an AIC re-grant and the AIC cancellation activity was processed on the same day as the re-grant, the grant letter must be inhibited from the AR screen. A manual letter will be issued later in the process. On the AR screen, select Actions > Letter Action > Inhibit Letters. Is the claim outcome correct? Yes, go to Step 9 No, if the claim: is to be rejected, see Rejecting an Assistance for Isolated Children (AIC) claim. Procedure ends here has an incorrect start date, go to Step 8
8	Manual start date If the system is not paying the AIC entitlement from the correct start date and all required screens have been checked, a manual start date will need to be coded. On the EIC Claim Details (EICD) screen, update the following fields: Manual Assessment Start Date: key the determined AIC entitlement start date Reason for Manual ASD: key the reason for the manual start date Action: key 'C' Select Continue Go to the Assessment Results (AR) screen: Check and confirm the AIC entitlement is paying from the relevant grant date If the claim is an AIC re-grant and the AIC cancellation activity was processed on the same day as the re-grant, make sure the grant letter has been inhibited Go to Step 9.
9	Record a DOC Record details of the claim in a DOC, use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > if the claim is: granting, use AIC Claim Granted rejecting, use AIC Claim Rejected Complete any scanned documents actioned as a part of the claim Was the claim granted after the second Saturday in October? Yes, go to Step 10 No, go to Step 11
10	End of Year (EOY) review As the claim has been processed after the EOY Reviews have been issued, the EOY review form will not automatically issue. Attempt to contact the applicant and complete a verbal EOY review, see Processing Assistance for Isolated Children (AIC) End of Year (EOY) review forms. Was a verbal EOY review able to be completed? Yes, go to Step 11 No, send a manual EOY review form to the applicant, see Table 2 in Assistance for Isolated Children (AIC) End of Year (EOY) review form enquiries. After the manual review form is sent, go to Step 11
11	Multiple claims Has the applicant lodged another claim for a different year? Yes, go to Step 12 No, finalise the claim on the Assessment Results (AR) screen. If: multiple AIC siblings have been assessed on the same day, go to Step 13 otherwise, go to Step 14
12	Multiple claims for different years Separate activities may be required. Select the appropriate option below. Both claims are to be granted Additional coding in the current claim is required: Key an Event Date: of '01/01/XX' within the first claim on any relevant screens. These may include: Education Details Course (EDC) - for coding assistance, go to Step 3 Living Arrangement Details (EILA) - for coding assistance, go to Step 4 Once all relevant screens are coded, go to the Assessment Results (AR) screen and finalise the claim Have multiple AIC siblings been assessed on the same day? Yes, go to Step 13 No, go to Step 14 Each claim has a different outcome or both are to be rejected The second assessment is required in a separate new claim activity. Finalise the current claim activity on the AR screen, when finalised: Index the second claim When indexed, place on hold for one business day: Go to the Activity List (AL) screen Select the NCL activity Select (O) and then Continue In the Resubmit Date: enter tomorrow's date Select Continue The claim will be on hold for one day to allow for the Auto letter to issue for the first claim. When second claim is allocated, process claim from the start of this Operational Blueprint procedure. Have multiple AIC siblings been assessed on the same day? Yes, go to Step 13 No, go to Step 14
13	Issue a Q999 grant letter If multiple students from the same family have been assessed on the same day, a Q999 grant letter must be issued for each AIC sibling to advise of every claim's outcome. On each the student's records, issue a Q999 grant letter for each claim lodged. For details, see Creating a Q999 or Q888 letter. For letter templates, see Students and trainees. After all letters have been issued, go to Step 14
14	Finalise the claim A Q999 letter may need to be sent if the granted AIC claim was: approved to be lodged as an early claim re-granted and cancelled on the same day as the re-grant processed for a past calendar year, but not claimed or granted for the current calendar year assessed and granted for multiple years Does the AIC claim meet any of these conditions? Yes, for: an approved early Boarding Allowance (BA/ABA) claim, issue an AIC Additional Boarding Allowance - Request for Information Q888 letter. See Creating a Q999 or Q888 letter. Procedure ends here a re-grant where cancellation was on the same day, or if processed for a previous calendar year and not claimed or granted for the current calendar year, issue an AIC Grant Q999 letter for the applicable allowance. See Creating a Q999 or Q888 letter. Procedure ends here a multiple year grant, issue a Q999 grant letter for both years. See Creating a Q999 or Q888 letter. Procedure ends here No, if the: student is studying via home schooling, go to Step 15 student is studying via any other method, procedure ends here claim is to be rejected, procedure ends here
15	Home schooling manual reviews When a student is approved for home schooling, create a manual review to make sure the registration is checked before it ceases due to age or to remind the applicant when the registration is ceasing. Note: each state may display the registration period differently. If no end date is given, the registration ceases one year from the registration date (minus one day). For Victorian Registration and Qualifications Authority (VRQA), the registration ceases 31 of December however, they are required to notify before 30 November to continue. If the student's registration will cease due to: Maximum age before the end of the academic year In Customer First, create a manual review on the Review Registration (RVR) screen and update the following fields: Service Reason: key EIS Review Reason: key REV (Manual Review) Due Date: 28 days before the end of the registration Source: key INT Date of Receipt: key today's date Notes: key 'Maximum age for homeschooling in {insert state or territory} is {insert age}, registration expected to end {insert date}, see OB 010-03040020 for action required' Keywords: key AICAGE Workgroup: leave blank Position: leave blank Transfer To Region: key LPT The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action. When the activity falls due, see Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED). Procedure ends here. Registration period ending greater than 12 weeks from today In Customer First, create a manual review on the Review Registration (RVR) screen and update the following fields: Service Reason: key EIS Review Reason: key REV (Manual Review) Due Date: 12 weeks before end of the registration Source: key INT Date of Receipt: key today's date Notes: key 'Home schooling registration will cease on {insert date}, see OB 010-03040020 for action required' Keywords: key REVAIC Workgroup: leave blank Position: leave blank Transfer To Region: key LPT The review will mature on the Due Date coded in the RVR activity. Workload Management will allocate the review for manual action. When the activity falls due, see Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED). Procedure ends here. Registration period ending less than 12 weeks from today Issue a Home schooling registration obligation for applicants Q888 letter to the applicant on the student's record. See Creating a Q999 or Q888 letter. Annotate the AIC Claim Granted DOC to advise the letter has been issued. Procedure ends here.