Assessing and coding Assistance for Isolated Children (AIC) term enrolment checks 010-21020228

If:

• a ZDMS_Q790 work item (paper enrolment check) has been allocated, go to Step 2
• a ZIAM_AIC_RVW work item (electronic enrolment check) has been allocated, go to Step 3
• a school or boarding institution has provided information about a student’s enrolment verbally or in writing, go to Step 4
• the applicant has:
  • contacted about an enrolment check, see Table 2
  • provided documents in response to a suspension or Q781 letter for an enrolment check, see Table 2
• an open AIC Enrolment Check Fast Note has fallen due, see Table 2

Paper enrolment checks are scanned as a Q790 letter.

Individual enrolment checks are scanned on a student's record.

Enrolment checks that contain details for multiple students, are scanned onto the education provider's organisation CRN.

Note: swap to Environment B (if prompted) in the organisation CRN.

Access the enrolment checks via Document Tools in Customer First.

Go to Step 4.

Reviews returned electronically, create an individual Integrated Review System (IRS) review on each student's record.

To find the electronic enrolment check in the student's record:

• key 'IRRS' in Next
• press [Enter]
• key 'S' against the REG or STA review to view Review Details (IRRD) screen, which includes details about the dates relevant to the review
• key 'S' in Match Data to view the Match Data (IRMD) screen, which includes details about the term in review, the education provider, and the review type
• select Continue to go back to the IRRD screen

Go to Step 4.

Review the information provided in the enrolment check, including if the student:

• is studying full-time
• ceased studying
• commenced within 14 days of the start date of the term

Note: there is no minimum attendance or minimum schoolwork submission requirement for AIC. If the education confirms the student is enrolled full-time, the student remains eligible, even if attendance or schoolwork submission is noted as low or unsatisfactory.

If required contact the education provider to confirm the student's ongoing eligibility.

If the school advised that the student has:

• ceased study or is no longer full-time:
  • and the student is home schooled, go to Step 6
  • for all other study types, go to Step 7
• commenced 15 or more days after the start date of the term, go to Step 5
• no changes, go to Step 9

Students who commence after the 14th day of the term may still be entitled to AIC over the vacation period if the student was prevented resuming study on time due to:

• unforeseen circumstances, or
• circumstances beyond the student’s control

Make genuine attempts to contact the applicant to establish if the student's circumstances meet the provisions for continued AIC entitlement during the vacation period. Information obtained verbally from the applicant is sufficient evidence to support the assessment and decision making.

If the contact attempt is successful and the applicant:

• confirms the details in the enrolment check, and the late start was:
  • due to unforeseen circumstances or circumstances beyond the student’s control. The student remains entitled to AIC over the vacation period, go to Step 8
  • not due to unforeseen circumstances or circumstances beyond the student’s control. The student will have a gap in AIC entitlement, go to Step 8
• advises a difference in the enrolment check, further information/evidence is required to verify the difference. Go to Step 10

If contact is unsuccessful or no contact details are available, go to Step 10.

Applicants remain entitled to AIC if:

• a new formal home schooling certificate is provided, with no gaps, or
• the renewal application was submitted before the previous registration expired

Remind the applicant to provide the formal certificate when received.

If there is a gap shown in the enrolment check, a new formal home schooling certificate or evidence showing when the renewal was submitted is required.

For evidence requirements, see Table 5 on the Resources page in Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED).

Is a new formal certificate, evidence and/or other update required?

• Yes, go to Step 7
• No, go to Step 9

Where enrolment check details did not match the student's record, make genuine attempts to contact the applicant to confirm details and/or request information.

Record all contact attempts on the record.

• the applicant can confirm the details in the enrolment check, or ongoing AIC entitlement without the need for further evidence, go to Step 8
• AIC is current, and the applicant advises a difference in the enrolment check and further information/evidence is required:
  • advise the applicant, AIC will be suspended pending further information being provided
  • go to Step 11
• AIC is cancelled, and the applicant advises a difference in the enrolment check and further information/evidence is required, go to Step 10

• current, go to Step 11
• cancelled, go to Step 10

The applicant has confirmed the details in the enrolment check, or ongoing AIC entitlement without the need for further evidence.

Are updates required because of the enrolment information and advice from the applicant?

• Yes, and the activity is:
  • a paper review, go to Step 12
  • an electronic review, go to Step 13
  • other enrolment information provided by a school/boarding institution, see Table 2
• No, go to Step 9

If the student's record does not require any updates because of the enrolment check or information received, record details in the AIC Enrolment Check Fast Note.

• Create a closed Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check > Confirm
• Input relevant details
• Adjust the Document Completion: Yes
• Select Continue

If the activity is:

• a paper review, go to Step 12
• an electronic review, go to Step 13
• other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

Evidence is required to confirm eligibility to received AIC entitlement.

On the students record:

• Issue a Q781 letter requesting the applicant to verify enrolment or study load
• Record details in an open Fast Note. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check
  • Document Completion: No
• Place the open Fast Note on hold for 28 days plus additional time for mail delivery:
  • On the Activity List (AL) screen, select the AIC Enrolment Check Fast Note
  • Select H
  • Select Continue
  • Resubmit Date: key + and the number of days needed. For example, +37
  • Select Continue

Where the activity is:

• a paper review, go to Step 12
• an electronic review, go to Step 13
• other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

Evidence is needed to confirm ongoing AIC entitlement.

On the student record:

• Suspend AIC payment date paid to +1:
  • use suspension reason OTH and send manual advice, see Table 2 in Suspension of payment of Assistance for Isolated Children (AIC)
  • return here to action the enrolment check
• Record details in an open Fast Note. Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check
  • Document Completion: No
• Place the open Fast Note on hold for 28 days plus additional time for mail delivery:
  • On the Activity List (AL) screen, select the AIC Enrolment Check Fast Note
  • Select H
  • Select Continue
  • Resubmit Date: key + and the number of days needed. For example, '+37'
  • Select Continue

Where the activity is:

• a paper review, go to Step 12
• an electronic review, go to Step 13
• other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

Have all student records identified on the paper enrolment check been actioned?

• Yes, on the Activity List (AL) screen, select the scanned document:
  • Select 'F'
  • Select Continue
  • Select Continue again
  • If the review:
    - can be actioned, see Table 2
    - cannot be actioned, procedure ends here
• No, repeat steps for all relevant student records until all records are actioned, as per Step 4

Update the Integrated Review System (IRS) to show the review has been started.

In the student's record:

• key 'IRRS' in Next
• key 'K' in the REG or STA review to be actioned
• press [Enter]
• on the Review Contact Summary (IRCS) screen, update the following fields:
  • Meth: key 'PHO'
  • Date Contacted: date the attempt to contact the applicant was made
  • Press [Enter]
  • Key 'Y' to confirm
  • Press [Enter]
• on the Review Contact Details (IRCD) screen, update the following fields:
  • Expected response date: date used for Fast Note hold date
  • Person Contacted: applicant's name
  • Tel/Mob/Fax: applicant's contact number
  • Select Continue

Can the enrolment check be actioned?

• Yes, see Table 2
• No, procedure ends here