Overview

The Commonwealth Assistance Notice (CAN) is a document containing comprehensive information regarding the enrolment status of students who are Commonwealth supported or request FEE-HELP and Vet Student Loan (VSL) assistance.

It is a provider’s responsibility and compliance regulation to supply the CAN to the students within 28 days of the earliest census date of the enrolment.

The Meshed Platform Optional Solution provides features to manage the CAN and issue them to the students. To keep up with the large volume of enrolments under HECS-HELP, FEE-HELP and VSL and to issue the CAN notice, it could be often challenging for a provider to manage this on time. To address this challenge, Meshed has developed an automation which will generate and send the CAN Notice to the students in bulk. This innovation not only alleviates the need for manual administrative efforts on the part of providers but also minimises the potential errors that could arise during manual processing.

Automation Process

• Meshed Platform will generate the CAN Notice based on Unit of Study census dates and send to Students (to their email ID) after 14 days of census date).
• Meshed Platform will pick up the content from predefined email template and send the CAN Notice as a PDF attachment in the email.
• Meshed Platform will use the predefined (or client specific) CAN template that is stored in the Meshed system to generate the CAN Notice.
• Email sent to the student can be cc’d to a specific email ID (eg. Staff email ID) to have a copy of the email.
• Email Communication will also be recorded in the Communication Log (Diary) along with the attachment.
• The issued CAN Notice will be saved under the document section for the students.
• Generate a summary notice with the list of students on a particular day and send it to a designated email ID (example: Accounts email ID).

Key Trigger

For all compliance reporting and documentation, the Census date is the key information. It is imperative that this date is diligently recorded within the student's Unit of Study to ensure the smooth operation of the feature. Failure to record the census date may result in students not receiving their CAN.

Rules and Configuration

• The standard feature will generate and send the CAN Notice after 14 days of the census date. However, this date can be configured as per the requirement of the providers.
• The Meshed system will check the student course status and by default, the feature will work for Current Student. However, this can be changed as per the requirement of the providers.
• The automation will run once every day. The time to run the automation (and to send the email) can be configured as per the requirement of the providers.

Invoice Notice Letter

The Invoice Notice Letter is an additional compliance document that educational providers must generate and distribute to students who are enrolled in a VSL approved course and qualify for VSL assistance.

It is a provider’s responsibility and compliance regulation to supply the Invoice Notice to the students at least before 14 days of the census date of the enrolment.

This automation can be extended to generate and send the invoice notices to the students before 14 days of census date (unless specified otherwise). For this, system will use the Invoice Notice Template stored in the Meshed platform.

Invoice Notice is optional for Higher-Ed providers approved for FEE-HELP or HECS-HELP.

Notes

• The automation will incur ongoing maintenance and support cost (monthly) which is charged upfront, and billable annually.
• The automation does not include template update scope. It will simply use the predefined (or client specific) templates to generate CAN.
• Automation rules can be discussed and adjusted (if deemed feasible). If new logic to be added, it could be considered as a customisation.

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