VET FEE-HELP IT SYSTEM (VITS) USER GUIDE for Applicants
Contents
1. If either of the checks is not met VITS will display one of the following error messages e ee TGA number does not exist You organisation does not exist in TGA If you believe your organisation is still eligible to apply please contact the department See contact details at end of Chapter 1 An existing application Your organisation has previously registered in VITS and already exists against that a username has already been created TGA code You must log into VITS to commence another application using the username previously issued If you cannot remember your username or password please contact the VITS IT Help Desk by emailing tsenquiries innovation gov au Your RTOs registration has Your registration must be active in TGA before you can expired in TGA make an application Contact your registering authority to confirm your registration is current You will need to wait until your registration is reactivated on TGA before you can apply Your RTO does not To be eligible to apply to become an approved VET according to TGA offer provider you organisation must offer at least one VFH qualifications at the Diploma eligible course Advanced Diploma Graduate Certificate or Graduate Diploma Level Refer to the VET FEE HELP website for further information Useful Publications RTOs Applicants Version 8 0 9 Page 2 3 Initial Eligibility Check questions The Initial Eligibility Check page contains2. Australian Government Department of Industry Innovation Science Research and Tertiary Education UNDER PROVISIONS OF THE HIGHER EDUCATION SUPPORT ACT 2003 VET FEE HELP IT SYSTEM VITS USER GUIDE for Applicants VITS URL https extranet deewr gov au vetteehelp App Login aspx Version 8 0 tiPage Table of Contents 1 Taiigere 6 es A RE te Mie Ss ee ee ee ee ae ee ee eee ee ee eo S 5 CONTI A a on at ds ea maT ae cl Ae er Aaa ie al as ua 5 2 Ea PPP acme fe E E EE 6 2 1 INITIAL REGISTRATION FOR FIRST TIME USERS cccccccccccccccccccccccccccccccccccccccccccccccccccccccccces 6 2 2 INITIAL ELIGIBILITY CHECK CREATING AN ACCOUNT esesssssscsesesesesesesesesesececscsesesesesesesesese 7 2 3 INITIAL ELIGIBILITY CHECK QUESTIONS ssessssssscsscsscossscsscossscsscsscssssesscsssosssesscosssssosssossso 10 3 EOOOIAC ANO d fl S aea a 13 4 Application Submission SUMMaArY occonncccnnnccncnccnnnnccnnnnonnnnnenannnnnnnrnnannnnannnon 14 5 ProVIder Details it e et de o ed ed eet 15 5 1 PROVIDERDETATES TABA e 15 5 2 CEO DIRECTOR DETAI al 17 Jl ACCOUNT A COPE REE OTRO e UIA IY RIE CK de e RNA aI RENEE 18 5 3 CONTACTS TA Buin iia iia 18 6 A A aai 21 6 1 ADD COURSE cotos 21 6 2 ADD COURSE DETAILS oain o a 21 Oad Dene S S AO LA A AAA E AA anise 23 6 2 2 Credit Transfer Arrangement CTA tab tad dsd A id 24 6 2 3 Tuition Assurance Arrangement TAA tab ooooonnncnnnnnnnnnnnnncnnnnnnnnonanonnnnnnnnnnnnrcnonnnnnnnnnninoos 23 7
3. Other Contacts Version 8 0 18 Page Figure 15 Contact details Screen A Boag Pry im Pa 5 eae Provider Details Perna Pikes chk prd epika the A oF pte Oe ee EH CO A a Por Aether hyip clerk hara Y aro italig Charge Pirineii r F cesh Urim LEG Cerio Drie Lalki Peas Lo Lat Tia Fira e Barnera E Enlarge e Destripiian al Lala eo ie Hakim Drrced ke LE Ta eee Pe al ridera Acida Line Li A A ES doce ra Y A Tia iaa Bii Candie Posie eee La aa ri ddan Lia Li ir Lira S Aidenin rra Y oo Te nei RR Eada He Cail dela The Primary Contact officer s information is a mandatory section that must be completed You should ensure that the primary contact officer details are kept up to date The Other Contacts tab may be used to add up to 8 other contacts for your organisation where you wish the department to contact a specific person such as financial officer student review officer etc Figure 16 Contacts Screen Other Contacts ee et ios Fry iii By airy Shea a a Pre ide Hii Firma Plage ChE arj code TR A OF ir OS BED OO hoe ea For ether help cirk hara li Ae TE Charge Password 1 Powder Dried CEC Deride Deelah Colada Peeters AS T itn ew San fuse Lola in Organisation 1 Cuntription of Bela Taimphgram abo Urra di Tor Adra Line Li ir e eee A J Te ale Pi Di AS ds ha ibiak iddaa Lise bi dr rm 5 ddr Loree Y fas rat
