Processing Applications

EMA/SSB Processing Steps - 2012

Step 1:  Import Student Enrolments from CASES21 (Government Schools)

NEW FOR 2012: This step no longer needs to be initiated from CASES21. This step has been incorporated into the EMA/SSB web system which allows the student enrolment details to be automatically extracted from CASES21 and imported into the EMA/SSB web system overnight. This process will extract the 2012 enrolments from CASES21 to allow EMA/SSB applications for 2012 to be entered.

1. Log into the EMA web system (www.eduweb.vic.gov.au/ema)
2. Click on 'Applications' > 'Download CASES21 Students'.
3. If your school has 'promoted' students for 2012 in CASES21, choose 'Option 2' - which is the default option. 'Option 2' is used (typically from January 2012 onwards) after your school has 'promoted' students for 2012 in CASES21.
4. Click the 'Schedule Download' button. The student enrolment information takes 24 hours to be updated into the EMA web system.

Step 2:  Copying applications from a previous year

A short method for processing applications is to copy the applications from the previous year (for parents who have received EMA previously).

To copy an application:

1. Select ‘Applications’ from the Menu Bar
2. Select ‘Search by Applicant’
3. Select the year applicable to the application to be copied, from the drop down list e.g 2011. You can only choose from either of the two prior years. Optionally, you may also want to enter the parent surname to refine the search.
4. Click ‘Search’
5. Locate the application which you want to copy and click on the 'Copy' link next to the parent's name. This takes you to the ‘Add Application’ page where the copied parent and student information from the prior year is displayed.
   Check the parent’s application form against the system to ensure that all details are correct for the current year. You can add or delete students from the application and also make sure that the parent’s cheque or EFT details are still correct.
   NOTE: Students from all year levels may be added to applications - not just the preps and year 7's.
6. By default, the ‘eligible periods’ setting for each student will be set to P1 and P2 - which means that the application is applicable to the whole year. Unless you know that a student should not receive a P2 payment, leave this setting as is.
7. Click the ‘Save Application’ button. Once you click the save button, the system will check that all mandatory fields have been completed and the application will then be created in the current year.
   Once successfully saved, the application will be displayed in View mode. Typically at this point you have successfully added the application.
8. Click the ‘Back to Search’ button if you wish to return to the search page to continue with copying other applications.

NOTE:  Applications with prep or year 7 students will be automatically validated with Centrelink on 16 January 2012 (SSB eligibility date). All other applications will be automatically validated with Centrelink on 1 February 2012 (EMA eligibility date).

EMA applications which successfully validate with Centrelink will then need to be ‘endorsed’.

Step 3:  Adding new EMA or SSB applications (not copying)

To add a new EMA or SSB application (from scratch): 

1. Select ‘Applications’ then ‘Add Application’ from the Main Menu
2. Select the ‘Application Type’. By default, the value is set to ‘Parent has CRN’ as this is the most common application type.
3. By default, the ‘eligible periods’ setting for each student will be set to P1 and P2  – which means that the application is applicable to the whole year. Unless you know that a student should not receive a P2 payment, leave this setting as is.
4. Enter the parent (or guardian) surname and first name. This is not case sensitive, but the spelling must be identical to the spelling on the parent’s Centrelink concession card. Then (optionally) enter a school reference number.
5. Enter the Centrelink Reference Number (or CRN) of the applicant as per the application form or concession card. The CRN is mandatory for this application type.
6. Select the EMA ‘preferred payment method’ as per the parent’s application form. If EFT is chosen, you must enter the applicable BSB and Account details. If Cheque is chosen, you can also (optionally) indicate whether the cheque has been signed over to the school.

NOTE: For SSB applicants (parents with prep or year 7 students), EFT details must be entered for the parent to receive their SSB payment.

Government schools:

1. Add the children to the application by entering the child’s surname in the ‘CASES21 Student Selection” search box, clicking the ‘search’ button then ticking the box next to the child’s name and clicking ‘select’. You may add multiple children to the application by ticking each child’s name.
   NOTE: Students from all year levels may be added to applications - not just the preps and year 7's.

