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Introduction

VET Student Loan is an Optional Module

VET Student Loans started 1 January 2017 replacing VET FEE- HELP scheme. The VET Student Loans program offers greater protection for students and focuses on courses that address industry needs, creating better opportunities for employment. VET Student Loans offers income contingent loan support to eligible students studying certain diploma level and above vocational education and training qualifications. Eligible students are entitled for loans up to a capped amount.


To support this business requirement, Meshed RTOManager has functionality to support VSL approved Registered Training Organisations (RTOs) in managing this process.


VSL User Credentials

To setup VSL user credentials in the system, follow the instructions below:

  • Click Admin > Configuration and Setup > College Info



  • Scroll down the College info page and look for the VSL Information section.
  • Enter your Organisation ID and VSL User Name
  • Click View/Reset Password
  • Click Update to save changes



To obtain an Organisation ID and VSL Username, a Provider is required to apply to become a VET Student Loan provider. 



VSL Courses

To update an existing Course with VET Student Loan information, follow the instructions below:

  • Click Courses > Course
  • Identify the VET Course to edit in the list.
  • Click the Edit Action Icon  



To know more about the Courses eligible for VET Student loan and their Loan Caps see VET Student Loans (Courses and Loan Caps) Determination.


  • In the Specific Information section, select Fee Help Yes to indicate that this Course is enabled for VET Student Loan.



  • Enter the Fee Help Study Load on the field provided.
  • Select the Fee Help Study Type from the drop-down.  This should match with the Qualification Level of the Course.
  • Click Record Now to save the changes.



  • A confirmation message will appear on the page to indicate successful Course update.

  • On the Manage Courses page the Courses with Vet Student Loan enabled are indicated with a VFH checkbox.




Equivalent Full-time Study Load

Providers will need to determine the Equivalent Full-time Study Load (EFTSL) for their parts of courses or units of study. The EFTSL value is how long it will take a student to complete the part of a course or unit. The EFTSL value is the same regardless of the mode by which students are undertaking their study.

(Reference: VET Student Loans Provider Manual – Version 3.0 – March 2019)




VSL Course Subject

To update a existing Course Subject structure with VET Student Loan information, follow the instructions below:

  • Click Courses > Course Subject
  • Select the required Course Type, Course Status and Course



  • Identify the Unit for the Subject to edit in the list.
  • Click the Edit Action Icon  



  • The Update Subject Details window is shown
  • Enter the required Stage, Subject Type, Subject Fee, and EFTSL 
  • Click Update Details


Update Subject Details

Fee Help Unit of Study Load (EFTSL) is the predefined value setup for FEE HELP student who will enrol this subject.
The actual value to report for VET Student Loan (VLL and VRL files) is NOT this field, but in Student Result record.
When reporting, the system will pick up the Unit of Study (equivalent to Subject/Module in the system) loading specified in each student subject/module enrolment.



Student VSL Information

Student VET Student Loan information is used for:

  • VSL data reporting
  • Commonwealth Assistance Notice (CAN)
  • VET Student Loan Statement of Covered Fees Notice
  • VET Student Loan Fee Notice


To update Student VET Student Loan information, follow the instructions below:

  • Click Student > Student Management Homepage.
  • Search for the Student using information e.g. Student ID
  • Click Search



  • The Student name will appear on the list. Click this icon to go to Student Profile Summary
  • On the Student Profile Summary, click the VET Student Loan Action Icon .


 


  • Fill in Student Related Information.



  • The information that needs to be filled up using the drop-down options:
  • Citizenship Code



  • Signature Date - when the student agreed to sign the eCAF
  • Employment Status



  • Attended Year 12?



Note: If Student attended Year 12, system will ask for the Year, State, Student Number and School Name attended.

  • Attended HEP? – HEP stands for Higher Education Providers



  • Tax File Number (TFN) is greyed out and can only be updated by the user with special permission.
  • Go to Admin >> Setup Permission section to assign the permission
  • Year Arrival in Australia



  • CHESSN Number - existing can be entered or a new one can be created
  • Click Update to save information.
  • A message will appear to confirm information has been recorded successfully 
  • Enter Course Related Information as shown on the snapshot below.



Information needed in the system is shown on drop-down menu provided on each field.

  • Select the Course from the drop-down menu 
  • Enter Information for VET Student Loan for Selected Course by selecting the relevant details from the drop-down menu.



  • Click Add button to save information. A confirmation message will appear to indicate saved changes
  • Optionally Click Reset to clear the information.



Generate CHESSN

In the same page, you can allocate CHESSN Number for students.

