Assessing and coding Assistance for Isolated Children (AIC) term enrolment checks 010-21020228

If:

• a ZDMS_Q790 work item (paper enrolment check) has been allocated, go to Step 2
• a ZIAM_AIC_RVW work item (electronic enrolment check) has been allocated, go to Step 3
• a ZDMS_Q781 work item has been allocated, see Table 2
• the applicant has:
• contacted about an enrolment check, see Table 2
• provided documents in response to a request for information (RFI) for an enrolment check, see Table 2
• an open AIC Enrolment Check DOC has fallen due, see Table 2

Paper enrolment checks are scanned as a Q790 letter.

Individual enrolment checks are scanned on a student's record.

Enrolment checks that contain details for multiple students, are scanned onto the education provider's organisation CRN.

Note: swap to Environment B (if prompted) in the organisation CRN.

Access the enrolment checks via Document Tools in Customer First, then review the details provided in the form.

Go to Step 4.

Reviews returned electronically, create an individual Integrated Review System (IRS) review on each student's record.

To find the electronic enrolment check in the student's record:

• key IRRS in Next
• select Enter
• key S against the REG or STA review to view Review Details (IRRD) screen, which includes details about the dates relevant to the review
• key S in Match Data to view the Match Data (IRMD) screen, which includes details about the term in review, the education provider, and the review type
• select Continue to go back to the IRRD screen

Take note of the details in the electronic enrolment check.

Go to Step 4.

Compare the details in the enrolment check against the details on the student's record, including:

• Education Course Details (EDC) screen, check:
• Participation status
• Institute
• Student start and end dates
• Document List (DL) screen, for details in a DOC
• Scanned documents via Document Tools

Is there a discrepancy between the enrolment check and the student's record, or are any updates needed?

• Yes:
• if the student is home schooled, go to Step 5
• for all other study methods, go to Step 6
• No, go to Step 7

Check on the Document List (DL) screen and Future Activity List (FAL) screen that the required home schooling review has been completed for their registration.

Has the review been completed?

• Yes, see Table 2
• No, go to Step 6

Where the details in the enrolment check show a change in circumstances, attempt to contact the applicant to verbally confirm the details.

If the contact attempt is:

• Successful, and the applicant:
• can confirm the details in the enrolment check, or ongoing AIC entitlement without the need for further evidence, see Table 2
• advises a difference in the enrolment check and further information is required, go to Step 8
• Unsuccessful or if no contact details are available, go to Step 8

If the student's record does not require any updates as a result of the enrolment check, record details in the AIC Enrolment Check Fast Note.

• Create a closed Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check > Confirm
• Input relevant details
• Adjust the Document Completion: Yes
• Select Continue

If the enrolment check is:

• a paper review, go to Step 9
• an electronic review, go to Step 11

If contact with the applicant was unsuccessful, or the applicant cannot confirm the details in the enrolment check, or further evidence is required to confirm ongoing AIC entitlement:

• Issue a Q781 letter asking the applicant to verify enrolment and/or study load
• Record details in an open Fast Note - select Auto text, use Students, ABSTUDY & Apprentices > AIC > AIC Enrolment Check
• Document Completion: No
• Place the open Fast Note on hold for 14 days plus additional time provided for mail delivery:
• On the Activity List (AL) screen, select the AIC Enrolment Check Fast Note
• Select H
• Select Continue
• Resubmit Date: key '+' and the number of days needed. For example, '+37'
• Select Continue

Where the enrolment check is:

• a paper review, go to Step 9
• an electronic review, go to Step 10

Have all student records identified on the paper enrolment check been actioned?

• Yes, on the Activity List (AL) screen, select the scanned document:
• Select F
• Select Continue
• Select Continue again
• See Table 2
• No, repeat steps for all relevant student records until all records are actioned, go to Step 4

Update the Integrated Review System (IRS) to show the review has been started.

In the student's record:

• key IRRS in Next
• key K in the REG or STA review to be actioned
• select Enter
• on the Review Contact Summary (IRCS) screen, update the following fields:
• Meth: key PHO
• Date Contacted: date the attempt to contact the applicant was made
• Select Enter
• Key Y to confirm
• Select Enter
• on the Review Contact Details (IRCD) screen, update the following fields:
• Expected response date: date used for Fast Note hold date
• Person Contacted: applicant's name
• Tel/Mob/Fax: applicant's contact number
• Select Continue

Can the enrolment check be actioned?

• Yes, see Table 2
• No, procedure ends here

Update the Integrated Review System (IRS) to show the review has been completed.

On the students record:

• key IRRS in Next
• key C in the REG or STA review to be actioned
• select Enter
• on the Cancel Review (IRCR) screen, update the following fields:
• Cancel Reason: key IAP (Information already provided)
• Source: key INT
• DOR: date the review is being actioned
• Select Enter
• Key Y to Cancel Review
• Select Enter

Procedure ends here.

If the applicant has:

• provided all enrolment details for the student, and:
• updates are required, go to Step 2
• no updates are required, go to Step 12
• not supplied all necessary evidence/details, or has not responded to the Q781 letter by the due date, go to Step 8

If updates are required, confirm the student's eligibility for AIC with the change of circumstances.

Does the student remain entitled to AIC?

• Yes, go to Step 3
• No, and this is due to:
• ceased study, go to Step 10
• changed living arrangements, go to Step 11

If the student has:

• a change in living arrangements, go to Step 4
• a change to their study details, go to Step 5
• returned to full-time studies after a break, go to Step 6

If the student has advised they have changed their approved living arrangement for full-time studies, confirm the student remains eligible for an AIC allowance.

