Overview

1. courses and campuses
2. student's enrolment information, study load, debt of all units undertaken, personal details and
3. unit of study completions. 

IMPORTANT: The VSL fields and VSL Reporting function are available in the SMS as part of the Maximise package and are BETA RELEASES. Please contact Support if you would like to use this feature. 

VSL Fields available in the Smart Enrol Form

Fields related to VET Student Loans will also be displayed in the Smart Enrol form when the "VET Student Loan Collection" toggle is set to YES. The following fields will display in the Confirmation page of the enrolment form. 

1. Disability Effective Date From and Disability Effective Date To - will only display if student selected YES to "Do You Consider Yourself to Have a Disability, Impairment or Long-Term Condition?" field. 
2. Citizen Resident Code
3. Citizenship Effective From Code

NOTE: If you cannot see the VSL templates below in your library, please contact us at support@eskilled.com.au to have it uploaded to your account. 

1. VSL
   
2. VSL (No Payment Gateway)

This tutorial provided information on the different fields that are relevant to VET Student Loans and the VSL Data Collection. It is important to understand your reporting requirements and ensure that VSL-related data is recorded and completed for VSL Reporting. 

To generate your file for VSL Reporting, visit our Help Centre Tutorial on How to Generate VSL Reports for Submission to TCSI.

Step Tutorial

By default, Calculate VSL Amounts is set to Evenly Divide between Subjects/Units. This means the VSL fields in Student Units are calculated evenly across the total number of Subjects and Units. 

If you change this setting to Based on Nominal Hours Weighting, the VSL fields will instead be calculated based on the Nominal Hours assigned to each Unit.

NOTE: Nominal Hours can be configured in either of the following locations:

1. Programs page → Units tab, or
2. Program Instance → Unit level (using Override Nominal)
   

By default, the system uses the Nominal Hours configured at the Unit level. However, if an Override Nominal Hours value is set for a Unit within the Program Instance, the system will use the overridden value instead.

For Subjects, the Nominal Hours Ratio is calculated based on the total Nominal Hours of all Units contained within the Subject. Each Unit’s Nominal Hours will follow the logic described above, including any Override Nominal Hours values configured at the Program Instance level.

VSL Loan Fee - % Fee per Unit of Study

This field has a default value of 0% and supports values up to 2 decimal places.

NOTE: The Program Participation field will become a mandatory field when VET Student Loan Collection is enabled.  

1. Census Date (Days From Unit Start) - refers to the Unit of Study Census Date. 
1. For WA Reporting only, the Census Date field will remain the same when VET Student Loan Collection is set to NO. 

NOTE: There is another way to set the Census Date. This is via the Group Unit level.

 

NOTE: Census Date will only display on the data table once the user chooses to add at the Group Unit level. 

1. Unit of Study is Full Year - Check the box if the Unit of Study is a full year unit of study. The unit of study is a full year unit if the duration of the unit is a full academic year or longer. 
2. EFTSL (Equivalent full-time student load) - measure of the the study load based on a student undertaking a course on a full-time basis over an academic year. 
1. This is an input field that allows integers up to 9 decimal places. 
3. Mode of attendance - classification of the manner in which a student is undertaking a unit of study. 
1. This is a dropdown field with the options available listed.

Setting up Locations for VET Student Loans Reporting

• Campus Effective From Date - should reflect a date that is earlier than any other effective dates related to VSL Reporting. The date does not need to reflect when a campus began to operate. 
  
• Campus Effective To Date - not required, can be set to prevent future activity against campus.
  

Enrolling Students with VET Student Loan

1. Approved Leave
2. Completed but continuing a related course
3. Transfer to complete a related course
4. Transfer to continue a related course

NOTE: The above-listed enrolment statuses will also be available in setting Email and Task Workflows in Program Instances.

NOTE: Payment Tab is only visible when adding a new enrolment. For existing enrolments, this tab will no longer display. 

1. VSL Loan - a new column, labeled VSL, was added in the Payment data table . This is an input field available for Tuition-type fees. By default this will display the amount set in the VSL Loan Cap in Program Instance > Units. 
2. In the Payment Data table, under the Total Value, a new label called VSL Gap Fee is displayed. This amount reflects the Total Fees minus the VSL Loan. The VSL Gap Fee is considered the Total Amount to be Paid.
3. The VSL Loan Amount will only discount from the tuition fee. Tuition fees may vary depending on the value set for VSL Loan amount per student. 
4. Payment plan invoices will be based on this VSL Gap Fee. 
   

1. Disability Effective From Date - the date on which the student advises the VSL provider that they have disability. 
2. Disability Effective To Date - the date on which the student advises the provider that they no longer have a disability. 
   

