MANAGE FEES AGAINST A LEARNER

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1 Quick Reference Guide Smart & Skilled MANAGE FEES AGAINST A LEARNER This quick reference guide (QRG) applies specifically to Smart and Skilled Offerings. 1. Introduction 1.1. Purpose This QRG provides instructions on managing fees against a learner enrolment 1.2. Summary of changes introduced in SSIP Phase 2 New logic has been built so that the COMM Course Fee (Comm/FFS) fee is provided to learners not eligible for subsidised training where it has been setup against a Smart & Skilled Offering. This provides an improved learner experience for learners not eligible for subsidised training who will be able to complete their enrolment into the Offering as a Fee for Service student rather than being blocked from proceeding. Where a learner is not eligible for Smart & Skilled then: the commercial (Fee for Service) fee setup on the Offering (Not applicable for VFH) will apply If the commercial (Fee for Service) fee is not available, then Alternative Offering links will display on the Enrolment Portal If Alternative Offering/s are not setup, then the Please contact us page will display on the Enrolment Portal In ebs Client there is a new Fee Calculator button in the enrolments ribbon. When an enrolment is first saved, a fee is automatically assigned. However, where any changes are required to an enrolment after it has been saved; a user will need to manually invoke the Fee Calculator button in order that eligibility is assessed and a fee can be assigned. Where fee waivers apply there is now a 3 step process to get the correct fee - refer to section 3 Fees are held in 4 places: 1. Fee Setup against the Offering by users 2. Standard fee = fee returned by the Fee Calculator and is not editable by users 3. Actual fee = fee returned by Fee Calculator, but may be changed to make adjustments, e.g. RPL 4. Student Fee = fee returned from Training Services NSW in the results file. It represents the fee Training Services NSW states the learner should be charged. Institutes will need to report Recognition of Prior Learning/Credit Transfer on the Training Services NSW Portal. Users will then need to manually reflect this in ebs by changing the Actual fee and adding a learner note. There is no other change to the RPL/Credit Transfer process. Smart & Skilled QRG - Manage Fees Against a Learner 14 June 2016 v1.1 Page 1 of 22

2. How is the fee assigned to the learner Learners enrolling in a Smart and Skilled Offering will have their entitlement eligibility checked via ebs and the TEA Fee Calculator.

2 2. How is the fee assigned to the learner Learners enrolling in a Smart and Skilled Offering will have their entitlement eligibility checked via ebs and the TEA Fee Calculator. This process map below defines how the fee is assigned to the learner. Smart & Skilled Phase 2- How is a fee assigned (Staff Assisted Enrolment) Automated steps are highlighted in blue Create / select existing learner record Add enrolment & save Check eligibility Not eligible Commercial Fee is assigned or error message is displayed eligible ebs Client Send information to Fee Calculator Obtain returned Centrelink values and click the Fee Calculator button Yes Check if a matching fee type has been setup against the Offering Assign fee type against the enrolment on the Payments tab Apply for concession or exemption? No Proceed to payment options The Fee Calculator calculates the fee using the Smart & Skilled Fee List which is loaded on each occasion that there is an update (note there is no interface with STS). The Fee Calculator returns: TEA Fee Calculator * Eligibility (true/false) * Fee value * Subsidy type The subsidy types returned can be: * apprenticeship * traineeship * second * first * concession * exemption Calculate Fee After an enrolment is saved, the system will attempt to establish eligibility and assign a fee. Click on the Payments tab in the ribbon bar. Both the Standard Fee and Actual Fee are updated with the value returned from the TEA Fee Calculator. 14 June 2016, v1.1 Page 2 of 22

Where a learner is ineligible for Smart & Skilled, and a Commercial fee has been setup against the Offering, the following validation warning will be displayed in Client.

Note: Where a Commercial fee type is assigned against a Smart & Skilled Offering; and a learner is found to be ineligible, a Program Stream will be assigned.

