VSL Staff, Broker & Trainer Quick Reference Guide€¦ · MCFE - enter as client in VETtrak, MCFE...

VSL – Staff Trainer and Broker Quick reference guide

VSL Guide Staff, brokers & trainers V2.3, 21.3.2018 [email protected] 1300 368 883

©Melbourne College of Further Education

(Division of iAscend Polytechnic RTO 21340)

VSL – Staff, Broker & Trainer

Quick Reference Guide

Contents What is VET Student Loans? ............................................................................................................................................. 3

Process - Enquiry through to PTR & Enrolment ............................................................................................................... 3

Entire VSL process & communication points .................................................................................................................... 4

Eligibility for VSL ................................................................................................................................................................ 6

Fees and census dates – Diploma of Childcare ................................................................................................................. 6

When do the students repay? .......................................................................................................................................... 7

Document Checklist .......................................................................................................................................................... 7

Checklist prior to enrolment ............................................................................................................................................. 9

Appendix B – Checklist of information to be provided to students prior to enrolment .............................................. 9

LLN Robot -Online LLN Test RTO & Trainer instructions ................................................................................................. 11

Sample Emails & Communication ................................................................................................................................... 13

Brokers ........................................................................................................................................................................ 13

Trainers and staff ............................................................................................................................................................ 13

Legislations ...................................................................................................................................................................... 13

Glossary ........................................................................................................................................................................... 13

Appendix – Provider resources ...................................................................................................................................... 13

Factsheets ....................................................................................................................................................................... 14

Forms .......................................................................................................................................................................... 14

Newsletters ................................................................................................................................................................. 14

User Guides ................................................................................................................................................................. 14

mailto:[email protected]





Disclaimer:

This must be read in conjunction with our Policies & Procedures manual on the staff resources URL of our

website. The below information is a quick overview of VSL. All related VSL materials need to be accessed

and understood by any staff involved in VSL including the trainers.

What is VET Student Loans? We are approved to offer VET Student Loans for the Diploma of Childcare by the Department of Education. VET Student Loans is an income contingent government loan for eligible students studying an approved course at Diploma level or above. Students can access a loan, which is paid directly to Melbourne College of Further Education, to cover their course fees and is to be repaid to the Australian Government through the tax system. Before applying you must read the VET Student Loans information booklet by the Department of Education & Training; you can find that here: https://docs.education.gov.au/node/42391

Process - Enquiry through to PTR & Enrolment 1. Student enquires to MCFE directly or via an approved Broker (Brokers can not give VSL information) 2. If via Broker, Broker sends [email protected] email with students details (first name, surname, email

address) 3. MCFE - enter as client in VETtrak, MCFE email student (CC Broker if applicable) Course brochure and

fee information & VSL information. 4. MCFE/Broker set time and date for info session and book student in – send email to student

a. Broker – must CC MCFE if the course is set up via a Broker 5. Student attends info and enrolment session – lead by MCFE office staff and trainer (Require laptops

& wifi) a. Course overview (brochure, training plan, assessments, placement) b. VSL briefing – fees, census dates, how loan works, EcAf progression points, when you have to pay

it back (ato tax table >$56,000) c. PTR & Enrolment form d. Complete Robot online LLN quiz (if no cert IV or year 12 certificate can be presented) - Robot

standard tool e. Explain students will receive a link from gov about - ECAF application – complete


https://docs.education.gov.au/node/42391






Entire VSL process & communication points

VSL Checklist

Class No

Stage Step Complete

Before enrolment

Timetable w/ census date on website (check myskills lists accurate fees)

Broker email MCFE with student details – MCFE enters as client & assigns to referral company. Student can do the “Are you eligible checklist” with broker and broker explain the course in detail (VSL explained by MCFE)

Email from MCFE to student via vettrak w/

Link to: Schedule of fees (VSL), MCFE VSL Guide

Course brochure, Gov’t VSL guide attached

Evidence to bring to PTR

Email from broker: Booked into PTR session date & venue

Student told to bring ID & certificates

Emails saved as a group PDF and loaded to class on VT docs

At enrolment

Course overview - VSL enrolment PPT – links to website: Fees statement, Gov’ VSL guide, Draft timetable Enrolment Pack w/ Brochure, Training Plan, PTR, Enrolment forms

Complete PTR & enrolment forms, collect eligibility documentation, if students need VSL LLN, send link do in session of after session

Check holidays and timetable with students to enable updating of census dates

After enrolment before session 1

Update census dates on timetable and load to website

Check all enrolment data correct – enter client data into Vettrak - load eligiblity to VT docs

Send welcome email ( > or = 2 days after enrolment, between 3-5 days) with: Statement of covered Fees + Fee Notice + link to timetable with census dates

MCFE Ring student and confirm attendance of day 1 & see if any VSL questions

Student entered into Ecaf > or = 2 days after enrolment - ecaf triggers response from student

Session 1 - Fee Period 1 commences

Fee notice already sent.

