STATUS REPORTS

Find the best way to finance your future

Sep 2013

A Guide for Education Providers

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 Non-payment 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.

ContextThe 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 studylink_helpline@msd.govt.nz