4. Password Use these details to log into your organisation s VITS account Version 8 0 11 Page After you receive your temporary password select the Login icon on the VITS homepage You will then be returned to the VET FEE HELP Home page to login in with your temporary password Figure 9 Successful Account Creation confirmation screen Apely to bo a WET Prowider a Arcee created sccm uy WT Harden a HTE Coda Serratia E Vega Chapt So ite Eon Crean A An Cairn Hes eal or Era Ae Crain ccm for J ee An ami comers oer perce Pam beeen meer do a gore ech you proeime Pensa cick hara to Note If you do not receive an automatic email with your User Name and Password you may have entered your email address incorrectly If you do not receive an email within 24 hours of submitting your VET account details please contact the VET FEE HELP help desk by sending an email to tsenquiries innovation gov au Version 8 0 12 Page 3 Logging into VITS Enter your User Name and temporary Password in the Log In box and select Log In If you are a new user the temporary password will have been provided to you in an email sent to the designated email address of the primary contact officer Figure 10 VITS Login or register page Home DIISRTE vet FEE HELP VET FEE HELP Login or register This website is for e Registered Training Organisations RTOs who are
5. Supporting DocumMentatiON cooncccnnncccnncconanncnnncconnnnonnnncnnnnnnnancrnannrnnanrenannno 27 7 1 UPLOADING A DOCUMENT asii ci n 27 7 2 LINKINGA DOCUMENTS odias 28 7 3 DOCUMENT NOT REQUIRED coi a adios 28 8 S bmitting VOUF application fanans 29 9 VIFS Additional AAA cd 32 9 1 NOTES ios 32 9 2 PUBLICATIONS ecos 32 9 3 CHANGE YOUR PASS WORD iii 33 9 4 FORGOTTEN YOUR PASSWORD cccccccccccccccccccccccccccccccccccccccccccccccccccccccccecccccccccccccecccccccocces 34 WOR MESOJE Palena 35 10 1 HOME ICON da 35 102 DHSRIEWEBSIIEICON oraaa a a a a AORE 35 Version 8 0 2 Page 10 3 LOGGING OUT OF VITS Version 8 0 3 Page Version Control Please ensure you are using the current version of this document details of the latest version can be found on the useful publications page on the VET FEE HELP website Version 1 Release 1 Version 2 Release 2 Version 3 Release 3 Version 4 3 Release 4 Version 5 0 Release 5 Version 6 0 Release 6 Version 7 0 Release 7 Version 7 1 Update of CTA information Version 8 0 Update application registration Version 8 0 Date Date Date Date Date Date Date Date Date July 2008 July 2008 October 2008 December 2008 April 2010 April 2011 June 2011 November 2012 March 2013 4 Page 1 Introduction The VITS User Guide for Applicants has been developed to assist Registered Training Organisations RTOs in preparing an
6. is Courses Notes Piesse add your Diploma and Advanced Diploma courtes by selecting the Add Course button and then complete the course detads for each course AOp et on For funner help chock Pere Publi eforns Change Password 85840270 Advance Oolome of Busress Managenmert Ready Cowes Detads Lamers TRIMS L202 Cxptome of Noeptalty Maragemert Ready Coase Ostads Remove 91 340nNS Ww Graduate Cent cate of humen Resources Macegemert heady Courses Ostet 1414043 W Graduate Con cate of Masegement Commrunmcation heady Caca Cotes bepectig Lac Complete this action for all courses eligible for VET FEE HELP assistance Version 8 0 26 Page 7 Supporting Documentation Return to the side menu and select Application then Supporting Documentation The Supporting Documentation section requires you to attach documents in VITS to support your application to become an approved VET provider This section consists of five components Legal Requirements Course Requirements Procedural Requirements Financial Requirements and Administration Requirements All five components refer to Chapters identified in the Application Guide Note if you have not already done so you should read the Application Guide and FVIA before proceeding In order to add supporting documentation in VITS you must select the drop down arrow for each component requirement For example in the screenshot below Financial Requirements have been selec