To check eligibility, if the student is now:

• studying by distance education (including at a Homeland Learning Centres), see Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED)
• boarding away from home, see Eligibility for Assistance for Isolated Children (AIC) Boarding Allowance (BA/ABA)
• boarding short term, see Completing and assessing the Assistance for Isolated Children (AIC) Application for Short Term Boarding Allowance (SY068)
• living in a second family home, see Eligibility for Assistance for Isolated Children (AIC) Second Home Allowance (SHA)

Does the student remain eligible for AIC after the changes?

• Yes, go to Step 5
• No, see Cancellation and debt raising of Assistance for Isolated Children (AIC) payments for coding. Procedure ends here

After the student's entitlement has been confirmed, complete the following:

• Go to the Living Arrangement Details (EILA) screen, update the following fields:
• Living Arrangement End date: entitlement end date
• Source: appropriate source type
• DOR: date of receipt
• Action: key C
• Go to the EILA screen again:
• select Enter for a new EILA page
• update all required fields, see Table 4 > Step 4 in Assessing and coding claims for Assistance for Isolated Children (AIC)
• Go to the Assessment Results (AR) screen, check the results and finalise the activity

Go to Step 12.

If the student has changed study institutions, go to the Education Course Details (EDC) screen:

• 'S'elect the previous course on the EDC screen with the old course details
• Change the date in the Student End Date field to one day before the student start date of the new course (so there is no gap in payments)
• In the Action field, key 'C'orrect

To record new study details:

• key EDC in NXT and press [Enter] to generate a new EDC page
• on the blank EDC page, update the following fields:
• Participation Status Event Date: previous Student End Date (SED) + 1 day
• Participation Status: key FTS (Full time student)
• Enrolment verification: key VNR (verification not required)
• Course level: record the student's actual level
• Inst Course Start Date: date provided on the National Course Approvals sub site
• Inst Course End Date: date provided on the National Course Approvals sub site
• Institution: code the Education Provider code, via the Education Institution Summary (EIS) screen
• Student Start Date: previous Student End Date (SED) + 1 day
• Student End Date: same as the Inst Course End Date
• Mode of Study: key DIS/INT as applicable
• complete the activity via the AR screen

Go to Step 12.

On the Education Course Details (EDC) screen, select the previous study. Update the following fields:

• Student End Date: entitlement end date
• Source: appropriate source type
• DOR: date of receipt
• Action: key C

Go to the Living Arrangement Details (EILA) screen, update fields:

• Living Arrangement End date: entitlement end date
• Action: key C

Go to the AR screen, check results and finalise the activity.

A new claim is required to correctly code a gap of entitlement. Index and code a new AIC claim, using Date of Receipt (DOR) of the enrolment check, see Table 3 in Assessing and coding claims for Assistance for Isolated Children (AIC).

Note: if arrears are generating on the AR screen, check to make sure these are not duplicating payments. If arrears are a duplicate payment, zero them off via the One Off Payment (OOP) or the Daily Rate Component (RAC) screen.

Once claim is completed, go to Step 12.

If the applicant has not responded to the request for information or does not verify ongoing entitlement, update the record based on the Term Enrolment advice provided.

On the Limiting Date (LMTD) screen, confirm the current limiting date applied to the customer.

Is the current limiting date before the advised change date of event?

• Yes, for changes to:
• study details, go to Step 10
• living arrangements, go to Step 11
• No, go to Step 9

When the student's limiting date is after the date of event of the advised changes, a cancellation activity is required to move the limiting date.

• Manually cancel the AIC payment via the Benefit Action (BA) screen:
• Key BA in Next and press [Enter]
• Service Reason: key benefit type EIC
• Action: key CAN
• Reason: key OTH (other)
• Effect date: current limiting date
• Notes: Cancellation to retrigger new limiting date
• Go to the Assessment Results (AR) screen and finalise the activity
• Cancel the MFU generated by the OTH cancellation

If the changes advised were:

• study details, go to Step 10
• living arrangements, go to Step 11

If the term enrolment check advised that the student has ceased studies or changed institutions, and no evidence has been provided:

• On Education Course Details (EDC) screen, select the course the student has ceased. Update the following fields:
• Student End Date: key the day the student ceased/completed the course early
• Source: appropriate source type
• DOR: date of receipt
• Action: C

Go to Step 11.

If the term enrolment check advised the student has a change in living arrangement, or they ceased study:

• Go to the Living Arrangement Details (EILA) screen, update fields:
• Living Arrangement End date: entitlement end date
• Source: appropriate source type
• DOR: date of receipt
• Action: key C

Go to the AR screen and finalise the activity, go to Step 12.

Cancel the STA, REG or HLD review.

In the student's record:

• key IRRS in Next
• key C in the REG or STA review to be actioned
• select Enter
• on the Cancel Review (IRCR) screen, update the following fields:
• Cancel Reason: key IAP (Information already provided)
• Source: key INT
• DOR: date the review is being actioned
• Select Enter and key Y to Cancel Review
• Select Enter

Go to Step 13.

Finalise the STA or HLD review.

In the student's record:

• key IRRS in Next
• key F in the STA or HLD review
• select Enter
• on the Attribute Results (IRAR) screen, select Enter (twice)
• on the Integrated Review Finalise Review (IRFR) screen, update the following fields:
• Result Reason: key NRP (No reason provided)
• Finalise Review: key Y
• select Continue to finalise

Go to Step 13.

If the enrolment check or assessment resulted in a debt and the Service Officer is trained in actioning debts, see Table 2 in Cancellation and debt raising of Assistance for Isolated Children (AIC) Scheme payments.

Annotate and finalise the AIC Enrolment Check DOC with the outcome.

Check the AL screen for MFU's or open DOC's related to the enrolment check that require completion.