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VET FEE-HELP training Rebecca Allen and Craig Nightingale Student Support Branch 6 December 2012.

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1 VET FEE-HELP training Rebecca Allen and Craig Nightingale Student Support Branch 6 December 2012

2 Agenda Scene setting  Background  Policy background and recent changes  Departmental responsibilities  VET FEE-HELP resources  Training outcomes VET FEE-HELP (recap)  Units of study  Schedule of VET tuition fees  Courses and Students eligibility  Student payments VET FEE-HELP Operational requirements  Request for VFH assistance  Allocation of CHESSN  Issuing Commonwealth Assistance Notices  Withdrawals and repayments Publishing requirements Data reporting requirements Quality and Accountability requirements Privacy requirements Payments to providers VITS and HEIMS

3 Background VET FEE-HELP is an extension of FEE-HELP and has been in place for over 4 years VET FEE-HELP is a legislated program that is part of the Higher Education Support Act 2003 (HESA) The requirements of the Act are not flexible VET FEE-HELP Guidelines are legislative instruments – not flexible

4 Changes Different requirements for states that have implemented VFH for subsidised students. CTA requirements have been removed for courses with a census date after 1 January 2013 although Tuition assurance requirements still remain. Request for VET FEE-HELP assistance forms.

5 Policy Objectives VET FEE-HELP is an income contingent loan scheme for the VET sector. Assist eligible students to pay for all/part of tuition fees for certain VET courses of study. Underlying principle – removes major financial barrier to entry to studies.

6 PMU - Key responsibilities PMU can provide advice and assistance to VET providers in relation to almost all issues of compliance regarding requirements of HESA & administration of VET FEE-HELP  Compliance requirements.  Review procedures  Publication of correct information on providers’ websites  Compliance of tuition and incidental fees  All provider enquiries  Managing Administrative Appeals Tribunal (AAT) appeals for re-credit of remission of HELP debt

7 CASSU - key responsibilities  Parliamentary and other communication relating to the administration of HELP.  Maintenance of Study Assist website (www.studyassist.gov.au) – launched 15/12/11www.studyassist.gov.au  Developing the HITS system – expected release due mid-2013 (expansion of VITS system for VFH providers)  Communication activities relating to HELP – publications, call centre, new products/expos*  Training/Info sessions to providers  All student/public enquiries  Request for waivers of HELP debt

8 Financial Viability and Payments Unit Covering all VET FEE-HELP financials including:  Estimates & Payments  Variations (increase/decrease to amounts)  Reconciliations (same year and later years)  EFTSL & data reporting  Student status *

9 Contact details General enquiries VET FEE-HELP referral line

10 VET FEE-HELP resources HESA (Schedule 1A) –Ministerial determinations VET Provider Guidelines VET Administration Guidelines VET FEE-HELP Guidelines VET Administration Information for Providers (AIP) Financial Viability Instructions for Approved Providers forceDevelopment/VETFeeHelp/Pages/default.aspx VET FEE-HELP information booklet VET FEE-HELP brochures Newsletters

11 Training outcomes Outline student support policies and providers obligations under HESA including:  Determining eligibility of a student;  Schedule of VET tuition fee requirements (form/publishing requirements/variations);  Assisting students to request VET FEE-HELP assistance – dealing with the Request for VET FEE-HELP assistance form/Allocating CHESSN;  Issuing Commonwealth Assistance Notices;  VET provider publishing requirements;  VET provider data reporting requirements;  VET provider quality and accountability;  VET FEE-HELP payments to providers; and  VITS requirements.

12 Training outcomes Use the Guidelines to resolve queries –VET Provider Guidelines –VET FEE-HELP Guidelines –VET Administration Guidelines Redeliver VET FEE-HELP training to other staff Know where to go for help

13 Recap

14 VET FEE-HELP Liability VET FEE-HELP liability occurs on a unit of study basis, not on a course basis Students DO NOT incur a VET FEE-HELP liability until after the census date

15 Eligible courses of study Diploma Advanced Diploma Graduate Certificate Graduate Diploma

16 VET Unit of Study Units (subject, modules, structured training) undertaken as part of a VET course of study Provider sets and charges a VET tuition fee. Meets the course requirements for VET FEE- HELP and student is enrolled as a full fee paying student

17 Entitled students Full fee-paying; and Government subsidised students in states and territories that have implemented subsidised VET FEE-HELP arrangements (currently Vic and SA).

