Austudy student or Australian Apprentice becomes incapacitated or impacted by unforeseen or extreme circumstances 102-07020110

Is the customer receiving or claiming Austudy as an Australian Apprentice?

• Yes, see Table 2
• No, go to Step 2

Customers may continue to receive Austudy under the reasonable excuse provisions if they are:

• ill, injured or impacted by unforeseen or extreme circumstances, and
• unable to study full-time

Assessment of the reasonable excuse provisions is for current reductions in a customer’s study load. It is not to determine retrospective assessments of a reduced study load where a customer has failed to meet their notification provisions.

To determine if previous study can be disregarded due to illness or other circumstances beyond the control of the student, see Assessing satisfactory progress for tertiary students for Austudy

Is the customer currently unable to study full-time due to?

• medical reasons, go to Step 3
• an unforeseen or extreme circumstance, e.g. fire, flood, escaping family violence, homelessness and they intend to return to full time study. Contact the Student Programs Team.
• Provide details of the customers circumstances detailing how they have been impacted by an unforeseen or exceptional circumstance and the date they intend to return to full time study
• The Student Programs Team will review the information and provide the staff member with instructions on how to code the record, or to advise the customer to claim a more suitable income support payment
• Procedure ends here

Due to incapacity, has the student:

• reduced their study load, go to Step 4
• deferred or ceased study and/or taken a leave of absence, go to Step 9

A 25% study load concession may be granted if the customer has a substantial physical, psychiatric or intellectual disability that prevents them undertaking a full time study load in the course.

Does the student have a substantial physical, psychiatric or intellectual disability that prevents them undertaking a full time study load?

• Yes, see Assessing eligibility for 25% concessional study load for Austudy. Procedure ends here
• No, go to Step 5

Students may continue to receive Austudy in certain circumstances as if they were a full-time student.

To decide if a person has a reasonable excuse staff should consider if they have:

• an illness, impairment or condition requiring treatment (whether episodic or unpredictable), and/or
• other medical issues, such as cognitive, neurological, psychiatric, psychological impairment or mental illness

Note: customers who have a permanent medical condition, may have a temporary incapacity that is not related to their permanent medical condition, or their permanent condition may be temporary exacerbated.

Does the customer have a reasonable excuse for reducing their study load?

• Yes, go to Step 6
• No, go to Step 9

In order to remain qualified for Austudy, the student must:

• intend to return to full-time study once their reasonable excuse circumstances are resolved, and
• remain enrolled in their course of study

Does the customer meet these conditions?

• Yes, go to Step 7
• No, go to Step 9

A customer may need to reduce their study load if they are incapacitated. This can be either a temporary or permanent incapacity.

If the customer provides a medical certificate that details their incapacity, scan it to their record and close it. Do not record the medical certificate on the customer’s record for any period where they are in receipt of Austudy.

If there is doubt the student is still enrolled in their course the student must provide:

• proof of enrolment (POE) in their course of study, and/or
• a letter from their educational provider that states the student/s:
• incapacity does not have any impact on their ability to complete the course, and
• can make up any course work they have missed. For example, the student may not be able to attend classes for a short period of time but make up the course work when they return

Record details of decision and discussion with the student on a DOC. Go to Step 8

If the student intends to return to full-time study at the end of their incapacity period, do not update the:

• Customer Study Details (EDC) screen in Process Direct, or
• Education Course Details (EDC) screen in Customer First

If the customer has an Allowable Time End Date recorded, complete an Allowable Time assessment to consider the reduced study load. Treat these customers as full-time students for the purposes of qualifying for Austudy as a student.

For Services Australia to determine if student still qualifies for a student payment they must supply the following evidence within 14 days:

• A Medical Certificate. Staff must issue a written request for information notice to the customer to request medical evidence. See Requesting information (CLK). This will create an online task and the work item will be placed on hold until the due date
• Evidence they remain enrolled
• Verbal advice they intend to return to full time study following the incapacity

Note: students who advise of a reduction in their study load due to illness or injury through the Manage study details online service will be advised to provide evidence within 14 days when they submit their update.

The student must give more information from their educational institution if:

• the period of incapacity ends during a current study period, and
• due to institutional requirements, they cannot re-enrol/ recommence their course until the next study period

Has the customer given sufficient evidence within 14 days and is entitled to remain on Austudy?

• Yes,
• complete the Approved Reduced Study load Fast Note
• tell the customer they must advise Services Australia within 14 days if they are unable to return to full-time study following the exemption period and their payment will be cancelled
• No, go to Step 9

Students are not qualified for Austudy if they:

• are temporarily incapacitated and have no intention to return to full time study, or
• cannot provide evidence to support an approved reduced study load

Staff must:

• cancel Austudy
• consider other payments for the customer as they are no longer considered a student

Check the status of the Commonwealth registration number on the Apprenticeship Details (NAPD) screen.

Current Commonwealth registration number

Customer will be eligible to get Austudy if:

• they are temporarily incapacitated, or
• impacted by unforeseen or extreme circumstances, and
• unable to continue their Australian Apprenticeship

Suspended or cancelled registration number

Customer is not entitled to Austudy as an Australian Apprentice.

Is the Commonwealth registration number current?

• Yes, go to Step 2
• No, go to Step 5

If the Australian Apprentice is:

• Incapacitated, go to Step 3
• Impacted by unforeseen or extreme circumstances, go to Step 4

The Australian Apprentice must provide:

• A Medical Certificate
• Issue a written request for information notice to the customer to request medical evidence. See Requesting information (CLK). This will create an online task and the work item will be placed on hold until the due date
• Verbal advice they intend to return to full time Apprenticeship/ traineeship following the incapacity

Has the customer given sufficient evidence within 14 days and is entitled to remain on Austudy?

• Yes:
• DOC the record, stating their incapacity period and that the medical certificate has been recorded
• Tell the customer they need to advise Services Australia within 14 days if they are unable to return to their apprenticeship following the exemption period and their payment will be cancelled. Procedure ends here
• No, go to Step 6

Contact the Student Programs Team. Provide the customers circumstances and the date they intend to return to their Australian Apprenticeship. Procedure ends here.

Check the Apprenticeship End Date: field on the NAPD screen. The Australian Apprenticeships Support Network (AASN) database should automatically transfer details to indicate the date the customer is no longer an Australian Apprentice (date Commonwealth registration number was cancelled or suspended)

Check if the customer may be eligible for another income support payment:

• For temporary incapacity, see Customers claiming Jobseeker Payment (JSP)/ Youth Allowance (YA) (incapacitated)
• For long term incapacity, see Eligibility for Disability Support Pension (DSP)

Record all decisions and discussions with the Austudy recipient on a DOC.

Procedure ends here.

If the customer fails to provide evidence to Services Australia of their change of circumstances within 14 days, their payment should be cancelled until evidence is provided.

See Customer no longer an Australian Apprentice.