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Study updates and coding for Assistance for Isolated Children (AIC) students 010-25081415

This document explains how to code study details, including changes to study details on the Education Course Details (EDC) screen for AIC students.

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Determining study circumstances

Change of circumstances

Coding new study details

Determining study circumstances

Table 1

Step	Action
1	Type of claim Select the correct system. In the: Sys field key 'ISS' Next field key 'SVAIC' Do study details need to be recorded for a new claim or an End of Year (EOY) review? Yes, go to Step 3 No, and the student has: changed study details, go to Step 2 not started previously advised study, go to Step 4 stopped their study, see Table 2 > Step 2
2	Notifying a change of study details Applicants advising of a change of study details may need to confirm the following: institution study level study load start date end date Note: applicants can provide this information verbally. Service Officers cannot determine AIC eligibility and must stop payments to prevent overpayment if: the applicant does not have full course details, or a decision cannot be made based on the details provided by the applicant If an institution has provided the change of study details, see Assessing and coding Assistance for Isolated Children (AIC) term enrolment checks. Has the applicant provided enough information to update the student's study details? Yes, go to Step 3 No: ask the applicant to provide the missing details end the current study, see Table 2 > Step 2 procedure ends here until the applicant provides the details
3	Course assessment Check the student's study details meet eligibility requirements for AIC: Full-time study load Approved institution Approved course/level of study See Approved studies for Assistance for Isolated Children (AIC). Is the student undertaking approved study for AIC, and the institution/course is: approved, for a: new claim or EOY review, see Table 3 change of circumstances, see Table 2 not approved, the student is not eligible for AIC. For a: new claim, see Rejecting an Assistance for Isolated Children (AIC) claim change of circumstances, see Table 2 > Step 2 EOY review, see Table 3
4	Student did not start studies When an AIC student does not start a previously advised course, they lose all entitlement paid for that course. If the student was: a continuing student, see Table 2 > Step 11 not a continuing student, and was due to start a new course, but did not commence studies, see Table 2 > Step 12