18 Full fee-paying students A student enrolled in a VET course of study for which the provider DOES NOT receive any funding from a State, Territory or the Commonwealth in relation to the student’s enrolment in that course

19 Government subsidised students A Government subsidised student, is a student for which a VET provider receives funding from a State or Territory in relation to the student’s enrolment in a VET course of study. Only for Diploma and Advanced Diploma courses

20 Student Entitlement Requirements Full fee-paying student; OR Government subsidised in Victoria or SA (currently); AND meet the citizenship or residency requirements; have a FEE-HELP balance greater than zero; be enrolled in a unit that meets the course requirements; be enrolled in the unit on or before the census date for the unit and remain so enrolled at the end of the census date; meet the Tax File Number (TFN) requirements; and have completed, signed and given to an appropriate officer of the provider a Request for VET FEE-HELP assistance form on or before the census date

21 Citizenship or Residency requirements An Australian citizen; or the holder of a permanent humanitarian visa who will be resident in Australia for the duration of the unit.

22 Census date Closing date for a student to apply for VET FEE-HELP. A provider must set a census date for each unit of study it provides. Census date can be no earlier than 20% of the way through a unit.

23 Determining Entitlement It is your responsibility. A provider should collect sufficient information from student to be satisfied of student eligibility. A provider must comply with privacy requirements. Where provider incorrectly determines student eligibility they are required to repay.

24 VET Restricted access arrangements An agreement between a provider and employer/industry body. Enrolments to course is limited or restricted to employees of the employer/industry body. Provider must produce evidence of arrangement and details to DIISRTE if required.

25 VET Third party arrangements Provider has arrangement with another organisation for the delivery of some or all of a course The provider is to grant the VET award, the relationship is to be one of principal and agent. Students undertaking such a course are enrolled with the provider. The provider is the principal and must carry full responsibility for all aspects of delivery. The provider is required to comply with all the VET FEE-HELP requirements in HESA.

26 VET tuition fees Providers must determine a tuition fee(s) for each unit of study. No maximum or minimum limit in relation to full fee courses. Fee for course cannot > sum of the unit tuition fees. May charge other fees, in certain circumstances. The policy intent is: Students generally must be able to complete the requirements of their course without the imposition of other fees

27 Determining VET Tuition fees Only tuition fees payable through VET FEE-HELP. Should cover all essential requirements of the course. Can have more than one tuition fee per unit as appropriate – different fee CANNOT be based on: Manner of payment (up-front Vs VET FEE-HELP assistance); or Timing of payment (prepaying, paying for course compared to units). The VET tuition fees determined must be published – with sufficient information.

28 Tuition fees: Include  Tuition fees, examination or other fee payable to a provider by a student; or  Any fee payable to the provider in respect of the granting of a VET award at Diploma, Advanced Diploma, Graduate Certificate or Graduate Diploma level. Do not include  An organisation of students (unions or guilds);  The provision to students of amenities or services that are not of an academic nature (student amenities fees);  Residential accommodation;  Special admissions tests; or  Fees that are incidental to study.

29 A fee is incidental if it is for:  A good or service not essential to the course  An alternative form of access to an essential good or service  Essential good or service that student could acquire from another supplier and is for:  food, transport and accommodation for a field trip that is part of a course  an item that becomes the physical property of the student and not consumed during course (e.g lab coat)  Fine or penalty imposed principally is a disincentive Incidental Fees

30 Refund policy A provider is required to refund all Australian citizens and permanent humanitarian visa holders any tuition fees the student has paid for a unit if they are no longer enrolled in that unit at the end of the census date.

