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Student AdministrationCommonwealth Assistance Notice

Commonwealth Assistance Notice

Policy Group(s): Group C: Administration – 3: Students (Ref: C3/0105.5-0512)
Policy Authority: Chief Executive Officer
Related Policy: Grievance Policy and Procedures for Domestic Students – Non-Academic Grievances
Commencement Date: January 2005
Review Date: March 2020
Scheduled Review Date: March 2025
Policy
Policy Procedures
Further Information
Intent:

Eligible students in eligible courses of study at Christian Heritage College (CHC) are able to receive assistance from the Commonwealth government in the form of access to the Higher Education Loans Program (HELP) and/or Commonwealth support.

In compliance with the requirements of HESA (2003), CHC must provide students who request Commonwealth assistance and/or Commonwealth support with a Commonwealth Assistance Notice (CAN). CHC will comply with the requirements of HESA (2003) and the Administration Guidelines 2012 regarding the information to be included on the CAN and the dates by which CANs are to be issued.

Scope:

This policy applies to all eligible domestic students who are Commonwealth assisted or supported.

Restricted to:       Domestic students who meet the eligibility requirements for Commonwealth assistance and/or Commonwealth support.

Excludes:              International students and domestic students who do not meet the eligibility requirements for Commonwealth assistance and/or Commonwealth support.

Objectives:

1.    To clarify the requirements for the issuing of a CAN for students who are Commonwealth assisted through HELP and those students who are Commonwealth supported.

2.    To clarify the responsibility of CHC staff in the issuing of a CAN.

Policy Provisions:

1.   General

1.1      CHC must issue a CAN to all students who are enrolled in a unit of study with CHC and are:

1.1.1    seeking Commonwealth assistance for the unit or for a student services and amenities fee (SA fee) imposed by CHC; or

1.1.2    Commonwealth supported for that unit.

1.2       A student is considered to be “seeking Commonwealth assistance” for a unit if the student has submitted a Request for a Commonwealth supported place and a HECS-HELP loan form, a Request for a FEE-HELP loan form, a Request for a SA-HELP loan form, or an OS-HELP debt confirmation form.

1.3       A student is considered to be “Commonwealth supported” for a unit if the student has submitted a Request for a Commonwealth supported place and a HECS-HELP loan form.

2.   Information to be included on the Commonwealth Assistance Notice

3.1       The notice must be called the ‘Commonwealth Assistance Notice’ (CAN).

3.2       The CAN must include the following information as applicable to each student’s enrolment at the census date for the unit(s) of study to which the notice applies:

3.2.1         the student’s name;

3.2.2         the name of the higher education provider;

3.2.3         the student’s student number as issued by CHC;

3.2.4         the student’s Commonwealth Higher Education Student Support Number (CHESSN);

3.2.5         the award(s) in which the student is enrolled at CHC for which EFTSL is recorded at the census date(s) contained in the CAN;

3.2.6         the student cohort to which the student belongs;

3.2.7         the total EFTSL in which the student is enrolled;

3.2.8         the total amount of up-front payment;

3.2.9         the total amount of HECS-HELP discount;

3.2.10     the total amount of HECS- HELP debt;

3.2.11     the total amount of FEE-HELP assistance;

3.2.12     the total amount of the FEE-HELP loan fee; and

3.2.13     the total amount of FEE-HELP debt.

3.3       For each unit of study, the CAN must include the following information as applicable to each student’s enrolment:

3.3.1         the unit code and title;

3.3.2         the census date of the unit;

3.3.3         whether the student is required to make a student contribution or pay tuition fees or is an exempt student (which may be referred to as the student’s ‘status’);

3.3.4         the EFTSL value;

3.3.5         the student contribution amount;

3.3.6         the tuition fee amount;

3.3.7         the amount of up-front payment;

3.3.8         the amount of HECS-HELP discount;

3.3.9         the amount of HECS-HELP debt;

3.3.10     the amount of FEE-HELP assistance;

3.3.11     the amount of FEE-HELP loan fee; and

3.3.12     the amount of FEE-HELP debt.

3.4          Where the information required under Provision 3.3.2 and Provision 3.3.3 are identical in respect of all of the units of study to which the CAN applies, that information may be provided for the CAN as a whole.

3.5       Where CHC has selected a student for receipt of OS-HELP, the CAN must include the following information:

3.5.1         the six-month period to which the OS-HELP assistance relates;

3.5.2         the amount of OS-HELP assistance for the relevant six-month period;

3.5.3         the amount of OS-HELP loan fee for the relevant six-month period; and

3.5.4         the total amount of OS-HELP debt for the relevant six-month period.

3.6       Where a student is seeking Commonwealth assistance for an SA fee imposed on the student by CHC, the CAN must include the following information:

3.6.1       the amount of the SA fee;

3.6.2       the day on which that SA fee was payable; and

3.6.3       the amount of SA-HELP debt in respect of that SA fee.

3.7       A CAN that contains information in respect of FEE-HELP assistance must display the following statement:

“It is your responsibility to ensure that you have sufficient FEE-HELP balance to cover the FEE-HELP amounts indicated in this notice. You are eligible for the amounts of FEE-HELP assistance contained in this notice only if you have sufficient FEE-HELP balance to cover those amounts.”