Change of circumstances

Table 2

Step	Action
1	Change in living arrangements If the student has changed study, confirm the student's new living arrangement is payable under AIC. See: Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED) Eligibility for Assistance for Isolated Children (AIC) Boarding Allowance (BA/ABA) Eligibility for Assistance for Isolated Children (AIC) Second Home Allowance (SHA) Does the student's new living arrangement meet eligibility criteria for AIC? Yes, go to Step 3 No, the student is not eligible for AIC. For a: new claim, see Rejecting an Assistance for Isolated Children (AIC) claim change of circumstances, go to Step 2
2	Ending study details End the study details if the applicant cannot give full study details for the change, or the student has: ceased study started unapproved study, or started part-time study End study On the Education Course Details History (EDCH) screen, select the current course. Update the following fields: Student End Date: to determine the correct date, see Determining the entitlement end date for Assistance for Isolated Children (AIC) Source and DOR Action: key 'C' On the Living Arrangements (EILA) screen, select the current living arrangement. Update the following fields: Living Arrangement End Date: to work out the correct date, see Determining the entitlement end date for Assistance for Isolated Children (AIC) Action: key 'C' Go to the Assessment Results (AR) screen and finalise the activity Record the details on the student's record, use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Cancelled Procedure ends here.
3	Change of course/institution When a student changes study details, Service Officers: must investigate this to work out the correct entitlement may need to raise an overpayment if there is a gap in entitlement due to the change in study To work out if there is a gap in entitlement, determine the correct end date of the previous course and the start date of the new course. If these dates do not align, a gap in entitlement exists. See: Determining the entitlement end date for the Assistance for Isolated Children (AIC) Determining the entitlement start date for Assistance for Isolated Children (AIC) See the Resources page for an example of a student with a gap of entitlement. Is there a gap in entitlement? Yes, go to Step 6 No, go to Step 4
4	Record no gap in entitlement On the Education Course Details (EDC) screen, select the previous course. Update the following fields: Student End Date: change to one day before the student start date of the new course Action: key 'C' Source: as applicable DOR: date advised Go to Step 5.
5	Living arrangements When there is a change in circumstances, the student's living arrangements must be correctly recorded. Update the required screens for the allowance the student is eligible for, see: Boarding Allowance (BA/ABA) Distance Education Allowance (DED) Second Home Allowance (SHA) After the new living arrangement details are recorded, update the new study details. See Table 3.
6	Returning to study after a gap in entitlement End study details: On the Education Course Details (EDC) screen, select the previous study. Update the following fields: Student End Date: key the entitlement end date Source: as applicable DOR: date advised Action: key 'C' Go to the Living Arrangement Details (EILA) screen, select the current living arrangement. Update the following fields: Living Arrangement End date: key the entitlement end date Action: key 'C' Go to the Assessment Results (AR) screen Before finalising the activity, check the results of the activity Have arrears been generated for a previously paid period? Yes, go to Step 7 No, finalise the activity. Go to Step 10
7	Arrears generated for previously paid period When the system generates arrears on the AR screen, check the Payment Summary (PS) screen to make sure these are not duplicate payments. If the arrears are: correct, finalise the activity. Go to Step 10 incorrect, for: duplicate payments, go to Step 8 otherwise, go to Step 9
8	Duplicate payment If arrears are a duplicate payment, reduce the arrears to zero for the payment period. To zero off the duplicate payment, go to Step 9.
9	Adjust the incorrect payment Manually adjust the payment using the: One Off Payments (OOP) screen in Customer First, for term instalment payments, or Daily Rate Components (RAC) screen in Customer Record, for fortnightly payments For an adjustment example, see Restoration of Assistance for Isolated Children (AIC). Select the appropriate option below: Updating the OOP screen To manually reduce arrears on the AR screen: select Assistance for Isolated Children from the left hand menu select One Off Payments (OOP) locate the relevant period on the OOP screen reduce each payment period displayed After making the adjustments, finalise the activity. Go to Step 10. Updating the RAC screen For AIC, use the RAC screen in Customer Record. Do not use the RAC screen in any other system. To manually reduce arrears on the AR screen: key 'S' in the field next to the arrears that need to be adjusted key 'RATS' in the Nxt field press [Enter] on the Daily Rates Summary (RATS) screen find the arrears that need to be adjusted key 'R' in the field next to the arrears that need to be adjusted key the correct rate in the Manual Adj $ field key 'ADJ' in the ADJ Rsn field press [Enter] After making the adjustments, finalise the activity. Go to Step 10.
10	Process a new claim activity To code a gap of entitlement: Index the new details as an AIC claim, see Indexing, re-indexing, and cancelling claim activities Claim Date of Receipt (DOR) is the date the information was received Code the indexed claim, see Processing an Assistance for Isolated Children (AIC) claim If study details need to be updated, see Table 3.
11	Cancel payments for continuing student The student is not entitled to AIC. To cancel payments: Delete the Education Course Details (EDC) screen showing details of the non-commenced course For secondary non-school or tertiary students: select the details of the preceding course from the Education Course History (EDCH) screen and amend the Student End Date field to the student's new entitlement end date. See Determining the entitlement end date for Assistance for Isolated Children (AIC) Go to the Benefit Action (BA) screen and update the following fields: Svc RSN: key EIC Action: key CAN Reason: key DNC - Did not commence Effect Date: code the student's new entitlement end date. See Determining the entitlement end date for Assistance for Isolated Children (AIC) Go to the Assessment Results (AR) screen and finalise the activity Record the details on the student's record, use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Cancelled. Has the activity created a debt shell? Yes, for: debt trained staff, complete the debt raising process end to end. Procedure ends here non-debt trained staff, procedure ends here No, procedure ends here
12	Reject payment for non-continuing student The student is not entitled to AIC. Reject the payment: Go to the Benefit Action (BA) screen and update the following fields: Svc RSN: key EIC Action: key REJ Reason: key DNC - Did not commence Go to the Education Course History (EDCH) screen Delete the Education Course Details (EDC) screen for the non-commenced course Go to the Assessment Results (AR) screen and finalise the activity. See Rejecting an Assistance for Isolated Children (AIC) claim Record details on a DOC of action taken Has the activity created a debt shell? Yes, for: debt trained staff, complete the debt raising process end to end. Procedure ends here non-debt trained staff, procedure ends here No, procedure ends here