31 FEE-HELP Limit and Balance 2012 $89,706 (VET students) $112,134 for students undertaking medicine, dentistry and veterinary science courses (as defined in the Higher Education Support Act 2003) 2013 $93,204 (VET students) $116,507 for students undertaking medicine, dentistry and veterinary science courses (as defined in the Higher Education Support Act 2003) Indexed annually.

32 VET FEE-HELP debt A student incurs a VET FEE-HELP debt for the amount of VET FEE-HELP assistance loaned to them by the Australian Government to pay for part or all of their tuition fees for each unit at the end of the census date. The Australian Government pays this amount directly to the provider on the students’ behalf.

33 VET FEE-HELP loan fee A loan fee of up to 20% applies to all VET FEE-HELP debts (except government subsidised students in states and territories that are eligible to offer VET FEE HELP for subsidised students) The loan fee applies to all VET FEE-HELP debts irrespective of the VET course, fails or withdraws from the unit after the census date. The amount of the VET FEE-HELP debt is the amount of the loan plus 20% and is incurred by the student immediately after the census date for the unit The 20% loan fee is not included in a person’s FEE ‑ HELP balance.

34 Operational requirements

35 Census date recap A student must be enrolled in the unit on or before the census date for the unit and must remain enrolled in the unit at the end of the census date A census date can be set no earlier than 20% of the way through a unit

36 Tax File Number requirements A student meets the TFN requirements for VET FEE-HELP if: the student notifies his or her TFN to an appropriate officer of the provider and the provider is satisfied that the number is a valid TFN; or the student provides a Certificate of Application for a TFN; and this information is provided by the end of the census date for the unit.

37 Requesting VET FEE-HELP assistance Students request VET FEE ‑ HELP assistance by completing, signing and submitting a Request for FEE ‑ HELP assistance form to their provider on or before the census date for the unit. The paper form that DIISRTE provides is the approved form. Where a provider allows for the electronic submission of a Request for VET FEE-HELP assistance form, it must follow the approved form format.

38 Distribution of the Request for VFH assistance form Original (student) –From 1 January 2013 forms no longer need to be sent to the Tax Office. Copy (provider) –Provider to retain.

39 Retention of the Request for VFH assistance form The form is a Commonwealth record and is subject to the Archives Act A provider must retain the copy on behalf of the Commonwealth for a minimum period of 7 years after the student has completed his or her course of study. A provider should retain a copy of all forms for its own records for at least the duration of the student’s course, or in accordance with state or territory legislation. If a student cancels his or her Request for VET FEE ‑ HELP assistance form, the provider must still retain a copy of the form.

40 Cancellation and validity of the Request for VFH assistance form A Request for VET FEE ‑ HELP assistance form is valid for the duration of the person’s enrolment in the course of study. Students accessing VFH assistance are not required to cancel their form if they subsequently choose to pay their tuition fees up-front. Students may choose to cancel their request at any time in writing on or before the census date for the unit of study. Students can subsequently reactivate their Request for VET FEE ‑ HELP assistance form by submitting a request to their provider in writing. A provider should determine its own mechanisms for recording written cancellations and reactivations of the form.

41 Completion of a new form or multiple forms 1.Enrolment in a new VET course of study 2.Enrolment in more than one VET course of study 3.Enrolment at more than one provider (VET or HEP)

42 Allocation of CHESSNs The Commonwealth Higher Education Student Support Number (CHESSN) is a unique identifier for Commonwealth assistance. Students must be allocated a CHESSN if seeking VFH assistance. DIISRTE allocates CHESSNs to all students who request VET FEE ‑ HELP assistance through a provider or apply for a place through a tertiary admission centre. This will enable the monitoring of students’ use of Commonwealth assistance.