Click the CHESSN icon located unless the right hand side of the page.


Note that you need to ensure that you have already setup your organisation ID, Username and Password before generating CHESSN number. System will then connect with HEIMS and based on the student information recorded and TFN it will either get the CHESSN if already exist or create a new CHESSN



Once the CHESSN is generated, you will see an icon on this page to show the Entitlement amount for the Loan.



CHESSN is the acronym for Commonwealth Higher Education Support Number. It is a unique identifier assigned for an entire Student life. This number helps the government and providers to provide Students with information about any Commonwealth assistance (scholarships or loans) the Student may have used.



Student VSL Fee Information

Student VET Student Loan Fee information is used for:

  • VSL reporting
  • Commonwealth Assistance Notice (CAN)
  • VET Student Loan Statement of Covered Fees Notice
  • VET Student Loan Fee Notice


To update the Student VET Student Loan Fee information, follow the instructions below:

  • Click Student > Student Management Homepage.
  • Search for the Student using information e.g. Student ID
  • Click Search



  • The Student name will appear on the list. Click this icon to go to Student Profile Summary
  • On the Student Profile Summary, click the Result Action Icon
  • For the required Subject, click the Update Outcome Action Icon



  • The Edit Student Result Window is shown



  • The following VSL related information can be edited:
    • Census Date
    • Mode of attendance
    • Subject Tuition Fee
    • Amount Paid/Fee Paid Upfront
    • EFTSL Study Load
  • Click the Save This Action Icon




Generate CAN

CAN is the acronym for Commonwealth Assistance Notice. This includes important information about Student enrolment, any debt incurred, or contribution amounts paid by the Student.

  • To generate a CAN, go to the Student Result page and click the corresponding Action Icon located on the right hand side



  • The generated CAN will be downloaded in a PDF File as shown in the example below:



The generate CAN Action Icon is only displayed if the Student is enrolled as a Current Student in a VET Student Loan (VSL) enabled Course and the VET Student Loan information is entered for the Student.


CAN - Commonwealth Assistance Notice

A provider must give a student who is enrolled in a part of course on the census day for that part of the course, and who has a VET Student Loan for the course, a notice that is known as a Commonwealth Assistance Notice.

The notice needs to be given to the student between the census day for the part of the course and 28 days after the census day. A notice can cover more than one part of the course (that is, include more than one census day) provided the information is provided in relation to each part of the course and is compliant with the 28-day time-frame in all cases.

(Reference: VET Student Loans Provider Manual – Version 3.0 – March 2019)




Generate VSL Invoice

This includes important information for the Student about the VET Student Loan Statement of Covered Fees and Fee Notice.

  • To generate an Invoice, go to the Student Result page and click the corresponding Action Icon located on the right hand side



  • The generated Invoice will be downloaded in a PDF File as shown in the example below:



The generate Invoice Action Icon is only displayed if the Student is enrolled as a Current Student in a VET Student Loan (VSL) enabled Course and the VET Student Loan information is entered for the Student.


VET Student Loan Statement of Covered Fees

When an approved course provider has enrolled a student in a course, the provider must give the student a written statement as to whether or not the enrolment is accepted on the basis that some or all of the tuition fees for the course will be covered by a VET Student Loan. Where tuition fees are covered by a VET Student Loan, they are known as ‘covered fees’. 

An approved course provider must give the notice to the student after the student enrols in the course and before the first census day for the course. 


VET Student Loan Fee Notice

An approved course provider must provide to a student enrolled in an approved course, regardless of whether the student wishes to access a VET Student Loan, a ‘VET Student Loan Fee Notice’ in relation to each fee period. This requirement applies in relation to students who are enrolled in an approved course who are potentially eligible for VET Student Loans and those who have applied for a VET Student Loan. This requirement does not apply for those students who clearly do not satisfy the citizenship and residency requirements, such as international students.

The VET Student Loan Fee Notice must be provided to the student at least 14 days before the first census day in the fee period. More than one census day can be included in the fee notice – for example, a provider may wish to provide one fee notice for a term or semester’s study.

Providers that are not public universities must not give the notice to the student more than 42 days before the beginning of the fee period. 


Note

The VET Student Loan Statement of Covered Fees can be given at the same time and as part of the same notice as the VET Student Loan Fee Notice for the first fee period of the course.

(Reference: VET Student Loans Provider Manual – Version 3.0 – March 2019)



Export VSL Data


To export VET Student Loan data files:

  • Click the VET Student Loan Icon located on the Home page.



