In the Client Manager right-click the VET Student Loans/VET FEE-HELP node and select Add course of study item.
There are many fields on this page that are included in the VSL export files. These fields will include the element number in parenthesis after the name of the field. More information on these elements can be found in the VET – Elements by Number page on HEIMSHELP.
Training Package Qualifications (307) - Only qualifications that have been set up as a Course of Study will be available for selection. If the selected qualification has a parent qualification, reports the national code of the parent. Otherwise reports the national code of the selected qualification.
Completion Status (446) - Known to HEIMS as the Variation Reason Code must be set correctly for the record to appear in the VCC file in the VSL exporter. This can be set either here in the Course of Study Wizard, or via the Set dates and completion statuses menu option.
The settings for this field are:
- Completed will include the course of study as a new record in the VCC file. You must also enter the Completion Date so that the VSL exporter can search for this record within a date range.
- Rescind previous completion is used to 'undo' a previously reported record if a completion has been reported in error.
NOTE: When first setting up the course of study, Not yet completed should be selected. This will prevent this course of study from being included in the VCC file until it is completed. When the course of study has been completed, 446 should then be set to Completed.
There are also many fields on this page that are not included in the VSL export but are needed for uploading course of study information to the eCAF system. More information on the eCAF features in VETtrak can be found on the VET Student Loans eCAF Engagement and Progression article.
Enrolment Date – Is required for eCAFs as it is used to control the cooling-off period.
Campus Location – Lists locations and is required for eCAFs.
eCAF Status – Indicates whether the course of study has been uploaded to the eCAF system.
Bulk upload to eCAF system – If this is ticked this course of study record will be included in the Bulk Upload VSL Course of Study to eCAF System Wizard under Utility – VET Student Loans – Upload to eCAF system.
Uploaded by User and Upload Date – The user who was logged into VETtrak and uploaded this course of study record to the eCAF system and the date that this upload was performed.
eCAF ID and Student submit date – The unique identifier for this course of study record in the eCAF system. Downloaded from the eCAF system along with the date and time when the student completed the eCAF form. The results are downloaded under Utility – VET Student Loans – Download from eCAF System.
A button displays in this area for Debt Information, pressing this item will display the Client VET Student Loan Debt Information Wizette:
The information in this area is drawn via the eCaf Web Service (API) and reflects the loan information for this students learning details, as monitored by TCSI. Pressing the Info buttons within this window will display further information for the loan/debt details.
There are also many fields on this page that are included in the VSL export files. These fields relate to credit offered/used and most fields are disabled until a value is entered in the Credit Offered Value and Credit Used Value fields. More information on these elements can be found in the VET – Elements by Number page on HEIMSHELP.
Course of Study Notes – Not included in any government reporting and can be used to enter any notes applicable to the course of study.
Uses VET FEE-HELP Loan – Used for students who took up a government loan under the old VET FEE-HELP scheme and wished to continue accessing the loan until the end 2017. The Opt-in date is used to indicate the date that the student agreed to continue accessing their loan past 2016 through to the end of 2017.
- 560, 565 - Reported as a four-digit code with trailing zeros eg 25% = 0250
The remaining fields are available only if a value is entered at 565. If 0 is entered at 565, these fields will be automatically reported as 0000.
- 562, 563, 564 - These fields are available only if 0200 (Prior Vet study only) or 0300 (Both prior higher education and VET study) is selected in 561.
- 566 - This field is available only if 0100 (Prior higher education study only) or 0300 (Both prior higher education and VET study) is selected at 561.
Tick the box to go on and edit the client's personal information relating to VET Student Loans. The Client VET Student Loans Details Wizard will open.
NOTE: If this is the first time you have entered VET Student Loans information for this client, this box will be automatically ticked, as it is mandatory to set the client VET Student Loans details.