Contents

1.	Student Conveyance Allowance System – Introduction
2.	Student Conveyance Allowance System – Create an Application (Part 1)
3.	Student Conveyance Allowance System – Create an Application (Part 2)
4.	Student Conveyance Allowance System – Create an Application (Part 3)
5.	Student Conveyance Allowance System – Create an Application (Part 4)
6.	Student Conveyance Allowance System – Create an Application (Part 5)
7.	Student Conveyance Allowance System – Create an Application (Part 6)
8.	Student Conveyance Allowance System – Overrides
9.	Student Conveyance Allowance System – Modify and Delete Applications
10.	Student Conveyance Allowance System – Claims
11.	Student Conveyance Allowance System – Reports
12.	Student Conveyance Allowance System – Roll Forward Applications
13.	Student Conveyance Allowance System – Import Student Enrolment Data

1.	Student Conveyance Allowance System – Introduction 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn about:

•	security roles
•	user roles
•	how student information is added to SCAS
•	logging on 
•	navigating
•	logging off
•	getting help.

Click on the Start button to begin!

Security roles

Users of SCAS must be authorised and authenticated. The Student Transport Unit (STU) administers SCAS and authorises user access. For government schools, authorised users will be granted access through their edumail (EDU001) accounts; while for non-government schools, authorised users will access the system using authorised EDUWEB accounts.

Each school will only be able to access its own data.

Click on Next to continue

User roles

School users have two role types; School User and School Approver.

A School User has access to all functions with exception of submitting a claim; while a School Approver has access to all SCAS functionality. If appropriate, both roles (User and Approver) can be assigned to the same person.

Click on Next to continue

How student information is added to SCAS

For government schools, student enrolment data is obtained from and synchronised with CASES21. 

For non-government schools, student enrolment data can be imported electronically through a CSV (Comma delimited) file. SCAS provides tools to assist you in this process. You will learn how to input and import data in the module ‘Import Student Enrolment Data’.

Click on Next to continue

Logging on

You can access SCAS by navigating to https://scas.eduweb.vic.gov.au/scas in your web browser and logging on.

Click in the User name field

For government school users your user name is your edumail id. 

For non-government school users your user name is your EduWeb user name. 

Type eduweb\user

Click in the Password field

For both government and non-government school users your password is your EduWeb password. 

Type p@ssword

When logging on to SCAS, you should select the “This is a private computer” check box to prevent the application from ‘timing out’.

Select the This is a private computer check box

Click on the Log On button

Navigating

The SCAS Welcome screen is displayed, showing a summary of current period details.

Click on Next to continue

The SCAS Control Panel at the left of the screen provides access to all the SCAS functions.

Click on Next to continue

The panel on the right hand side displays a calendar of important SCAS dates, including claim submission dates.

Note that you should not use your browser navigation (Forward and Back buttons) when navigating SCAS.

Click on Next to continue

Logging off

To exit SCAS, always log off. Do not use your browser’s close button. You can log off by clicking on the Logoff link at the top right-hand side of the screen.

Click on the Logoff link

You have been logged off the system.

Click on Next to continue

Getting help

For help, please refer to:

•	Conveyance Guidelines: http://www.education.vic.gov.au/management/schooloperations/studenttransport.htm 

•	DEECD help desk: phone 1800 641 943 and select option 3 twice.

Click on Next to continue

Student Conveyance Allowance System – Introduction 

Congratulations! You have successfully completed this module.

In this module you learned about:

•	security roles
•	user roles
•	how student information is added to SCAS
•	logging on 
•	navigating
•	logging off
•	getting help.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

2.	Student Conveyance Allowance System – Create an Application (Part 1) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	search for a student
•	create an application - Private Car (furthermost).

Click on the Start button to begin!

In order to create conveyance allowance applications in non-government schools, SCAS must be populated with student data. 

In this example, there is data already in the system. You will learn how to input and import data in the module ‘Import Student Enrolment Data’.

Click on Next to continue

Searching for a student

The Welcome screen is displayed. You can search for students using the Student Search option in the menu. 

Click on the Student Search option

The Student Search screen is displayed. A search results table is displayed by default showing up to 50 students per page. Each of the Student IDs in the table (in blue) is a hyperlink to their full student enrolment record. 

