Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED) 010-03040020

Has a home schooling manual review been allocated?

• Yes, see Table 3
• No, go to Step 2

Are the general Assistance for Isolated Children (AIC) eligibility criteria met for the applicant and student?

• Yes, go to Step 3
• No, go to Step 10

All students must be enrolled with an approved distance education provider and/or registered for home schooling with the relevant state/territory education authority. For more information about providers, see the National Course Approvals sub-site.

Is the student enrolled/registered with an approved distance education provider or education authority?

• Yes, and the student is studying at:
• their family home, go to Step 4
• another location, go to Step 5
• No, go to Step 10

Students studying via distance education from their family home must be:

• enrolled in a distance education school, or
• undertaking a course of home schooling/education. The relevant state/territory authority must approve (register) the course as a satisfactory alternative to their government curriculum, or
• unable to attend their appropriate local government school due to distance or special needs. This can also include a short-term injury or illness, where the school will set the student work to do at home

Does the student meet one of the above?

• Yes, if the student is:
• enrolled or registered for home schooling, go to Step 6
• studying at a Homeland Learning Centre (HLC), go to Step 8
• studying via distance education, go to Step 9
• No, go to Step 10

Distance Education Allowance (DED) is paid for students who study from home. However, DED can be paid for other acceptable study locations.

Other acceptable study location can include the following, studying:

• or using facilities at a school that does not offer tuition at their level. They will usually be enrolled with a distance education provider
• at a premises:
• not classified as a mainstream school, and
• that does not provide tuition by qualified teachers
• at a Homeland Learning Centre (HLC) in the Northern Territory (NT)
• at the family's second home, that is maintained for reasons other than daily access to appropriate schooling for the student or their siblings
• while travelling as parental work requires frequent moves (itinerant family)
• while travelling overseas for less than 12 months where:
• the student continues to be enrolled at an approved distance education provider, and
• continues to undertake the relevant school work on a full-time basis
  Note: the 12 months is calculated from each departure from Australia. The student remains eligible as long as they are not outside Australia for a continuous 12 month period

See the Resources page for examples.

Is the student studying distance education at an acceptable study location?

• Yes, if the student is:
• enrolled or registered for home schooling, go to Step 6
• studying at a Homeland Learning Centre (HLC), go to Step 8
• studying via distance education, go to Step 9
• No, go to Step 10

To be approved for home schooling, the student must:

• meet the age requirements for registration for their home state/territory. For assistance, see the Resources page
• be provisionally or formally registered for home schooling

Note: if the renewal application was submitted before the previous registration ended, but the registration ceased due to a delay by the education authority, the student remains eligible for DED.

Does the student meet the above requirements?

• Yes, go to Step 7
• No, go to Step 10

Students studying via home schooling are required to be registered with the relevant state/territory education authority.

Supporting documents are required to support the applicant's claim. The applicant must supply the relevant certificate or statement from the state/territory.

Note: if the renewal application was submitted before the previous registration ended, the statement advising of this is sufficient evidence to support the claim.

For examples of home schooling certificates, see the Resources page.

Tell the applicant of the above requirements. If required, send a request for the documentation. See Requesting information (CLK).

Has the relevant certificate or statement been supplied?

• Yes, go to Step 9
• No, if assessing a:
• change of circumstances, go to Step 14
• new claim, reject the AIC claim. See Rejecting an Assistance for Isolated Children (AIC) claim. Procedure ends here

The applicant and student must both live in the HLC community, not in the main community.

The student must attend a HLC, not the main community (hub) school.

For a list of all known Homeland Learning Centres (HLC) and their hub schools, see the Resources page.

Does the student and applicant meet the above criteria?

• Yes, go to Step 9
• No, go to Step 10

Is the student receiving DSP or PPS?

• Yes, and the student is studying at a:
• primary or ungraded level, go to Step 11
• secondary or tertiary level. The student is not eligible for the AIC, but may be eligible for Pensioner Education Supplement (PES), go to Step 10
• No, go to Step 11

Tell the applicant they are not eligible for Assistance for Isolated Children (AIC) Distance Education Allowance (DED) for the student.