1.  Citizen Resident Code - A code indicating a student's/applicant’s citizenship and residence status. Dropdown field with the available options. 
2. Citizenship Effective From Date - the date on which the provider receives evidence of a student's citizen resident status (either when enrolling or when their citizenship resident status changes). 
   

1. Basis for Admission - A code which identifies the applicant background and, for those with recent secondary education, the main assessment pathway used by the education provider in making an offer of admission to a course. This is a dropdown field. 
2. Credit Used Value - refers to the EFTSL value of credit/RPL used towards the requirements of the course. This field requires a number. 
3. Credit Basis - refers to the code which records the nature of the study for which credit /RPL was offered. This is a dropdown field. 

NOTE: For the fields Credit Used Value and Credit Basis, multiple sets of data can be added by using the ADD button. Note that these fields will need to be completed in pairs, each time a new set is added. Clicking continue saves the newly added fields. Users can also delete by clicking on the Delete (x) symbol beside the field. 

Step 6. Continue with the Enrolment Wizard as normal until you reach the Submit button. 

VSL Fields in the Students' Units tab

The following fields will have the same information set on the Program Instance, otherwise these fields will be blank.

1. Census Date - If the Census date has been set in the Program Instance, the same data will be populated for this field. Otherwise, this will be blank. 
1. If the Program Instance is Intake, this field will follow what is set in the program instance. 
2. If the Program Instance is Dynamic, the date will be calculated from the Enrolment Start Date + the number of days set in the Program instance for this field. 
2. Unit of Study is Full Year 
3. EFTSL
4. Mode of Attendance 
5. Unit of Study Status Code

1. Course Assurance Indicator - An indicator that identifies whether the student’s enrolment in the unit of study is the result of an approved VET Student Loans course assurance arrangement. This toggle is set to OFF by default. 
2. Student status code - A code which indicates the student status for a unit of study, OS-HELP or SA-HELP loan. You can select from the dropdown field options. 
3. Amount charged - refers to the amount charged for the unit of study or student services and amenities fee. The default value set here is the Unit's Tuition Fee plus the HELP Loan Amount. Users can override this value by entering a numerical value in the input field. 
4. Amount paid upfront - default value is set as the Unit's Tuition Fee, which is calculated by the total tuition fee divided by the number of Units. The data in this field can be overwritten. 
5. Loan Fee - This field is blank unless manually populated per student, per unit. It refers to the loan fee for a unit of study.
6. HELP Loan Amount - refers to the the HELP loan amount for a unit of study or SA-HELP loan. The default value is set as the VSL Loan divided by the number of units. This field can be overwritten by entering numerical value in the input field.
7. Remission reason - A code which identifies the reason for a remission. Select from the dropdown menu. 

NOTE: A Recognition of Prior Learning Code also displays when the the Unit Outcome is either Recognition of prior learning granted (51) or Recognition of Prior learning not granted (52).  

What happens when “Calculate VSL Amounts” is set to Evenly Divide between Subjects/Units?

When this option is selected, the VSL fields — including Amount Charged, Amount Paid Upfront, and HELP Loan Amount — are distributed equally across all Subjects and/or Units.

For example, if the Tuition Fee is $1,000.00 and the VSL Loan Amount is $500.00 across 4 Units, each Unit will receive an equal share:

1. Amount Charged = $250.00
2. Amount Paid Upfront = $125.00
3. HELP Loan Amount = $125.00
   

If a Subject contains multiple Units, the Subject total will also be divided evenly based on the number of Subjects/Units included.

Subject:

Unit (no Subject):

How does “Based on Nominal Hours Weighting” calculate VSL amounts?

When this option is selected, VSL amounts are calculated according to the percentage weight of the Nominal Hours assigned to each Unit.

Units with higher Nominal Hours will receive a larger portion of the:

1. Amount Charged
2. Amount Paid Upfront
3. HELP Loan Amount
   

For example, a Unit with 60 Nominal Hours will receive a larger allocation than a Unit with 20 Nominal Hours because its weighted percentage is higher.

How are Subjects with multiple Units calculated under Nominal Hours Weighting?

When a Subject contains multiple Units, the system first totals the Nominal Hours of all Units within that Subject. The Subject’s weighting is then calculated against the overall Nominal Hours of the course.

For example:

1. Subject VSLSUB1 contains Units totaling 110 Nominal Hours
2. Another standalone Unit has 40 Nominal Hours
3. Total Nominal Hours = 150
   

The system calculates:

1. VSLSUB1 = 73.33% weighting
2. Standalone Unit = 26.67% weighting
   

The VSL amounts are then distributed according to these percentages.

VSLSUB1:

VSLD: (No subject, standalone unit)