Coding ABSTUDY education details 010-23042024
This document outlines how to code education details for ABSTUDY and ABSTUDY Pensioner Education Supplement (EPA) customers.
On this page:
Customer advises education details
Coding education details for ABSTUDY
Coding education details for EPA
Customer advises education details
Table 1
Step |
Action |
1 |
Customer advises a change to education details + Read more ... If the customer advises:
If none of the above apply, go to Step 2. |
2 |
Approved course + Read more ... Determine if the course is approved for ABSTUDY or ABSTUDY PES. If the institution and course is:
|
3 |
Education provider and/or course are not listed + Read more ... Make a referral to the Course Assessment and Liaison Officer (CALO) if the education provider and/or the course are not listed on the National Course Approvals sub-site. For a new claim or non-new claim transaction:
For general enquiries:
Once the CALO referral is returned with the outcome, if the course and/or education provider is:
|
4 |
Full course details + Read more ... Where the course is approved, the customer needs to confirm:
Where the customer does not have full course details, advise them no updates can be made until they can provide this information. Does the customer have their full course details?
|
5 |
Concurrent course + Read more ... Is the customer advising course details of a concurrent course? |
Coding education details for ABSTUDY
Table 2
Step |
Action |
1 |
Coding the EDC screen + Read more ... Select the correct system. Code ISS in the Sys: field and SVABY in the Next: field. On the Education Course Details (EDC) screen, complete the following fields based on the student's circumstances. A list of available codes can be found in field help (? in each field), if required:
For:
|
2 |
Participation Status Event Date field Complete specific coding requirements for paying ABSTUDY students over a vacation break before adding a new EDC screen. This ensures there is no gap in ABSTUDY entitlement. Select the appropriate option below. New claims + Read more ... For new ABSTUDY:
Continuing students + Read more ... For:
Note: the Participation Status Event Date should be the PSED + 1 day for students:
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3 |
Participation Status field + Read more ... To calculate a student's study load see the Assessing Information tab in the Institutions National Course Approvals sub-site. For information on concessional study load, see Assessing study load concessions for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). These calculations will assist in determining the correct coding for the field. For ABSTUDY, only use the following codes in the field:
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4 |
Enrolment Verification field + Read more ... Some ABSTUDY customers have to provide Proof of enrolment (POE) in a course of study. For:
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5 |
Course Level field Select the appropriate option below. Tertiary Students + Read more ... For assistance in coding the Course Level field for Tertiary student, see the Assessed Courses tab in the Institutions National Course Approvals sub-site. See Defining levels of tertiary study for more information. Approved Scholarship courses: Some Tertiary Group C (TGC) and Secondary Non-Schooling (SNS) courses may qualify a customer for a scholarship payment, if it is an approved scholarship course. Code:
Combined Degrees: for ABSTUDY customers undertaking an approved combined degree that has both a Bachelor component and a Masters component approved, code the Course Level: field with the lower level. Combined Course with Startup Year Course in final year: Students who enrol in a combined course that includes a final year Startup Year Course must have their entitlement for a STARTUP-HELP loan verified prior to commencing the Startup Year Course. As students will not be selected for a STARTUP-HELP loan place until the end of their degree, only record the undergraduate component of the combined course on the EDC screen in the first instance. The student will be issued with a Course End Date review at the time of completion of their degree. Students must advise if they are undertaking the Startup Year Course component of the Combined Degree. The student's entitlement to a STARTUP-HELP loan must also be verified. Record the Startup Year Course on the EDC screen as a separate entry. See Startup Year Courses for more information. Honours: Code HGB where a student is undertaking standalone Honours level study:
Note: this definition of a standalone Honours year may differ from what the education provider's handbook describes. See Student intending to undertake a course at Honours level. Certificate courses: If the student is studying a Certificate course and is receiving ABSTUDY, code the Course level as:
Code a secondary level Certificate course as:
Secondary school students + Read more ... For secondary school students receiving ABSTUDY, code the Course Level: field as follows:
If a customer repeats a year of school, code this as a separate course. For example, if a student repeats Year 12, the second attempt is coded on a new Education Course Details (EDC) screen as Course Level S12. For special school students: For students considered to be studying at a secondary level: the year of study for coding purposes is Year 9, unless a year level has been specifically advised by the relevant education authority for that student. |
6 |
Inst Course Start Date field + Read more ... The Inst Course Start Date should be the actual course start date at the institution. To code the correct Inst Course Start Date, you must use the:
Where neither of the above are available, use the:
The Inst Course Start Date will be the date the course started in the year they are recommencing, if:
The Inst Course Start Date should not be coded as 1 January unless:
The Inst Course Start Date can be in the past. For example, when a student has started a course in a previous year but has only just claimed payment. Orientation Week (O Week) for ABSTUDY Higher education courses are not considered to have commenced from the start of O Week. The first day of the course is the earlier of the following:
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7 |
Inst Course End Date field Select the appropriate option below. Tertiary course + Read more ... Code the Inst Course End Date with the education provider's anticipated course end date shown on:
Note: if both of the above are unavailable, Proof of Enrolment (POE) end dates can be used. It is reasonable to use the course end date from the current academic year as an estimate for future years. Note: any date within 14 days before or after this estimated date will be accepted for QOL/QMA purposes. Do not code the Inst Course End Date as 31 December unless classes actually finish on that date. If using 31 December, record a DOC confirming classes finished on that date. Combined degrees with Masters Component All Masters courses at recognised higher education providers are approved. The Education Course Details (EDC) screen must reflect the two components to ensure the higher rate of Living Allowance is paid. Secondary students + Read more ... The Inst Course End Date for full-time secondary students, who do not intend to re-enrol at the next available opportunity, is deemed to be the last day of the last term in the year as set by the relevant State/Territory education department. End date for year 12 students should be:
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8 |
Institution field + Read more ... Institution codes can be found using the:
For institution codes for Higher Education, TAFE and Private Provider education institutions see the National Course Approvals sub-site. Field of Study field This field is used to enter and display the field of study for the course the customer is currently undertaking. Using the dropdown list, select the field of study based on the customer's course. Institution Course Code field This field is used to enter the course code issued to the customer from their educational institution. It can normally be found on the proof of enrolment. If the customer provides the Course Code for the course they are undertaking, enter the code here. For Private Providers, course codes are on the National Course Approvals sub-site. The Institution Course Code field is not mandatory; however, failure to complete may result in a Student Payment Review generating. Student ID Number field The customer must provide a Student ID number. Leave the field blank and
Concurrent Institution for This Course field If the course involves study at a second institution, enter the code for the second institution in the Concurrent Institution For This Course field. Only code this field if the concurrent study is credited toward the same course at the primary education provider that the customer is enrolled with. |
9 |
Student Start Date field + Read more ... ABSTUDY customers must start their studies by the third Friday after the provider's course start date. If a customer starts study:
Where the customer's start date is after the third Friday due to circumstances beyond the student's control, code the Student Start Date the same as the Inst Course Start Date. Note: the above coding does not apply for students applying for or receiving ABSTUDY Schooling A payments. Code the Student Start Date as the actual day the customer started studying for ABSTUDY Schooling A. |
10 |
Student End Date field + Read more ... The Student End Date: field will default with the date entered in the Inst Course End Date: field. This field may need to be corrected if the student's actual study end date differs from the formal course end date. For example, the customer advises they enrolled in an accelerated course program or have finished (or will finish) study in their course early. Only code the Student End Date field as follows. If the customer:
Note: if determining Student End Date for Masters/Doctorate components of a combined course, use the date coded in the Inst Course End Date: field. |
11 |
Startup Year Course + Read more ... Is the student studying a Startup Year Course?