While general advice based on information provided by the customer can be given over the phone, encourage the customer to test their eligibility. See Claiming Assistance for Isolated Children (AIC).

If general AIC eligibility criteria are met, check eligibility for other AIC allowances, see Eligibility for Assistance for Isolated Children (AIC) allowances.

Record details on a DOC on the applicant's record. Include:

• the reason(s) the student and applicant are not eligible for AIC DED
• advice given to the applicant about ineligibility
• any other relevant details (e.g. information provided by the applicant)

Is further coding required for a new claim or change of circumstance?

• Yes, go to Step 12
• No, procedure ends here

Tell the applicant they may be eligible for Assistance for Isolated Children (AIC) Distance Education Allowance (DED) for the student.

Record details on a DOC on the applicant's record.

If the applicant has not yet lodged a claim, advise them to lodge a claim. See Claiming Assistance for Isolated Children (AIC).

Is further coding required for a new claim or change of circumstance?

• Yes, go to Step 12
• No, procedure ends here

On the Living Arrangement Details (EILA) screen, update the following fields:

• Living Arrangement:
• DEH - if living in the principal family home
• DEO - if studying via an alternative education site or a Homeland Learning Centre (HLC)
• Living Arrangement Start Date: see Determining the entitlement start date for Assistance for Isolated Children (AIC)
• End Date: when the student has:
• partial entitlement for the year, key the student's entitlement end date
• otherwise, leave blank

Is the student considered studying from home by the education provider or authority?

• Yes, go to Step 13
• No, see Table 2

Is the student registered for home schooling?

• Yes, see Table 2 > Step 7
• No, if assessing a:
• change of circumstances, finalise the activity on the Assessments Results (AR) screen. Procedure ends here
• new claim, continue to process the claim

When an applicant advises a change of circumstances from another study mode to home schooling, if the relevant certificate or statement from the state/territory authority has not been provided:

• issue the applicant a Requesting Home schooling information from parent/guardian Q888 letter. See Creating a Q999 or Q888 letter
• end the current study details. See Study updates and coding for Assistance for Isolated Children (AIC) students
• procedure ends here

Student is undertaking part-time home-based study:

• The applicant must supply a letter from the school/education authority confirming the study load and study periods
• If the study arrangements are complex, follow Tier 0 technical support - self-sufficiency
• If the part-time study changes from week to week, assess and pay DED for each term in arrears

Has the applicant supplied an AIC claim and verified the study load/study period details?

• Yes, go to Step 2
• No, ask the applicant to supply a letter, from the education provider that shows the amount of their face-to-face and home-based study and includes, for each, the number of:
• lessons
• hours
• days, or
• periods, and
• the dates or periods affected
• procedure ends here

Based on the details provided, is the student considered to be full-time by the school or relevant state or territory home schooling/education authority responsible for that study?

• Yes, go to Step 4
• No, go to Step 3

The tables on the Resources page show the minimum study load for payment of the normal full-time rate of DED. Use the tables to assess the DED payable for the particular part-time study load. Consider any disability.

Is the student's home-based study less than 20% of the normal full-time study load for a school?

• Yes, go to Step 5
• No, go to Step 6

Tell the applicant they may be eligible for the full-time rate of DED payment for the student.

Record details on a DOC.

If the applicant says the student's face-to-face study will gradually increase, tell the applicant Services Australia will assess AIC after confirmation of the new study.

Tell the applicant they are not eligible for AIC for the student.

Record details on a DOC. Include:

• the reason(s) the customer is not eligible for AIC
• advice given to the customer about ineligibility
• any other details provided by the applicant

If the applicant says the student's face-to-face study will gradually increase, tell the applicant Services Australia will assess AIC after confirmation of the new study details.

Procedure ends here.

When the percentage of home-based study is between 20% and 74.9%, and is consistent across a term instalment period, calculate entitlement for that term instalment as follows:

• $ annual DED rate/days in the year x days in the term instalment x percentage of home-based study

Note:

• round to the third decimal point, for example 0.3948 becomes 0.395
• Days in the year: are 365 or 366 in a leap year
• Term instalment periods: have a different number of days as follows:
• Term 1: 90 days or 91 days in a leap year
• Term 2: 91 days
• Term 3: 92 days
• Term 4: 92 days

See Table 4 on the Resources page for Examples 1 and 2.