Coding new study details

Table 3

Step	Action
1	Coding the EDC screen Select the correct system. In the: Sys field, key 'ISS' Next field, key 'SVAIC' On the Education Course Details (EDC) screen, complete the following fields based on the student's circumstances. There is a list of available codes in field help (? in each field). Participation Status Event Date Participation Status Enrolment Verification Course Level Inst Course Start Date Inst Course End Date Institution Field of Study Institution Course Code Student ID number Student Start Date Student End Date Mode of study Comments Go to Step 2.
2	Participation Status Event Date field If coding a: new claim or EOY review, for: secondary non-school or tertiary students, use the start date of the course primary or secondary students, use 1 January of the relevant academic year continuing student with: no gap of entitlement, use the previous Student End Date (SED) + 1 day a gap of entitlement, use the Student Start Date (SSD) Go to Step 3.
3	Participation Status field Students must have a full-time study load to be eligible for AIC, see Approved studies for Assistance for Isolated Children (AIC). Code as either: FTS - Full-time student PTS - Part-time student Go to Step 4.
4	Enrolment Verification field AIC students do not have to provide Proof of enrolment (POE) for their study. Code as: VNR - Verification not required Go to Step 5.
5	Course Level field Code based on the student's study level: Tertiary students See the Assessed Courses tab in the Institutions National Course Approvals sub-site to code the Course Level field. Record as Year 13 Secondary Studies (S13) if the Assessed Courses tab advises the course level is Secondary-Not at School (SNS) or Secondary Scholarship Non School (SSN) for AIC purposes. See Defining levels of tertiary study. Go to Step 6. Secondary school students Code the Course Level field as follows: Year 7 with Year 7 Secondary Studies (S07) Year 8 with Year 8 Secondary Studies (S08) Year 9 with Year 9 Secondary Studies (S09) Year 10 with Year 10 Secondary Studies (S10) Year 11 with Year 11 Secondary Studies (S11) Year 12 with Year 12 Secondary Studies (S12) Year 13, Secondary-Not at School or Secondary Scholarship Non School with Year 13 Secondary Studies (S13) Note: record as Year 13 Secondary Studies (S13) if the course level is Secondary-Not at School (SNS) or Secondary Scholarship Non School (SSN) for AIC purposes. Go to Step 6. Primary school students Code the Course Level field as follows: Year 0 with Year 0 Primary Studies (P00) Note: this year can be known as Kindergarten, Preparatory, Reception, Pre-primary, or Transition Year 1 with Year 1 Primary Studies (P01) Year 2 with Year 2 Primary Studies (P02) Year 3 with Year 3 Primary Studies (P03) Year 4 with Year 4 Primary Studies (P04) Year 5 with Year 5 Primary Studies (P05) Year 6 with Year 6 Primary Studies (P06) Ungraded study with Ungraded (UNG) Go to Step 6.
6	Inst Course Start Date field Code the actual course start date at the institution. For: primary or secondary studies, use the start date for Term 1 provided on the National Course Approvals sub-site tertiary studies, use the date provided on the National Course Approvals sub-site If neither of the above are available, use the: Proof of Enrolment (POE) education provider's website, or date advised verbally by the applicant or within the AIC claim Due to system limitations, code the actual course start date at the institution +1 day for a student who is: a continuing student, and has a gap of entitlement, and is continuing study with the same education institution Go to Step 7.
7	Inst Course End Date field Coding varies based on the student's study level. Select the suitable option below: Primary or secondary students The Inst Course End Date for primary or secondary students is deemed to be the last day of the last term in the year as set by the relevant State/Territory education department. See Semester and Term Dates on the National Course Approvals sub-site. Note: for Years 10, 11 and 12, use the 'Sem 2/Term 4' end date, not the 'Last Day' end date specified. Go to Step 8. Tertiary course Code the Inst Course End Date with the education provider's anticipated course end date shown on: the National Course Approvals sub-site, where available, noting exceptions for complete by and enrol by dates. Use this date as an estimate for future years also the education provider's website (including the exam period for enrolled study period/s) It is reasonable to use the course end date from the current academic year as an estimate for future years. Note: for QOL/QMA purposes, any date within 14 days before or after this estimated date is acceptable. 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. Go to Step 8.