|
12 |
Allowable Time End Date + Read more ... The Allowable Time End Date: field on the Education Course Details (EDC) screen does not need to be coded for each student. However, the date must be coded where the student's reasonable time is expected to expire prior to the student completing their course. For more information, see:
Has the student reached their maximum reasonable time or limits of assistance for the course of study?
|
13 |
New claim, Exceeded Reasonable Time + Read more ... An ABSTUDY student's eligibility under reasonable time rules:
Where a student is eligible under reasonable time at the start of the academic year, they remain eligible under reasonable time until the end of the academic year. This includes where reasonable time would have been met or exceeded during that year. Scenario 1: Student has met or exceeded reasonable time/limits of assistance before starting the new course:
Scenario 2: Reasonable time/limits of assistance will be met during the new course:
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14 |
Non New claim, Exceeded Reasonable Time + Read more ... An ABSTUDY student's eligibility under reasonable time rules:
Where a student is eligible under reasonable time at the start of the academic year, they remain eligible under reasonable time until the end of the academic year. This includes where reasonable time would have been met or exceeded during that year. Scenario 1: Student has exceeded reasonable time/limits of assistance before starting the new course:
Scenario 2: Reasonable time/limits of assistance will be met during the new course:
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15 |
Coding course details + Read more ... The Comments field is only used to record the exact name of the course the student is enrolled in. Do not record reasonable time assessments or any other comments here as this field displays to the customer when they use 'Manage study details'. All additional comments must be recorded in a DOC. This field:
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16 |
Coding the Footer Details + Read more ... If required, in Customer First, go to the:
|
17 |
Combined course with a Masters component + Read more ... Is the student undertaking a Masters/Doctorate component of a combined course in the next 12 months?
|
18 |
Combined course with approved Masters/Doctorate component for ABSTUDY only + Read more ... For further information about approval of combined courses with a Masters/Doctorate component, see Approved courses of study for ABSTUDY, ABSTUDY Pensioner Education Supplement (PES) and Assistance for Isolated Children (AIC). To determine the start of the Masters/Doctorate component of the combined course:
Once Masters/Doctorate component start date confirmed, go to Step 19. |
19 |
Coding Masters/Doctorate component + Read more ... Code the following to ensure no further Incidentals Allowance is incorrectly paid to ABSTUDY customers if a new EDC line is created.
Update both EDCH lines to reflect the 2 components of the course:
Note: the student will now be entitled to allowances under the ABSTUDY Masters and Doctorate Award. See Table 4 > Step 1. |
20 |
Testing and Assessment + Read more ... For ABSTUDY customers claiming the Testing and Assessment Award, update the appropriate screens with information provided in the claim. The preselected mandatory screens are:
Code the following:
See Table 4 > Step 1. |
Coding education details for EPA
Table 3
Step |
Action |
1 |
Coding the EDC screen + Read more ... Select the correct system Code ISS in the Sys: field and SVPES in the Next: field. On the EDC screen, complete the following fields based on the student's circumstances. A list of available codes can be found in field help (? in each field), if required:
For information in coding these fields, go to Step 2. |
2 |
Participation Status Event Date field Complete Specific coding requirements for paying ABSTUDY students over a vacation break before adding a new Education Course Details (EDC) screen. This ensures there is no gap in ABSTUDY entitlement. Select the appropriate option below. New claims + Read more ... For students in:
Continuing students + Read more ... For students:
For a new course, determine whether the student is continuing or has a gap in entitlement. If the student is considered to:
|
3 |
Participation Status field + Read more ... To calculate a student's study load see the Assessing Information tab in the Institutions National Course Approvals sub-site. For information on concessional study load, see Assessing study load concessions for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES). These calculations will assist to determine the correct coding for this field. For ABSTUDY PES, the only codes able to be used in this field are the following:
|
4 |
Enrolment Verification field + Read more ... Some ABSTUDY customers have to provide Proof of enrolment (POE) in a course of study. For:
|
5 |
