Transcript providers.studylink.govt.nz

Sep 2013
STATUS REPORTS
A Guide for Education Providers
Find the best way to finance your future
About Status Reports
Each year, StudyLink approves approximately 200,000 Student Loan applications, and pays out more than $1,000,000,000 in fees. We
understand that education providers have an interest in monitoring the progress of applications for students who’ve said they’ll pay their fees
this way, and making sure they progress in order for us to make payments to you on their behalf.
While the StudyLink Helpline can respond to status queries received via SAKBase, phone or email, these details can be collated and
provided to you through an easy to use Status Report.
What do they contain?:
›
Name and date of birth
›
Client Number (also known as SWN)
›
Student ID
›
Study Start Date
›
Current Application Status (a list of these is on the following slide)
›
Date of Current Status
›
Context of Current Status – for example what evidence we’re waiting on (a list of these is on the following slide)
›
Campus
How are they delivered, and how often?:
›
Daily – this ensures each report will have the most up-to-date information available. We’ll generate a file listing your students’ status
after the close of our business day, and load it on VOS Online by 8am the following day for your staff with VOS Online access to
download. Some enrolment systems allow you to load these files directly into your system; for those that don’t there’s a viewing tool
available from the Providers website. Once downloaded, these files can be passed on to other staff members at your providers
(even those who don’t have VOS Online access).
How long we’ll list each status on the report:
›
Applications that are at the incomplete, contract, post contract or approved stages will appear for 40 weeks after they change to that
status; closed or declined applications will appear for 4 weeks. This means you’ll be kept up to date with your students’ applications
over the course of their academic year, while only seeing declined or ineligible applications for a reduced period.
Types of Application Status
Under the Current Application Status field, we’ll list one of the following statuses for your students:
STATE
DESCRIPTION
ACTIVE
We’ve made the first loan payment to the student and their Loan Account is activated. This can occur before the 7 working day disclosure
period has expired and fees are ready to be paid, as Living Cost and course-related cost payments we make directly to the student aren’t
subject to that wait. If you’ve sent a VOS, it isn’t unusual for a status to not change to ACTIVE right away; we may be confirming with
Work and Income that the student’s study will not conflict with any assistance they’re is receiving from them. This can take 3-5 working
days after the VOS is received to be completed.
CLOSL
The Loan Account has been closed. If the student has nominated their Student Loan to pay fees, their details will appear on the Nonpayment of Fees Report. This can also occur when the student has made more than one application and we’ve closed an unnecessary
duplicate, so check the report for applications the student has that are still ACTIVE
CON
A contract has been issued to the student and we’re waiting for it to be signed and returned. If evidence is also required (for example their
birth certificate, passport or bank account) this will be requested on the covering letter the contract is sent with. If the student has signed a
paper contract with StudyLink before, they can nominate to sign their contract online through their MyStudyLink account, rather than
waiting to receive one by post.
CONRE
A contract has been returned and accepted but the Student Loan has not yet progressed. This can occur when the contract was returned
with evidence that we’re still processing. It can take 3-5 working days after the contract and evidence are received to be completed.
DECLB
The application has been declined before the VOS cycle started. This can be a result of the student being an undischarged bankrupt, or
not being a New Zealand Citizen or having met Permanent Residency requirements.
DECLV
The application has been declined after a confirmed VOS has been received. This can occur when your response shows the student is not
full time full year or full time part year, they’re not known to your provider, or we’ve identified that they’re receiving a benefit from W&I they
need to come off of before we can approve their application.
DECLP
The application has been declined after the first payment in the account. This can occur when the student has withdrawn, reduced their
EFTS below the required level or their personal circumstances have changed, e.g. they’ve since been declared bankrupt.
INCP
The application is incomplete and cannot proceed without further information. See the Context section for more information on this.
LEAA
VOS has been received and a Loan Entitlement Advice letter generated, but it’s too early for us to make any payments (which would make
the loan ACTIVE). This occurs when the loan is approved outside two weeks before the study start date (the earliest we can issue
payments for course-related costs or fees), and can also happen when a the LEA letter has not actually been issued to the student.
Types of Application Status (continued)
STATE
DESCRIPTION
LNEW
An application has been submitted, but hasn’t been processed or assessed yet.
PCEV
We’ve received a valid contract, but evidence (such as their birth certificate, IRD number or passport) is required before we can accept the
contract and the application can progress. See the Context section for more information on this. You may need to contact the student to
prompt them to provide items
PVPUR
The account is in payment, but we have had an unconfirmed response to a subsequent VOS request. This is normally due to a student
applying for a new period of study while the existing period is still current.
