Transcript electronic VoS - StudyLink for Providers

Verification of Study Online
Training for Tertiary Education Providers
0800 88 99 00 | www.studylink.govt.nz
THE VERIFICATION OF STUDY PROCESS
When a student applies for Student Allowance and/or Student Loan, StudyLink requires their study details
as part of confirming their entitlement. To collect this, we send a Verification of Study request (known as a
VoS request) to the student’s education provider. That education provider can then complete the relevant
study details and return the information (known as a VoS response) to us, so that we can assess whether
the student qualifies.
The VoS Process
StudyLink receives
an application for a
Student Allowance
and/or
Student Loan
Any
required evidence
is received; the
Student Allowance
is Pre-Approved
and/or the
Student Loan
is Post Contract
StudyLink sends a
VoS request to
their education provider
to confirm study details
The education provider
replies with a
VoS response
The application is
approved
or declined
based on VoS
details
A VoS response should reflect the student’s enrolment, for the period we’re requesting. We need to know
their course(s), their start and finish date, the EFTS value of the papers/modules they’re studying, and any
vacation periods/semester breaks that go for longer than three weeks.
For more information about what a VoS response should look like, and what it should contain, refer to your
VoS Rules and Processes for Education Providers document, or contact the StudyLink Helpline.
VOS ONLINE
VoS Online (also known as the Online Institution Interface or OII) is a website operated by StudyLink
where VoS requests are loaded for easy access and completion by education providers. Using this
system ensures the information is read correctly and can be processed swiftly, in order for us to confirm
an outcome for the student.
To use VoS Online you will need to submit a VoS Online user access form to the StudyLink Helpline,
which gives you authorization to confirm enrolment and attendance details on behalf of your provider.
VOS ONLINE
› The address for VoS Online is vos.studylink.govt.nz At the login screen, enter your allocated User ID
and password. The first time you log in, your password will be a temporary one provided by StudyLink.
The User ID and password fields are case-sensitive - if they contain uppercase letters, then each time
you log in you’ll need to use them.
› The first time you login to VoS Online, you’ll be required to nominate your own new password, and be
asked if you want to complete a challenge question and answer.
› Follow the on-screen instructions to complete the login process. If you do forget your password, there
is a link on the login page to allow you to reset it, as long as you have set up a challenge question and
answer. If you haven’t sent up one, you will need to contact the StudyLink HelpLine on 0508 885 885
for your password to be reset.
› Once logged in, you’ll be taken to the Home Page.
When navigating VoS Online, please DO NOT use your browser’s navigation buttons – this can have
an adverse affect. Instead, click the links within the site, or use the navigation buttons at the bottom
of some pages.
VOS ONLINE HOMEPAGE
› Home: Returns you to the homepage
› Reference: Holds documents such as the
Information Matching Agreement, Memorandum
of Understanding and VoS guides.
› Contact us: Contains instructions on how to
contact StudyLink
› Help: A basic help guide
› Change Details: Lets you change your
password or challenge question
› Logout: Logs you out of VoS Online
› Download files: Lists VoS request, status report and payment schedule files uploaded by StudyLink
› Upload files: Here you can upload your VoS response and refund schedule files for StudyLink
› Blank VoS: Using this section, you can initiate a VoS response to StudyLink to advise of any changes
in a student’s study. You can only use the Blank VoS option for those students who have had a VoS
request from StudyLink loaded to VoS Online previously.
DOWNLOAD AND UPLOAD FILES
Download Files
› Lists zip (compressed) files containing the files
uploaded for your provider by StudyLink each
day.
› Files are removed from this when you click the
Delete link, or automatically after 14 days. We
recommend you store them on your for future
reference before that period expires.
Upload Files
› Used to upload your response and schedule
files to StudyLink
› Files are removed from this when you click the
Delete link, or automatically after 14 days. We
recommend you store them on your for future
reference before that period expires
The VoS Rules and Processes for Education Providers, and VoS Technical .Guide for Education Providers
documents discuss the VoS process in greater detail. Both are available in the Reference section.
SENDING A VOS, WITHOUT A
REQUEST
SENDING A VOS, WITHOUT A REQUEST
Blank VoS
Blank VoS is the term given to the process where an education provider sends VoS details for a student
without receiving a VoS request from StudyLink. There are only four instances when you should use the
Blank VoS function to send StudyLink a student’s VoS details:
›
A student who StudyLink has previously sent a VoS request for, has withdrawn from their course of
study
›
A student who StudyLink has previously sent a VoS request for, has a change in their study details for example, when a student has dropped papers from their course.
›
StudyLink has specifically asked for one – this could be because our requests are not being received
correctly, or waiting for a system-initiated one could put the student into hardship
›
The VoS your system will send does not accurately reflect the student’s actual enrolment, and only a
blank VoS will do this
Blank VoS responses are applied to the student's applications automatically, typically within an hour of
submittal. However, if the study start date (lower case) does not match on the blank VoS does not match
that of the previous VoS return sent to StudyLink, the VoS will not apply. In this case manual intervention
will be required, and StudyLink will need to be contacted.
COMPLETING A BLANK VOS
Completing a Blank VoS
Select Blank VoS on the VoS Online home page. The Blank VoS page will display, with the field Student
Withdrawn? defaulted to Yes.
•
If the student has withdrawn from the course, complete all the relevant fields (with the End Date being
the date the student withdrew) and then submit the VoS.
•
If this VoS is for a student who has not withdrawn, change the Student Withdrawn? field to No.
Additional fields will appear, along with a Segments button, for you to provide the updated enrolment
details. Complete all the relevant fields.
Student Withdrawn? - Yes
Student Withdrawn? - No
REMEMBER
› A VoS request is StudyLink asking for a student’s enrolment details. The information you provide in
return is a VoS response.
› Keep your User ID and password details safe, and set up a Challenge Question and Answer in case
you ever forget your password.
› Don’t use your internet browser arrows to navigate – click the links or navigation buttons within the site.
› Remember to logout once you have finished.
› If you experience any issues or have any queries, contact the StudyLink Helpline on 0508 885 885.