Overview

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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 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

The user has access to Paradigm
A base understanding of the terms used in the Australian tertiary education industry
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)

Key terms and concepts

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

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 TFN has been retrieved click Student tab on the side menu > Student Details >Edit details page and press the "Get CHESSN" to obtain a CHESSN number for the student

ECAF