7. able to change any details of your application other than your provider contact details after you have submitted your application Version 8 0 31 Page 9 VITS Additional extras 9 1 Notes The Notes menu is a communication tool for DIISRTE users to communicate with applicants Providers cannot initiate a Note as they can only respond to a DIISRTE initiated Note Figure 31 Notes Screen Pros Details M ru Apple Pel er Cp Paiva 9 2 Motes Thag page lets ates ees Cente T r be GEA phat The pyre edl pibg prey bo pid a noba niy Mier yai hpg peed yra apa and ae gat farther infonmaten from yo Publications All VET FEE HELP publications are listed under the Publications menu and can be accessed at any time during the application process Note All publications will link to the VET FEE HELP useful publications webpage where you will then be required to select the required document Version 8 0 32 Page 9 3 Change your Password Should your password need to be changed at any stage select the Change Password option on the left hand menu Note A VITS password will expire after 90 days It is advisable that you select the Change Password functionality in VITS and create a new password with change of personnel within the organisation VITS will require you to enter your current password followed by a new password which will need to be confirmed When creating
8. five questions relating to your body corporate Some of these requirements have changed You must read and record your answers in VITS based upon the questions below It is important that you have read the Application Guide and FVIA which incorporate recent legislative changes Figure 7 Initial Eligibility Check Screen Home DEEWR Apply to be a VET Provider VET Handbook gt gt TGA ID Confirmation gt gt Eligibility Check gt gt Vet Account Creation gt gt Account Confirmation Initial Eligibility Check i You must meet the folloving eligibility criteria before applying to be a VET Provider 1 Is your organisation a body corporate 2 Your organisation s principal purpose must be to provide education Is this stated in legal establishing documentation such as your Constitution Articles of Association or any other legal documentation to support your claim that your principal purpose is to provide education 3 Does your organisation carry on most of its business in Australia 4 Is the central management and control of your organisation in Australia e 5 Has a qualified auditor assessed your organisation s financial viability as being negligible or low risk e 1 Is your body a registered training organisation Answer yes or no 2 Your principal purpose must be to provide education or any of the purposes do not conflict with providing education Answer yes
9. help pay for all or part of their tuition fees Diploma Advanced Diploma Graduate Certificate Graduate Diploma must meet the VET credit transfer arrangement requirements set out in the VET Provider Guidelines Application Process A body corporate will need to seek approval as a VET provider so their eligible students can access VET FEE HELP assistance To apply a body corporate must meet certain requirements as outlined in Schedule 1A of the Higher Education Support Act 2003 HESA 1 If you have not previously logged on to this application you must first dovmload read and understand the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines 2 Once you have read the above documents you can commence your application to apply to be a VET Provider here 3 If you have already logged onto this screen and have a User name and Password already set up please enter your User name and Password in the Log In box above Terminology Unless otherwise indicated terms used within the VET FEE HELP IT system VITS have the same meanings as they have in Schedule 1A of the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines applicants gt Applicants VET FEE HELP Electronic Information Guide Application Submission VET FEE HELP Electronic Information Guide Post VET approval Home E Mail Privacy Copyright
10. or no 3 Does your organisation carry on business in Australia Answer yes or no 4 Is the central management and control of your body corporate in Australia Answer yes or no 5 Are you able to provide the necessary documentation as outlined in the Useful Publications RT Os Applicants Answer yes or no If you have selected Yes to all questions select the Next button to navigate to the next screen Note If you cannot answer Yes to all the above questions you will not be able to continue with your application Version 8 0 10 Page The Create VET account page requests you to add details for the person who will be responsible for coordinating your organisation s VET FEE HELP application the primary contact officer Figure 8 Create VET Account Screen Apply to be a VET Provider VET Handbook gt gt NTIS Code Corfirmabon gt gt Eigibity Check gt gt Vel Account Creation gt gt Atout Cocfirmaben Create VET Account We have determined that Joe Bloggs Pty Ltd eliptle to apoy to offer VET PEE MELS Peaje pronde the contas detalis for the person m your organeto who mi he compieting the eppecehon The User name and embi address you supply wei be used to create a VET FEE MELP account By logging in to your accourt you can complete the rine application A Ceeeword will be sent to the ema address you Orowde VET FEE AELO Lisi
