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

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This document outlines the assessment process for AIC enrolment checks.

On this page:

Actioning enrolment check reviews

Assessment and coding of an enrolment check

Actioning enrolment check reviews

Table 1

Expand table

Step

Action

1

Enrolment check work item

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

2

Paper enrolment checks

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, then review the details provided in the form.

Go to Step 4.

3

Electronic enrolment checks

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

Take note of the details in the electronic enrolment check.

Go to Step 4.

4

Review enrolment check details

Compare the enrolment check details with the student's record, including:

  • Education Course Details (EDC) screen, check:
    • Participation status
    • Institute
    • Student start and end dates
  • Document List (DL) screen, for details in a DOC
  • Scanned documents via Document Tools

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

If required contact the education provider to confirm the students ongoing eligibility.

Does the enrolment information match the student's record, or are updates required?

5

Home schooling

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?

6

Outbound contact

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.

If the contact attempt is successful and:
  • the applicant can confirm the details in the enrolment check, or ongoing AIC entitlement without the need for further evidence, go to Step 7
  • 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 10
  • AIC is cancelled, and the applicant advises a difference in the enrolment check and further information/evidence is required, go to Step 9
If contact is unsuccessful or no contact details are available and AIC is:

7

Applicant confirmed details

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?

8

No updates required

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 11
  • an electronic review, see Table 2 > Step 12
  • other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

9

Requesting evidence for cancelled AIC

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 11
  • an electronic review, go to Step 12
  • other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

10

Review enrolment check

Evidence is required 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 11
  • an electronic review, go to Step 12
  • other enrolment information provided by a school/boarding institution, complete any associated work item. Procedure ends here

11

Paper review

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, go to Step 4

12

Electronic review - open

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

Assessment and coding of an enrolment check

Table 2

Expand table

Step

Action

1

Enrolment check assessment

If the applicant has:

2

Required updates

If updates are required, confirm the student's eligibility for AIC with the change of circumstances.

Does the student remain entitled to AIC for the relevant period?

3

Ongoing eligibility

If the student has:

4

Change in living arrangements

If the student has advised they have changed their approved living arrangement for full-time studies, confirm the student remains eligible for an AIC allowance.

To check eligibility, if the student is now:

Does the student remain eligible for AIC after the changes?

5

Coding the change in living arrangements

After the student's entitlement has been confirmed, complete the following:

  • Go to the Living Arrangement Details (EILA) screen, update the following fields:
    • Living Arrangement End date: entitlement end date
    • Source: appropriate source type
    • DOR: date of receipt
    • Action: key 'C'
  • Go to the EILA screen again:
    • press [Enter] for a new EILA page
    • update all required fields, see Table 4 > Step 4 in Processing an Assistance for Isolated Children (AIC) claim
  • Go to the Assessment Results (AR) screen, check the results and finalise the activity

If the activity is:

  • an electronic review, go to Step 12
  • a paper review or other enrolment information provided by a school/boarding institution, go to Step 13

6

Study details change

If the student has changed study institutions, go to the Education Course Details (EDC) screen:

  • Select the previous course on the EDC screen with the old course details
  • Change the date in the Student End Date field to one day before the student start date of the new course (so there is no gap in payments)
  • In the Action field, key 'C' (correct)

To record new study details:

  • key 'EDC' in Next and press [Enter] to generate a new EDC page
  • on the blank EDC page, update the following fields:
    • Participation Status Event Date: previous Student End Date (SED) + 1 day
    • Participation Status: key 'FTS' (Full-time student)
    • Enrolment verification: key 'VNR' (Verification not required)
    • Course level: record the student's actual level
    • Inst Course Start Date: date provided on the National Course Approvals sub-site
    • Inst Course End Date: date provided on the National Course Approvals sub-site
    • Institution: code the Education Provider code, via the Education Institution Summary (EIS) screen
    • Student Start Date: previous Student End Date (SED) + 1 day
    • Student End Date: same as the Inst Course End Date
    • Mode of Study: key 'DIS/INT' as applicable
  • complete the activity via the AR screen

If the activity is:

  • an electronic review, go to Step 12
  • a paper review or other enrolment information provided by a school/boarding institution, go to Step 13

7

Returning to full-time study

On the Education Course Details (EDC) screen, select the previous study. Update the following fields:

  • Student End Date: entitlement end date
  • Source: appropriate source type
  • DOR: date of receipt
  • Action: key 'C'

Go to the Living Arrangement Details (EILA) screen, update fields:

Go to the AR screen, check results and finalise the activity.