3 Where a learner is ineligible for Smart & Skilled, and a Commercial fee has been setup against the Offering, the following validation warning will be displayed in Client. Click Yes to apply the Commercial fee to the enrolment. Note: Where a Commercial fee type is assigned against a Smart & Skilled Offering; and a learner is found to be ineligible, a Program Stream will be assigned. This is targeted for resolution in phase 3. Exception reports need to be used to identify learners enrolled in Smart & Skilled Offerings on a COMM/FFS fee. Ineligible learners who have the Commercial fee assigned to their enrolment will not be loaded in the Training Services NSW Input file. How is the Trainee Fee Type assigned? ebs has not been updated to incorporate a new Trainee Fee Type into the ebs fees configuration process. The TEA Fee Calculator however, has the ability to apply the capped Trainee fee. Where a learner is eligible for the Trainee Program Stream, ebs will assign the SmartFirst Fee Type to the enrolment (both the SmartFirst and the Trainee fee as returned by TEA are mapped to SmartFirst in ebs), and the correct fee value ($1000 or less) will be automatically assigned from TEA. Custom Trainee Fee Types, where they already exist against Offerings, may remain. Please note however, that they have no direct application in the way that the fee is applied to an enrolment. 14 June 2016, v1.1 Page 3 of 22

3. Apply Centrelink waivers- Staff Assisted process Where fee waivers apply, there is a 3-

1 Create enrolment record & save A fee is automatically assigned when an enrolment is first saved (refer to section 2) At this point no fee waiver information

2 Make a Centrelink call and retrieve available benefits Before making the Centrelink call, ensure the Welfare Status of the learner has been entered

4 3. Apply Centrelink waivers- Staff Assisted process Where fee waivers apply, there is a 3-stage process to calculate the fee. 3.1 Create enrolment record & save A fee is automatically assigned when an enrolment is first saved (refer to section 2) At this point no fee waiver information has been captured. 3.2 Make a Centrelink call and retrieve available benefits Before making the Centrelink call, ensure the Welfare Status of the learner has been entered appropriately in the Employment/STS tab. For learners on welfare, option (2) has to be selected and the Centrelink waiver applied in order that a Concession fee can be assigned. For learners who are a dependent child or spouse of a welfare recipient, option (1) has to be selected and the Centrelink waiver applied. a) Select the Centrelink tab b) Enter the Primary or Secondary CRN, or DVA Reference Number in the Centrelink panel on the Learner tab and save 14 June 2016, v1.1 Page 4 of 22

e d c f Returned waivers f) Once the response is received from the Centrelink interface, the returned waivers are populated on the

5 c) In the Enrolment Details panel, select the Centrelink tab d) Select Request for CRN/DVA benefit e) Click Retrieve CRN/DVA Benefit icon in the ribbon. e d c f Returned waivers f) Once the response is received from the Centrelink interface, the returned waivers are populated on the Centrelink waiver grid above. Where multiple benefits apply, ebs will determine the priority benefit to be applied against the enrolment. The priority benefit will be identified with a Y in the first column. 14 June 2016, v1.1 Page 5 of 22

g) Click on the Enrolment details tab to return to the Enrolment Details. Check that the appropriate fee waiver is shown with a Y in the Attach (Att) column.

If the fee waiver is not automatically applied, it will need to be manually changed by clicking in the Att column by changing the value to Y as described in box below.

Manually added waivers must be added in the Enrolments tab and will automatically update the waiver grid in the Payments tab.