RPEN
We’ve sent a request to Ministry of Education for the student’s past results of study, and are waiting on their response.
STID
A Student ID is required to start the VoS cycle. This is only for education providers that require Student ID and can occur when a student is
studying at multiple providers, or entered other providers on their application and has not notified to us that they’re no longer enrolling
there. Students can enter IDs through MyStudyLink, and you can also notify us of them by SAKBase.
TIAP
We have a confirmed VoS, but the student has indicated they’re applying to Work and Income for a Training Incentive Allowance to assist
with their course. We need to confirm the outcome of their application; this can take 3-5 working days after the VOS is received.
VMIS
We’ve requested a VOS, but the response you’ve sent is either a mismatch or lists them as Unknown.
VNOT
We’ve ready to request VOS, but are not within the lead-in period – the term prior to the study start date that you’ve told us you’ll accept
requests. This is set by default at six weeks, but can be changed at your request to be from 1-999 days. The Student Loan status will stay
the same until we’re inside the lead-in period and are able to send a request.
VOS
A VoS request has been issued, and we’re waiting for a confirmed response
VOSREC
A VoS response has been received and the application is going through a series of checks before we can issue the LEA letter. This can
take 3-5 working days after the VOS is received to be completed.
SUSP
The loan account has been suspended to prevent further payments from releasing. This can occur when the student has advised us they
no longer wish to continue with their loan, or they’ve made multiple claims for course-related costs and we need to confirm whether they
are eligible to receive them. This can take 3-5 working days after the VOS is received to be completed.
2YRPR
The student has not yet held Permanent Residency for two years. We’ll reassess their application once they do.
3YRPR
(For study from 1 Jan 2014 on) The student has not yet held Permanent Residency for three years. We’ll reassess their application once
they do.
Context
The different Current Application Statuses can indicate we require further information from the student, for example they’ve not answered
questions on their application, or need to provide evidence.
CONTEXT
DESCRIPTION
CONTEXT
DESCRIPTION
2EFTS
A VoS has been received but not applied as the student has
reached their annual 2 EFTS limit. Appears with ACTIVE,
LEAA or VOSREC
IRDN
Indicate what their IRD Number is
JAIL
Indicate whether they’re in prison
55GRAND
Provide Age Restriction information / evidence
JSTM
Provide confirmation the Dept. of Corrections has endorsed their study
55UN
Confirm whether they were studying the same programme as
at 19 May 2011
NINS
Indicate where else they’ll be studying; the student has indicated
they’re studying at another provider, but not which, when or where
ACP
Nominate an Alternative Contact Person, for IRD
NOLC
Nominate a Living Costs amount; the student has indicated that they
want to borrow Living Costs each week, but not at what amount
ADDR
Nominate an address for us to send mail to
OVLR
Confirm whether they have Student Loan repayments overdue with
Inland Revenue
BENF
Indicate whether they’ll be receiving a Work and Income
benefit from Work and Income while in study
PREV
Provide evidence of their being a NZ Citizen or Permanent Resident
BNKE
Provide evidence of their Bank Account Number
RBCP
Provide evidence that they had reasons beyond their control for not
passing half for Student Loan performance purposes
BNKN
Indicate what Bank Account Number they want to use to
receive their nominated course-related costs or Living Costs
RESD
Indicate whether they’re a NZ Citizen or Permanent Resident
BNKR
Indicate whether they’re an undischarged bankrupt
SBEN
Indicate if their spouse is on a benefit
CAMR
Indicate which of your campuses they’re studying at
SSPI
Return the Statement of Satisfactory Progress we issued them, in order
to confirm their results of study
DOBE
Provide evidence of their identity and Date of Birth
STNE
Provide their student ID number (this may be for a different provider the
student is also applying for).
FEES
Indicate whether they want the Student Loan to pay their fees
SUMI
Indicate whether they are a Summary Instalment Debtor
FFYG
Indicate whether they are studying a Fees Free or Youth
Guarantee course
TIA
Indicate whether they will be applying to Work and Income for a
Training Incentive Allowance
IRDE
Provide evidence of their IRD Number
Need Help?
If you need more information, would like to start receiving a Status Report, Institution Report or amend what you’re already receiving, contact
the StudyLink Helpline via:
› SAKBase
› phone on 0508 885 885
› email at [email protected]