When the percentage of home-based study is between 20% and 74.5% and is not consistent across a term instalment period, calculate entitlement for each portion of the instalment period as follows:

• $ annual DED rate/days in the year x number of affected days in that portion of the term instalment period x percentage of home-based study for that portion of the instalment period
• Then add each portion together to get the total entitlement for that term instalment period

See Table 4 on the Resources page for Examples 3 and 4.

Complex cases

Refer complex cases to policy through Tier 0 technical support - self-sufficiency.

As DED is paid by term instalments, the pro-rata rate can only be applied by adjusting the term instalment amount on the One Off Payment (OOP) screen.

Code the AIC claim as needed for the family/child's circumstances:

• On the Assessment Results (AR) screen:
• 'S'elect the relevant term instalment payment line. Action each term instalment individually
• In the Nxt: field, key OOP
• Adjust the payment amount on the relevant line on the OOP screen to the calculated amount for that term
• Repeat the above for each affected term
• Finalise the activity on the AR screen
• Record details on a DOC. Include:
• the reason(s) the customer is eligible for AIC
• verification documentation supplied
• calculations used for pro-rata rate
• any other information provided by the customer

The OOP screen may not allow adjustment of future entitlement. In this case, payments may need to be term by term. If so:

• End date Living Arrangements Details (EILA) screen with the current 'paid to' date. This will prevent the auto issue of incorrect payment amounts
• Record that only the relevant terms have been paid on a DOC
• In Customer First, create a manual review on the Review Registration (RVR) screen and update the following fields:
• Service Reason: key EIA
• Review Reason: key REV (Manual Review)
• Due Date: key the next term instalment due date
• Source: key INT
• Date of Receipt: key today's date
• Notes: key 'Adjustment of DED entitlement required. Return to OB 010-03040020 for action.'
• 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
• Tell the applicant that payments can only be made term by term
• Finalise the activity on the AR screen

When a manual review is allocated and:

• the student is over the maximum age for home schooling, go to Step 2
• the student's home schooling registration will cease, go to Step 3
• a new home schooling registration certificate or statement is required, go to Step 4
• a new registration has been received, go to Step 6

Students, who are over the maximum age for home schooling, may have their registration stopped by the governing state or territory department. These students are not eligible for Distance Education Allowance (DED) when the registration stops.

If allocated a home schooling maximum age review via Workload Manager (WLM):

• check the student and applicant record for notification of a change in schooling
• where there is no change in circumstances, make 2 genuine attempts to contact the applicant to tell them:
• DED is not payable if the registration stops due to age
• about the other AIC allowances they may be eligible for. For example, they may remain eligible if registering for distance education
• record details of the discussion on a DOC

Has the applicant advised of new home school study arrangements?

• Yes, go to Step 6
• No, and:
• the student will not be enrolling in approved distance education or boarding, or has not provided new study enrolment details. Cancel the payment, see Cancellation and debt raising of Assistance for Isolated Children (AIC) payments. Procedure ends here
• the student will be enrolling in approved distance education or boarding, or has provided new study enrolment details. See Study updates and coding for Assistance for Isolated Children (AIC) students

When students are approved for home schooling by the governing state/territory department, it is for the period stated on the home schooling registration certificate or statement.

Students remain eligible for DED if an application for renewal of registration is submitted before the previous registration ceases. If registration is not renewed, eligibility for DED ceases from the date the previous registration ceased.

When a new claim is assessed, a manual review is created to make sure the home schooling registration is followed up with the applicant prior to registration ceasing.

If allocated a home schooling registration review via Workload Manager (WLM), select the appropriate option below.