If the required student record is not visible in the search results table, a student search can be made by using the search fields. Students can be searched for in various ways such as using full or partial text (surname, first name or student ID) and wildcards (*) in fields (which in SCAS are not case sensitive). 

Click in the Student First Name field

Type William

The students with the first name William are displayed.

Double-click in the Student First Name field

Press the Delete key on your keyboard

In this example, you will create a new application for a student with the surname of Green.

Click in the Student Surname field

Note that wildcard (*) searches can be used at the beginning, middle or end of the search string.

Type g*

Click on the Search button

The students whose surnames begin with ‘g’ are displayed in the search results table. You can click on the Student ID hyperlink to view the student’s details.

Click on the Student ID hyperlink for Taylor Green

The View Student screen is displayed. In this example, you will create a new application for Taylor. Notice that there are no past or current applications for Taylor in the system.

Click on Next to continue

Creating an application - Private Car (furthermost)

If no current applications are listed you can proceed to create the new application.

Click on the Create New Application button

The Create New Application screen is displayed. To create an application you must complete the three tabs shown: Enrolment Details, Transport Details and Summary and Finish. This tab displays ‘read only’ student enrolment information at the top of the screen, together with fields below which you must complete.

Click on Next to continue

In this example, we have scrolled down for you.

Click on the International full fee paying drop-down arrow

Note that full fee paying international students are ineligible for conveyance. 

Select No

Click on the Student is severely physically disabled drop-down arrow

This option is for physically or intellectually disabled, blind or deaf students. 

Select No

Click on the Student is on PSD Program drop-down arrow

This option is for students with disabilities who are in the PSD Program.

Select No

The default Provider Type option is School.

In this example, St Trinian’s only has one campus which is automatically selected. If the school has more than one campus (a multi campus) you must choose the relevant one.

Study the section at the bottom of the screen. The options here allow you to select the correct campus for the student and specify a different distance if the system is unable to calculate it.

On the screen, you will also find:

•	a map showing the calculated route and the corresponding distance
•	a table of like school campuses near to the students residential address.

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

Notice the Not Claimable icon at the top of the screen. This icon is shown when an application is incomplete or not claimable. After completing the application you should see this change.

Click on Next to continue

To/from school allowance is selected by default from the Student claiming list.

Click on Next to continue

You should check the Travel commencement date and Date travel ends fields and alter if required. Note that applications are only for a maximum of one school year’s travel.

Click on Next to continue

Notice that Single is selected by default from the Single or Multi mode transportation list.

In this example, we will scroll down for you.

Click on Next to continue

Click on the Travel Mode drop-down arrow

Notice the options available. In this example, Taylor will be travelling by private car.

Select Private Car

Notice that the Furthermost Or Additional Student list is now available on the screen. In this example, Taylor is the only student travelling in the car so you will leave the default selection, Furthermost.

Click on the Confirm & Next button

Notice the Claimable icon – the application is still in draft. You must confirm and finish before application is complete.

The estimated amount of the allowance is shown in the Allowance Summary section. In this example, Taylor’s estimated amount will be $5.64 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 1) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	search for a student
•	create an application - Private Car (furthermost).

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

3.	Student Conveyance Allowance System – Create an Application (Part 2) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	create an application - Public Bus (yearly)
•	create an application - Public Bus (half yearly).

Click on the Start button to begin!

In this example, you will create an application for Guy Gisborne who will be travelling to school by public bus. Guy has a yearly Victorian student pass.

Click on the Student Search option

The Student Search screen is displayed.

Notice that Guy is visible in the table. 

Click on the Student ID hyperlink for Guy Gisborne

Creating an application – Public Bus (yearly)

There are no past or current applications for Guy in the system so you will proceed to create a new application for Guy.

Click on the Create New Application button

The Create New Application screen is displayed and we have scrolled down for you.

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on Next to continue

In this example, we have automatically scrolled down for you. the campus is selected by default.

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

In this example, we have scrolled down for you.

Notice that To/from school allowance is selected by default from the Student claiming list and Single is selected by default from the Single or Multi mode transportation list.

Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on the Travel Mode drop-down arrow

Notice the options available. In this example, Guy will be travelling by public bus.

Select Public Bus

Notice that additional fields are now available to enter the details of the ticket and service. 