11. seeking approval to become an approved VET provider to offer VET FEE HELP assistance to their students and e Approved VET providers to assist them in managing their VET FEE HELP IT System VITS account eer name Password This website is NOT for students Forgot your Password Students interested in requesting VET FEE HELP assistance should contact their VET provider or visit the Study Assist website at www studyassist gov au for more information Introduction VET FEE HELP is an income contingent loan scheme for the Vocational Education and Training VET sector The purpose of this site is to enable Registered Training Organisations RTOs as bodies corporate to seek approval as a VET Provider for their eligible students to be able to access VET FEE HELP assistance VET FEE HELP will assist eligible students who are enrolled in one of the following VET accredited courses through a VET provider to help pay for all or part of their tuition fees Diploma Advanced Diploma Graduate Certificate Graduate Diploma must meet the VET credit transfer arrangement requirements set out in the VET Provider Guidelines Application Process A body corporate will need to seek approval as a VET provider so their eligible students can access VET FEE HELP assistance To apply a body corporate must meet certain requirements as outlined in Schedule 1A of the Higher Education Support Act 2003 HESA 1 If you have n
12. the Submit button at the bottom right hand corner of the page Version 8 0 29 Page Once the Submit button has been selected a warning message will display confirming if you wish to submit your application Select OK to confirm the submission of your organisation s VET FEE HELP application Figure 29 Applications Submission Summary Screen DEEWR confirmation Windows Internet Explorer 2 Submit application to DEEWR for assessment Ly Note The application can not be changed after it has been submitted Version 8 0 30 Page After submitting your VET FEE HELP application a message will appear at the top of the Application Submission Summary page confirming that the application has been submitted to DIISRTE Figure 30 Applications Submission Summary Screen confirmation of submission of application BES det Gee Pp Ln Prid roda Application Sulbeiiidon tummary na de Apr sme cami ye pp ahpn Rar narrans An a j Ol Pl iilii Pha Im re ue lale J a a lo d rre yira rif Pel Ge ee Di APA ifr ee A Pea geet Ae E pea eee Gee Pirri f e e A de MAA pus PP Pei Change Panor Ae m eels phi in ambag pb bee Aa of eer H A rA end thee prone on prar on bhi be Tei fije leii Pea ro Al e P ci ipa dp pr do e api rj ir Pri men Pij Pee baffi h e a dt l n Pei Porra ad Fior ariba Pala lada Farg he As ll o AA Poder iaa Coquette Coe ie Lera ta Note You will not be
13. 8 0 15 Page should update it and provide proof of your correct legal name When your application is submitted to the Department the Legal Name from TGA will be corrected Trading name If your organisation operates under more than one trading name please include them all A This is populated from TGA where provided If it is blank or incorrect please update BN Organisation Type Select from Company Entity incorporated directly under Commonwealth Entity incorporated directly under State Territory Entity created under a charter Incorporated association Other URL As per ABN RTO TGA Registration State This is your Head Office state territory NARA Membership NARA ceased providing audit and registration services for RTOs from 1 July 2011 The reference to NARA on the Provider Details page will be removed in a future VITS update FIELD NOT IN USE do not use Please indicate the type of You may select either or both of the following fields organisation that is applying for nde ere approved provider status e Private Register Training Organisation or e Higher Education Provider Note Category 1 applicant field is not in use Has the minister provided in Question defaults to No and should only be writing to your body corporate updated to Yes where the minister has provided in an exemption from VET Tuition writing an exemption from VET Tuition Assurance Assurance requirements under clau