A new claim is required to correctly code a gap of entitlement. Index and code a new AIC claim, using Date of Receipt (DOR) of the enrolment check, see Table 3 in Processing an Assistance for Isolated Children (AIC) claim.

Note: if arrears are generating on the AR screen, check to make sure these are not duplicating payments. If arrears are a duplicate payment, zero them off via the One Off Payment (OOP) or the Daily Rate Component (RAC) screen.

Once the claim is completed, if the activity is:

  • an electronic review, go to Step 12
  • a paper review or other enrolment information provided by a school/boarding institution, go to Step 13

8

Cancellation of payment

If the applicant does not verify ongoing entitlement, update the record based on the term enrolment advice provided.

On the Limiting Date (LMTD) screen, confirm the current limiting date applied to the customer.

Is the current limiting date before the advised change date of event?

9

Cancellation where error is present

When the student's limiting date is after the date of event of the advised changes, a cancellation activity is required to move the limiting date.

  • Manually cancel the AIC payment via the Benefit Action (BA) screen:
    • Key 'BA' in Next and press [Enter]
    • Service Reason: key benefit type 'EIC'
    • Action: key 'CAN' (Cancel)
    • Reason: key 'OTH' (Other)
    • Effect date: current limiting date
    • Notes: Cancellation to retrigger new limiting date
  • Go to the Assessment Results (AR) screen and finalise the activity
  • Cancel the MFU generated by the OTH cancellation

If the changes advised were:

10

Study details update

If the term enrolment check advised that the student has ceased studies or changed institutions, and no evidence has been provided:

11

Living arrangement update

If the term enrolment check advised the student has a change in living arrangement, or they ceased study:

  • Go to the Living Arrangement Details (EILA) screen, update fields:
    • Living Arrangement End date: entitlement end date
    • Source: appropriate source type
    • DOR: date of receipt
    • Action: key 'C'

Go to the AR screen and finalise the activity.

If the activity is:

  • an electronic review, go to Step 12
  • a paper review or other enrolment information provided by a school/boarding institution, go to Step 13

12

Finalise Integrated Review System (IRS) review

To finalise the term enrolment check, select the appropriate option below.

No updates are needed, or the record has already been actioned prior to the review

Cancel the STA, REG or HLD review.

In the student's record:

  • key 'IRRS' in Next
  • key 'C' in the REG or STA review to be actioned
  • press [Enter]
  • on the Cancel Review (IRCR) screen, update the following fields:
    • Cancel Reason: key 'IAP' (Information already provided)
    • Source: key 'INT'
    • DOR: date the review is being actioned
    • Press [Enter] and key 'Y' to Cancel Review
    • Press [Enter]

Go to Step 13.

Updates were needed

Finalise the STA or HLD review.

In the student's record:

  • key 'IRRS' in Next
  • key 'F' in the STA or HLD review
  • press [Enter]
  • on the Attribute Results (IRAR) screen, press [Enter] (twice)
  • on the Integrated Review Finalise Review (IRFR) screen, update the following fields:
    • Result Reason: key 'NRP' (No reason provided)
    • Finalise Review: key 'Y'
  • select Continue to finalise

Go to Step 13.

13

Enrolment check outcome
  • If the payment has been cancelled because of the enrolment check review, record details on a DOC:
    • Use Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Cancelled
    • Make sure the Fast Note includes the relevant policy references
  • If AIC is suspended and ongoing eligibility has been established, AIC will need to be restored. Complete the restoration before continuing, see Restoration of Assistance for Isolated Children (AIC)
  • Record details of the outcome by:
    • creating a closed Fast Note, select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check > Confirm
    • Annotate and finalise the AIC Enrolment Check Fast Note with the outcome
  • Check the AL screen for MFU's or open DOC's related to the enrolment check that require completion
  • If the enrolment check or assessment resulted in a debt and the Service Officer is trained in actioning debts, see Assistance for Isolated Children (AIC) debts