43 Calculating the amount of VFH assistance A student can borrow up to the amount of the tuition fee for the unit being charged by their provider, so long as this amount does not result in the student exceeding their FEE ‑ HELP balance Students have the option of paying part of their tuition fee for the unit up- front to their provider on or before the census date and obtaining VET FEE ‑ HELP assistance for the remainder The amount of VET FEE ‑ HELP assistance for a unit of study is the difference between the tuition fee for the unit and the sum of any up-front payments the student has made on or before the census date

44 Commonwealth Assistance Notice Providers are required to issue each student who has requested VET FEE-HELP assistance with a CAN The CAN must be sent to all students who have requested VET FEE-HELP assistance after each census date A provider may issue separate CANs for units of study with different census dates Cannot issue a CAN for Higher Ed and VET courses

45 VFH Operational requirements – Commonwealth Assistance Notice A CAN must contain the title ‘Commonwealth Assistance Notice’ and include the following information: –the person’s name; –the name of the VET provider; –the person’s student identification number as issued by the VET provider; –the person’s Commonwealth Higher Education Student Support Number (CHESSN); –the course(s) of study in which the person is enrolled with the provider for which a tuition fee(s) is recorded at the census date(s) contained in the CAN; –the total amount of up-front payment; –the total amount of VET FEE-HELP assistance; –the total amount of the VET FEE-HELP loan fee; and –the total amount of VET FEE-HELP debt For each VET unit of study, the notice must include the following information, as applicable, to each person’s enrolment: –the VET unit of study identification code; –the census date; –the VET tuition fee amount; –the amount of up-front VET payment; –the amount of VET FEE-HELP assistance; –the amount of the VET FEE-HELP loan fee; and –the amount of VET FEE-HELP debt

46 VFH Operational requirements – Commonwealth Assistance Notice A CAN must have the following statements prominently displayed: “It is your responsibility to ensure that you have sufficient FEE-HELP balance to cover the VET FEE-HELP amounts indicated in this notice. You are eligible for the amounts of VET FEE-HELP assistance contained in this notice only if you have sufficient FEE-HELP balance to cover those amounts.” and “The information regarding Commonwealth assistance contained in this notice is correct only insofar as you have correctly advised this VET provider of your entitlement to that assistance under the Higher Education Support Act 2003.” [VET Administration Guidelines ] A CAN must include information on the person’s right to request the correction of information contained in the CAN. A CAN must be given within 28 days of the earliest census date indicated in the CAN A provider may issue the CAN electronically.

47 Incorrect CAN Provider identifies information is incorrect – must issue a new CAN to the student with the correct information Student believes that the information on the CAN is incorrect the student can ask in writing for the CAN to be corrected. This request must be made within 14 days. A provider should consider the request as soon as possible, and notify the student, in writing, of its decision. If the provider finds that the information on the original CAN was incorrect, or has ceased to be correct, the provider must issue a new CAN to the student with the correct information. The provider must also correct its records and data sent to DIISRTE accordingly.

48 Withdrawals on or before the census date Will not incur a VET FEE-HELP debt. A provider may set an ‘administrative date’ earlier than the census date by which students are required to pay their tuition fees or lodge a Request for VET FEE-HELP assistance form. A provider may also impose a fine or penalty on students who undertake actions after the administrative and withdrawal dates A provider must treat all of its students and those seeking to enrol with the provider fairly It is a provider’s responsibility to ensure that the information it gives to DIISRTE is accurate and that students who have formally withdrawn from a unit or course on or before the census date do not incur a VET FEE ‑ HELP debt for those studies.

49 Withdrawals after the census date Students who have requested VET FEE-HELP assistance who withdraw from a VET unit of study or course of study after the census date will incur a VET FEE ‑ HELP debt for any unpaid tuition fees (up to their FEE ‑ HELP balance). Students may apply to their provider to have their FEE ‑ HELP balance re-credited (and thus their VET FEE ‑ HELP debt remitted) in special circumstances.

50 After the census date: Students may apply to have their FEE-HELP balance re-credited and their debt removed in special circumstances if: 1. Not completed unit 2. Circumstances beyond student’s control 3. Do not make full impact until on or after census date 4. Impractical to complete unit requirements If provider satisfied then re-credit FEE-HELP balance Provider may, under their procedures, refund any up- front payments Special Circumstances

51 Cancellations of units of study after the census date If a unit becomes unavailable after the census date, wherever possible, the provider should attempt to make suitable arrangements for the affected students to complete the unit or a comparable unit.