6 g) Click on the Enrolment details tab to return to the Enrolment Details. Check that the appropriate fee waiver is shown with a Y in the Attach (Att) column. In this example, Newstart Allowance has been attached to the enrolment. If the fee waiver is not automatically applied, it will need to be manually changed by clicking in the Att column by changing the value to Y as described in box below. g Note that the same waiver data will display in the waiver grid on the Enrolments and Payments tab. Manually added waivers must be added in the Enrolments tab and will automatically update the waiver grid in the Payments tab. However, manually added waivers in the Payments tab will not update the waiver grid in the Enrolments tab. The Training Services NSW Input file uses waiver information from the Enrolments waiver grid, therefore always use the Enrolments waiver grid when manually applying waivers. Refer to Section 7 and 8 for a list of waivers applied to fee types 3.3 Select the Fee Calculator button to enable a waiver calculation The Fee Calculator can now be selected to send the details back to TEA for a waiver calculation. a) Click the Fee Calculator button in the Enrolments ribbon. This will return a Concession fee based on the waiver information sent in the second call b) Click on the Payments tab to check the fee that has been applied. 14 June 2016, v1.1 Page 6 of 22

7 4. Apply Disability Exemption Waiver 4.1 Summary process steps for processing a disability exemption in Client Note that in the 3 scenarios above, it is not necessary to click the Fee Calculator button after the waiver is applied to have the fee updated. 14 June 2016, v1.1 Page 7 of 22

the Centrelink tab c) Enter the Primary CRN number in the Centrelink panel and save c b d) Enrol into a Smart & Skilled

8 4.2 Enrol a Disabled learner on a Disability Support Pension a) Create a Learner record with Disability Status Yes, I have a disability, and Disability Assessment Type Centrelink, I receive a Disability Support Pension (DSP) a b) Select the Centrelink tab c) Enter the Primary CRN number in the Centrelink panel and save c b d) Enrol into a Smart & Skilled course and Save. Refer to Smart and Skilled QRG Staff Assisted Enrolment for full details 14 June 2016, v1.1 Page 8 of 22

The Disability Support Pension waiver will get linked to the enrolment.

9 g f e e) In the Enrolment Details panel click the Centrelink tab f) Select Request for CRN/DVA benefit checkbox g) Then click Retrieve CRN/DVA Benefit. The Disability Support Pension waiver will get linked to the enrolment. h) Save the enrolment i) Check the Payments tab to confirm that the exemption or concession fee has been applied. Note the fee type will not change; only the dollar value will reduce. 14 June 2016, v1.1 Page 9 of 22

a Smart & Skilled course and Save. Refer to Smart and Skilled QRG Staff Assisted Enrolment for full details.

10 4.3 Enrol a learner who is a dependent child/ spouse/ partner of a person on a Disability Support pension (DSP) a) Create a Learner record with Disability Status of I am a dependent child/ spouse/ partner of a person on a Disability Support Pension (DSP) b) Enrol into a Smart & Skilled course and Save. Refer to Smart and Skilled QRG Staff Assisted Enrolment for full details. c) Go to the Enrolment tab and click on Enrolment details tab. In the waiver grid manually update Waiver DCH1 to Y and update Evidence to Y. 14 June 2016, v1.1 Page 10 of 22

d) Save. A Pop up will appear to confirm that the progress code has been updated to ACTIVE.

. Note: If fees have already been generated by the learner you will receive a pop up message

You will need to check the learner record and determine if you are attempting to process the

11 d) Save. A Pop up will appear to confirm that the progress code has been updated to ACTIVE. Click OK to continue.. Note: If fees have already been generated by the learner you will receive a pop up message asking you if you want to regenerate fees for the learner. You will need to check the learner record and determine if you are attempting to process the same enrolment twice. Check the Payments tab to confirm that the exemption or concession fee has been applied. Note the fee type will not change; only the dollar value will reduce. 14 June 2016, v1.1 Page 11 of 22

4.4 Enrol a learner who is disabled and has been assessed by a specialist support professional a) Create a Learner record with Disability Status of Yes, I have a disability and a Disability

12 4.4 Enrol a learner who is disabled and has been assessed by a specialist support professional a) Create a Learner record with Disability Status of Yes, I have a disability and a Disability Assessment Type of A specialist support professional. Repeat the steps in 4.3 (b) to (e), but manually apply waiver DSA1- DISABLED STUDENTS (CLIENTS OF TCH/CON) to the enrolment. 14 June 2016, v1.1 Page 12 of 22

5 Scenarios where a fee may not be assigned 5.1 Program Stream has not been assigned Contracted Program Streams are maintained in Reference Data to reflect the Institute s Activity Schedule.

the Program Streams that are active on the current version of the Institute s Activity Schedule. The logic used is based on simple elimination of available options, i.e. a) If a learner is enrolling as an Apprentice, and Program Stream 4 exists on the Activity Schedule, 4- Entitlement A&T (Apprenticeship) will be assigned against the enrolment.

