Study updates and coding for Assistance for Isolated Children (AIC) students 010-25081415

Select the correct system. In the:

• Sys field key 'ISS'
• Next field key 'SVAIC'

Do study details need to be recorded for a new claim?

• Yes, go to Step 3
• No, and the student has:
• changed study details, go to Step 2
• not started previously advised study, go to Step 4
• stopped their study, see Table 2 > Step 2

Applicants advising of a change of study details may need to confirm the following:

• institution
• study level
• study load
• start date
• end date

Note: applicants can provide this information verbally.

Service Officers cannot determine AIC eligibility and must stop payments to prevent overpayment if:

• the applicant does not have full course details, or
• a decision cannot be made based on the details provided by the applicant

If an institution has provided the change of study details, see Assessing and coding Assistance for Isolated Children (AIC) term enrolment checks.

Has the applicant provided enough information to update the student's study details?

• Yes, go to Step 3
• No:
• ask the applicant to provide the missing details
• end the current study, see Table 2 > Step 2
• procedure ends here until the applicant provides the details

Check the student's study details meet eligibility requirements for AIC:

• Full-time study load
• Approved institution
• Approved course/level of study

See Approved studies for Assistance for Isolated Children (AIC).

Is the student undertaking approved study for AIC, and the institution/course is:

• approved, for a:
• new claim, see Table 3
• change of circumstances, see Table 2
• not approved, the student is not eligible for AIC. For a:
• new claim, see Rejecting an Assistance for Isolated Children (AIC) claim
• change of circumstances, see Table 2 > Step 2

When an AIC student does not start a previously advised course, they lose all entitlement paid for that course.

If the student was:

• a continuing student, see Table 2 > Step 11
• not a continuing student, and was due to start a new course, but did not commence studies, see Table 2 > Step 12

If the student has changed study, confirm the student's new living arrangement is payable under AIC. See:

• Eligibility for Assistance for Isolated Children (AIC) Distance Education Allowance (DED)
• Eligibility for Assistance for Isolated Children (AIC) Scheme Boarding Allowance (BA/ABA)
• Eligibility for Assistance for Isolated Children (AIC) Scheme Second Home Allowance (SHA)

Does the student's new living arrangement meet eligibility criteria for AIC?

• Yes, go to Step 3
• No, the student is not eligible for AIC. For a:
• new claim, see Rejecting an Assistance for Isolated Children (AIC) claim
• change of circumstances, go to Step 2

End the study details if the applicant cannot give full study details for the change, or the student has:

• ceased study
• started unapproved study, or
• started part-time study

End study

• On the Education Course Details History (EDCH) screen, select the current course. Update the following fields:
• Student End Date: to determine the correct date, see Determining the entitlement end date for Assistance for Isolated Children (AIC)
• Source and DOR
• Action: key 'C'
• On the Living Arrangements (EILA) screen, select the current living arrangement. Update the following fields:
• Living Arrangement End Date: to work out the correct date, see Determining the entitlement end date for Assistance for Isolated Children (AIC)
• Action: key 'C'
• Go to the Assessment Results (AR) screen and finalise the activity
• Record the details on the student's record, use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Cancelled

Procedure ends here.

When a student changes study details, Service Officers:

• must investigate this to work out the correct entitlement
• may need to raise an overpayment if there is a gap in entitlement due to the change in study

To work out if there is a gap in entitlement, determine the correct end date of the previous course and the start date of the new course. If these dates do not align, a gap in entitlement exists. See:

• Determining the entitlement end date for the Assistance for Isolated Children (AIC)
• Determining the entitlement start date for Assistance for Isolated Children (AIC)

See the Resources page for an example of a student with a gap of entitlement.

Is there a gap in entitlement?

• Yes, go to Step 6
• No, go to Step 4

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

• Student End Date: change to one day before the student start date of the new course
• Action: key 'C'
• Source: as applicable
• DOR: date advised

Go to Step 5.

When there is a change in circumstances, the student's living arrangements need to be correctly recorded. Depending on the allowance the student is eligible for, update the required screens as per the below:

• Distance Education Allowance (DED)
• Boarding Allowance (BA/ABA)
• Second Home Allowance (SHA)

After the new living arrangement details are recorded, update the new study details. See Table 3.

End study details:

• On the Education Course Details (EDC) screen, select the previous study. Update the following fields:
• Student End Date: key the entitlement end date
• Source: as applicable
• DOR: date advised
• Action: key 'C'
• Go to the Living Arrangement Details (EILA) screen, select the current living arrangement. Update the following fields:
• Living Arrangement End date: key the entitlement end date
• Action: key 'C'
• Go to the Assessment Results (AR) screen
• Before finalising the activity, check the results of the activity

Have arrears been generated for a previously paid period?