Non-Government Schools

1. Manually enter each child’s details into the student details section.
   NOTE: Students from all year levels may be added to applications - not just the preps and year 7's.
2. If the application is to apply for both payment periods, leave the ‘Eligible Periods’ setting as the default (P1 and P2).
3. Click the ‘Save Application’ button. Once you click the save button, the application will be displayed in View mode.

NOTE:  Applications with prep or year 7 students will be automatically validated with Centrelink on 16 January 2012 (SSB eligibility date). All other applications will be automatically validated with Centrelink on 1 February 2012 (EMA eligibility date).

EMA applications which successfully validate with Centrelink will then need to be ‘endorsed’.

Step 4: Endorse EMA applications

Endorsing an application means that the principal (or delegate) reviews and checks the entered details against the application form that was submitted by the applicant. Only users with ‘School Approver’ access are able to endorse applications. 

NOTE: SSB applications do not need to be endorsed.

Applications can be endorsed individually or by using the 'Select All' button.

To endorse the applications:

Select ‘Endorse/Authorise’ from the Main Menu.

1. To endorse all applications, click on the 'Endorse All' button – or if you wish to view these applications first you can click on the ‘List Applications’ button.
2. Click 'OK' to confirm.

NOTE: An application will only appear on the endorse/authorise screen if the CRN has been successfully validated with Centrelink.

Applications which have been endorsed are then ready for payment and will be included in the next scheduled EMA payment run. The next EMA payment run date can be viewed on the EMA homepage.

Processing Guide - for School Administrators

The following user guide contains the processing information for School Administrators about EMA and the SSB for 2012.

• School EMA/SSB User Guide 2012 (PDF - 2.4Mb)

Online Training Videos - for School EMA Administrators

The following short training videos provide an overview of the upgraded EMA web system, together with step-by-step guides for processing EMA applications. Each module runs for approximately 3 minutes and uses MP4 Video (mp4) format.

Period 1

• Introduction to the EMA web system (Module 1) (MP4 - 17.8Mb)
• Adding EMA applications by copying (Module 2) (MP4 - 7.4Mb)
• Adding EMA applications from scratch (Module 3) (MP4 - 7.4Mb)

Period 2

• EMA processing for Period 2 - Government Schools (Module 4a) (MP4 - 28.1Mb)
• EMA processing for Period 2 - Non-Government Schools (Module 4b) (MP4 - 21.8Mb)

Centrelink CRN Validation Failures

• Centrelink CRN Validation Failures (Module 5) (MP4 - 13.3Mb)

EFT Rejections

• EFT Rejections (Module 6) (MP4 - 9.4Mb)

Frequently Asked Questions

The EMA web system

The EMA web system is a web based system that provides:

• a consistent method of registering applications across all government and non-government schools
• an automated interface with Centrelink for the validation of applicants
• the ability for all schools to review and modify applications
• the ability to perform a central review of applications for corporate reporting
• cheque and payment reconciliation
• reporting, security and audit facilities
• minimal human involvement in the generation and distribution of payments

The EMA web system can be accessed from the EMA web system link on the menu to the left of this page. Prior to accessing the system for the first time, new users are required to complete an User access request form (PDF - 18Kb) 

EFT payment option

Parents have the option of receiving the 50% parent portion of the Education Maintenance Allowance (EMA) by either:

• Electronic Funds Transfer (EFT) directly into the parent’s nominated bank account

        or

• Cheque payment 

What information do parents have to provide to ensure their payment goes directly into their bank account?

When completing the EMA Application Form, parents who wish to receive their payment via EFT will need to choose the EFT payment option and fill in their BSB and bank account details. The application form also requests the Bank name and Branch name, however this does not need to be entered into the EMA system and is for verification purposes only.

Where an EFT payment is made successfully paid to the parent, no further action is necessary by the school.

Where an EFT payment to a parent is rejected at a bank, the school will need to consult with the parent to determine the correct account details, or consult with the Department to determine appropriate action. Where account details can be corrected, the school will simply update the application details and resubmit the application for EFT payment.