13 5 Scenarios where a fee may not be assigned 5.1 Program Stream has not been assigned Contracted Program Streams are maintained in Reference Data to reflect the Institute s Activity Schedule. This is performed by users with the Activity/Skills List role each time there is an update to the Skills List Once an enrolment is saved, the system will attempt to assign a Program Stream based on the Program Streams that are active on the current version of the Institute s Activity Schedule. The logic used is based on simple elimination of available options, i.e. a) If a learner is enrolling as an Apprentice, and Program Stream 4 exists on the Activity Schedule, 4- Entitlement A&T (Apprenticeship) will be assigned against the enrolment. b) If a learner is enrolling as a Trainee, and Program Stream 3 exists on the Activity Schedule, 3- Entitlement A&T (Traineeship) will be assigned against the enrolment. c) If a learner is not enrolling as an Apprentice or Trainee, and only one other Program Stream is available on the Activity Schedule, that Program Stream will be assigned. A fee is not assigned unless a Program Stream has been determined. Where a Program Stream cannot be assigned, it will be left blank, and will need to be entered manually by a user with the Enrolment Super User group role. A Progress Code of 4.4 TPS Program Stream Intervention Required will be assigned to the enrolment, and 0.13 ATPS App Program Stream Intervention Req will be added to an application. From the Employment/STS tab, select the correct Program Stream using the dropdown list available. Note there is no validation of the Program Stream selected against the Skills List Activity Schedule in Reference Data. Save the record. Then click the Fee Calculator button. Check that the Fee has been assigned, and update the Progress Code to 1.0 Unpaid, or as required. 14 June 2016, v1.1 Page 13 of 22

14 5.2 TFC Manual Intervention Progress Code 0.71TFCMAN TFC Manual Intervention progress code is assigned to a learner s enrolment (1.91TFCMAN TFC Manual Intervention is assigned to a learner s application) when the Fee Calculator experienced a technical failure while getting the fee for the enrolment. A learner enrolling through the Enrolment Portal will receive the message below: To resolve this issue select the Fee Calculator again. If the Fee Calculator is still unavailable; Manually attach the correct fee using the Add Fee button from the Payments ribbon Manually change the Progress Code to 1.0 Unpaid Manually select the correct Region in the Employment/STS tab (note that the Region is only assigned when an enrolment is first saved) 14 June 2016, v1.1 Page 14 of 22

15 After the enrolment is saved, the learner will receive a re-engagement , with a link to access the portal and complete their enrolment. After the learner has accessed the enrolment portal, they will be presented with the first page where there is missing information. If all required fields have already been entered, the learner will land on the Payment Options page. If the learner has not provided all the information required they will be directed to the appropriate section in the enrolment portal so they can provide the information. 14 June 2016, v1.1 Page 15 of 22

5.3 TFC Fee Missing from Offering This Progress Code applies where the Fee Calculator could not assign a fee to the enrolment due to a missing fee type against the Offering.

16 5.3 TFC Fee Missing from Offering This Progress Code applies where the Fee Calculator could not assign a fee to the enrolment due to a missing fee type against the Offering. Ensure that the Offering is either setup with the correct fees or in the scenario where the Institute is not contracted to deliver a particular program stream and hence the fee is not setup, the user will need to discuss alternative Offerings with the learner. This progress code will apply for example where only the Apprentice Fee Type has been setup against the Offering; and a learner enrols as a standard student. The Fee Calculator will return the first or second qualification fee. However, since it does not exist against the Offering, the learner s enrolment progress code is saved with TFC Fee Missing from Offering. 14 June 2016, v1.1 Page 16 of 22

The Learner s fee has been reduced based on RPL this is done by changing the Actual Fee.