Click on the Ticket Frequency drop-down arrow

Guy has a yearly Victorian student pass.

Select Yearly

Click on the Ticket Type drop-down arrow

Select Victorian Student Pass – Yearly

Notice the ticket amount is now shown on the screen.

Click on the Service Operator drop-down arrow

Select MET Bus

Notice that the Service Route is now selected.

Click on the Confirm & Next button

Notice the Claimable icon – the application is still in draft. You must confirm and finish before application is complete.

The estimated amount of the allowance is shown in the Allowance Summary section. In this example, Guy will get $458.00 for his yearly pass.

Click on the Confirm & Finish button

The application has been successfully created.

Next, you will create an application for a student who holds a half-yearly pass. 

Click on the Student Search option

The Student Search screen is displayed and we have scrolled down for you.

Click on the Student ID hyperlink for Chloe Stone

Creating an application – Public Bus (half yearly)

Click on the Create New Application button

In this example, we have scrolled down for you.

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

In this example, we have scrolled down for you.

You will leave the default selections for Student claiming and Single or Multi mode transportation. Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on the Travel Mode drop-down arrow

In this example, Chloe will be travelling by public bus.

Select Public Bus

Click on the Ticket Frequency drop-down arrow

Chloe has a half-yearly Victorian student pass.

Select Half Yearly

Click on the Ticket Type drop-down arrow

Select Victorian Student Pass - Half Yearly

Click on the Service Operator drop-down arrow

Select MET Bus

Click on the Confirm & Next button

Notice the Claimable icon – the application is still in draft. You must confirm and finish before application is complete.

The estimated amount of the allowance is shown in the Allowance Summary section. In this example, Chloe will get $3.06 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 2) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	create an application - Public Bus (yearly)
•	create an application - Public Bus (half yearly).

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

4.	Student Conveyance Allowance System – Create an Application (Part 3) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	create an application – Private Bus 
•	save a draft application
•	open and complete a draft application.

Click on the Start button to begin!

Creating an application – Private Bus 

In this example, you will create an application for Edward Singh who will be travelling by private bus. 

Click on Next to continue

In this example, we have begun a new application for you. You would do this by accessing Edward’s details from the Student Search screen and then clicking on the Create New Application button.

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

In this example, we have scrolled down for you.

You will leave the default selections for Student claiming and Single or Multi mode transportation. Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on Next to continue

Saving a draft application

Sometimes it may be necessary to save a draft application; for example, when you have to leave the computer or if a student’s details need to be confirmed. You can do this using the Save Draft facility after all the fields on the page have been completed.

Click on the Save Draft button

A message is displayed confirming that the application has been saved. 

Click on Next to continue

Completing a draft application

The Welcome screen is displayed. 

Click on the Student Search option

In this example, we have scrolled down for you.

Click on the Student ID hyperlink for Edward Singh

Notice that the applications in the system are shown in the Application section. You can return to Edward’s application by clicking on the hyperlink, which has “draft”.

Click on the Application ID hyperlink for Edward’s application

The Application Summary tab of the View Application screen is displayed.

You can complete the application by clicking on the Modify button.

Click on the Modify button

In this example, we have scrolled down for you. 

Click on the Confirm & Next button

Click on the Travel Mode drop-down arrow

Select Private Bus

Click on the Confirm & Next button

Notice the Claimable icon – the application is still in draft. You must confirm and finish before application is complete.

The estimated amount of the allowance is shown in the Allowance Summary section. In this example, Edward’s estimated amount will be $5.92 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 3) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	create an application – Private Bus 
•	save a draft application
•	complete a draft application.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

5.	Student Conveyance Allowance System – Create an Application (Part 4) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	create an application – Private Car (additional)

Click on the Start button to begin!

Creating an application - Private Car (additional)

In this example, you will create a new application for Fuchsia Green. Fuchsia’s brother Taylor already has a submitted application in the system for travel by private car, so Fuchsia is classified as an additional student to the original application. 

Note that one student must be identified as the furthermost student relating to one vehicle or family, and all others as additional. If there is only one student travelling in a private car this student is always identified as the furthermost student.

Click on Next to continue

In this example, we have begun the application for you. 

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

You will leave the default selections for Student claiming and Single or Multi mode transportation. Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on Next to continue

Click on the Travel Mode drop-down arrow

Notice the options available. In this example, Fuchsia will be travelling by private car.