For parents who choose the cheque payment option, the school EMA administrator will record this in the EMA system by selecting the Westpac Cheque payment option.

Where do parents find their BSB and account number?

These details can be found on their bank account statement or they can ask their bank or financial institution for the details.

A BSB (or Bank-State-Branch) number is a code used to identify individual financial institutions. It is usually a 6-digit number and it appears on a bank statement. 

How can I confirm if a parent has been succesfully paid the parent portion into their bank account (EFT)?

The EMA system will display the status of the EMA payment and whether it has been successfully paid or has been rejected by the bank.

To view the status of the parent's EFT payment (parent portion):

• View the parent's application in the EMA system and scroll down to the relevant section - either 'Period 1 EMA Payments' or 'Period 2 EMA Payments'.
• Under the 'Parent Payments' section, the following key payment details will be displayed:
  • Date - this is the approximate date that the payment was deposited into the parent's bank account. The parent should check their bank statement for a payment at least 1 week either side of this date.
  • Amount - this is the amount which was deposited into the parent's account.
  • BSB/Account - this is the BSB and account number which the payment was directed to.
  • Status - this is the current status of the payment: 
    • 'EFT Paid' means that the payment was successfully paid and accepted by the bank. You should provide the parent with the approximate payment date, amount paid, and BSB/account number and ask the parent to check again with his/her bank branch.
    •  'EFT In Progress' means that the payment is in the process of being sent, but may take a few more days to be deposited into the account. 
    • 'EFT Rejected' means that the bank have returned the payment - usually due to an incorrect BSB or account number. In this situation, you should obtain the correct details from the parent and amend the BSB/account number of the system. The payment will be redirected to the amended BSB?account number in the next payment run (the next payment run date is displayed on the EMA homepage).

 

Can parents choose to receive their EMA payment by cheque?

Yes. Parents who wish to receive their EMA payment by cheque can choose to do so by ticking the Payment by Cheque option on the EMA application form.

The cheque will then be posted to the school

However, parents who choose the EFT payment system option will receive their EMA payment directly into their bank account approximately 2 weeks sooner than parents who are paid by cheque.

How to set an EMA favourite in Internet Explorer

If you have added the new EMA Home page to your Favourites, but when you click on the Favourite, you get a ‘access denied’ error, this indicates that the favourite has the wrong URL and needs to be changed.

Your EMA Favourite will be pointing to https://www.eduweb.vic.gov.au/ema/EMAHome.aspx rather than https://www.eduweb.vic.gov.au/ema.

To fix this in Internet Explorer:

1. Go to your Favourites list and right-click on the EMA link that is not working.
2. Then select Properties.
3. In the URL, click at the right end of the text, then back space to remove the “/EMAHome.aspx” part, leaving just https://www.eduweb.vic.gov.au/ema.
4. Click OK to save it.

Your link should now work correctly.

There will be a similar function to edit Favourites in other Browsers.

Assigning users to roles in the EMA/SSB system

A person who is has School Approver access to the EMA system at their School can add or remove users in all school roles at their school. An EMA Access Request form (PDF) is only required to be submitted for new schools or if there is no-one at your school with EMA access.

There are two access levels in the EMA system:

School Approver: This role can endorse and authorise payments, and add or remove School Administrators for their School. This role cannot add or copy applications.

School Administrator: This role performs most of the data entry in the EMA system for a school, such as entering EMA/SSB applications. The role does not have access to endorse/authorise applications, or to maintain role assignments.

A user may be assigned to one (or both) of these roles, and schools may have multiple users set up with EMA system access.

To add users to role in the EMA system:

In the EMA system, click on Administration > Maintain Role Assignments then click Assign User to Role.

Enter the staff member's user id (TO number for government schools, eduweb username for non government schools), select the required role, and then click the Add button to create the role assignment.

The user will then have the assigned level of access to the EMA/SSB system.

How do parents get an application form?