17 6 Fee Calculator: what happens if applied after RPL has been applied Ensure that the Fee Calculator is not invoked after RPL has been processed against an enrolment. The example below indicates how the Actual Fee is changed back to the amount prior to RPL being granted. The Learner s fee has been reduced based on RPL this is done by changing the Actual Fee. Should a user select Fee Calculator again after adjusting the Actual Fee, the dollar amount will revert back to what was originally charged to the learner. 14 June 2016, v1.1 Page 17 of 22

18 7 Smart and Skilled Concession Waiver Codes (Attached to Fee Types: SSCON, SSFIR, SSSEC, SSAPP, SSSEX) Waiver Code Short description Long description How is the waiver applied? ABSTUDY ABSTUDY ABSTUDY Automatically if primary card holder AGE AGE Age Pension Automatically if primary card holder AGEV AGEV Age Pension - DVA Automatically if primary card holder AUS AUS Austudy Payment Automatically if primary card holder CAR CARE Carer Payment Automatically if primary card holder ECP ECP Exceptional Circumstances Relief Payment Automatically if primary card holder FHS FHS Farm Household Support Automatically if primary card holder FTBA FTBA Family Tax Benefit Part A (max rate) NSA NSA Newstart Allowance - System Centerlink Automatically if primary card holder Automatically if primary card holder PPS PPS Parenting Payment Single Automatically if primary card holder SERV SERV Service Pension Automatically if primary card holder SKA SKA Sickness Allowance Automatically if primary card holder SPL SPEC Special Benefit Automatically if primary card holder VAS VAS VETERANS AFFAIRS PAYMENTS VCES VCES VETERANS CHILDREN EDUCATION SCHEME Manually Manually WDA WDA Widow Allowance Automatically if primary card holder WFA WFA Wife Pension Age Automatically if primary card holder WFD WFD Wife Pension Disability Automatically if primary card holder WID WID Widow B Pension Automatically if primary card holder YAL YAL Youth Allowance Automatically if primary card holder 14 June 2016, v1.1 Page 18 of 22

19 8 Smart & Skilled Exemption Waiver Codes All these waivers will reduce the original dollar amount to $0 Waiver Code Short description Long description How is the waiver applied? ABIN ABIN ABORIGINAL AND TORRES STRAIT ISLANDERS ABOR ABOR ABORIGINAL - COMMONWEALTH FUNDED COURSES Automatically Manually ABST ABST STATE ABORIGINAL Manually ACAP ACAP ABORIGINAL CULTURAL AWARENESS PROGRAM DCH1 DCH1 DEPENDANT CHILD OF A DISABILTY SUPPORT Manually Manually DISA DISA DISABLED STUDENTS Manually DISP DISP DISABILITY SUPPORT PENSION DPA1 DPA1 DEPENDANT SPOUSE OR PARTNER OF DIS SUPP DSA1 DSA1 DISABLED STUDENTS (CLIENTS OF TCH/CON) DSP1 DSP1 DISABILITY SUPPORT PENSION Manually Manually Manually Automatically VFHADMER VFHADMER VET FEE-HELP Admin Error Manually VFHSPC VFHSPC VET FEE-HELP Special Circumstances Manually 14 June 2016, v1.1 Page 19 of 22