Course Level field Select the appropriate option below. Tertiary students + Read more ... For assistance in coding the Course Level field for Tertiary students, see the Assessed Courses tab in the Institutions National Course Approvals sub-site. See Defining levels of tertiary study for more information. Approved Scholarship courses: Some Tertiary Group C (TGC) and Secondary Non-Schooling (SNS) courses may qualify a customer for a scholarship payment, if it is an approved scholarship course. Code:
Combined Degrees: for ABSTUDY customers undertaking an approved combined degree that has both a Bachelor component and a Masters component approved, code the Course Level: field with the lower level. Combined Course with Startup Year Course in final year: Students who enrol in a combined course that includes a final year Startup Year Course must have their entitlement for a STARTUP-HELP loan verified prior to commencing the Startup Year Course. As students will not be selected for a STARTUP-HELP loan place until the end of their degree, only record the undergraduate component of the combined course on the EDC screen in the first instance. The student will be issued with a Course End Date review at the time of completion of their degree. Students must advise if they are undertaking the Startup Year Course component of the Combined Degree. The student's entitlement to a STARTUP-HELP loan must also be verified. Record the Startup Year Course on the EDC screen as a separate entry. See Startup Year Courses for more information. Honours: Code HGB where a student is undertaking standalone Honours level study:
Note: this definition of a standalone Honours year may differ from what the education provider's handbook describes. See Student intending to undertake a course at Honours level. Certificate courses: If the student is studying a Certificate course and is receiving ABSTUDY, code the Course level as:
Code a secondary level Certificate course as:
Secondary school students + Read more ... For secondary school students receiving ABSTUDY, code the Course Level: field as follows:
If a customer repeats a year of school, code this as a separate course. For example, if a student repeats Year 12, the second attempt is coded on a new Education Course Details (EDC) screen as Course Level S12. For special school students: For students considered to be studying at a secondary level, the year of study for coding purposes is Year 9, unless a year level has been specifically advised by the relevant education authority for that student. |
6 |
Inst Course Start Date field + Read more ... The Inst Course Start Date should be the actual course start date at the institution. To code the correct Inst Course Start Date, you must use the:
Where neither of the above are available, use the:
The Inst Course Start Date is the date the course started in the year they are recommencing if:
Do not code the Inst Course Start Date as 1 January unless:
The Inst Course Start Date can be in the past. For example, when a student has started a course in a previous year but has only just claimed payment. Orientation Week (O Week) for ABSTUDY From 1 July 2016, higher education courses can no longer be considered to have commenced from the start of O Week. From 1 July 2016, the first day of the course is the earlier of the following:
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7 |
Inst Course End Date field Select the appropriate option below. Tertiary course + Read more ... Code the Inst Course End Date with the education provider's anticipated course end date shown on:
Note: if both of the above are unavailable, Proof of Enrolment (POE) can be used. It is reasonable to use the course end date from the current academic year as an estimate for future years. Note: any date within 14 days before or after this estimated date will be accepted for QOL/QMA purposes. Do not code the Inst Course End Date as 31 December unless classes finish on that date. If using 31 December, record a DOC confirming classes finished on that date. ABSTUDY PES customer studying a short course For ABSTUDY and PES purposes, a 'short course' is a course where the normal minimum duration for a full-time student to complete the course is not more than 30 weeks. This period includes any holidays and vacations. Customers completing a short course are only entitled to be paid for the duration of the course. This includes customers who are studying a short course under a part time or concessional study load, and complete their study after 15 September. These customers are only entitled to be paid to their course end date, not until 31 December. To prevent the system from paying to 31 December the end dates on the EDC screen must be offset by coding the institution end date 1 date later than the student end date. Secondary students + Read more ... The Inst Course End Date for full-time secondary students, who do not intend to re-enrol at the next available opportunity, is deemed to be the last day of the last term in the year as set by the relevant State/Territory education department. End date for year 12 students should be:
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8 |