3.8       A CAN that contains information in respect of Commonwealth support or FEE-HELP assistance must display the following statement:

“The information regarding Commonwealth assistance contained in this notice is correct only insofar as you have correctly advised CHC of your entitlement to that assistance under the Higher Education Support Act 2003.”

3.9       The CAN must include information on the student’s right to request correction of information contained in the CAN within 14 days after the day the CAN was given, under Section 169-10(2) to 169-10(4) of the Act.

3.10     The CAN may contain other information as determined by CHC.

4.   Period within which the CAN must be given

4.1          A CAN that contains information in respect of unit(s) of study that are Commonwealth supported, or for which a student has sought FEE‑HELP assistance, must be given within 28 days of the earliest census date indicated on the CAN.

4.2       A CAN that contains information in respect of SA-HELP assistance must be given to a student by the later of:

4.2.1       28 days after the date on which the SA-HELP debt was incurred; and

4.2.2       the date on which CHC must give the student a CAN, if any, in accordance with Provision 4.1, provided that that date and the date on which the SA-HELP debt was incurred are both in either the first or second half year.

4.2.2.1   Where a date cannot be determined under Provision 4.2.2, the CAN required under this Provision must be given in accordance with Provision 4.2.1.

4.3       A CAN that contains information in respect of OS-HELP assistance must be given within 28 days of the date on which the OS-HELP debt was incurred.

5.   Checking the Notice

5.1       If CHC believes the information on the CAN to be incorrect, or has ceased to be correct, a new CAN will be issued to the student with the correct information.

5.2       If, under Provision 3.9, a student believes any information on the CAN to be incorrect, they may request a review of the information contained on the CAN (see Supporting Procedures and Guidelines). Making the request does not affect the liability of the student to pay the contribution, nor the student’s entitlement to Commonwealth assistance.

5.3       If the information on the CAN is found to be incorrect, or has ceased to be correct, a new CAN will be issued to the student with the correct information.

5.4       If a revised CAN is issued, CHC will correct its records, and data sent to the Department accordingly.

1.   Requesting a revised CAN – student procedure

1.1       Under Provision 3.9, a student who believes information on the CAN to be incorrect must:

1.1.1    Provide a written request asking for the CAN to be reviewed.

1.1.2    Identify in the written request the information on the CAN that is believed to be incorrect, or has ceased to be correct, and specify why it is incorrect or has ceased to be correct.

1.1.3    Submit the request to CHC Student Administration within 14 days of the date of the dispatch of the CAN which is noted on the CAN.

2.   Requesting a revised CAN – staff procedure

2.1       Upon receipt of the request from the student, the Academic Registrar must:

2.1.1    Consider the request as soon as possible to determine if the information in the CAN was incorrect or has ceased to be correct.

2.1.2    Notify the student of the decision and explain the reasons for the decision.

2.1.3    Place copies of all communications on the student’s electronic file.

Relevant Commonwealth/ State Legislation HESA (2003); Administration Guidelines 2012
ACCOUNTABILITIES
Implementation: Academic Registrar
Compliance: Academic Registrar
Monitoring and Evaluation: Academic Registrar
Development and Review: Director of Quality and Standards
Approval Authority: CHC CEO
Interpretation and Advice: Academic Registrar
WHO SHOULD KNOW THIS POLICY?
Commonwealth assisted and Commonwealth supported students

Student Administration staff

Business Office staff

DEFINITIONS AND ACRONYMS
CHC

Christian Heritage College

Census date

The date in each semester by which all enrolment matters must be finalised

CAN

Commonwealth Assistance Notice

Commonwealth Higher Education Student Support Number (CHESSN)

A unique identifier used to track student enrolment in higher education providers

Course of study

The course leading to an award or degree

Department, the

The Department of Education, Skills and Employment of the Australian government

EFTSL

Equivalent Full-time Student Load

First half year

Commences on 1 January and ends on 30 June

HELP

Higher Education Loan Programme which allows eligible students to defer the payment of their tuition fee amount or student contribution amount

Second half year

Commences on 1 July and ends on 31 December

Student Contribution Amount

The amount a student is eligible to pay for their course of study as a Commonwealth supported student

Tuition fee amount

The amount of the tuition fee

Up-front payment

The amount of a voluntary payment a student might make prior to the census date in each semester

 

 

APPROVAL – section maintained by the Director of Quality and Standards
Reference No. Approved Date Committee/Board Resolution No./ Minute Ref.
C3/0105.5 Yes January 2005 Committee of Management 4.2
REVISION HISTORY – section maintained by the Director of Quality and Standards
Revision Reference No. Approved/Rescinded Date Committee/Board Resolution No./ Minute Ref.
0512 Approved 29/05/2012 CHC CEO 2
0320 Reviewed 24/03/2020 Chief Executive Officer N/A
ADDITIONAL CHANGES – Section maintained by the Director of Quality and Standards
Nature of change
Former title  
Approved  
Rescinded  
Revised title
Approved