Select Private Car

Notice that the Furthermost Or Additional Student list is now available on the screen. 

Click on the Furthermost or Additional Student drop-down arrow

Select Additional Student

Click on the Confirm & Next button

The application is complete and can now be claimed.

As an additional student, Fuchsia will receive $1.13 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 4) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	create an application – Private Car (additional)

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

6.	Student Conveyance Allowance System – Create an Application (Part 5) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	create a (multi-mode) application – Private Car and Public Bus 

Click on the Start button to begin!

Creating an application - Private Car and Public Bus (multi-mode)

In this example, you will create a new multi-mode application. We will begin the application, for Charlotte Dickson, for you.

Click on Next to continue

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

You will leave the default selection for Student claiming. Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on the Single or Multi mode transportation drop-down arrow

Select Multi-Mode

Notice that two transport sequences are now available.

Click on the Travel Mode drop-down arrow for Sequence 1

Select Private Car

You will leave the default selection for Furthermost Or Additional Student.

Click in the Travel Distance field

Type 11

Click on the Travel Mode drop-down arrow for Sequence 2

Select Public Bus

Click on the Ticket Frequency drop-down arrow

Charlotte has a half-yearly Victorian student pass.

Select Half Yearly

Click on the Ticket Type drop-down arrow

Select Victorian Student Pass - Half Yearly

Click on the Service Operator drop-down arrow

Select MET Bus

Notice that the Service Route is now selected.

Click in the Travel Distance field

Type 35.4

Click on the Confirm & Next button

The application is still in draft and you must click on the Confirm & Finish button to complete it. Notice that an override is automatically generated. SCAS will generate an automatic override for all multi-mode applications.

In this example, Charlotte will receive an estimated $5.88 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 5) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	create a (multi-mode) application – Private Car and Public Bus.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

7.	Student Conveyance Allowance System – Create an Application (Part 6) 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	create an application – Off Campus Only
•	print an application.

Click on the Start button to begin!

Creating an application – Off Campus Only

An off campus allowance is only available to students enrolled in years 11 and 12 who are required to travel 4.8km or more to a TAFE institute, Registered Training Organisation (RTO) or another school to access part of their course of study. 

In this example, you will create an Off Campus Only application for William Bartley who is at TAFE two days a week.

Click on Next to continue

In this example, we have begun the application for you. 

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

Click on the Student attending nearest campus drop-down arrow

Select No

Click on the Confirm & Next button

Click on the Student claiming drop-down arrow

Select Off Campus Only

Click on the Number of school days off campus per week drop-down arrow

Select 2

Click on the Confirm & Next button

The application is still in draft, you must click on the Confirm & Finish button to complete it.

In this example, William will receive an estimated $0.86 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Printing an application

You can print an application after it is created.

Click on the View Claim option

Click on the Application ID hyperlink for William Bartley’s application

The Application Summary tab of the View Application screen is displayed.

You can print the application by clicking on the Print button.

Click on the Print button

The application is displayed in a new window as a PDF. You can save it or print it using the commands in Adobe Reader.

Click on Next to continue

Student Conveyance Allowance System – Create an Application (Part 6) 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	create an application – Off Campus Only
•	print an application.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

8.	Student Conveyance Allowance System – Overrides 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.
	
In this module you will learn how to:

•	override (eligibility of distance)
•	override (lack of places)
•	attach supporting documentation.

Click on the Start button to begin!

Override (Eligibility of distance)

SCAS provides an ‘override facility’ in recognising that circumstances may arise which require special treatment. In this example, you will create an application with an override for Luke Walker. 

Luke would not usually qualify but the local bridge has not been repaired after flood damage and a permanent detour is in place.

Click on Next to continue

In this example, we have begun the application for you. 

Click on the International full fee paying drop-down arrow

Select No

Click on the Student is severely physically disabled drop-down arrow

Select No

Click on the Student is on PSD Program drop-down arrow

Select No

The detour has added another 6km to the journey.

Click in the Specify a different distance field

Type 24

Click on the Student attending nearest campus drop-down arrow

Select Yes

Click on the Confirm & Next button

You will leave the default selections for Student claiming and Single or Multi mode transportation. Remember to check the Travel commencement date and Date travel ends fields and alter if required. 