• Yes, go to Step 7
• No, finalise the activity. Go to Step 10

When the system generates arrears on the AR screen, check the Payment Summary (PS) screen to make sure these are not duplicate payments.

If the arrears are:

• correct, finalise the activity. Go to Step 10
• incorrect, for:
• duplicate payments, go to Step 8
• otherwise, go to Step 9

If arrears are a duplicate payment, reduce the arrears to zero for the payment period.

To zero off the duplicate payment, go to Step 9.

Manually adjust the payment using the:

• One Off Payments (OOP) screen in Customer First, for term instalment payments, or
• Daily Rate Components (RAC) screen in Customer Record, for fortnightly payments

See the Resources page in Restoration of Assistance for Isolated Children (AIC) for an adjustment example.

Select the appropriate option below:

To manually reduce arrears on the AR screen:

• select Assistance for Isolated Children from the left hand menu
• select One Off Payments (OOP)
• locate the relevant period on the OOP screen
• reduce each payment period displayed

After making the adjustments, finalise the activity. Go to Step 10.

For AIC, use the RAC screen in Customer Record. Do not use the RAC screen in any other system.

To manually reduce arrears on the AR screen:

• key 'S' in the field next to the arrears that need to be adjusted
• key 'RATS' in the Nxt field
• press [Enter]
• on the Daily Rates Summary (RATS) screen find the arrears that need to be adjusted
• key 'R' in the field next to the arrears that need to be adjusted
• key the correct rate in the Manual Adj $ field
• key 'ADJ' in the ADJ Rsn field
• press [Enter]

After making the adjustments, finalise the activity. Go to Step 10.

To code a gap of entitlement:

• Index the new details as an AIC claim, see Indexing, re-indexing, and cancelling claim activities
• Claim Date of Receipt (DOR) is the date the information was received
• Code the indexed claim, see Assessing and coding claims for Assistance for Isolated Children (AIC)

If study details need to be updated, see Table 3.

The student is not entitled to AIC. To cancel payments:

• Delete the Education Course Details (EDC) screen showing details of the non-commenced course
• Select the details of the preceding course from the Education Course History (EDCH) screen and amend the Student End Date field to the student's new entitlement end date. See Determining the entitlement end date for Assistance for Isolated Children (AIC)
• Go to the Assessment Results (AR) screen and finalise the activity
• Record the details on the student's record, use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Cancelled.

Note: if the activity created a debt shell, processing staff must complete the debt raising process end to end.

Procedure ends here.

The student is not entitled to AIC. Reject the payment:

• Go to the Benefit Action (BA) screen. Update the following fields:
• Svc RSN: EIC
• Action: REJ
• Reason: DNC - Did not commence
• Go to the Education Course History (EDCH) screen
• Delete the Education Course Details (EDC) screen for the non-commenced course
• Go to the Assessment Results (AR) screen and finalise the activity. See Rejecting an Assistance for Isolated Children (AIC) claim
• Record details on a DOC of action taken

Note: if the activity created a debt shell, processing staff must complete the debt raising process end to end.

Procedure ends here.

Select the correct system. In the:

• Sys field, key 'ISS'
• Next field, key 'SVAIC'

On the Education Course Details (EDC) screen, complete the following fields based on the student's circumstances. There is a list of available codes in field help (? in each field).

• Participation Status Event Date
• Participation Status
• Enrolment Verification
• Course Level
• Inst Course Start Date
• Inst Course End Date
• Institution
• Field of Study
• Institution Course Code
• Student ID number
• Student Start Date
• Student End Date
• Mode of study
• Comments

Go to Step 2.

If coding a:

• new claim, for:
• secondary non-school or tertiary students, use the start date of the course
• primary or secondary students, use 1 January of the relevant academic year
• continuing student with:
• no gap of entitlement, use the previous Student End Date (SED) + 1 day
• a gap of entitlement, use the Student Start Date (SSD)

Go to Step 3.

Students must have a full-time study load to be eligible for AIC, see Approved studies for Assistance for Isolated Children (AIC).

Code as either:

• FTS - Full-time student
• PTS - Part-time student

Go to Step 4.

AIC students do not have to provide Proof of enrolment (POE) for their study.

Code as:

• VNR - Verification not required

Go to Step 5.

Code based on the student's study level:

See the Assessed Courses tab in the Institutions National Course Approvals sub-site to code the Course Level field.

See Defining levels of tertiary study.

Go to Step 6.

Code the Course Level field as follows:

• Year 7 with Year 7 Secondary Studies (S07)
• Year 8 with Year 8 Secondary Studies (S08)
• Year 9 with Year 9 Secondary Studies (S09)
• Year 10 with Year 10 Secondary Studies (S10)
• Year 11 with Year 11 Secondary Studies (S11)
• Year 12 with Year 12 Secondary Studies (S12)
• Year 13 with Year 13 Secondary Studies (S13)
• Secondary-Not at School level with Secondary-Not at School (SNS)
• Secondary Scholarship Non School level with Secondary Scholarship Non School (SSN)

Go to Step 6.