20 Quick Reference Guide Smart & Skilled 9 New Smart & Skilled Progress Codes Progress Codes for Applications Progress Code Title Progress Status Description Automatic workflow attached to the Progress Code Next Steps 0.13 ATPS App Program Steam Intervention Req N No Program Stream has been assigned to an application and requires manual investigation. A Program Stream will not be assigned if the qualification is not Active on the Activity Schedule, or there is more than one Program Stream in the Activity Schedule and the applicable one cannot be determined. Set by workflow when an application is saved, and no Program Stream can be assigned Users will need to check whether the application is valid before manually assigning a valid Program Stream for which the Institute has contract to deliver. If the course setup is correct, this Progress Code usually indicates that an application is invalid, and an alternative Offering should be provided to the learner. A learner has enrolled online as an Apprentice, and no Apprentice Program Stream is available (the same applies to Trainee Program Stream) A learner has not enrolled as an Apprentice into an Apprentice-only course TFCERR Ineligible for Smart & Skilled W The created application is not eligible for Smart & Skilled and the application has been withdrawn. Set by workflow when an application is saved, and a learner is found to be ineligible. Alternative Offerings will need to be discussed with the learner Applications in this status cannot be converted to an enrolment. Smart & Skilled QRG - Manage Fees Against a Learner 14 June 2016 v1.1 Page 20 of 22

21 Progress Codes for Enrolments Progress Code Title Progress Status Description Automatic workflow attached to the Progress Code Next Steps 4.4 TPS Enrol Program Steam Intervention Required N No Program Stream has been assigned to an enrolment after enrolment Save and requires manual investigation. A Program Stream will not be assigned if the qualification is not Active on the Activity Schedule, or the applicable one cannot be determined. It also applies where a learner has enrolled online as an Apprentice, and no Apprentice Program Stream is available (the same applies to Trainee Program Stream), OR. A learner has not enrolled as an Apprentice into an Apprentice-only course. Set by workflow when an enrolment is saved, and no Program Stream can be assigned. Users will need to check whether the enrolment is valid before manually assigning a valid Program Stream for which the Institute has contract to deliver. Manually assign a valid Program Stream (for which the Institute has contract to deliver), save the enrolment and manually click the Fee Calculator button to retrieve the fee TFCMAN TFC Manual Intervention Required N The Fee Calculator experienced a technical failure while getting the fee for the N-Non Starter enrolment Set by workflow when an enrolment is saved, and connection to the Fee Calculator is unavailable. Manually click the Fee Calculator button to retrieve a fee. If it is still unavailable, manually attach the correct fee using the Add Fee button, manually change the Progress Code to 1.0 Unpaid, and manually assign the correct Region TFCERR TFC Fee Missing from Offering N The Fee Calculator could not assign a fee to the enrolment due to a missing fee type against the Offering. Set by workflow when an enrolment is saved, and no matching fee type can be assigned. Ensure that the Offering is either setup with the correct fees or in the scenario where the Institute is not contracted to deliver a particular program stream and hence the fee is not setup, discuss alternative offerings with the learner INELIG Ineligible for Smart & Skilled N The enrolment is not eligible for Smart & Skilled. No Commercial Fee was available on the Offering. Set by workflow when an enrolment is saved, and a learner is found to be ineligible. Alternative Offerings will need to be discussed with the learner before the enrolment can be progressed TFCMAN TFC Manual Intervention Required A The Fee Calculator experienced a technical failure when getting a fee for an (A-Active) enrolment. Set by workflow when an enrolment is saved, and connection to the Fee Calculator is unavailable. Manually click the Fee Calculator button to retrieve a fee 1.92 TFCERR TFC Fee Missing from Offering A The Fee Calculator could not assign a fee to the (A-Active) enrolment due to a missing fee type against the Offering. Set by workflow when an enrolment is saved, and no matching fee type can be assigned. Ensure that the Offering is either setup with the correct fees or in the scenario where the institute is not contracted to deliver a particular program stream and hence the fee is not setup, the user will need to discuss alternative offerings with the learner. 14 June 2016, v1.1 Page 21 of 22

22 Quick Reference Guide Smart & Skilled Appendix 1 Program Stream Explained Smart & Skilled QRG - Manage Fees Against a Learner 14 June 2016 v1.1 Page 22 of 22

FEES REFERENCE DATA QRG

FEES REFERENCE DATA QRG 1. Introduction This Quick Reference Guide focuses on how to create and maintain fees Reference Data in Client. It includes guidance that is specific to Smart & Skilled Offerings.