Click on the Travel Mode drop-down arrow

Select Private Car

You will leave the default selection for Furthermost Or Additional Student.

Click on the Confirm & Next button

SCAS generates an override for Incorrect Calculated Distance. You must add a note to explain the reason in the Override Note field.

Click in the Override Note field

Type Bridge is down, detour required

Note that you can add attachments to support the application if required by clicking on the Browse button to locate the relevant file and then clicking on the Add Attachment button. 

In this example, no attachments are necessary.

Click on Next to continue

You can also add another override by clicking on the Add Override button. In this example, however, this is not necessary.

Click on the Save Overrides button

The application is complete and can now be claimed.

In this example, Luke will receive an estimated $3.94 per day.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Override (Lack of places)

A common reason for an override is when a student is unable to attend the closest school due to a lack of places. In this example, we have begun an application for Louisa Preston who cannot attend her closest school for this reason.

Click on Next to continue

Click on the Student attending nearest campus drop-down arrow

Select No

Click on the Confirm & Next button

You will leave the default selections for Student claiming and Single or Multi mode transportation. Remember to check the Travel commencement date and Date trave ends fields and alter if required. 

Click on the Travel Mode drop-down arrow

Select Private Car

You will leave the default selection for Furthermost Or Additional Student.

Click on the Confirm & Next button

A warning is displayed indicating that the campus attended by the student is not the nearest. You can apply an override manually so that the application is still included in the claim.

Click on the Add/Edit Overrides button

Click on the Add Override button

Click on the Override Reason Code drop-down arrow

Note the options shown. In this example, the reason is that a place wasn’t available at the nearest campus.

Select Lack of available places in nearest school

Click in the Override Note field

Type No places available, see attached letter

Attaching supporting documentation

Note that documentation from the nearest available school must be attached to the application.

In this example, the applicant has provided a letter. You can upload this document to include with the application.

Click on the Browse button

Select LPreston Application.doc

Click on the Open button

Click on the Add Attachment button

Click on the Save Overrides button

Notice that the override has been added and the document is attached. Now you can finalise the application.

Click on the Confirm & Finish button

The application has been successfully created.

Click on Next to continue

Student Conveyance Allowance System – Overrides 

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	override (eligibility of distance)
•	override (lack of places)
•	attach supporting documentation.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module
9.	
Student Conveyance Allowance System – Modify and Delete Applications

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	modify an application
•	delete an application.

Click on the Start button to begin!

Modifying an application

An application may require modification where the details for a student have changed, where new or altered transport details are required, or where a claim has been rejected by the Student Transport Unit (STU). 

In this example, you will modify Guy Gisborne’s application. The applicant has requested that Guy’s ticket be changed from a yearly pass to a half-yearly pass. 

Note that you can only modify an application prior to a claim being submitted. 

Click on the Student Search option

Click on the Student ID hyperlink for Guy Gisborne

Notice that the application is shown in the Application section. 

Click on the Application ID hyperlink 

The Application Summary tab of the View Application screen is displayed.

You can complete the application by clicking on the Modify button.

Click on the Modify button

You are asked whether you wish to change the end date of the application. In this example, this is not necessary.

Click on the No button

Next you are prompted to confirm the date from which the changes will be effective. In this example, the change will take effect immediately so you will accept the default date.

Click on the Next button

You are advised that a revised application form must be provided if any student or parent details are changed.

Click on the Confirm button

You can proceed through the application and just update the information that has changed. In this example, we will scroll down for you.

Click on Next to continue

Click on the Confirm & Next button

Click on the Ticket Frequency drop-down arrow

Select Half Yearly

Click on the Ticket Type drop-down arrow

Select Victorian Student Pass - Half Yearly

Click on the Confirm & Next button

Click on the Confirm & Finish button

The application has been successfully updated.

Click on Next to continue

Deleting an application

You can delete an application before a claim is submitted. In this example, one of the free school bus routes has been revised and Chloe Stone no longer requires the allowance.

Click on the Student Search option

In this example, we have scrolled down for you.

Click on the Student ID hyperlink for Chloe Stone

Notice that the application is shown in the Application section. 

Click on the Application ID hyperlink 

The Application Summary tab of the View Application screen is displayed.

You can delete the application by clicking on the Delete button.

