Purpose

To maintain details of a student's SA-HELP Application

SubSystem

Enrolments

SA-HELP Payment Option

Student Course Fee

This form is used to record a student's SA-HELP application for a course,i.e. a student's intent to defer payment of an institution's Service and Amenities fee via the SA-HELP loans scheme. If a record is not recorded in this form before the census date for this course then it is assumed that the student will pay the Service and Amenities fee for this course. Where a student is enrolled in multiple courses, their SA-HELP details need to be recorded for each course.

By clicking on the Student Course Fee button the user is able to access the Fee Assessment form (FINF9100) for the student in this and other courses.

This form may be reached via the SA-HELP button in ENRF3000 (Course Attempt) form (in context of that Student Course Attempt) or directly from the menu (in query mode). Lamps in the Student Course Attempt block indicate if the student is not enrolled in a course, the citizenship code also displays (e.g. Citizenship Code: 1), and if the student is DECEASED or ENCUMBERED.
e.g. Not enrolled to any SCA Citizenship Code: 1 ENCUMBERED

Student’s are eligible to apply for SA-HELP if they:

• Have enrolled in a course of study where the course version does not have the 'Ineligible for SA HELP' indicator checked in CRSF1210.
• Have provided a valid Tax File Number
• Are an Australian citizen, or the holder of a permanent humanitarian visa who will be resident in Australia for the duration of the period of the fee, or the holder of a permanent visa enrolled in a bridging course for overseas trained professionals who will be resident in Australia for the duration of the course.
• Have completed the declaration.

It is strongly recommended that a SA-HELP application is created for every course for an eligible student. Thereby they would ensure that they would not miss out on the SA-HELP loan.

The SA-HELP Payment Option button opens the SA-HELP Payment overlay for the student. This overlay allows the user to record the student's intent to make a contribution to their Service and Amenities fee during a particular time period (and up to a maximum limit if required).

A change to any values in ENRF3240, including the overlay, will trigger Process Person Payment Schedules (FINJ6111) to be re-processed.

The Person block contains:

• Person ID
• Sex
• Date Of Birth
• Course Version

Buttons

• SA-HELP Payment Option(to SA-HELP Payment Option overlay)
• Student Course Fee (to FINF9100)

The SA-HELP Application block contains:

• Declaration Date:
• Tax File Number Recorded Date:
• Tax File Number Invalid Date:
• Tax File Certificate Number:
• Comments:
• End Date:
• HELP Eligible NZ Citizen check box

Rules/Notes:

• A Declaration Date must be recorded. The Declaration Date is the date on which the student completes the SA-HELP application form. The Declaration Date defaults to the current date, but can be updated (except to dates later than the End Date).

• The End Date sets a date after which this SA Fee application is no longer valid. The End Date allows the University to end an SA-HELP application for a student.
• The End Date must be after the Start Date or blank.
• Where multiple SA-HELP applications have been made for a Student Course Attempt the Declaration Date - End Date ranges cannot overlap.
• The SA-HELP information can still be updated after the recorded End Date has passed.
  (all the columns in this block (except End Date fields) will set to non-updateable). The End Date, however, can be removed or updated even when it has passed.  Once the End Date is removed or updated to a future date, then the other fields are updateable.
• Fee Processing will use the Declaration Date and End Date when determining if the student has an SA-HELP application. Only SA-HELP applications with a Declaration Date prior to the fee period census date will be considered in Fee Processing.
• The fee assessment notification date will be nulled, upon any change to the Declaration and/or End Date where:
  • Sysdate falls inside the Start Date and End Date of the student's Fee Category and
  • The fee period census date falls inside the Declaration and End Date defined here.
    
    
• Only legitimate Tax File Numbers can be recorded.
  
• When a Tax File Number is recorded in this form, a check is made that the number isn't already recorded for another person either here or in ENRF3110. If this occurs the new Tax File Number is not accepted.
• Callista also checks that, where a Tax File Number has been recorded for this person - either here or in ENRF3110, then it matches the new one recorded here. If it doesn't then a warning is displayed.
• After the tax file number has been recorded it is masked and cannot be viewed on this form.

• When a valid Tax File Number is inserted, the Tax File Number Recorded Date is set to the current date. When a Tax File Number is deleted, the Tax File Number Recorded Date field is cleared.

• There are no validations for the Tax File Certificate Number. When a valid Tax File Number is inserted, the Certificate Number is set to null. The field is only enabled if the Tax File Number is null or the Tax File Number Invalid Date is not null.

• If the student is not eligible to apply for SA-HELP based on their government citizenship code, then a message is displayed and the SA-HELP record cannot be saved.
• If the Person is not enrolled in a Course, a warning is displayed when the SA-HELP record is saved and a lamp indicating this will display.

• The Tax File Number Invalid Date is manually recorded. This field is used when an institution is notified that the student supplied an invalid Tax File Number. The field is only enabled if the Tax File Number is not blank. When a valid Tax File Number is inserted or deleted, the Invalid Date is set to null.
  
