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Objectives

This article outlines the workflows on how to

  • Apply for eCAF API credentials

  • Update your eCAF password stored within Paradigm

Complexity: MEDIUM

Page Contents

Assumptions

  • The User has sufficient security level to access the Paradigm System menu

  • The User understands the implications of securely handling government credentials

  • The User knows the difference between their eCAF API credentials and their HEIMS Web Service credentials

Key Concepts

Higher Education providers with Fee-HELP status may wish to use Paradigm to automatically send and retrieve Electronic Commonwealth Assistance Form (eCAF) information from the relevant government systems. This is a convenient way to provide enrolment information to the Department for students who have expressed an interest in accessing a HELP loan / VET Student Loan. The eCAF system facilitates access to HELP loans / VET Student Loan, removing the requirement for paper CAFs or maintenance of in-house eCAFs.

An active eCAF API credential is required for Paradigm to successfully integrate with the government eCAF system. This credential must be stored within Paradigm for the integration to function. Each provider will need to apply for and be granted an eCAF credential by the relevant government body before attempting to use the Paradigm eCAF integration.

It is important to recognise that the eCAF credential is not related to a HEIMS Web Service credential. Even if the username is the same, the two systems are distinct and not connected. The only point of similarity between the eCAF and HEIMS Web Service systems are that they are supported from the same government help-desk.

Key Terms

Field name

Brief Overview

eCAF Username:

The username provided by the government

eCAF Password:

New Password that meets the password policy outlined below

eCAF Password (repeat):

Type the password a second time to ensure no data entry error has occurred

ECAF Last Updated

The date that the eCAF password was last updated

Implications

The password requirements are as follows:

  • A minimum of 8 characters

  • At least one numeric character

  • At least one special character

  • At least one uppercase character

  • The password must be different to the previous 10 passwords used

Workflow

 1. How to obtain an eCAF Credential

  1. Complete the Government eCAF API system access request form as found here: https://www.dese.gov.au/vet-student-loans/resources/government-ecaf-api-system-access-request-form

  2. Any questions about this form should be directed to the HEIMS Helpdesk team via  https://heimshelp.education.gov.au/support/contact 

 2. How to set the eCAF password within Paradigm

  1. Contact HEIMS helpdesk via  https://heimshelp.education.gov.au/support/contact to request a new password.

  2. The HEIMS helpdesk will provide you with a temporary password.

  3. Log into https://ecaf.education.gov.au/provider and enter your eCAF API username and the temporary password.

  4. The eCAF site will request that you create a new password.

  5. Once the new password has been accepted by the eCAF portal, click on the System tab in the side menu

  6. Click on ECAF Login in the side menu

  7. Enter the new password that you just created

  8. Confirm that the passwords are identical by re-entering it.

  9. Click the SET button

  10. Confirm that the new password has been successfully updated, by testing that you are able to fetch an eCAF status using the workflow below

 3. How to reset an existing eCAF password

  1. Contact HEIMS Helpdesk via https://heimshelp.education.gov.au/support/contact to request a new password.

  2. The HEIMS Helpdesk will provide you with a temporary password.

  3. Log into https://ecaf.education.gov.au/provider and enter your eCAF API username and the temporary password.

  4. The eCAF site will request that you create a new password.

  5. Log into Paradigm

  6. Navigate to the SYSTEM menu, and select the ECAF Login option

  7. Enter the password that you just updated

  8. Confirm that the password by entering it a second time

  9. Click the blue SET button

  10. Confirm that the new password has been successfully updated and that your credential is active by loading a student and attempting to perform a fetch eCAF action using the next workflow.

 4. Testing that an eCAF credential is active

Note

A student who has applied for an eCAF must have at least one Unit enrolment, and the census date for that unit enrolment must be in the future (the census date must be tomorrow or later, and cannot be today).

  1. Load a Student record

  2. On the Student summary screen, click the Actions button in the Course enrolment section

  3. click the ‘Edit Course Enrolment’ option

  4. Click on the Actions button against the current enrolled course, select ‘Online eCAF submission’

  5. This will open a new eCAF edit page that draws information from student details, course enrolment and unit enrolment records.

  6. Make sure that the eCAF Type and Citizenship fields are completed in the course enrolment HEIMS section.

  7. Check that the HEIMS Census Date has been set

  8. When all fields have been set correctly, click on the Request eCAF button.

  9. The system sends data to the government, which will then send an email to your student

  10. You can return to this page and click on the Fetch eCAF status button from time to time, to check the eCAF Student Status shown at the top of the screen

  11. The eCAF Remote ID number is the unique identification number from the eCAF system

Further Reading

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