CSEF Information for schools

Use of funds

Schools are required to use the Camps, Sports and Excursions Fund (CSEF) payment for expenses relating to Camps, Sport and/or Excursions for the benefit of the eligible student.

Some common examples of school-organised programs for which the CSEF payment may be used include:

  • School camps/trips
  • Swimming and other school-organised sporting programs
  • Outdoor education programs
  • Excursions/incursions

Schools will need to communicate with eligible parents/guardians to advise how the school intends to allocate the CSEF payment for the benefit of the eligible student.

The CSEF payment cannot be used towards voluntary school charges, nor towards books, stationery, school uniforms, before/after school care, music lessons, graduations, etc.​

CSEF system

CSEF applications are processed by schools using a web based system. For more information, see: CSEF web system.

Processing CSEF applications

Information and processing help for school administrators about the CSEF web system can be found at: processing CSEF applications

Access

School Administrators who have been granted access can access the systaem at: CSEF system.

Users in the CSEF School Approver role can add and delete users in the School Administrator or School Approver role at their school within the CSEF system (Administration > Maintain Role Assignments).

New school administrators are able to obtain access to the CSEF system by completing a CSEF user access form (doc - 68.5kb).  

CSEF expenditure

Schools are accountable for ensuring the CSEF payment is allocated towards camps, sports or excursion expenses for the eligible child.

Schools will need to communicate with eligible families regarding how the school intends to use the CSEF payment to assist the eligible child. 

Acquittal

Government Schools:

At government schools, the CASES21 system allows CSEF expenditure to be allocated against eligible students’ expenses, while non-government schools use similar administrative systems. 

At government schools, when a CSEF payment is deposited into the school’s high yield account, run the process to receipt the CSEF payment against the family account.  The family statement has a column indicating CSEF receipts. Schools can then allocate the CSEF payment to the appropriate camps, sports and excursion costs.

For more information, see: CASES21 Business Process Guide (Section 1).

Catholic Schools:

At Catholic systemic schools the Catholic Education Commission of Victoria (CECV) can advise schools as to the appropriate accounting treatment and acquittal process.

Independent Schools:

Independent schools may have different systems in place. It is the responsibility of the school to ensure that their systems can allocate CSEF expenditure against eligible students' expenses.

Students changing schools:

The school that the student is enrolled and attending on the February census date (28 February 2017) is the school that should process and receive the CSEF payment.

If the student transfers to another Victorian school, the default position is that the value of any unspent portion of the CSEF should follow to the student’s new school, so that the student has access to the full value of the payment*.

However, if the unspent portion is of a minimal amount, the schools may agree that the funds are not transferred as long as the new school commits to provide the student with assistance to the value of the unspent amount.

* In the government sector, a funds transfer would typically require the initiating school to create a CASES21 Family Payment and then arrange for the unspent portion to be transferred to the new school via a bank transfer or cheque payment. For more information, see: CASES21 Business Process Guide (Section 1).

Remaining Funds:

Any remaining portion of the CSEF not expended by the end of the school year may be carried forward by the school towards the following year’s camps, sports and excursions expenses for the eligible child.

Students leaving the school system:

If the student leaves the Victorian school system, the CSEF payment will remain with the school and may be used towards the expenses for other family siblings, or school-incurred costs associated with operating camps, sports or excursion activities for students.

Applications

Schools should ensure that applications received are entered into the CSEF web system for payment commencing in March 2017.

Schools will be able to accept and process applications into the CSEF web system  during term one and term two, 2017 with payment runs to schools to occur on a regular basis.

Eligibility will be subject to the parent/legal guardian’s concession card successfully validating with Centrelink on the first day of term one or two. The validation will occur automatically through an automated interface between the CSEF system and Centrelink.

Schools should copy or sight the concession card to ensure that the parent’s name and Centrelink Reference Number (CRN) matches the Centrelink database.

For more general information, see: Camps, Sports and Excursions Fund