Frequently Asked Questions

From Term 1 2017, Victorian government and Catholic schools will use the new Victorian Curriculum F-10. Curriculum related information is currently being reviewed and may be subject to change.

For more information on the curriculum, see:
The Victorian Curriculum F–10 - VCAA

For Parents/ Guardians/ Carers

What is a conveyance allowance?

The conveyance allowance is a form of financial assistance for parents/carers to transport children to and from school in rural and regional Victoria. In some locations, students are unable to access free school buses. In these instances, students may receive a conveyance allowance to assist with travel costs. Allowances are available for public transport, private car and private bus.

For further information, see: Conveyance Allowance

How do I know if my child is eligible for a conveyance allowance?

For information about student eligibility, see: Conveyance Allowance

Where can I get an application form?

For student conveyance application forms, see: Conveyance Allowance

Where do I submit my child's conveyance allowance application?

Parents should submit their completed application form to their child's school for processing.
 

Can I use online mapping software to calculate the distance from home to school/campus attended?

Online mapping software such as Google Maps and Whereis should be used as a guide only. The Student Conveyance Allowance System (SCAS) used by your child's school will test a student’s eligibility thoroughly and consistently. Each conveyance school uses SCAS to record details from the conveyance allowance application forms submitted by parents/guardians. Eligibility for an allowance is not normally confirmed until mid-late term 1 when the first claim period on SCAS opens. SCAS assists schools in determining whether the school attended is the student’s nearest (this establishes the student’s eligibility to claim from the school attended).

For information about how distance is calculated on SCAS, see: Student Conveyance Allowance System  

Can I appeal if my child's application for a conveyance allowance has been declined on distance criteria to closest school?

The SCAS software will assess the application by calculating the distance between the latitude & longitude of the student’s street address and the latitude & longitude of the school address using the shortest most practicable route. Parents may calculate the distance using the route that they wish to drive rather than the shortest practicable route. The Department cannot accept these distances or the distance from odometer readings as they may be inaccurate. However, if the SCAS route uses roads that are closed or impassable in poor weather conditions, your school can contact the SCAS Help desk for reassessment.  

If enquiries cannot be resolved at school level, please provide school name and student details in an email to: conveyance@edumail.vic.gov.au. After the matter has been investigated a written response will be provided.

For Schools

Government schools must ensure that CASES21 (Admin) accurately reflects current student enrolment details for the school calendar year (i.e. that all students currently enrolled at your school are shown are active on CASES21).

Government student enrolment and exit data must be kept up to date in CASES21. Once CASES21 (Admin) has been updated for the current school year i.e. 2014, SCAS will automatically schedule a download of the current student enrolment data from CASES21 to the SCAS web based system overnight. 

Non-government schools must upload a current enrolment import file at the beginning of term 1, each school calendar year*. *It is recommended to upload a student import file at least once each term in order to maintain correct student enrolment and exit data.

    How do non-government schools import student enrolment data?

    School staff with SCAS access must log into the SCAS web based system:
  1. On the home page under the Control Panel menu select ‘Import Student Enrolment Data’ and download the template. 
  2. Populate the columns with the student data (do not add commas) and save as a csv file on your PC.
  3. Go to ‘Browse’ select your csv file and then select the ‘Import’ button.
  4. When the import has been completed, go to 'Student Import History' under the Control Panel menu and check to see if your import has been successful.
  5. If not successful check your csv file to ensure that all columns are populated with the correct data.  Correct the errors and ‘Import’ again.
  6.  

How do school staff obtain user access to SCAS? (All schools)

Download and complete a SCAS user ID access form. See: Student Conveyance Allowance System

How do schools Roll Forward applications on SCAS each school year and create an application for each student? (All schools) 

 

What do schools do if there is not sufficient information on the student’s conveyance application form to complete the application? (All schools)

  1. If schools have started to create an application in SCAS and cannot complete it, save the application as a ‘draft’.
  2. To complete the application, select the ‘Applications Report’ under the SCAS 'Control Panel', search the student name, select the 'Application ID' and then select the ‘Modify’ button to open the application, add the required information, and ‘Confirm and Finish’ the application.

Note: Applications in SCAS left in ‘Draft’ will be excluded from the school claim. 

