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Overview


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  • The Student has already been accepted into a Course and has been enrolled into units with a Census date in the future
  • The Student has declared their intention to defer course fees to the Government 
  • eCAF type determined from HEIMS e490 field on the course enrolment record
  • The system will use the minimum (closest) unit enrolment census date that has not yet elapsed

Implications

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The eCAF  (Electronic Commonwealth Assistance Form) supersedes the need to have students complete paper based forms for both FEE-HELP and HECS-HELP. Previously other eCAF methods were accepted by HEIMS but these are being phased out. Providers are therefore required to submit eCAF information either directly into the HEIMS eCAF portal or via the Paradigm eCAF integration.

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The order of processing an application is important when using the Government's Online eCAF  portal. If a student isn’t enrolled into unit(s) a census date isn’t allocated and the system won’t allow transmission of the details for the student invitation.The institutions application process might need to be updated or altered in order to allow for the required information to be gathered prior to the eCAF  submission.

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Requirements

Required Fields

System


Operationally Viable



Workflow

Application process flowchart



To Submit an eCAF  for completion

  1. Load a Student record
  2. Click the Action button on the right hand side next to the course that the student is applying for a HELP loan.
  3. Select the “Edit Course enrolment” option
  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.
  5. Select the “Online eCAF  submission” option
  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 eCAF 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.
  7. Press the “Request eCAF” button.
  8. The student is then sent an email invitation with an encrypted Passkey to complete the the HELP form.
  9. Students will require their Passkey,  and valid TFN to complete the form.

To Retrieve an e-CAF

  1. Load a student record
  2. Press the Action button on the right hand side next to the course that the student is applying for a HELP loan.
  3. Select the “Edit Course enrolment” option
  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.
  5. Select the “Online eCAF submission” option

  6. Press the “Fetch eCAF Status” button.

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Paradigm has the capability of submitting an electronic eCAF on behalf of a student. This functionality requires a specific type of access to the eCAF website called "API System Access". Providers wishing to implement a direct integration between Paradigm and the government eCAF site must complete the following form:

https://docs.education.gov.au/documents/government-ecaf-api-system-access-request-form

Note

Note that the completed form should be emailed to HEenquiries@education.gov.au

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