8	Institution field Find institution codes in the following places: Customer First: Web Link next to the Institution field on the EDC screen Via the Education Institution Summary (EIS) screen Process Direct: Search for Institution link on the Updating study details screen in the Staff Process Claim workflow National Course Approvals sub-site for: Higher Education TAFE Private provider education institutions Resources page > Table 2 for students attending a Homeland Learning Centre (HLC) in the Northern Territory Note: send a referral to a Course Assessment and Liaison Officer (CALO), if the institution is not listed on the National Course Approvals sub-site or Education Institution Summary (EIS) screen. See Approved studies for Assistance for Isolated Children (AIC). Is the student studying a tertiary level course? Yes, go to Step 9 No, go to Step 12
9	Field of Study field This is the field of study for the course the student is currently undertaking. Select the most applicable field of study from the dropdown menu, based on the customer's course. Go to Step 10.
10	Institution Course Code field This field is not mandatory, but not completing this field may result in a Student Payment Review generating. In the Institution Course Code field, key the course code issued to the student from their educational institution. It is usually on the proof of enrolment. For private providers, course codes are on the National Course Approvals sub-site. Go to Step 11.
11	Student ID Number field The applicant must provide a Student ID number. No Student ID Number Leave the field blank and tell the applicant to provide the Student ID number within 14 days of it becoming available if: they do not have a Student ID number because the institution does not issue these, or the student has an intention to study but is not yet enrolled Go to Step 12.
12	Student Start Date field This field is coded to align with the AIC student's entitlement start date. For a: new claim, key the determined AIC entitlement start date Note: use the Inst Course Start Date if the student is eligible from 1 January continuing student with: no gap of entitlement, key the previous Student End Date (SED) + 1 day a gap of entitlement, key the determined AIC entitlement start date EOY review, key the Inst Course Start Date Go to Step 13.
13	Student End Date field This field: defaults to the date in the Inst Course End Date field may need to be corrected if the student's actual AIC entitlement end date is different from the formal course end date Key the date that is the earlier of: the Inst Course End Date, or AIC entitlement end date Go to Step 14.
14	Mode of study field If the student is studying by: distance education/home schooling/HLC, select DIS any other circumstances, select INT Go to Step 15.
15	Comments field This field is only used for recording the exact name of the course the student is enrolled in. Do not record any other comments here. Record any extra comments in a DOC. For students studying: at a Homeland Learning Centre (HLC), key the name of the HLC the student is attending primary and secondary level study, leave this field blank all other study levels, key the course name only Due to system limitations, was the Inst Course Start Date field coded as the actual course start date at the institution +1 day? Yes, go to Step 16 No, for a: tertiary student, go to Step 17 non-tertiary student, go to Step 18
16	System limitations Once all education details have been entered on the Education Course Details (EDC) screen: Action: key 'I' Source: as applicable DOR: date advised On the Education Course Details History (EDCH) screen, select the inserted EDC line: Inst Course Start Date: code the actual course start date Action: key 'C' Source: as applicable DOR: date advised Is the claim for a tertiary student? Yes, go to Step 17 No, go to Step 18
17	EIC Claim Details (EICD) screen To prevent the student from cancelling on their 16th Birthday (T16), on the EIC Claim Details (EICD) screen, update the Tertiary End Date field: key the student's entitlement end date. Go to Step 18.
18	Finalise and record a DOC For: continuing students who need their payment to be restored: go to the Benefit Action (BA) screen to restore the payment see Restoration of Assistance for Isolated Children (AIC) new claims: continue to assess the claim in the new claim finalisation DOC, record any extra detail to support the decision EOY review: continue to assess the EOY review in the EOY finalisation DOC, record any extra detail to support the decision non-new claim activities, finalise the activity on the Assessment Results (AR) screen Record details on a DOC. Use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Updated/Reassessed. Procedure ends here.