Determine fixed progression points

There are three fixed progression points through the year, at four-month intervals, with delivery dates in February, June and October. Two weeks will be allowed for responses by students. Set up tasks to remind admin. Providers will trigger progression points; this may be done at the individual student level from their eCAF, by spreadsheet, or from a provider’s student management software. Do 15th of every month.

Census date (1 month in)

Send CAN – 7 days after census period (min 0-28 days)

Month 1 Report via HEPCAT to Heims



Fee Period 2 commences

Send fee notice via email within 5 days of fee period commencement (must be 14 days before census date)








Check student progress in Ecaf - check for outstanding progress


















Post fee periods

Report via HEPCAT to Heims






Eligibility for VSL To determine your eligibility for VET you should consider; CITIZENSHIP You must be;

An Australian citizen OR A qualifying New Zealand citizen; who...

• Holds a Special Category Visa (SCV) - this means you must be in Australia when you apply for VSL. • First came to Australia as a dependent minor, under 18 years of age. • Has been present in Australia for 8 of the last 10 years and 18 of the last 24 months. OR

A Permanent Humanitarian visa holder Eligible New Zealand citizens will have to complete a Request for Commonwealth Assistance Form and provide proof of their residency in Australia; a list of evidence accepted can be found here. Full details can be found at the Study Assist website.

YOUR CURRENT FEE-HELP BALANCE You should have a FEE-HELP available balance over $0 and sufficient to cover the loan you want to access

YOUR ACADEMIC SUITABILITY To study at Diploma level you will need to show that you have; • Completed Year 12 in Australia (and provide a State or Territory government certificate) OR • Completed a Certificate IV or higher (and provide evidence) OR • Complete our Language, Literacy and Numeracy test to an ACSF Exit Level 3. (Robot online LLN)

You will also need; A TFN (Tax File Number) A USI (Unique Student Identifier)

Fees and census dates – Diploma of Childcare • Fees $8995 (GST Free)

• Census dates – date the loan is incurred to the student. The census date will be a minimum of 20% into the first fee period. If this is a public holiday or non-business day, this will be the following day of business (not earlier).

• 4 fee periods, with 4 census dates per course. For our course they will be divided over 12 months duration, thus a fee period every 3 months to align with the timetable.

• Census dates will be listed on timetable (timetable will be on our website), they are also listed on the schedule of fees


http://studyassist.gov.au/sites/studyassist/helpfulresources/pages/faqs-nz#AmIEligible

https://www.education.gov.au/faqs-new-zealand-special-category-visa-holders

http://studyassist.gov.au/sites/studyassist/vet%20student%20loans/vet%20student%20loan/pages/vet-student-loans-#AmIeligbleforaVSL





When do the students repay? When their income totals over a certain amount each year you begin repayments; for the 2017 - 2018 financial year the Repayment Threshold is $54,869. When you earn this amount you pay 4% of your income to the government towards your loan repayment through the tax system. The percentage increases as their income increases, so the more you earn, the higher your repayment will be. The 2017 – 2018 financial year Repayment Thresholds are:

Repayment Income (RI*) Repayment Rate (% of income)

Below $55,874 Nil

$55,874 – $62,238 4.0%

$62,239 – $68,602 4.5%

$68,603 – $72,207 5.0%

Document Checklist Students need to provide documentary evidence relating to their eligibility for VSL. This is as follows:

Photo ID, with age

• Current Driver’s Licence

• Current Learner Permit

• Current Passport

• Proof of Age card

• A ‘Keypass’ card

Evidence of Citizenship (one of the following):

• Australian Passport

• Citizenship Certificate

• If born in Australia and no passport; see office for alternative evidence requirements

• Copy of Humanitarian Visa (subclass 202)

• NZ passport and additional evidence, including but not limited to (see office for more info):

o Australian academic transcripts (including VET transcripts) dated when the applicant was a

minor

o School reports or certificates

o Enrolment papers from when the applicant was a minor

o Australian proof of age card from when the applicant was a minor

o Australian student ID card or concession card

o Stamped passport

o Payslips or payment summaries from when the applicant was a minor

o Completed Certificate of application for a Tax File Number form, Tax File Number advice or

notification of assessment of income tax dated from when the applicant was a minor.

Year 12/Cert IV completed (one of the following):

• Senior Secondary Certificate of Education for completion of Year 12 awarded by an agency or

authority of a State or Territory

o CANNOT accept;

o Letter from the student’s school


http://studyassist.gov.au/sites/studyassist/payingbackmyloan/loan-repayment/pages/loan-repayment#HowMuchWillMyRepaymentsBe

http://studyassist.gov.au/sites/studyassist/payingbackmyloan/loan-repayment/pages/loan-repayment#HowMuchWillMyRepaymentsBe





o Tertiary Preparation Certificate

• Certificate for a qualification at level 4 or above in the AQF (Australian Qualifications Framework)

delivered in English, from a body registered to award the qualification.