Click on the Delete button

A message is displayed. You must confirm that you wish to delete the application.

Click on the Confirm Delete button

The application has been successfully deleted.

Note that if you need to delete an application once a claim has been submitted, the travel end date will need to be updated to the last date of travel to ensure the application is not included in future claims.

Click on Next to continue

Student Conveyance Allowance System – Modify and Delete Applications

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	modify an application
•	delete an application.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

10.	Student Conveyance Allowance System – Claims

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn:

•	about submitting claims
•	how to preview a claim
•	about requesting school approval
•	how to submit a claim
•	how to modify a claim
•	about deleting a claim
•	about rejected claims
•	how to resubmit a rejected claim.

Click on the Start button to begin!

Submitting claims

A ‘claim’ represents one or many applications made by a school for the payment of a conveyance allowance for a given period. 

There are four claim periods with each period corresponding to one of the four terms of the school year. A school must submit a claim four times a year: once in each claim period. 

Click on Next to continue

Note the following, about submitting a claim:
 
•	Only School Approver users can submit a claim
•	A claim can only be submitted between the calendar claim period open and close dates
•	Only one claim can be submitted in each claim period
•	Once submitted to the Student Transport Unit (STU), a claim cannot be modified unless it is returned with a ‘Rejected’ status
•	A student may have more than one application associated with a claim for a given claim period. 

In this example, you are logged on as a School Approver user.

Click on Next to continue

Previewing a claim

Each term you will submit a claim to the STU. You can preview a claim before submitting on the View Claim screen.

Click on the View Claim option

The claim preview is displayed on the screen. Notice the value of the claim is shown. Take a moment to read the claim details.

Any drafts or non-claimable applications can be viewed by clicking on the number of applications excluded from claim, which is a hyperlink.

Click on the Applications excluded from claim number hyperlink

The incomplete applications are shown in the table. In this example, you will return to the View Claim screen.

Click on the View Claim option

In this example, we have scrolled down for you. Notice the details of the different applications in the table. You can view individual applications by clicking on the Application ID hyperlinks.

Click on Next to continue

Requesting school approval

Prior to submitting the claim, the claim must be approved by a School Approver user. In this example, you are a School Approver user.

School Users will not have access to the Submit button currently shown. Instead, they will see the Request school approval button, on which they can click to notify the School Approver (by email) that the claim is ready for approval. The claim submission process must then be continued by the School Approver.

Click on Next to continue

Submitting a claim

After you have completed all the student applications you can submit the claim by clicking on the Submit button.

Click on the Submit button

A message is displayed requesting you to confirm that the information in the claim is correct.

Click in the I certify that the information supplied is true and correct check box

You are now ready to submit the claim.

Click on the Submit button

The claim has been submitted successfully.

After submitting the claim, you can view it.
	
Click on the View Claim option

Notice that the Preview Claim tab is no longer shown. The information is now displayed in the View Claim tab. 

In this example, the current claim status is ‘Submitted’. Once the STU has reviewed the claim this will change to, ‘Ready to Pay’, ‘Pending Payment’, or ‘Paid’. 

Click on Next to continue

Modifying a claim

You can only modify a claim before it is submitted. If a claim has already been submitted, you should contact the STU and request that it be rejected in order to make modifications. If there is a need to revise a claim which has already been submitted, the only course of action open is to request that the STU rejects the submitted claim.

Deleting a claim

You cannot delete a claim, claims can only be modified. 

If a claim has been submitted and you need to make changes, you should contact the STU to discuss your options.

Click on Next to continue

Rejected claims

Claims are rejected when an override for an application included in the claim is rejected by the STU, or the claim is rejected by the STU for some other reason.

In either case a rejection note will be displayed on the View Claim screen. When a claim is rejected by the STU, the claim status is reset to Not Submitted and control of the claim is returned to the school.

Click on Next to continue

Resubmitting a rejected claim 

You should review the rejected claim and take any action required for the applications that are affecting the claim. When the claim is complete you can submit it again by clicking on the Submit button.

Click on Next to continue

Student Conveyance Allowance System – Claims

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	about submitting claims
•	how to preview a claim
•	about requesting school approval
•	how to submit a claim
•	how to modify a claim
•	about deleting a claim
•	about rejected claims
•	how to resubmit a rejected claim.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

11.	Student Conveyance Allowance System – Reports

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to view and print:

•	the Applications Report
•	the Student Payment Report
•	the Transport Summary Report.