Code the Course Level field as follows:

• Year 0 with Year 0 Primary Studies (P00)
  Note: this year can be known as Kindergarten, Preparatory, Reception, Pre-primary, or Transition
• Year 1 with Year 1 Primary Studies (P01)
• Year 2 with Year 2 Primary Studies (P02)
• Year 3 with Year 3 Primary Studies (P03)
• Year 4 with Year 4 Primary Studies (P04)
• Year 5 with Year 5 Primary Studies (P05)
• Year 6 with Year 6 Primary Studies (P06)
• Ungraded study with Ungraded (UNG)

Go to Step 6.

Code the actual course start date at the institution. For:

• primary or secondary studies, use the start date for Term 1 provided on the National Course Approvals sub-site
• tertiary studies, use the date provided on the National Course Approvals sub-site

If neither of the above are available, use the:

• Proof of Enrolment (POE)
• education provider's website, or
• date advised verbally by the applicant or within the AIC claim

Go to Step 7.

Coding varies based on the student's study level. Select the suitable option below:

The Inst Course End Date for primary or secondary students is deemed to be the last day of the last term in the year as set by the relevant State/Territory education department. See Semester and Term Dates on the National Course Approvals sub-site.

Note: for Years 10, 11 and 12, use the 'Sem 2/Term 4' end date, not the 'Last Day' end date specified.

Go to Step 8.

Code the Inst Course End Date with the education provider's anticipated course end date shown on:

• the National Course Approvals sub-site, where available, noting exceptions for complete by and enrol by dates. Use this date as an estimate for future years also
• the education provider's website (including the exam period for enrolled study period/s)

It is reasonable to use the course end date from the current academic year as an estimate for future years. Note: for QOL/QMA purposes, any date within 14 days before or after this estimated date is acceptable.

Do not code the Inst Course End Date as 31 December unless classes finish on that date. If using 31 December, record a DOC confirming classes finished on that date.

Go to Step 8.

Find institution codes in the following places:

• Customer First:
• Web Link next to the Institution field on the EDC screen
• Via the Education Institution Summary (EIS) screen
• Process Direct:
• Search for Institution link on the Updating study details screen in the Staff Process Claim workflow
• National Course Approvals sub-site for:
• Higher Education
• TAFE
• Private provider education institutions
• Resources page > Table 2 for students attending a Homeland Learning Centre (HLC) in the Northern Territory

Is the student studying a tertiary level course?

• Yes, go to Step 9
• No, go to Step 12

This is the field of study for the course the student is currently undertaking.

Select the most applicable field of study from the dropdown menu, based on the customer's course.

Go to Step 10.

This field is not mandatory, but not completing this field may result in a Student Payment Review generating.

In the Institution Course Code field, key the course code issued to the student from their educational institution. It is usually on the proof of enrolment.

For private providers, course codes are on the National Course Approvals sub-site.

Go to Step 11.

The applicant must provide a Student ID number.

No Student ID Number

Leave the field blank and tell the applicant to provide the Student ID number within 14 days of it becoming available if:

• they do not have a Student ID number because the institution does not issue these, or
• the student has an intention to study but is not yet enrolled

Go to Step 12.

This field is coded to align with the AIC student's entitlement start date. For a:

• new claim, key the determined AIC entitlement start date
  Note: use the Inst Course Start Date if the student is eligible from 1 January
• continuing student with:
• no gap of entitlement, key the previous Student End Date (SED) + 1 day
• a gap of entitlement, key the determined AIC entitlement start date

Go to Step 13.

This field:

• defaults to the date in the Inst Course End Date field
• may need to be corrected if the student's actual AIC entitlement end date is different from the formal course end date

Key the date that is the earlier of:

• the Inst Course End Date, or
• AIC entitlement end date

Go to Step 14.

If the student is studying by:

• distance education/home schooling, select DIS
• any other circumstances, select INT

Go to Step 15.

This field is only used for recording the exact name of the course the student is enrolled in.

Do not record any other comments here. Record any extra comments in a DOC.

For students studying:

• at a Homelands Learning Centre (HLC), key the name of the HLC the student is attending
• primary and secondary level study, leave this field blank
• all other study levels, key the course name only

Go to Step 16.

For:

• continuing students who need their payment to be restored:
• go to the Benefit Action (BA) screen to restore the payment
• see Restoration of Assistance for Isolated Children (AIC)
• new claims:
• continue to assess the claim
• in the finalisation DOC, record any extra detail to support the decision
• non-new claim activities, finalise the activity on the Assessment Results (AR) screen

Record details on a DOC. Use Fast Note - select Auto text, use Students, ABSTUDY and Apprentices > AIC > AIC Updated/Reassessed.

Procedure ends here.