Overview
This is a section of the whole KB, by having this section, user will be able to jump to the any part of KB with a click.
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Objective
Upon Completion of this KB the User will understand how use the 2 different types of ECAFs within the system and how to use each of them.Method 1: Institution submits a to submit an electronic Commonwealth assistance form (eCAF) request to the Government via Paradigm for a Help form to be sent to the student.
Method 2: The student logs into Paradigm and completes a form similar to the paper based Fee-Help form.
The decision for with method to use is currently with the institution. However the Government is in the process of reviewing this and may direct all private providers to use method one. It is suggested the institutions be aware of both methods for the eventual change over.
Assumptions
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on behalf of a student.
Assumptions
- The Student has already been accepted into a Course and has been enrolled into units with a Census date in the future. (For Method 1)
- The Student has applied (Method 2)
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- 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
- The E-CAF eCAF (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 eCAF 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 . Providers are therefore required to submit eCAF information either directly into the HEIMS eCAF portal 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
- eCAF integration.
Important Considerations
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.
Student applies to study course, indicated that they wish to apply for Fee-HELP /HECS-HELP and provides evidence of Academic suitability - ATAR score, transcripts, SOA, or other documentation to prove eligibility. (These are required by the Government and providers are required to keep these documents as evidence of acceptance suitability)
Student is accepted then enrolled into units / subjects.
The provider then submits details to HEIMS that the student should be sent an invitation to complete an eCAF .
The student is then sent an email with an Encrypted PASS-KEY to complete the required information including a valid Tax File Number (TFN)
Key terms and concepts
The list below demonstrates the key fields that need to be filled for
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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
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Workflow
Application process flowchart
To Submit an eCAF for completion
- Load a Student record
- Click the Action button on the right hand side next to the course that the student is applying for a HELP loan.
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- Select the “Edit Course enrolment” option
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- 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.
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- Select the “Online
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- eCAF submission” option
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- 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
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- 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.
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- Press the “Request
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- eCAF” button.
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- The student is then sent an email invitation with an encrypted Passkey to complete the the HELP form.
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- Students will require their Passkey, and valid TFN to complete the form.
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To Retrieve an e-CAF
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- Load a student record
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- Press the Action button on the right hand side next to the course that the student is applying for a HELP loan.
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- Select the “Edit Course enrolment” option
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- 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.
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- Select the “Online
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- eCAF submission” option
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Press the “Fetch
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eCAF Status” button.
If the student has not yet completed the form a green bar will appear
If the student has completed the form a green bar will appear with an
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eCAF Remote ID number
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
1.2 Click 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 button
1.4 Once the record has loaded click 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 button
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 Click 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 button
2.6 Press the Fetch e-CAF Status button.
If the student has not yet completed the form a green bar will appear
If the student has completed the form a green bar will appear with an e-CAF Remote ID number
2.7 Once the e-CAF has been retrieved click Student tab on the side menu.
2.8 Click on the Student Details option from the side menu.
2.9 Click on the Edit details page from the side menu.
2.10 Click the Get CHESSN button to obtain a CHESSN number.
2.11 Ensure that the detailed message has returned a successful CHESSN number
2.12 Click on the Request Balance button to obtain a current Fee-HELP remaining balance for the student.
Method 2 - Student Submission
This method requires a few assumptions. Firstly that the student has completed an application and that the student can login into Paradigm with their username and password.
The E-caf can be linked to the application form so that it is completed as part of the application process or it can be separate and completed as part of the enrolment.
These instructions are designed for Student users.
3 How students submit an e-CAF from Paradigm
3.1 Log into Paradigm
3.2 Click on the Student tab from the side menu
3.3 Click on the ECAF option from the side menu
3.4 Click on the Request for Fee-HELP assistance link
3.5 Read the Fee-HELP declaration and click the Next button
3.6 Your personal detail are displayed, ensure they are correct and click on the Next button.
3.7 Select the Citizenship option that applies to you and click the next button.
3.8 Complete any addition questions that appear from your citizenship answer.
3.9 Enter your Tax File Number into the field provided, read the declaration and click on the Next button
3.10 Read the final declaration and click on the Agree and Submit button.
3.11 The Success message will appear. It is suggested that you keep a copy of this form for future reference.
3.12 Log out of Paradigm by pressing the log out icon 
in the top right hand corner of the pa
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.
4.3 Click on the Edit details page from the side menu.
4.4 Click the Get CHESSN button to obtain a CHESSN number.
4.5 Ensure that the detailed message has returned a successful CHESSN number
4.6 Click on the Request Balance button to obtain a current Fee-HELP remaining balance for the student.
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.
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Further reading
This section of the KB contains links to any further related information that would be helpful for the purpose understanding this topic.
- eCAF student portal: https://ecaf.education.gov.au/home
- eCAF provider portal: https://ecaf.education.gov.au/provider
- Government eCAF fact sheet: https://docs.education.gov.au/documents/ecaf-fact-sheet
Enabling the Paradigm eCAF integration
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
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Note that the completed form should be emailed to HEenquiries@education.gov.au |
Once the request is approved, you will receive from the government a set of testing credentials and a series of steps that you must complete before receiving live system access.
Please forward a copy of the login details to the Silverband support team via email (support@silverband.com.au) or by raising a ticket directly in our Helpdesk site. Our support team will confirm when the account details have been added to your site and will ensure that your instance of Paradigm is directed to use the test eCAF system. Once you receive this advice, you should then proceed through the remaining steps to demonstrate that your site is in a compliant configuration state.
After successfully completing all of the steps you will receive a final set of access credentials from the government. These should be forwarded to the Silverband support team as per the instructions above. We will then ensure your site is directed to use the live eCAF system and ready to be used in a production capacity.