  • The Export VET Student Loan Files page is displayed



  • Select the Search Type:
    • By Data Type
    • By Census Date

Data Type Export

  • Select the Course and Student Course Status
  • Select the Reporting Year/Period
  • Select the Data Type to export
  • Select the Reporting Timeframe


  • Click View Students to generate Student list.
  • Student information will appear in the list.
  • Select the Students to be included in the data export
  • Click Export Files



  • Data will download in a ZIP File. Save this in your local desktop for HEPCAT validation.


Census Date Export

  • Select the Course and Student Course Status
  • Select Reporting Year/Period
  • Select Census Date Range
  • Select Reporting Type
  • Select Submission Type



  • Click View Students to generate Student list.
  • Student information will appear in the list.
  • Select the Students to be included in the data export
  • Click Export Files.



  • Data will download in a ZIP File. Save this in your local desktop for HEPCAT validation.




Data reporting

Approved course providers are required to report data for all students studying in approved courses who are eligible to apply for a VET Student Loan – i.e. VET Submissions must include data for all students who, on the census day/date for a part of a course or unit of study:

  • deferred all or part of their tuition fees through VET Student Loans or 
  • paid their tuition fees upfront, directly to the provider (whether or not the fees have in fact been paid) but would have been eligible to defer all or part of their tuition fees through a VET Student Loan.

Data submitted by providers is used in monitoring a provider’s compliance with the Act and Rules, publishing information and for submission of student debt information to the ATO.

Data to be submitted includes:

  • Student data – information on student enrolments, and the personal details of students in receipt of a loan
  • Course data – information on the provider’s approved courses
  • Unit of study completions and course completions submissions – details of students’ completion of courses and parts of courses

(Reference: VET Student Loans Provider Manual – Version 3.0 – March 2019)



Exported Files

The Exported VSL Data files are also saved to Manage College Materials in a folder named VETFEE



HEPCAT VSL Data Validation

HEPCAT is the acronym for the "Higher Education Provider Client Assistance Tool". It is an application provided by the Department of Education and Training for approved higher education and VET providers to use in order to prepare, validate, and submit data to HEIMS (Higher Education Information Management System).


To validate Data using HEPCAT software, ensure the desktop already has HEPCAT Installed. If installing HEPCAT for the first time, click here for more information.


Validating your data and checking for errors is the most important step in the reporting process. The Department of Education and Training has a comprehensive step by step way of ensuring this is done in an easy way.


Check the government's website www.heimshelp.education.gov.au for more information.



VET Student Loan Files

The information below is based on the scope and structure documentation on the HEIMS Website 


FileDetails
VCO - VET Course of Study

The VCO file contains information on all approved courses to be provided for a reporting year.

This file is used in the VET Course of Study submission

VCC - VET Course Completions

The VCC file contains all Students completing a course in the current reporting year.

This file is used in the VET Course Completions submission

VCU - VET Unit of Study Completions Study

The VCU file shows all UoS enrolments for the current reporting year.

There must be a record in the VCU file for every record reported on all VET Student Load Liability (VLL) files for the reporting year.

This file is used in the VET Unit of Study Completions submission

VDU - VET Commonwealth Assisted Students file - HELP Due

Commonly referred to as the “VET HELP Due” submission, reports the personal details, including names, tax file numbers (TFN) and the Commonwealth Higher Education Student Support Numbers (CHESSN) of all students accessing assistance.

This file is used in the VET Student submission and the VET Student Revision submission

VLL - VET Student Load/Liability

The VLL file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study or part of a course undertaken in the reporting year.

This file is used in the VET Student submission. 

VEN - VET Enrolment

The VEN file provides a profile of each student (e.g. date of birth, gender, home location, country of birth).

This file is used in the VET Student submission

VER - VET Enrolment Revisions

The VER files enables providers to revise data that has been previously reported in the VET Enrolment (VEN) file in the VET Student submission.

New enrolment records, or records omitted from a previous VET Student submission, can only be reported through a new VET Student submission.

This file is used in the VET Enrolment Revision submission. 

VRL -  VET Revised Student Load Liability

The VRL file enables providers to revise previously reported VET Student Load Liability (VLL) data.

This file is used in the VET Student Revision submission.

VSR - VET Student Revision

The VSR file enables providers to revise data that has been previously reported in the VET Student Load Liability (VLL) file included in the VET Student submission.

The submission reports details of deletions, changes due to administrative error and remission of student VET debts.

New records or records omitted from a previous Student submission should be reported through a new Student submission.

This file is used in the VET Student Revision submission.



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