• Complete approved VSL Learning, Literacy & Numeracy assessment to Exit Level 3 for

numeracy and reading if neither of these apply.

TFN

• If the student has applied for, but not yet been issued with, a tax file number – a certificate from the

Commissioner that the student has applied for a TFN






Checklist prior to enrolment This must be completed and marked off on the PTR.

Appendix B – Checklist of information to be provided to students prior to enrolment

Information required to be provided prior to enrolment

(see section 98 of the Rules)

Information provided

1. All information required to be provided under the Standards for Registered Training Organisations (RTOs) 2015 that relates to ensuring that each learner is properly informed and protected.

☐

2. The tuition fees for the approved course ☐

3. Any fees other than tuition fees that are payable for the course ☐

4. The student’s options for paying tuition fees, including:

(i) payment by the student as fees become due and

(ii) a VET student loan

☐

5. Information about VET Student Loans, including that:

(i) it is a loan from the Commonwealth, and

(ii) the loan will remain a personal debt until it is repaid to the Commonwealth, and

(iii) the loan may, until the debt is repaid, reduce a student’s take-home (after-tax) wage or salary and may reduce the student’s borrowing capacity, and

(iv) a student may wish to seek independent financial advice before applying for a loan.

☐

6. The criteria for being an eligible student for a VET student loan (see sections 9 – 12 of the Act) ☐

7. The application process for a VET student loan (see section 17 of the Act) ☐

8. An explanation that the student may be required during the course to communicate his or her agreement that the Secretary continue to use the VET student loan to pay tuition fees for the course (student progression and engagement requirements)

☐

9. The maximum amount of a VET student loan that may be available for the course, and an explanation that the amount of the loan cannot be greater than the student’s remaining FEE-HELP balance

☐

10. The total VET student loan debt a student may incur if the student receives the maximum VET student loan referred to paragraph 9 above. ☐

11. An explanation that the tuition fees will be reasonably apportioned across a specified number of sequential fee periods and that each fee period will contain at least one census day

☐


https://www.legislation.gov.au/Details/F2014L01377

https://www.legislation.gov.au/Details/F2014L01377





Information required to be provided prior to enrolment

(see section 98 of the Rules)

Information provided

12. Information about census days, including:

(i) the meaning of a census day (see subsection 58(3) of the Act), and

(ii) that a student may cancel the student’s enrolment in the course or part of the course using the provider’s procedure for withdrawal, and

(iii) if a student withdraws before the census day for a course or part of a course, the student will not incur a VET student loan debt for the course or part of the course and will receive a refund for any tuition fees already paid for the course or part of the course

☐

13. How to access the following on the approved course provider’s website:

(i) the tuition fees for the course

(ii) the census days for the course

(iii) the provider’s procedures for withdrawal from the course and cancellation of enrolment

(iv) other procedures the provider is required to have under the Rules

☐

14. Advice that it is important for an enrolled student to notify the provider of any change of contact details ☐

15. Advice that the department will contact the student to verify the student’s enrolment in the course ☐






LLN Robot -Online LLN Test RTO & Trainer instructions

Student instruction are on our website

Who must use it?

Use for learners that do not have Year 12 or a Certificate IV, to document academic suitability for Diploma

VSL.

When to administer?

Prior to confirming enrolment, it must be done in a single sitting.

• During the Pre- training review

or

• A link can be emailed to the student prior to attending, from the RTO, when sending the student

initial VSL information.

The assessment takes an average of 40 minutes - 1.5 hour to complete.

How to send the test to the student

1. Staff member logs into LLN robot https://mcfe.lln.training/admin/invitelearners/single

2. Send single or multiple invites – add students details and ensure you select VSL quiz

3. Send invite

4. Student receives link via email and logs in to complete

Resources the student will need

Computer or tablet, speakers, internet, access to their emails online, calculator, paper and pen.

What is a pass?

The learner must get at least 13/15 to be considered at exit level 3 for both the Numeracy and reading

sections.

Results will be sent direct to the RTO, who will inform the learner immediately.

What to explain before the test

The test is difficult, especially if they have been out of school for a long period of time. For example, they

may not remember certain numeracy skills, adverbs or pronouns. However, as they are studying a


https://mcfe.lln.training/admin/invitelearners/single





Diploma, they should be able to research the skills and formulae online and put them into practice during

the quiz.

Take their time on every question, as they can only get 2 answers wrong in numeracy and literacy.

Do not guess, take as much time as they need to work out the answer. Use pen and paper.