Click on the Start button to begin!

Various reports are available in SCAS using the options in the menu.

Click on the Applications Report option

The Applications Report

Take a moment to read through the various filters that can be applied to the report. You can filter the results by surname, first name or ID as well as using applicant details.

You can also filter using various details from the applications like Transport Mode and Ticket Type.

Click on the Transport Mode drop-down arrow

Select Public Bus

Click on the Search button

The applications for students traveling by public bus are shown in the table. To clear the filter you can select No Filter from the filtered list – in this case Transport mode – or, when you have multiple filters applied, click on the menu option for the report again.

Click on the Applications Report option

The full report is displayed with no filtering. 

You can also filter the results by Completion Status and select Draft to display the incomplete applications which can be useful.

Click on the Completion Status drop-down arrow

Select Draft

The draft applications are now shown in the table.

You can print the report by clicking on the Print button.

Click on the Print button

The report showing the applications in the claim is displayed in a new window as a PDF. You can now print it using the commands in Adobe Reader.

Click on Next to continue

Click on the Student Payments Report option

The Students Payment report

After a claim has been submitted you can run this report to view the payments made to students. This report can be filtered by claim period and Transport type.

The Note field allows you to record additional information which is displayed on every page of the report.

Click on the Claim Period To drop-down arrow

Select 2012, Term 2

Select the Private Car option in the Transport Mode list.

Click on the Run Report button

The report showing the payments made for students travelling by private car for the first two terms in 2012 is displayed in a new window as a PDF. You can save it or print it using the commands in Adobe Reader.

Click on Next to continue

Click on the Transport Summary Report option

The Transport Summary report

The Transport Summary Report shows the student and applicant details as well as the transport and payment details for each application in a claim. It is generated as a .csv file so it can be analysed further by the school.

In this example, you will leave the default selections and run the report for the whole year and every Transport Mode.

Click on the Run Report button

The report is displayed in a new Excel window. You can save or print it, or use the data in other reports or spread sheets.

Click on Next to continue

Student Conveyance Allowance System – Reports

Congratulations! You have successfully completed this module.

In this module you learned how to view and print:

•	the Applications Report
•	the Student Payment Report
•	the Transport Summary Report.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

12.	Student Conveyance Allowance System – Roll Forward Applications

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn how to:

•	roll applications forward.

Click on the Start button to begin!

Applications are generally valid for a school year, a facility is provided to roll forward applications into the following school year. The application roll forward function can be run after the 1st January each year. 

Applications can be rolled forward if: 

•	the application was claimable and ended on the last school day of the previous year
•	the student has no applications in the current year
•	the student’s year level recorded in the application is not ‘12’. 

Click on the Roll Forward Applications option

For each year level listed, the number of applications that can be rolled forward is displayed. 

You can roll forward applications for all the year levels listed by selecting the check box beside the Select heading, or for individual year levels by selecting the corresponding check box.

In this example, you will roll forward the applications for Year 9.

Select the check box for Year 9 applications

Click on the Roll Forward button

The roll forward will be processed overnight and you will be notified by email when this is complete.

Note that rolled forward applications have the following attributes: 

•	The application travel start date is the first school day of the current claim period
•	The application travel end date is set to the last school day of the current calendar year
•	Year levels ‘00’ to ‘11’ are adjusted to the next year level 
•	Year level ‘UG’ remains as year level ‘UG’ 
•	All other application details, with the exception of the Date Commencement Override, are copied to the new application. 

Click on Next to continue

Student Conveyance Allowance System – Roll Forward Applications

Congratulations! You have successfully completed this module.

In this module you learned how to:

•	roll applications forward.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module

13.	Student Conveyance Allowance System – Import Student Enrolment Data 

Welcome to the Student Conveyance Allowance System (SCAS) e-learning course.

In this module you will learn:

•	about import files
•	how to import student enrolment data
•	about import errors
•	how to view import history.

Note that this process applies to non-government schools only.

Click on the Start button to begin!

Import files

Student enrolment details may be loaded in bulk into SCAS using the Import Student Enrolment Data facility. You can do this using an import file containing a header record, followed by one data record per student. 