  
• If an SA-HELP application needs to be deleted from the database table, the Declaration Date must be the current date. This will not affect data already collected in the ENRF3240 overlay form.

• The 'HELP Eligible NZ Citizen' check box can only be selected if the student's statistical record (ENRF3060) indicates that they are a NZ citizen (Govt Citizenship Code = 2 or is null).
• If the student is a NZ citizen, an SA-HELP record can only be created if the 'HELP Eligible NZ Citizen' check box is selected.
• If the student's statistical record (ENRF3060) indicates that they have been in Australia for less than 10 years or that they were more than 18 years old when they arrived in Australia, then selecting the 'HELP Eligible NZ Citizen' check box will generate a warning.
• If the 'HELP Eligible NZ Citizen' check box is changed so as to be inconsistent with the settings for the corresponding check boxes in ENRF3110 or ENRF3900, then a warning is generated.

To create a SA-HELP Application record for this student:

• From ENRF3000 Course Attempt Screen click on the SA-HELP button, or from the menu, go to ENRF3240 and query for this Student Course Attempt.
• Record the Declaration Date (if it is not today)
• Record the Tax File Number or else record the TFN Certificate Number of an application for a TFN
• Today's date will automatically fill the Tax File Number Recorded Date field when a valid TFN has been saved. This value can be changed if required.
• Record Comments if required.
• Save.
• Repeat for other student course attempts for this student if required.

Rules/Notes:

• This form can be completed using information provided by the student on the 'Request for SA-HELP Assistance' form.
• If the student is not eligible to apply for SA-HELP based on their government citizenship code, then a message is displayed and the SA-HELP record cannot be saved.

The SA-HELP Payment Option overlay contains:

• Start Date:
• End Date:
• Elect Payment check box:
• Maximum Payment Limit:

Buttons

• Back

Rules/Notes:

• Accessing this overlay changes the context of the form from the Student Course Attempt to the Person level. Entries in the overlay will affect the student's Service and Amenities fee( determined using load from all of their course attempts) for the defined time period.

• The End Date must be after the Start Date, or blank.
• Start and End Dates cannot overlap across records, however when multiple records exist for a student it is acceptable for a gap to exist between an End Date and the next Start Date.
• Start and End Dates control which Payment Option record is used for fee processing. The system uses the Fee Period census date to determine which Payment Option record to use. This allows a student to pay money up front for one semester and fully defer the next.

• The Elect Payment check box may be checked with no Maximum Payment Amount entered. This indicates that the student intends to pay all of the Services and Amenities fee up front for the defined time period.
• The Maximum Payment Limit can only be added when the Elect Payment Indicator is selected.

• Only SA-HELP applications with a Declaration Date prior to the fee period census date will be considered in fees processing.
• A change (new or edit) to the Elect Payment Indicator will result in the student’s fee assessment records having a null notification date. This causes the students Process Person Payment Schedules (FINJ6111) to be reprocessed.
• A user can enter records into the overlay after navigating from ENRF3240 where no SA-HELP Application exists for that Student Course Attempt. Fee Processing will ignore any data entered in the overlay form when there is no current SA-HELP application for a student.

• Lamps (e.g. DECEASED or ENCUMBERED) may display in the Person block of this form.

• Selecting the Back button will close the overlay and return the user to the previous screen.

To record a SA-HELP Payment Option record:

• Click on the SA-HELP Payment Option button
• Record the Start Date.
• Select the Elect Payment check box if the student is making a contribution to their Service and Amenities fee during this period.
• Enter a maximum amount if the student is making this amount as a contribution to their Service and Amenities fee during the defined period.
• Save the record.
• Click the Back button to return to the SA-HELP Application.

Rules/Notes:

• Although this overlay may be reached via ENRF3240 in context of a student's course attempt, data recorded here applies to the student, not just the course attempt used to access this overlay. e.g. if the student selects the Elect Payment check box here then they elect to make a payment toward the Service and Amenities fee which is determined by their active enrolment in all courses, it's effect is not limited to the course attempt.

Scenario

Outcome

RESULT:

Harry is not eligible for the SA-HELP loan scheme for the Service and Amenities fee in Trimester 1, 2012 as he doesn't have load in any courses for which a current SA-HELP loan application exists. (Note: M300 does have load and an SA-HELP loan application but this application is end-dated.)

Harry is assigned the Service and Amenities fee debt as he does not have an active SA-HELP application.

SCENARIO 3 – William Brown

M300 – Bachelor of Commerce

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 05/01/2012
  • End Date = 10/01/2012
  • TFN = provided

A300 – Bachelor of Arts

• Enrolled in a unit in Trimester 1
• NO SA-HELP application

S327 – Bachelor of Marine Science

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 10/01/2012
  • End Date = null
  • TFN = provided

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = null
• Start Date = 05/01/2012
• End Date = null

RESULT:

William is eligible for the SA-HELP loan scheme for his Service and Amenities fee in Trimester 1, 2012 as he has load and an active loan application against course S327.

