Youth Allowance (YA) student or Australian Apprentice becomes incapacitated or impacted by unforeseen or extreme circumstances 102-07020130

Is the customer unable to study full-time or undertake their Australian Apprenticeship due to

• medical reasons, and intends to return to study or their apprenticeship, go to Step 2
• unforeseen or extreme circumstances, e.g. fire, flood, escaping family violence, homelessness and intends to return to full time study or their apprenticeship and the customer is:
• a student, see Step 11 in Table 2
• an Australian Apprentice, go to Step 7

Assess if the incapacity is likely to be temporary and persist for less than 2 years or likely to be permanent and persist for more than 2 years.

A student or apprentice, of YA age, can be considered temporarily incapacitated if they present a valid medical certificate that indicates they have a period of temporary incapacity and are unable to undertake the full-time study load of their course or work during the incapacity.

• If likely to persist for less than 2 years (temporary), go to Step 3
• If likely to persist for more than 2 years (permanent), go to Step 8

If the customer is an Australian Apprentice, go to Step 7.

Withdrawing from a course is not the same as deferring or taking a leave of absence. Students who withdraw from their course, even if they intend to return, will not be considered continuing/intending students.

If the customer is a student, and

• has reduced their study load to part-time due to the temporary incapacity, including temporary exacerbation of a permanent condition, go to Step 4
• has deferred or taken a leave of absence from their studies due to the temporary incapacity, go to Step 5
• is remaining in full-time study, see Step 1 in Table 2

A student with a temporary incapacity who remains enrolled in an approved course regardless of the study load they are undertaking, can claim or continue to receive YA as a student as long as they have an intention to return to full-time studies following the period of temporary incapacity. These customers are considered continuing/intending students.

If the student intends to return to full-time study at the end of their incapacity period, there should be no updates made to the Education Course Details (EDC) screen, except to the Allowable Time End Date field if appropriate to extend the allowable time to take into account the part-time study load. If the allowable time end date is entered/changed, annotate the existing Allowable Time Assessment Fast Note. If there is no Fast Note on the record, create one - select Auto Text, use Students, ABSTUDY & Apprentices > Update > Allowable Time Assessment.

These customers are to be treated as full-time students for the purposes of qualifying for YA as a student. If the customer intends to resume an approved scholarship course, they will remain eligible for the Relocation Scholarship (RS), where applicable.

The student must provide additional 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

If the student:

• intends to return to full-time study at the end of their incapacity, medical evidence is required. See Step 1 in Table 2
• does not intend to return to full-time study at the end of their incapacity, they are no longer entitled to receive YA as a student. Go to Step 8

If the student:

• intends to return to full-time study at the end of their incapacity, go to Step 6
• does not intend to return to full-time study at the end of their incapacity, they are no longer entitled to receive YA as a student. Go to Step 8

A student can remain eligible for YA as a continuing/intending student if they defer their studies or take an approved leave of absence due to a temporary incapacity if they:

• stay enrolled in the course or registered for the relevant award, and
• intend to return to full-time studies once the period of temporary incapacity ends

The EDC screen should be updated to reflect their intending student status for the period of the temporary incapacity:

• update the current course on the EDC screen by changing the INST Course End Date field and Student End Date field to the date prior to the date the customer deferred their studies or took an approved leave of absence
• code a new INT/INS EDC entry using the day the customer deferred their studies or took an approved leave of absence as the Participation Status Event Date (PSED)

If the customer has an extended incapacity, the system will not allow an INT/INS period to be coded for more than 20 weeks using the same PSED. The workaround is to code study details using customer's current/intended course details for a 14 day period, then code another instance of INT/INS with a new PSED.

