Changing study load from full-time to part-time or concessional study load for Youth Allowance (YA), Austudy or PES 102-07020020

The activity must be handed over to and processed in Customer First where a:

• customer has advised that they have reduced to part-time study load through the Manage study details online service, and
• Change of Circumstances (ZCOC or ZALL) activity is allocated with a status of:
• In Progress, or
• For Manual Action, and
• updates to the customer’s record are required as a result of the information received

To hand the activity over:

• follow the process in Online study update – manual process table in Manage study details option online
• return to this process and follow the Customer First coding instructions

Go to Step 2.

The YA, Austudy or PES student advises they are reducing their study load.

If their study load will be:

• 75% or more of the normal amount of full-time study, go to Step 4
• less than 75% of the normal amount of full time study, go to Step 3

Aggregation is adding the study load of multiple study periods together to determine whether someone is undertaking full-time study. Therefore, if the student has dropped to a part-time study load in the current study period, they may still be considered a full-time student if their study for the academic year can be added together to reach an aggregated 75% study load.

For customer to take advantage of the aggregation rules, they must be enrolled in all units/subjects being included in the aggregation assessment at the start of the study period. For further information regarding aggregation of study load refer to Assessing study load requirements.

Could the student still be considered full-time if their study load is aggregated over the full academic year?

• Yes, go to Step 4
• No, go to Step 5

The customer is still considered to be a full-time student; there is no need to reassess payments.

Tell the customer to notify Services Australia within 14 days if their study load reduces to below 75%.

Record details of the assessment in a Note/DOC, listing the study periods included in the assessment and the study load for each.

If the customer has been assessed as a full-time student due to aggregation of study load:

• use Fast Note. Select Auto Text, use Students, ABSTUDY & Apprentices > Student Payment Review > Student Payment Review Exemption
• record study load aggregation as the reason for review exemption
• add the start and end dates of all part-time study periods included in the aggregation assessment

This will be referred to the Compliance processing team to update.

Procedure ends here.

Has the student reduced their study load due to a temporary incapacity?

• Yes, and the customer is receiving:
• Youth Allowance, see Youth Allowance (YA) Student or Australian Apprentice becomes incapacitated or impacted by unforeseen or extreme circumstances
• Austudy, see Austudy student or Australian Apprentice becomes incapacitated or impacted by unforeseen or extreme circumstances
• PES, there is no temporary incapacity exemption for PES. Go to Step 6
• No, go to Step 6

If a YA student is unable to study full time due to the death of their partner, see Full-time study exemptions for Youth Allowance (student) customers when their partner dies.

Is the students study load between 25% and 74%?

• Yes, go to Step 7
• No, go to Step 8

To determine if the customer is eligible for a concessional study load, see:

• Assessing concessional study loads for YA
• Assessing eligibility for 25% concessional study load for Austudy
• Assessing eligibility for the 25% concessional study load for PES
• Assessing eligibility for the 66% concessional study load for Austudy
• Assessing eligibility for the 66% concessional study load for PES

Note: When a PES customer’s study load is reduced, allowable time and satisfactory progress may need to be reassessed. See, Assessing satisfactory progress and allowable time for tertiary students for Pensioner Education Supplement (PES).

Is the customer eligible for a concessional study load?

• Yes, and the customer is:
• eligible for a 66% concessional study load, see Step 1 in Table 2
• eligible for a 25% concessional study load, see Step 2 in Table 2
• No, go to Step 8

Customers no longer qualify for payments as a student where they

• Are undertaking less than 75% of a normal full-time study load
• Do not qualify for a concessional study load, and
• Do not have a temporary exemption.

The customer may test their eligibility for another income support payment. For:

• YA and Austudy, see Payment of YA and Austudy when a student is deferring or discontinuing study before the end of the course
• PES, see Cancellation of Pensioner Education Supplement (PES) and ABSTUDY PES

Procedure ends here.

• Key START in the Super Key
• Select the Study and Scholarship Details workflow from the Task Selector
• Select Customer Study Details. Select Start
• Select Edit next to the current course line
• On the Change Education Details screen:
• Student End Date: code the customer's last date of full-time study
• Select Save
• Complete the Receipt Date and Channel. Select Save
• Add a new education line and complete the following fields:
• Participation Status Event Date: Student End Date of previous course +1 day
• Participation Status: select C66 - 66% Concessional Student
• Course Start Date: enter the course start date
• Student Start Date: enter the date the student commenced the concessional study load
• Course End Date and Student End Date: enter the end date of the approved concessional study load period. This study load reduction reason cannot exceed half an academic year
• Select Save
• Select Assess and address any errors/warnings on the Errors (SWE) screen
• Select Assess
• Select Finish. Record details of the decision in the finalisation Note. Select Finalise
• Procedure ends here

• Go to the Education Course History (EDCH) screen, if there is current full-time study recorded, select the current course line:
• In the Student end date: field, code the customer's last date of full-time study
• Code the Source and Receipt date: fields and 'C'orrect in the Action: field
• 'I'nsert a new EDC line, with the following details:
• Participation Status Event Date (PSED) field: Student End Date of previous course +1 day
• Participation Status field: 66% Concessional Student (C66)
• Inst Course Start Date field: the actual day the course starts
• Student Start Date field: the date the student commenced the concessional study load
• Inst Course End Date and Student End Date field: the end date of the approved concessional study load period. This study load reduction reason cannot exceed half an academic year
• Record details in a DOC
• Procedure ends here

• Key START in the Super Key
• Select the Study and Scholarship Details workflow from the Task Selector
• Select Customer Study Details. Select Start
• Select Edit next to the current course line
• On the Change Education Details screen:
• Student End Date: code the customer's last date of full-time study
• Select Save
• Complete the Receipt Date and Channel. Select Save
• Add a new education line and complete the following fields:
• Participation Status Event Date: Student End Date of previous course +1 day
• Participation Status: select the appropriate code for the customer’s circumstances
• Course Start Date: enter the course start date
• Student Start Date: enter the date the student commenced the concessional study load
• Course End Date and Student End Date: enter the end date of the approved concessional study load period
• Select Save
• Select Assess and address any errors/warnings on the Errors (SWE) screen
• Select Assess
• Select Finish. Record details of the decision in the finalisation Note. Select Finalise

• Go to the Education Course History (EDCH) screen. If there is current full-time study recorded, select the current course line:
• In the Student end date: field, code the customer's last date of full-time study
• Code the Source and Receipt date: fields and 'C'orrect in the Action: field
• 'I'nsert a new EDC line, with the following details:
• Participation Status Event Date (PSED) field: Student End Date of previous course +1 day
• Participation Status field: select the appropriate code for the customer’s circumstances
• Inst Course Start Date field: the actual day the course starts
• Student Start Date field: the date that the student commenced the concessional study load
• Course End Date/Inst Course End Date field and Student End Date field: the end date of the approved concessional study load period
• Record details in a DOC