When the manual review falls due 12 weeks before a student's home schooling registration will cease:

• make 2 genuine attempts to contact the applicant to:
• discuss if they have or will apply for a renewal of their registration as the certificate provided indicates the registration is expiring
• tell them to submit evidence of the renewal before the current registration ceases to continue receiving DED. For evidence requirements, see Table 6 on the Resources page
• if the applicant advises that home schooling will not continue, finalise the manual review. Go to Step 5
• when contact has been made or attempted:
• issue a Requesting Home schooling information from parent/guardian Q888 letter to the applicant to request evidence of the home schooling registration renewal and a new certificate or statement if renewal is approved. See Creating a Q999 or Q888 letter
• place the manual review on hold until 14 days before the current registration ceases
• record details of the discussion and/or actions taken on a DOC

Has evidence been provided?

• Yes, go to Step 6
• No, procedure ends here until further evidence is provided

When the manual review falls due 14 days before a student's home schooling registration will cease, check the student and applicant records for evidence that the home schooling registration has been renewed or a renewal application has been submitted before the current registration ceases. For evidence requirements, see Table 6 on the Resources page.

Has evidence been provided?

• Yes, if:
• a new home schooling registration certificate or statement has been supplied, go to Step 6
• the applicant has submitted evidence that a renewal application has been submitted before the current registration ceases, go to Step 4
• No, go to Step 5

If an applicant provides evidence that a renewal application has been submitted before the current registration ceases, confirm if the home schooling registration has been renewed. For evidence requirements, see Table 6 on the Resources page.

• Make 2 genuine attempts to contact the applicant to tell them they must:
• provide a copy of the new home schooling registration certificate or statement when received, or
• contact Services Australia when they are advised that registration will not be renewed
• Record details of the discussion and/or actions taken on a DOC
• In Customer First, go to the Activity List (AL) screen and select the manual review. Go to Activity Details (AY) screen and update the following fields:
• Due Date: key 12 weeks from the date the renewal application was lodged
• Notes: key 'New home schooling registration certificate or statement required, see OB 010-03040020 to action'
• The review will mature on the Due Date coded in the RVR activity. Workload Manager will allocate the review for manual action. Finalise the manual review when it matures

Procedure ends here until further evidence is provided.

Code the DED cancellation from the date the home-schooling registration ceased.

In Customer First:

• Go to the Living Arrangements (EILS) screen
• 'S'elect the appropriate line and update the following fields:
• End Date: key the date the home schooling registration ceased
• Source: key 'INT'
• DOR: key the date the applicant notified of the change or today's date if no notification
• Action: key 'C'
• press Continue
• Update the current study on the Education Course Details (EDC) screen:
• Student End Date: key the date the home schooling registration ceased
• Finalise the update via the Assessment Results (AR) screen
• Make sure the system is cancelling the AIC payment from the correct date
• Record details on a DOC/Note:
• use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Cancelled

Has a debt occurred?

• Yes, and the Service Officer is:
• trained in actioning debts, see Cancellation and debt raising of Assistance for Isolated Children (AIC) payments
• not trained in actioning AIC debts, procedure ends here
• No, procedure ends here

When the newest formal registration certificate or statement is received, finalise the manual review in Customer First. See How to code and action a manual review.

A manual review with the new home schooling registration end date is required, go to Step 7.

When a student is approved for home schooling, create a manual review to make sure the home schooling registration is checked before it ceases due to age or the end of the registration period.

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).

If the student's registration will cease due to:

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: key 28 days before maximum age for homeschooling registration
• Source: key INT
• Date of Receipt: key today's date
• Notes: key 'Maximum age for home schooling in {insert state/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.

Procedure ends here.

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: key 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.

Procedure ends here.

• Make a genuine attempt to contact the applicant to:
• discuss if they have or will apply for a renewal of their registration as the certificate provided indicates the registration is expiring
• tell them to submit evidence of the renewal before the current registration ceases to continue receiving DED

For evidence requirements, see Table 6 on the Resources page.

• Issue a Requesting Home schooling information from parent/guardian Q888 letter to the applicant to request evidence of the home schooling registration renewal and a new certificate or statement if renewal is approved. See Creating a Q999 or Q888 letter
• 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: key 14 days before end of the registration or, if less than 14, use the registration end date
• 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.

Procedure ends here.