52 Publishing

53 Publishing requirements under HESA A number of arrangements and procedures must be published and made publicly available. Provider to decide on the method. May include: As part of a printed handbook; or Any other method determined by the provider which will bring the information to the attention of students and prospective students. VET providers must publish their Schedule of VET tuition fees on their website.

54 Schedule of VET tuition fees A provider must determine a schedule of VET tuition fees for all units of study that it provides or proposes to provide. Where more than one tuition fee has been determined for a unit, the schedule must contain sufficient information to enable a person to work out which tuition fee applies to them.

55 Schedule of VET tuition fees – publication requirements A provider must publish its schedule of VET tuition fees for the units it provides or proposes to provide by: 1 1 April for units with a census date in the same year between 1 July and 31 December; and 1 1 October for units with a census date in the subsequent year between 1 January and 30 June of that year.

56 Access to schedule of VET tuition fees A provider must ensure its schedule of VET tuition fees is available to all students and persons seeking to enrol with the provider on request and at no charge. Students enrolled or eligible to be enrolled in units that are offered under restricted access arrangements must be provided with the tuition fee information for the relevant unit on request and at no charge.

57 Giving the schedule to the Minister A provider must give the schedule of VET tuition fees to the Minister by the publication deadlines for tuition fees by: 1 April for units with a census date in the same year between 1 July and 31 December; and 1 October for units with a census date in the subsequent year between 1 January and 30 June of that year. A provider must give the schedule to the Minister by:  posting the schedule on the provider’s website (if applicable); and  submitting the schedule or a URL link to the schedule via the provider’s VITS account.

58 Variations to published information  Without ministerial approval: –Due to changed circumstances or administrative error; AND –more than 2 months before start of unit or last day to withdraw without penalty; OR –less than 2 months with NO disadvantage to students. –Five days notice to DIISRTE  With ministerial approval : –Less than 2 months before start of unit or last day to withdraw without penalty; AND –will disadvantage students

59 How to vary without Ministerial approval Advise DIISRTE of its intention to vary published unit of study information via Clearly state that it intends to vary without the Minister’s approval. Provide reasons for varying. Five Day Rule Variation must be published no later than 10 working days after making the variation.

60 How to vary with Ministerial approval Submission to to 1. Statement that the provider requests to make a variation with Ministerial approval. 2. Which units will be affected by the proposed variation. 3. The nature of the amendment. 4. The manner and the extent to which students maybe disadvantaged. 5. Contact name for further information and response. 6. Why it would be reasonable for the Minister to approve the request.

61 Data Reporting

62 Reporting requirements under HESA A provider must give to the Minister such statistical and other information that the Minister, by notice in writing, requires and in the form approved by the Minister A provider must inform the Minister, in writing, of any event that may significantly affect the provider’s capacity to meet the VET quality and accountability requirements

63 Data reporting Accurate and timely reporting of data is a HESA requirement Delays in data reporting can have significant consequences for students The ATO indexes unpaid HELP debts based on census date not the date that data is reported to HEIMS Indexation is applied to debts that are 11 months or older Delays in reporting may result in: The compulsory repayment assessment to the student from the ATO having incorrect debt amounts; and incorrect indexation* applied.

64 What is HEIMS? The Higher Education Information Management System (HEIMS) is the data management system developed for HELP data reporting. The Higher Education Provider Client Assistance Tool (HEPCAT) is the software package provided by DIISRTE that is used by approved providers to submit student data to HEIMS Approved providers are required to submit data at times related to their census date More information about HEIMS and HEPCAT can be obtained through training sessions that are regularly provided by DIISRTE and by ing

65 Minimum requirements  Pentium personal computer (minimum 2Gb RAM)  20GB of disk storage  Microsoft Internet Explorer version 6.00 or later  Broadband connection of 512Kbs upload/download speed  Windows XP operating system with Service Pack 2  Unique account capable of receiving external s  A printer  For more information contact System Requirements

66 Data reporting dates Providers will need to submit the data files to DIISRTE up to four times a year by the following dates: 31 March (for units of study with census dates occurring in September- December of previous year); 31 May (for units of study with census dates occurring in January- March); 31 August (for units of study with census dates occurring in April-June); 31 October (for units of study with census dates occurring in July- August).