Click on Next to continue

SCAS imports data using a CSV (Comma delimited) file. This can be created as a text file or as a spread sheet. In this example, we have opened a sample import file for you in Excel.

Note that a template is available in SCAS and can be downloaded by clicking on the hyperlink. The template is an Excel CSV (Comma delimited) file with the headers included.

Every record in the file consists of 21 fields and all data records must contain data in these mandatory fields:

•	VSN
•	Student ID
•	Student First Name
•	Student Surname
•	Birth Date
•	FTE (Student Full Time Equivalent )
•	Enrolment Date
•	Year Level
•	Student Contact Number
•	Student Address Line 1
•	Student Address Line 2 (required if Line 1 is blank)
•	Student Suburb
•	Student Postcode.

Click on Next to continue

In this example, we have scrolled across for you.

Data should be provided in the following data fields if available (note that this is not mandatory): 

•	Applicant First Name
•	Applicant Surname
•	Applicant Contact Number
•	Applicant Address Line 1
•	Applicant Address Line 2
•	Applicant Suburb
•	Applicant Postcode.

Click on Next to continue

The data field Exit Date is optional and may be left empty.

Click on Next to continue

In this example, we have opened a sample text import file for you.

When creating an import file as text, remember that all fields must be separated by a comma. Note that no comma should be included following the last field (Applicant Postcode) for each record.

For the import to be successful, headers must be recorded for all data fields – even if those fields are not mandatory and will not be populated. 

Click on Next to continue

Here, we have returned to the import file in Excel. You can create the import file as a normal Excel workbook and save it as a CSV (Comma delimited) file before importing it.

You can do this using the Save As dialog box. There are different ways of accessing the Save As command, depending on your version of Excel. In this example, Excel 2010 is shown and the command can be accessed via the File tab.

Click on the File tab

Click on the Save As option

Click on the Save as type drop-down arrow

Select CSV (Comma delimited)

Click on the Save button

The file has been saved in the required format and is ready to be imported into SCAS.

A resource has been provided which includes full details of the requirements for import files. Click here to download the import file resource.

Click on Next to continue

In this example, the Welcome screen in SCAS is now displayed.

Click on the Import Student Enrolment Data option

Importing student enrolment data

You are ready to upload the import file.

Click on the Browse button

Select StTrinians_College_02999900_06.csv

Click on the Open button

You can check the progress of the import by clicking on the Check Progress button.

Click on the Check Progress button

You can continue to check the progress of the import until processing is complete.

Click on the Check Progress button

Processing is now complete and the data has been imported. In this example, notice that no existing students were updated. 

The Import Student Enrolment Data facility will not update data in existing applications. Note the following: 

•	Neither student personal, student enrolment nor applicant details will be updated automatically as a result of student, applicant or address updates imported into SCAS
•	Any applications affected will be flagged for changes detected
•	As any changes may make an application which was previously eligible no longer eligible, all changes should be reviewed carefully and incorporated as soon as they come into effect. 
 
If there are any changes detected that affect current applications, this data can be reviewed by clicking on the View all changed applications link. In this example, there are no changes detected.

Click on Next to continue

Import errors

Notice that there were errors with two of the data records. When there is an error with a record and it has been rejected, data is not imported for that student and it must be corrected and re-uploaded. 

In this example, Jack Hemmingway’s address is missing and Lachlan Davidson has an incorrect or missing VSN. You would check these errors in the file, and then create and upload a new import file containing only the amended data for these students.

Remember that Student VSNs and IDs are unique within a school – no two students may be assigned the same Student VSN or ID. 

Click on Next to continue

Viewing import history

You can track imported data by clicking on the Student Import History option.

Click on the Student Import History option

The details of each data import can be viewed by clicking on the date for each import, which is a hyperlink.

Click on the hyperlink for the most recent import

The details of the import are displayed.

Click on Next to continue

Student Conveyance Allowance System – Import Student Enrolment Data 

Congratulations! You have successfully completed this module.

In this module you learned:

•	about import files
•	how to import student enrolment data
•	about import errors
•	how to view import history.

Note that this process applies to non-government schools only.

Please refer to the SCAS School User Guide for more information: http://www.education.vic.gov.au/management/schooloperations/scas.htm

Click on the Close button to exit this module