It is the school’s responsibility to make application forms available to parents. These can be downloaded from the EMA website 

For the first instalment payment in 2012, schools need to ensure that parents are made aware that they must submit their application form to the school by 29 February 2012. 

When do application form details need to be entered into the system?

For EMA, schools need to enter and endorse applications in the EMA system by 9 March 2012 in order to meet the first scheduled payment run for first instalment, 2012.

When will parents receive their first instalment EMA payment for 2012?

Schools need to enter and endorse all applications in the EMA system by 9 March 2012 in order to meet the first scheduled EMA payment run for first instalment, 2012. The first scheduled EMA payment run date is Tuesday 13 March 2012.

EFT payments:

• Parents who choose the option to receive their EMA payment by EFT will be paid directly into their bank account approximately 3 - 4 days after the scheduled payment run date. This means that most parents will have received their EMA payment directly into their bank account from mid-March 2012, provided it passes the banking validation.

Cheque payments:

• For parents who choose the option to receive their EMA payment by cheque, the existing timelines for cheque distribution will continue to operate. Cheques will be posted to schools from late March 2012.

How is the EMA amount decided?

The EMA is indexed annually to the Melbourne Consumer Price Index (CPI) to ensure that the payments reflect the increase in the cost of living.

For 2012, the increase will take the amount that parents and schools receive for primary students from $230 to $235. The amount parents and schools receive for secondary students will be increased from $460 to $470.

Why do parents and schools receive 70 per cent at the start of the year and only 30 per cent for the second instalment?

This arrangement recognises that families incur the highest education costs at the start of the school year - so 70 per cent is provided in the first instalment.

Microsoft Internet Explorer Settings

If the operating system on your computer is Windows XP Service Pack 2, the Pop-up Blocker function for Internet Explorer (IE) may prevent EMA reports and System menus from being displayed because they are loaded into IE pop-up windows. Follow the Instructions (PDF - 533Kb) to either disable the Pop-up Blocker or allow pop-ups for the EMA web system only.

To check the Windows version on a computer: open Internet Explorer, click the Help menu item, then click About Internet Explorer. A small window will open with the version information. If XP or SP2 appears in the version information then you may need to Disable to the pop-up blocker (PDF - 533Kb)

Is an electronic copy of an EMA Application scanned to a PDF file considered to be a legal document or does the school need to retain the paper copy?

Schools can scan EMA records if they want to. Pending further advice in relation to the Evidence Act 2008, schools should retain the paper copies until the 7 years have elapsed. 

How long are Government Schools required to keep EMA Applications?

Government schools are governed by the Public Records Act 1973.

The General Retention and Disposal Authority for Records of Common Administrative Functions (PROS 07/01) provides information for the destruction of public records and prevents the premature destruction of records which need to be retained to satisfy legal, financial and other requirements of public administration.

EMA records are treated as financial records that detail the receipt and expenditure of public monies. Based on Class 5.1.1 of the Authority, government schools are required to keep EMA records for 7 years. 

What are the guidelines for Government schools around storage of EMA records which contain personal and confidential information?

The Information Privacy Act 2000 regulates the way Government schools can collect, use, retain and secure personal information. Schools are responsible for the creation, management and disposal of records in relation to school administration. Principals should arrange for the secure storage of EMA records during the required document retention period.

The Victorian Government Schools Reference Guide discusses the need for secure storage of records and information. The Privacy section (PDF) gives directions and the Archives and records section (PDF) details the need for secure storage of temporary records and mentions the issue of personal information being revealed. 

How long are Non-Government Schools required to keep EMA Applications?

Non-Government schools are not governed by the Public Records Act 1973, which governs Government schools.

Non-Government schools must seek advice on record keeping procedures as part of regular business requirements from the Australian Tax Office (ATO). The ATO guideline specifies maintaining records for 7 years as part of good general practice. 

What are the guidelines for Non-Government Schools around the storage of EMA records?

EMA records contain personal, sensitive and confidential information. Collection and use of the information by the Department is governed by the Information Privacy Act 2000.

Non-Government schools are advised to manage the collection and storage of EMA records using their current procedures on managing confidential student information.