67 Data verification VET providers are required to verify their student data files twice a year: September – October (first half year data - for units of study with census dates occurring in January – June of previous year); April – May (full year data from the previous year - for units of study with census dates occurring in January – December of the previous year).

68 Equivalent full-time student load (EFTSL) EFTSL is a measure of the study load, for an academic year, of a student undertaking a course of study on a full-time basis. For VET FEE-HELP data reporting purposes, a provider will need to determine and provide DIISRTE with the EFTSL value for each unit of study (within a course of study) in the Student Load Liability file which is part of the Student Submission. EFTSL is also used to determine VET FEE-HELP payments.

69 Quality and Accountability Requirements

70 Quality and Accountability Requirements include: VET financial viability requirements; VET quality requirements; VET fairness requirements; VET compliance requirements; and VET fee requirements.

71 VET Financial Viability A VET provider must be financially viable and likely to remain so [ HESA Schedule 1A cl 14-15] The Financial Viability Instructions for Approved Providers (FVIs) inform VET providers of the documentation requirements and the manner in which financial viability is monitored. Annual financial information requirements include the provision of a current version of the Financial Ratio Analysis Workbook. A copy of the FVIs and workbook can be downloaded from the “useful publications” section on the VFH website. Deed of Undertaking signed by VET providers when they are approved establishes a number of obligations for each provider.

72 VET Quality Requirements A VET provider must operate, and continue to operate, at an appropriate level of quality. [HESA Schedule 1A cl 17] A provider regulated by ASQA must meet the Standards for Initial Registration and Standards for Continuing Registration. A provider who is regulated by a State Registering Authority must meet the requirements of the AQTF.

73 VET Fairness Requirements Equal benefits and opportunities Student grievance and review Tuition assurance Appointing review officers Review officers not reviewing own decisions Procedures relating to personal information [HESA Schedule 1A cl 18 to 23] These documents were provided in order for your organisation to be approved. Any updated documents (after approval) should be submitted to DIISRTE to ensure compliance before they are published for students to access

74 VET Compliance Requirements Giving to the Minister statistical and other information that the Minister requires. Including data file elements and schedule of VET tuition fees. Providing notice of events that affect provider’s ability to comply with VET quality and accountability requirements Being required to be audited as to compliance with the VET quality and accountability requirements [HESA Schedule 1A cl 24-26]

75 VET Compliance Requirements In a nutshell: We want to help you remain compliant. If you change your policies or procedures tell us. If your corporate structure changes tell us. Submit your financial statements on time.

76 Fee Requirements Schedules of VET tuition fees – general requirements; restricted access; and variations. [HESA Schedule 1A cl 27-28] Incidental fees outlined in VET Provider Guidelines (Chapter 7)

77 Compliance Calendar DIISRTE conducts ongoing monitoring of VET providers on VET quality and accountability. Specific dates for certain requirements: –Annual financial information including financial statements due by 30 June or 31 December each year. –Submission of estimates (October); schedules (April, October) data (March, May, August, October). –RTO registration expiry date now through training.gov.au. –VTAS expiry date.

78 Common issues Superseding courses; Tuition Assurance Coverage; Amendments to schedules of VET tuition fees; Changes to policies (grievance, fairness etc.)

79 Changes – report any to  Changes in legal entity (structure, corporate restructure)  Changes in personnel (Directors, CEO)  Changes in financial reporting period  Need to vary VET FEE-HELP payments  Changes to VET FEE-HELP information, including changes to approved policies and procedures  Variations to VET tuition fees or incidental fees  Change relevant details in VITS

80 Privacy requirements A provider must comply with the information privacy principles (IPPs), set out in section 14 of the Privacy Act 1988, when it handles personal information obtained for the purposes of VET FEE-HELP assistance and the repayment of loans under HESA. Providers must have ‘informed consent’.