William has the Service and Amenities fee debt assigned to him as the Elect Payment indicator is set to YES.

SCENARIO 4 – Stephen Black

M300 – Bachelor of Commerce

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 05/01/2012
  • End Date = null
  • TFN = provided  

A300 – Bachelor of Arts

• Enrolled in a unit in Trimester 1
• NO SA-HELP application

S327 – Bachelor of Marine Science

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 10/01/2012
  • End Date = null
  • TFN = provided

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = null
• Start Date = 05/01/2012
• End Date = 25/03/2012

RESULT:

Stephen is eligible for the SA-HELP loan scheme for his Service and Amenities fee in Trimester 1, 2012 as he has an active loan application and load for courses M300 and S327.

The Service and Amenities fee debt is assigned to the Loan Scheme as the Elect Payment record is end dated prior to census date, therefore it is ignored.

SCENARIO 5 – Barry White

M300 – Bachelor of Commerce

• Enrolled in a unit in Trimester 1, BUT discontinued prior to Census Date (31 March 2012)
• Completed SA-HELP application
  • Declaration Date = 05/01/2012
  • End Date = null
  • TFN = provided

A300 – Bachelor of Arts

• Enrolled in a unit in Trimester 1
• NO SA-HELP application

S327 – Bachelor of Marine Science

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 10/01/2012
  • End Date = 15/01/2012
  • TFN = provided

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = null
• Start Date = 05/01/2012
• End Date = null

RESULT:

Barry does not get the SA-HELP loan scheme for his Service and Amenities fee in Trimester 1, 2012 as he has no active SA-HELP application for a course for which he has load. (Note: S327 does have load and an SA-HELP loan application but this application is end-dated.)

The Elect Payment record is ignored by the Fee Processing jobs as Barry does not have any active SA-HELP loan application so Barry gets assigned the Service and Amenities fee debt.

SCENARIO 6 – Michael Grey

M300 – Bachelor of Commerce

• Enrolled in a unit in Trimester 1 BUT discontinued prior to Census Date (31 March 2012)
• Completed SA-HELP application
  • Declaration Date = 05/01/2012
  • End Date = null
  • TFN = provided

A300 – Bachelor of Arts

• Enrolled in a unit in Trimester 1
• NO SA-HELP application

S327 – Bachelor of Marine Science

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 10/01/2012
  • End Date = null
  • TFN = null

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = null
• Start Date = 05/01/2012
• End Date = null

RESULT:

Michael does NOT get the SA-HELP loan scheme for his Service and Amenities fee in Trimester 1, 2012. He has no SA-HELP application for A300 and although he has an SA-HELP application for course S327 he has not provided a TFN in that application. (even though the TFN has been provided under course M300) For the M300 course attempt there is no load because Michael has discontinued his study before the Census date.

Michael is assigned the Service and Amenities fee debt because the Elect Payment record is ignored by the fee processing jobs as Michael does not have an active SA-HELP loan application for a course for which he has load.

SCENARIO 7 – Emily Emerald

M300 – Bachelor of Commerce

• Enrolled in a unit in Trimester 1 BUT discontinued prior to Census Date (31 March 2012)
• Completed SA-HELP application
• Declaration Date = 05/01/2012
• End Date = null
• TFN = provided

A300 – Bachelor of Arts

• Enrolled in a unit in Trimester 1
• NO SA-HELP application

S327 – Bachelor of Marine Science

• Enrolled in a unit in Trimester 1
• Completed SA-HELP application
  • Declaration Date = 10/01/2012
  • End Date = null
  • TFN = provided

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = $25
• Start Date = 05/01/2012
• End Date = null

RESULT:

Emily does get the SA-HELP loan scheme for her Service and Amenities fee in Trimester 1, 2012. Although she has no SA-HELP application for A300 and has discontinued her unit in M300, she has an active application and load for course S327.

Emily is assigned the Service and Amenities fee debt of $25 (Maximum Payment Amount). The remaining debt is assigned to the Loan Scheme.

SCENARIO 8 – Tony Amber

GCW – Graduate Certificate in Writing

• Enrolled in 0.250 EFTSL Trimester 1, 2012
• Completed SA-HELP application
  • Declaration Date = 16/03/2012
  • End Date = null
  • TFN = provided
    

GDED – Graduate Diploma in Education

• Enrolled in 0.250 EFTSL Trimester 2, 2012
• No SA-HELP application for the period

Person Level Payment Option

• Elect Payment Indicator = YES
• Maximum Payment Amount = null
• Start Date = 05/01/2012
• End Date = null
  

RESULT:

Tony gets the SA-HELP loan scheme for his Service and Amenities fee in Trimester 1, 2012 as the Student Course Attempt has a SA-HELP form and load in that trimester.

However he misses out in Trimester 2 because the Student Course Attempt with load does not have a SA-HELP form.