Note: a system limitation prevents an Intention to Study being coded for YA students who are 25 years and over. In this scenario:

• make sure the customer's current course remains coded on the EDC screen, to reflect they are still considered a full time student
• check for any required updates, such as course and student end date due to the period of incapacity
• Relocation Scholarship and Student Start-up Loan are not payable when the customer has taken a leave of absence or deferred from their studies. If the customer is enrolled in an approved scholarship course, refer the record to the Level 2 Policy Helpdesk
• discuss with the customer of the requirement to notify any changes in their circumstances within 14 days
• record a DOC outlining the decision, updates made and discussion with the customer

The student must provide additional information from their education 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

See Step 1 in Table 2.

If the Commonwealth Registration Number is suspended or cancelled, or the customer indicates they are no longer employed by their apprentice employer, there is no entitlement to YA (apprentice).

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

• If the registration is no longer current, or the customer indicates they are no longer employed, go to Step 8
• Otherwise, see Step 1 in Table 2

The customer should test eligibility for a more appropriate payment as they can no be longer considered a student or apprentice for YA purposes.

If the customer is:

• under 22 years old, they may be eligible for YA (Job seeker/Incapacitated). See Student to job seeker transfers
• aged 22 and over, they may be eligible for JobSeeker Payment (JSP). See Customers claiming JSP/YA (Incapacitated)
• unable to work or be retrained for work for 2 years or more, they may be eligible for Disability Support Pension (DSP). See Eligibility for DSP

To cancel YA payments for:

• a student, go to Step 9
• an Australian Apprentice, see Customer no longer an Australian Apprentice

On the EDC screen, code the last day of study in the Student End Date field and correct the information on this screen.

On the Newstart Education Status (NES) screen, code 'Insert' the following:

• an Event Date - being the day after the Student End Date as recorded on the EDC screen
• a Student Status of 'Not a Student' (NST)

Note: if the customer is being paid at the away from home rate as a full-time student, qualification to the away from home rate must be reviewed.

Record a DOC on the customer record outlining the decision and discussion with the customer.

If the customer is under 22 years and:

• does not wish to transfer to YA as a job seeker, payments must be cancelled manually via the Benefit Action (BA) screen, using reason 'NST' (Not a Full-Time Student) with an Event Date of Student End Date plus 1 day. Finalise the activity via the Assessment Results (AR) screen. Tell the customer a debt may generated for payments received when not qualified as a student
• if the student wishes to transfer to YA as a job seeker, see Student to job seeker transfers

If the customer is 22 and over, payments will be cancelled automatically.

See Initial contact by a customer who is ill, injured or has a disability.

If the student or apprentice is:

• temporarily incapacitated, go to Step 2
• experiencing an unforeseen or extreme circumstance, go to Step 11

Appropriate medical evidence includes a Centrelink Medical Certificate (SU415 or SU684) or other medical evidence which confirms all the following information:

• the medical practitioner's diagnosis
• the medical practitioner's prognosis
• that the person is incapacitated for study, and
• the period that the person is incapacitated for study

See Centrelink Medical Certificate.

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.

Has the student or apprentice supplied medical evidence to confirm the temporary incapacity?

• Yes, go to Step 8
• No, and the customer is:
• still a full-time student, go to Step 3
• present or on the phone, and 14 days have not lapsed since they reduced their study load, go to Step 4
• present or on the phone, and 14 days have lapsed since they reduced their study load, go to Step 5
• not present and 14 days have not lapsed since they reduced their study load, go to Step 6
• not present and 14 days have lapsed since they reduced their study load, go to Step 7

As the student still meets the full-time study requirements, tell them it is not compulsory to provide medical evidence. However, if the customer has medical evidence it would be beneficial for them to provide the evidence and have their record updated, as they may qualify for a concessional study load in the future.

Procedure ends here.

The customer must provide medical evidence within 14 days for Services Australia to determine if they still qualify for a student payment. Tell the customer what is deemed suitable evidence. See Requesting information (CLK).

Create a DOC on the customers file and include:

• details that an assessment for a concessional study load is required
• the date the customer reduced their study load
• their Equivalent Full-Time Study Load (EFTSL) if known
• the date medical evidence must be provided

Procedure ends here.

As the customer has not provided evidence for their change of circumstances within 14 days, their payment should be cancelled until evidence is provided.