81 Payments to providers

82 Advance payments HESA provides that the Secretary, or the Secretary’s delegate, may determine that an advance payment be made to a provider on account of the amount of VET FEE- HELP assistance expected to be accessed by the provider’s students In estimating the level of VET FEE-HELP assistance, VET providers need to estimate the: number of eligible students that will enrol; level of equivalent full-time student load that will be undertaken by those students; proportion of tuition fees that will be taken out as a VET FEE-HELP loan; and Average annual course cost for the estimate year VET providers enter their estimates of VET FEE-HELP Advance Payments using VITS. The department conducts reconciliations of Advance Payments after submission and verification of HEIMS student liability data as detailed in the following table.

83 Estimate of 2013 Advance Payments Nov Advance Payments to provider Paid monthly from Jan to Dec 2013 Providers regularly submit data after each census date Jan to Dec 2013 Estimate of Advance Payments varied where necessary Jan to Dec 2013 Interim reconciliation including Recovery /underpayment action February/March 2014 Final reconciliation (based on verified data) including Recovery/ underpayment action June 2014 Payment Cycle

84 VET Payment cycle DIISRTE has developed the Estimate of Advance Payments calculator to assist providers in calculating their estimates and variations. All new VET providers are also expected to submit a completed first year survey with their Estimate of Advance Payments calculator for their first estimate submission. Details on how to enter estimates can be found in the: The Estimate of Advance Payments calculator can be found on the useful publications page of the VET FEE-HELP website; VET FEE-HELP Payment Estimates Information Document (provided with the information pack upon approval); and VET FEE-HELP IT System (VITS) Electronic Information Guide on the VITS user login page.

85 Payment Variations VET providers are expected to ensure after each census date, that the amount of VET FEE-HELP advance payments paid closely align with to actual student liabilities. At this time, providers will be in a better position to assess whether the level of the current advance is appropriate. If you believe that the level of VET FEE-HELP advance payments is significantly different to that expected, please inform DIISRTE via to request a variation. Variations are accepted until 1 October

86 VET FEE-HELP payments to providers – Actioning a Variation To action a variation you will need to upload onto VITS an updated Estimate of Advance Payments calculator with the variation amount and the estimate declaration available on the useful publications page.useful publications If the variation is approved, a provider’s remaining payments will be adjusted and a lump sum amount paid (where the annual estimate is increased) or recovered (where the annual estimate is decreased), depending on the variation from the existing payment schedule. DIISRTE will generally be able to make variations to VET FEE- HELP advance payments by the next scheduled payment date following receipt of a letter of request.

87 VET FEE-HELP Information Technology System (VITS)

88 What is VITS? VITS is an application developed for VET FEE-HELP. RTOs use VITS to submit applications to become a VET provider Approved VET providers use VITS to: –allocate CHESSNs –view a student’s debt –submit courses for approval –submit estimates The application is published as a secure website at https://vetfeehelp.deewr.gov.au course approval for VET FEE-HELP, provider payments and data management of VET FEE-HELP. The application is published as a secure website at https://extranet.deewr.gov.au/vetfeehelp/app/login.aspx https://extranet.deewr.gov.au/vetfeehelp/app/login.aspx

89 CHESSN Web Services Providers use CHESSN web services to allocate multiple CHESSNs Technical information required to make web service calls between VET providers and VITS is available in the: –VET CHESSN Web Services Technical Specifications document; and –VET CHESSN Web Services Essentials Guide –These documents are available for download at

90 The Study Assist website provides information about the Australian higher education system and the Vocational Education and Training (VET) system, including detailed information on approved providers in both sectors and Commonwealth assistance available to tertiary students. VET students who have been allocated a CHESSN are able to access information on their use of VET FEE-HELP assistance (and other Commonwealth assistance) through myUniAssist, which is part of the Study Assist website. Students can access their information on the website using their CHESSN and other identifying information.

91 Questions and feedback

92 THANKS for your attendance © STUDENT SUPPORT BRANCH 2012 Session Concluded


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