Use google, if they don’t remember how to complete numeracy tasks or certain language skills. Google can

help them determine the correct mathematical formula to use in the question.

Students cannot seek help with the actual questions. But if they need help using the computer, logging in

and using LLN robot, we can provide that assistance.

What if they fail?

They cannot enrol if they fail. Review results (go to results and press export), how many wrong and what

type and provide the following options:

Only a few wrong: Recommend student take the test again, utilise the reading and writing and numeracy

help document on our website within VSL.

Lots incorrect: Suggest they undertake a lower level course prior to the Diploma to improve their LLN

skills, such as certificate IV level course. If they choose you can allow them to take the test again, however

we do not recommend it without further training.

We will allow the student to complete the test 3 times as a maximum.

Fail once – they can complete again in their own time, we must resend a new link

Fail a 2nd time, the student must read the support documents and send an email stating they completed

this and requesting access a third time. This 3rd test must be completed with a MCFE staff member

present at the head office.

What to do when they pass?

Complete enrolment, save the PDF of the students answers on VT docs, this is essential for VSL

compliance.

Will this test cost the student anything?

No

Can the student start the course prior to successfully completing the LLN test or providing

evidence of academic suitability?

No

Disclaimer:

If the provider believes on reasonable grounds that the student is NOT academically suited to undertake

the course, even with a Cert IV or year 12 certificate, you must discuss this with the student prior to

enrolling them. This must be documented in writing and sent to the student via email. It is up to the student

if they believe they can undertake the course and they must respond accordingly via email. These must be

kept on VT docs.






Sample Emails & Communication

These can be sent to you as a test from VETtrak

Brokers

Do’s

• Do collect full name and email address – send to MCFE

• Do direct them to our website for the course information and fee information • Do show them the VSL section of our website

• Ensure the student knows who the referral company is • Mention MCFE will contact them with further course information and fee information, explain you

can not give VSL information

Do Not – against the Vet Student loan regulations

• Do not cold call and mention VSL • Do not provide them with a Vet Students Loans eligibility outcome, direct them to the correct VSL

information at their request on our website or the governments • Do not complete any enrolment forms or PTR

• Do not conduct training or student support

Trainers and staff

You must read the VSL section of the website and all linked forms and guides You must read the VSL section of our policies and procedures

Legislations

VET Student Loans Rules 2016 VET Student Loans Act 2016 Higher Education Support Act 2003 VET Student Loans Provider Manual

Glossary VSL – VET Student Loans CAN – Commonwealth Assistance Notice CHESSN - Commonwealth Higher Education Student Support Number

Appendix – Provider resources The following provider resources are available at:

www.education.gov.au/information-vet-student-loans-approved-providers


https://www.legislation.gov.au/Details/F2017C00963

https://www.legislation.gov.au/Details/C2017C00183

https://www.legislation.gov.au/Details/C2018C00023

https://docs.education.gov.au/system/files/doc/other/vsl_manual_for_providers_20171220.pdf

http://studyassist.gov.au/sites/studyassist/helppayingmyfees/pages/track_debt#whatisACan

http://studyassist.gov.au/sites/studyassist/helppayingmyfees/pages/track_debt#CHESSN

https://www.education.gov.au/information-vet-student-loans-approved-providers





Factsheets

Cost Recovery Implementation Statement – information on cost recovery

Data Provision and Statutory Declarations for 2017 Monthly Census Dates

Process for approved providers applying for additional courses

Process for approved providers applying to increase their provider fee limit

VET Student Loans Course Caps Indexed Amounts

VET Student Loans Student Engagement and Progression

VET Student Loans Statistics

Forms

Provider request for additional courses form

Provider request to vary VSL Fee Limit form

Statutory Declaration - VET FEE-HELP and VET Student Loans

VET Student Loans Parental Consent Form

Newsletters

HELP newsletters

VET Student Loans Newsletter to Providers - April 2017

User Guides

HITS User Guide

eCAF User Guide (available within the eCAF system)

Information

Compliance: www.education.gov.au/vet-student-loans-and-vet-fee-help-compliance-0

LLN assessment tool information: www.education.gov.au/language-literacy-and-numeracy-lln-

assessment-tool-information

Tuition assurance: www.education.gov.au/tuition-assurance-and-provider-closures







https://www.education.gov.au/vet-student-loans-statistics




https://www.education.gov.au/newsletters


http://www.education.gov.au/vet-student-loans-and-vet-fee-help-compliance-0

http://www.education.gov.au/language-literacy-and-numeracy-lln-assessment-tool-information

http://www.education.gov.au/language-literacy-and-numeracy-lln-assessment-tool-information

http://www.education.gov.au/tuition-assurance-and-provider-closures

VSL Staff, Broker & Trainer Quick Reference Guide€¦ · MCFE - enter as client in VETtrak, MCFE...

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