Update the customer record:

• on the Education Course History (EDCH) screen correct the Student End Date: field, to the last day they would be considered to be a full time student. That is, the day before their study load reduced to part time
• on the Newstart Education Status (NES) screen insert a new entry:
• Event Date: the student end date plus 1 day
• Student Status: 'NST' (not a full-time student)
• Education Level Attained: update if necessary
• if the customer is under 22 or their Student End Date is before their 22^nd birthday, manual cancellation of their Youth Allowance is required, on the Benefit Action (BA) screen:
• Service Reason: Youth Allowance
• Action: CAN – Cancel
• Reason: NST – not a full time student
• Effect Date: student end date plus 1 day
• Finalise the activity via AR

Tell the customer if they provide evidence within 13 weeks, Services Australia can review the decision to cancel the payment.

Create a DOC with the reason for cancellation and the advice provided to the customer.

Procedure ends here.

The customer must provide medical evidence within 14 days for Services Australia to determine if they still qualify for a student payment.

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. Record the following information on a DOC:

• details that an assessment for a concessional study load is required
• the date the customer reduced their study load
• their Equivalent Full-Time Study Load (EFTSL) if known
• the date medical evidence must be provided

Procedure ends here.

As the customer has not provided evidence to Services Australia of their change of circumstances within 14 days, their payment should be cancelled until evidence is provided.

Go to the EDC screen and update the student end date to the day the student is considered part-time. Go to the NES screen, insert a new page, and code 'NST' (Not A Student) from the student end date plus 1 day.

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. Record the following information on a DOC:

• the reason for cancellation
• details that an RFI letter has been sent to request the information
• details that an assessment of their qualification should be conducted when the evidence is returned

Procedure ends here.

Code the medical certificate by using the Medical Certificate workflow in Process Direct. Complete all relevant fields within the workflow.

To code the medical certificate see Table 4 of Assessing and coding medical evidence for temporary incapacity exemptions before returning to this process. The workflow will create a DOC on the customer's record outlining the temporary incapacity that has been recorded.

If the medical evidence covers a period of longer than 13 weeks, run the workflow multiple times to record consecutive exemptions up to the period covered by the medical certificate.

Go to Step 9.

Tell the customer:

• a temporary medical exemption has been granted
• when the exemption will end
• more medical evidence will be required if they require any further exemption, and
• if they leave their course/apprenticeship during the exemption period or will not return to full-time study/their apprenticeship after the exemption period, they must notify within 14 days

For students

• Discussion may be required with the student about their allowable time/satisfactory progress, which may have to be reviewed. See Assessing satisfactory progress for Youth Allowance (YA) tertiary students
• Annotate the exemption DOC with the details of the conversation and any relevant information about the customer's study plans

For Australian Apprentices

• No changes are to be made on the NES screen. The customer must remain as a full-time apprentice in the system in order for YA apprentice payments to be paid
• Check with the apprentice about their earnings. If they are not working during the exemption period, update their reporting frequency to cover them for this period
• Annotate the DOC with the details of the conversation and any relevant information about the customer's work/earnings during the exemption period

If the customer is not present, make one genuine attempt to contact them. If this contact is unsuccessful, send a Q888 letter, see Resources for approved letter text. Annotate the exemption DOC to show that the Q888 has been sent.

Go to Step 10.

The customer may have a partial capacity to work and be eligible for YDS if they are:

• under 22 years old, and
• have a permanent incapacity and the prognosis on the medical certificate shows the condition is likely to affect their ability to work or study for more than 24 months

Check to see if there is a valid ESAt on the record. If there is no ESAt on the record, a referral to an ESAt is required

Procedure ends here.

If the customer is impacted by an unforeseen or extreme circumstance that is not a medical reason, see Eligibility Criteria for Crisis Payment (CRP) and contact the Student Programs Team.

Provide the customer’s circumstances detailing how they have been impacted by an unforeseen or exceptional circumstance and the date they intend to return to full time study or their Australian Apprenticeship.

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.