VET Student Loan Application Requirements Policy and Procedure

Purpose

In accordance with the VET Student Loans Act 2016 and the associated VET guidelines, as an approved course provider, the following policy and procedural document has been drafted to provide clarity around the collection and verification of information for the purposes of, or in relation to, applications by students for VET Student Loans. (Subdivision D—Information relating to applications for VET student loans, Subsection 85 Processes and procedures for information relating to applications for VET student loans, VET Student Loan Rules 2016).

This document should be reviewed in conjunction with the Privacy Policy of TrainSmart Australia located on the TrainSmart Australia website ( Click here to view our Privacy Policy ). The Privacy Policy sets out how TrainSmart Australia protects the privacy of personal information that is collected.

This policy focuses on VET Student Loan application requirements only. Other eligibility and entry requirements should be noted, including academic assessment requirements. These requirements a outlined in TrainSmart Australia’s Student Entry Procedure ( Click here to view our Student Entry Procedure ). There may also be additional selection criteria in place for the specific course you are undertaking. This information can be located on the TrainSmart Australia website under the ‘Courses’ tab and then accessing the specific course which you are interested in.

Policy

Assessment Requirements to Assess Academic Suitability

Subsection 85(1) (VET Student Loans Rules 2016) requires TrainSmart Australia to have processes and procedures relating to the collection and verification of information for the purposes of, or in relation to, applications by students for VET Student Loans. Subsection 85(2) provides that the processes and procedures must require the collection and verification of the following information and documents:

Information about the student’s identity and date of birth;
If the student is under 18, the completion of the VET Student Loan parental consent form;
If the student is under 18, information that one of the signatories to the VET Student Loan eCAF application is a responsible parent of the student or that the student is classed as independent if they have received Youth Allowance;
Information about the students’ academic suitability, i.e.

TrainSmart Australia obtains a copy of a Senior Secondary Certificate of Education that has been awarded to the student by an agency or authority of a State or Territory for the student’s completion of Year 12;

Or both:

TrainSmart Australia assesses the student as displaying competence at or above Exit Level 3 in the Australian Core Skills Framework in both reading and numeracy using an assessment tool approved under Section 82. TrainSmart Australia also accepts; and
TrainSmart Australia reasonably believes that the student displays that competence;

Or both:

TrainSmart Australia obtains a copy of a certificate (however described) that a qualification at level 4 or above in the Australian Qualifications Framework has been awarded to the student; and
the course for the qualification was delivered in English.

Information relevant to establishing that the student meets the citizenship and residency requirements specified in Section 11 of the Act, i.e.

(1) The student must be:

1. an Australian citizen; or
2. the holder of a permanent humanitarian visa who is usually resident in Australia; or
3. a qualifying New Zealand citizen.

(2) A qualifying New Zealand citizen is a New Zealand citizen who:

1. holds a special category visa; and
2. has been usually resident in Australia for at least 10 years; and
3. was a dependent child when he or she was first usually resided in Australia; and
4. has been in Australia for periods totalling 8 years during the previous 10 years; and
5. has been in Australia for periods totalling 18 months during the previous 2 years.

A unique Student Identifier or agreement that a USI will be applied for and provided to TrainSmart Australia.

and

A valid Tax File Number or certificate from the Commissioner that the student has applied for a Tax File Number.

Procedure

VET Student Loans request

Requests for VET Student Loans are received by TrainSmart Australia directly from the students via phone, email or on location at one of our campuses. Upon receiving a request, the TrainSmart Australia representative will communicate to the student the; overall application process, VET Student Loans particulars, eligibility criteria, details in relation to the completion of the application form and guidance in the provision of relevant evidence to support their application.

Collection of documentation and meeting eligibility

The completion of a VET Student Loan application must be accompanied by the provision of required identification and supporting documentation. These items will be used to validate the details contained within the client’s application for a VET Student Loan.

Where a client fails meet the criteria to qualify for a VET Student Loan, a discussion will take place notifying the client of the outcome and an invitation extended to the client for the presentation of further items to support their application. Should the client continue to be assessed and ineligible, then alternative payment arrangement options will be discussed.

Key items to supporting the client’s application for a VET Student Loan include: –

Proof of age information about the student’s identity and date of birth

A copy of the student’s Birth Certificate, Current Passport or Driver’s Licence will be accepted;

In the event that the student is under 18 years of age a parent/guardian co-signature is required

If the student is under 18, the completion of the VET Student Loan parental consent form must precede the eCAF being created and provided to the student;
if the student is under 18, information that one of the signatories to the VET Student Loan eCAF application is a responsible parent of the student or that the student has received youth allowance on the basis the student is independent;

Evidence that the student is an Australian citizen, or a permanent humanitarian visa holder, or a New Zealand (NZ) citizen who holds a Special Category Visa (SCV)

If you are an Australian citizen, a copy of your Australian Birth Certificate or Passport will be accepted;

If you are a permanent humanitarian visa holder, evidence of your current visa status will need to be provided to verify your eligibility;
If you are an NZ SCV holder, evidence of your current visa status will need to be provided to verify your eligibility. You will also be subject to other requirements;

Valid Tax File Number (TFN)

To receive a VET Student Loan, you must obtain a TFN from the ATO (you will need to apply for a TFN even if you are not employed).
If you do not have a TFN, you can provide TrainSmart Australia with a Certificate of Application for a TFN. This certificate is available from the ATO after you have applied for your TFN. Once you obtain your TFN, you must immediately inform TrainSmart Australia;

Unique Student Identifier (USI);
Proof of the student’s academic suitability

Provide TrainSmart with a copy of a Senior Secondary Certificate of Education that has been awarded to the student by an agency or authority of a State or Territory for the student’s completion of Year 12; Or, a certificate (however described) that a qualification at level 4 or above in the Australian Qualifications Framework has been awarded to the student.
Or the student must be assessed as displaying competence at or above Exit Level 3 in the Australian Core Skills Framework in both reading and numeracy using an assessment tool approved under Section 82 administered by TrainSmart Australia.

Requesting a VET Student Loan

Once the applicant is determined as eligible, TrainSmart Australia will issue to the client a VET Student Loan application form. The application is provided via the government eCAF system directly to the email address provided by the client. In addition to the completion of the VET Student Loan application form the client must review and acknowledge their understanding of the VET Student Loans terms and conditions.

Clients will receive an email from the Department allowing students to sign into the eCAF system. Once signed in, clients will be required to verify the pre-populated information and complete the mandatory fields. Once complete, students must then submit the eCAF, which will prompt the system to email a copy of the completed eCAF to the student’s nominated email address.

Please note: For students under the age of 18 years, the parent must complete a Request for VET Student Loan Parental Consent form prior to TrainSmart Australia creating and providing the eCAF to the student for completion.

The Request for a VET Student Loan eCAF submitted by the student and must be signed by both the student and a responsible parent or guardian of the student. In cases where the student has received Youth Allowance on the basis that they are independent (as described in Part 2.11 of the Social Security Act), evidence must be provided to TrainSmart Australia, and parental signature is not required.