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Overview


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  • The E-CAF (Electronic Commonwealth Assistance Form) supersedes the need to have students complete paper based forms for both FEE-HELP and HECS-HELP. Previously other E-CAF methods were accepted by HEIMS but these are being phased out and all providers will be required to access the HEIMS E-CAF portal either via direct method or via the Paradigm /  HEIMS API.
  • Please note that paper based forms are acceptable in extenuating circumstances and are available in limited supply.
  • To apply for API access please complete and email completed form to either HEenquiries@education.gov.au(higher education providers). When the relevant login details have been received please forward to support@silverband.com.au
  •  https://docs.education.gov.au/documents/government-ecaf-api-system-access-request-form


Workflow



Key terms and concepts

The list below demonstrates the key fields that need to be filled for


Requirements

Required Fields

System


Operationally Viable


Implications 

  • The E-CAF (Electronic Commonwealth Assistance Form) supersedes the need to have students complete paper based forms for both FEE-HELP and HECS-HELP. Previously other E-CAF methods were accepted by HEIMS but these are being phased out and all providers will be required to access the HEIMS E-CAF portal either via direct method or via the Paradigm /  HEIMS API.
  • Please note that paper based forms are acceptable in extenuating circumstances and are available in limited supply.
  • To apply for API access please complete and email completed form to either HEenquiries@education.gov.au (higher education providers). When the relevant login details have been received please forward to support@silverband.com.au
  •  https://docs.education.gov.au/documents/government-ecaf-api-system-access-request-form

Workflow

1. To Submit an e-CAF for completion

1.1 Load a Student record

1.2 Press the Action button on the right hand side next to the course that the student is applying for a HELP loan.

1.3 Select the “Edit Course enrolment” option

1.4 Once the record has loaded press the action button on the right hand side of the course of study that the student is applying for a HELP loan.

1.5 Select the “Online e-CAF submission” option

1.6 All of the previously completed fields will load into the options on the screen. If anything has been missed or is incorrect go back and correct it prior to proceeding any further. Ensure that the e-CAF Academic suitability has been selected and that the relevant documentation is held in the students file as it is a requirement for entry criteria transparency.

1.7 Press the “Request e-CAF” button.

1.8 The student is then sent an email invitation with an encrypted Passkey to complete the the HELP form.

1.9 Students will require their Passkey,  and valid TFN to complete the form.


2. To Retrieve an e-CAF

2.1 Load a student record

2.2 Press the Action button on the right hand side next to the course that the student is applying for a HELP loan.

2.3 Select the “Edit Course enrolment” option

2.4 Once the record has loaded press the action button on the right hand side of the course of study that the student is applying for a HELP loan.

2.5 Select the “Online e-CAF submission” option

2.6 Press the “Fetch e-CAF Status” button.

  • If the student has not yet completed the form a green bar will appear

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  • If the student has completed the form a green bar will appear with an e-CAF Remote ID number

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2.7 Once the TFN has been retrieved go to the Student > Student Details >Edit details page and press the "Get CHESSN" to obtain a CHESSN number for the student



Further reading

Education Legislation Amendment (Provider Integrity & Other Measures Act 2017)

CHESSN



Method 1 - Institution request to Government 

1. To Submit an e-CAF for completion

1.1 Load a Student record

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4 How to enter the data once an e-CAF from a student has been received (Method 2 submission type)

4.1 Load the Student record

4.2 Click on the Student Details option from the side menu.

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4.7 Save the copy of the e-CAF to the students file for auditing purposes.



Further reading

This section of the KB contains links to any further related information that would be helpful for the purpose  understanding this topic.