For more detailed instructions please refer to the SCAS school user guide at: Student Conveyance Allowance System

How can schools check if their students meet the eligibility criteria to receive the conveyance allowance? (All schools)

See: Conveyance Allowance

Why would the travel distance in SCAS vary from the distance the parent has written on their application form? (All schools)

The SCAS software will assess the application by calculating the distance between the latitude & longitude of the student’s street address and the latitude & longitude of the school address using the shortest most practicable route. Parents may calculate the distance using the route that they wish to drive rather than the shortest practicable route.  The Department cannot accept these distances or the distance from odometer readings as they are inaccurate. However, if the SCAS route uses roads that are closed or impassable in poor weather conditions, contact the SCAS Help desk for reassessment.

If enquiries cannot be resolved at school level, please provide school name and student details in an email to: conveyance@edumail.vic.gov.au. After the matter has been investigated a written response will be provided.

What does a school do when both parents have applied for the conveyance allowance and have equal custody of the child? (All schools)

Individual family circumstances may be difficult to fit into the framework of policies or guidelines. The Department recognises that a number of parents/guardians/carers of school students may share custody. When negotiating these shared arrangements parents/guardians/carers should consider the transport assistance that has been established for their child. 

For conveyance purposes in these instances: 
  • Schools need to determine if the student is eligible from the address they are claiming from.  The student may be able to claim a pro-rata amount from the address they are eligible to claim from (based on current enrolment data of the primary residential address and number of days they reside at this address).   If a student is not eligible from one parent's address, there would need to be a court order stipulating the student’s attendance at the school attended.
  •  If a student is also eligible from the secondary address, the school will claim a full allowance from the primary address and allocate appropriate amounts to the parents or guardians.
  • Schools can contact the SCAS Help Desk to discuss complex cases.

How does a school process applications if there is a court order? (All schools)

Schools can contact the SCAS Help Desk to ensure the court order indicates the school name the student(s) must attend and attach a copy of the court order on their SCAS application. 

How do schools apply a valid exception to the eligibility criteria for a SCAS application? (All schools)

Schools can add a valid 'Override Reason Code' to an application when there is a valid exception to the eligibility criteria.  For example: when a SEAL student is not attending their closest school because their closest school does not offer the SEAL program. ​

What should schools check before submitting their claim? (All schools)

All SCAS applications left in Draft form (unfinished); or have ‘Changes Detected’, or an 'Override Reason Code' added for a valid exception to policy, will be excluded from your claim.
 

Each term before the claim closing date, schools should view the ‘Applications Report’ under the SCAS 'Control Panel' to review the applications that may be excluded:

  • For applications in Draft form; Select the 'Application ID,' 'Modify' and 'Confirm and Finish'.
  • For applications with 'Changes Detected'; Select the 'Application ID, then 'Modify' each application and work through the application to 'Confirm and Finish'. This action will update the changes (usually a change of address). 
  • For applications with an 'Override Reason Code' for a valid exception, the Department's Family Payments team will need to verify and accept them as claimable. This may not occur in the current claim period, please contact the SCAS help desk.

Once you have completed the relevant checks before submitting your claim, go to ‘View Claim’ and select ‘Submit’ claim at the end of each term before or by the closing date. Amendments to applications after your claim is submitted will not take effect until the next claim period in the current school year.

All Claims must be submitted during the current calendar year (retrospective payments are not possible for prior years). Late claims cannot be accepted after the term 4 claim closing date.

When are claims due? (All schools)

Schools are required to submit conveyance claims to the Department each term using the online Student Conveyance Allowance System (SCAS).

  • Term claim periods and closing dates are displayed on the SCAS homepage.  
  • Claim key dates are also published at; Conveyance Allowance  

Support for schools

Further assistance is available for conveyance schools by contacting the SCAS team directly

on: 1800 060 970 > Option 1, or by email: conveyance@edumail.vic.gov.au

If your enquiry relates to the School Bus Program, Travel to Specialist Schools, or The Transport Special Case Panel, please see: Student Transport.  Enquiries for these programs should be directed to the Department's Student Transport Unit by email: student.transport@edumail.vic.gov.au,

or phone: 03 9637 2200.