Institution field + Read more ... Institution codes can be found using the:
For institution codes for Home-Schooling, Higher Education, TAFE and Private Provider education institutions see the National Course approvals sub site. Field of Study field Use this field is to enter and display the field of study for the course the customer is currently undertaking. Use the drop down list or field help (?) select the field of study based on the customer's course. Note: this field is only compulsory for tertiary students receiving Pensioner Education Supplement (PES). Institution Course Code field Use this field to enter the course code issued to the customer from their educational institution. It is generally found on the proof of enrolment. If the customer provides the Course Code for the course they are undertaking, enter the code. For Private Providers, course codes are also available from the National Course Approvals sub-site. The Institution Course Code field is not mandatory; however, failure to complete may result in a Student Payment Review generating. Student ID Number field The customer must provide a Student ID number. Leave the field blank and
Concurrent Institution for This Course field If the course involves study at a second institution, enter the code for the second institution in the Concurrent Institution For This Course field. Only code this field if the concurrent study is credited toward the same course at the primary education provider that the customer is enrolled with. |
9 |
Student Start Date field + Read more ... ABSTUDY PES customers must start their studies by the third Friday after the provider's course start date. If a customer starts study:
Where the customer's start date is after the third Friday due to circumstances beyond the student's control, code the Student Start Date the same as the Inst Course Start Date. |
10 |
Student End Date field + Read more ... The Student End Date: field will default with the date entered in the Inst Course End Date: field. This field may need to be corrected if the student's actual study end date differs from the formal course end date. For example, the customer advises they enrolled in an accelerated course program or have finished (or will finish) study in their course early. If the customer:
|
11 |
Startup Year Course + Read more ... Is the student studying a Startup Year Course?
|
12 |
Allowable Time End Date + Read more ... The Allowable Time End Date: field on the Education Course Details (EDC) screen does not need to be coded for each student. However, the date must be coded where the student's reasonable time is expected to expire prior to the student completing their course. For more information, see:
Has the student reached their maximum reasonable time or limits of assistance for the course of study?
|
13 |
New claim, Exceeded Reasonable Time + Read more ... An ABSTUDY student's eligibility under reasonable time rules:
Where a student is eligible under reasonable time at the start of the academic year, they remain eligible under reasonable time until the end of the academic year. That includes where reasonable time would have been met or exceeded during that year. Scenario 1: Student has met or exceeded reasonable time/limits of assistance before starting the new course:
Scenario 2: Reasonable time/limits of assistance will be met during the new course:
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14 |
Non New claim, Exceeded Reasonable Time + Read more ... An ABSTUDY student's eligibility under reasonable time rules:
Where a student is eligible under reasonable time at the start of the academic year, they remain eligible under reasonable time until the end of the academic year. That includes where reasonable time would have been met or exceeded during that year. Scenario 1: Student has exceeded reasonable time/limits of assistance before starting the new course:
Scenario 2: Reasonable time/limits of assistance will be met during the new course:
|
15 |
Coding course details + Read more ... The Comments field is only used to record the exact name of the course the student is enrolled in. Do not record reasonable time assessments or any other comments here as this field displays to the customer when they use 'Manage study details'. All additional comments must be recorded on a DOC. This field:
|
16 |
Coding the Footer Details + Read more ... If required, in Customer First, go to the:
Go to the Action: field, select INS or key 'I' to insert the information recorded. See Table 4 > Step 3. |
Finalising update
Table 4
Step |
Action |
1 |
Approved scholarship course + Read more ... Is the customer starting an approved scholarship course?
|
2 |
Away from Home or independent + Read more ... Has the customer been granted the Away from Home rate or are they independent students who qualify for Relocation Scholarship?
|
3 |
Complete the process + Read more ...
For current customers, procedure ends here. For new claims, continue to assess the claim. In the finalisation DOC, include any additional information to support the decision. |