Processing Centrelink Academic Reassessment Transformation (CART) reviews 110-07030010

Services Australia is preparing to transition to a new student information matching solution. It will be implemented under the Transforming the Collection of Student Information (TCSI) project.

To support the transition and manage current workloads, the agency:

• has stopped using the current CART process to request enrolment information from higher education providers, and
• will not generate CART reviews during the transition to TCSI. Existing CART reviews will be finalised using the current processes

There are no changes to the reporting requirements for students. They must continue to tell the agency within 14 days of any changes to their enrolment.

During this transition period, staff processing CART reviews:

• should not use CART data available in the Selection Intervention Management System (SIMS) after 14 July 2019
• should use CART data available on the CART Review Initiated Summary in Process Direct. This includes data available after 14 July 2019

When a CART match is established, students identified as having reduced their study load or ceased studies will be selected for review. The customer will be sent a notification to complete an online study review. When a CART review is started, an Integrated Review (IRV) and Change of Circumstances (CoC) work item is created with a status of 'Draft'. The IRV work item is not allocated to a Service Officer for action at any point throughout the lifespan of the CART review.

The CoC work item remains in a 'Draft' status until 1 of the following occurs:

• Student submits a completed response to the online review
• Online review requests supporting documentation
• Customer fails to supply requested supporting documentation
• Student fails to submit the review

The status of the CoC work item will also change when an automated update fails to complete, requiring intervention by a Service Officer. This change in status enables allocation of the CoC work item to a CART skilled Service Officer to investigate the student's Centrelink record and review the CART data. Where applicable, the Service Officer will assess the customer's responses in order to action the review in Process Direct.

If a student has reduced their study load or ceased study, the Service Officer may attempt to contact the student to discuss their enrolment details and advise them of the implications of the change. The Service Officer will also discuss possible options available to the student (for example, increasing their workload, or offering alternative payments). Student Activity Agreements may also be negotiated at this point.

The student's entitlement may be reassessed and an overpayment raised if it is confirmed they were entitled to a lower rate of payment than they received or if they lost qualification to payment.

Customers undertaking study or training must notify Services Australia within 14 days if any of the following events have occurred:

• Starting or discontinuing a full-time course of study
• Failing to enrol in a course as a continuing student by the end of the enrolment period
• Failing to commence the course by the required start date
• Reducing their study load below the required amount
• Changing their enrolment status in the course (for example, leave of absence, deferral)

For CART reviews, there are multiple dates represented in the enrolment data submitted by the education provider:

• Unit withdrawal date - the actual date the student withdraws from a unit after the Census date, or
• Date of Effect - the last date the student registered a change in study status with the education provider, or the education provider's reporting date (load date), or
• Load date - the date the education provider submits the CART file

The appropriate date to consider is known as the 'CART Critical Date' and is identified by the Date of Effect Rules. For a link, see the Resources page.

If a student responds to a CART review and advises their change of circumstances occurred before or within 14 days following the CART Critical Date, the date advised by the student should be accepted. This date is known as the 'Deemed Critical Date'. For examples, see the Resources page.

Students may be asked to provide supporting documentation if one or more of the following circumstances apply:

• Student's response contradicts enrolment information provided by their education provider
• Aggregated study load
• Cross-institutional study
• Course structure anomalies
• Approved Integrated Higher Education and VET courses
• Temporary Incapacity
• Concessional Study-load
• Specific academic requirements
• Commenced a new course not recorded on their Centrelink file
• Approved overseas study

Customers are presented with a request for supporting documentation when they have completed the online review question set and accepted the declaration. The student will be unable to submit a completed review until they have uploaded requested documentation.

Students often make numerous changes to the units they are enrolled in prior to census date. It is important to note that students who reduce their study load below the required Equivalent Full Time Study load (EFTSL) for their payment, then increase it to the required amount within 14 days are considered to be meeting the full time study requirements for their student payment. For an example, see the Resources page.