Application processing problems – possible follow-up action
Issue 1 – CRN validation failures
Applications which have an application type of 'Parent has CRN' are automatically validated with Centrelink's database to confirm that the parent’s concession card was valid on the CSEF first eligibility date (the first day of Term 1). Applications which fail the Centrelink validation are displayed on the CSEF system homepage with a status of ‘CRN validation failed’.
The relevant school and/or CSEF administrator will also receive an automated email identifying any CRN validation failures.
For Centrelink error reasons arising because the applicant's name does not match the CRN or CRN digit validation errors, the school can correct these by updating the details to reflect the details on the concession card.
Schools must advise the parent/carer that, if they believe that they were entitled to a concession card on the first eligibility date (30 January 2023), they must arrange for a ‘Q053 confirmation letter’ to be provided from Centrelink stating that the applicant was the holder of a valid concession card on 30 January 2023. If a letter cannot be provided, schools must leave the application with a status of Centrelink validation failure until Term 2 and 3. The CSEF system will then attempt another validation against the second eligibility date (26 April) in an automatic overnight process.
When the school receives the Q053 confirmation letter from the parent/carer, the letter can be scanned and attached to the application on the CSEF system. Under the 'Documents' section of the electronic application, click on ‘Browse’ to select the scanned document and then click ‘Upload selected file’.
The Schools Finance and Resources Branch will then receive automatic notification of the uploaded scanned document — there is no need to also email the document to the Schools Finance & Resources Branch . However, if a school is unable to attach documents, as an alternative a school can scan and email the Q053 letter to firstname.lastname@example.org for processing.
Issue 2 – possible duplicate detected
Each night, the CSEF System checks applications for the current year to detect any students that may have duplicated records across schools. This usually happens if a student leaves a school and transfers to another Victorian school. The school at which the student is enrolled and attending on Census day 28 February 2023 is the school that must process the student’s CSEF application.
Where a duplicate is found, applications at both schools will be placed 'on hold by system' and will be displayed on the CSEF system as 'Possible duplicate detected'. When any duplicates are detected, each of the schools involved will receive a notification email to advise them of this.
- Check whether the student was enrolled and attending the school on the 28 February 2023 census date.
- If the student was not enrolled and attending the school on this day, view the application and under the next available actions, select 'Delete application'. Overnight, the system will re-check the duplicate status and if the duplication no longer exists the system will automatically remove the ‘hold’ status on the application.
- If the duplication cannot be resolved at school level or is not a legitimate duplication (for example, twins attending two different schools), the CSEF coordinator in the Schools Finance & Resources Branch can resolve duplicates and if necessary, apply an action to mark the duplicates as valid. This will release both applications for further processing. In this scenario, schools must email the Schools Finance & Resources Branch at email@example.com with the details.
Issue 3 – CASES21 student data discrepancy (government schools)
When a CASES21 student data export into the CSEF system is performed, the CSEF system will check against students in relevant schools. Where an active student can no longer be matched using their CASES21 student key, they will be marked as such. The application will be placed on hold until the issue is resolved.
On the CSEF system homepage, any such applications will be included in the status summary under 'CASES21 student data discrepancy'. Schools can click on the link to see a list for your school.
- On the CSEF system homepage, click on the CASES21 student data discrepancy link to view the details of each application which has been placed on ‘hold'.
- Click on the ‘view’ link to view the details of the application.
- Scroll down to the ‘Students’ section and then click on the ‘Fix unmatched’ button next to the child’s name.
- Choose the appropriate option, then click on 'Update student', then 'Proceed with changes'.
- If necessary, repeat step four for other children listed on the application.
- Click the ‘Save changes’ button.
- The application will have the system ‘hold’ removed.
Reviewed 07 September 2022