14. Disclaimer Version 8 0 6 Page NOTE For security purposes you will be automatically logged out of VITS if your access is idle for more than 15 minutes To avoid this you must either refresh the web page you are on or navigate to a new web page 2 2 Initial eligibility check creating an account You must confirm that you have read and understood the VET Provider Application Guide before you can continue with your application If you have read the Application Guide check the I have read and understood the VET Provider Application Guide Select Next to continue Figure 2 VET Provider Application Guide Confirmation screen Tver FEE HELP Home DIISRTE Apply to be a VET Provider VET Application Guide gt gt TGA ID Confirmation gt gt Eligibility Check gt gt Vet Account Creation gt gt Account Confirmation VET Provider Application Guide The VET Provider Application Guide explains the rules and procedures associated with administering VET FEE HELP and guidance for applying You must read and have understood this Guide before you can apply to be a VET Provider 1 have read and understood the VET Provider Application Guide Cnet J To identify your organisation in VITS you are required to enter your national registration number TGA Code in the text box provided Select Confirm to continue Figure 3 TGA ID Confirmation screen Home DIISRTE Not logged in App
15. Pomar Log In Students interested in requesting VET FEE HELP assistance should contact their VET provider or visit the Study Assist website at www studyassist gov au for more information Introduction VET FEE HELP is an income contingent loan scheme for the Vocational Education and Training VET sector The purpose of this site is to enable Registered Training Organisations RTOs as bodies corporate to seek approval as a VET Provider for their eligible students to be able to access VET FEE HELP assistance VET FEE HELP will assist eligible students who are enrolled in one of the following WET accredited courses through a VET provider to help pay for all or part of their tuition fees Diploma Advanced Diploma Graduate Certificate Graduate Diploma must meet the VET credit transfer arrangement requirements set out in the VET Provider Guidelines Application Process A body corporate will need to seek approval as a VET provider so their eligible students can access VET FEE HELP assistance To apply a body corporate must meet certain requirements as outlined in Schedule 1A of the Higher Education Support Act 2003 HESA 1 If you have not previously logged on to this application you must first download read and understand the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines 2 Once you have read the above documents you can commence your application to apply to be
16. a VET Provider here 3 If you have already logged onto this screen and have a User name and Password already set up please enter your User name and Password in the Log In box above Terminology Unless otherwise indicated terms used within the VET FEE HELP IT system VITS have the same meanings as they have in Schedule 1A of the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines Apply to be a VET provider VET FEE HELP Electronic Information Guide Application Submission VET FEE HELP Electronic Information Guide Post VET approval Home E Mail Privacy Copyright Disclaimer This will take you to a new screen where you will need to enter your organisation s VITS user name to receive a temporary password Select the submit button to receive your temporary password Figure 34 Password Recovery Screen Version 8 0 Password Recovery Please artes your VETERE PELO eccoeet coer same We eli seed yo on erred with o nos peseword H pew dee dl bree wou wee meme picota coria the 17 TTL EL hele dest Pan tad Men ew e y heel CATA 34 Page Note the temporary password will be sent to the nominated Account Email address entered in the Provider Details screen in the CEO Director Details tab as per the below example If you have forgotten your user name you will need to contact the VET FEE HELP help desk Please refer to the DIISRTE c
17. a m Talm Por Hb Catal Sn Version 8 0 19 Page To add another contact select the add new record button and complete all fields then save the details lf completed correctly the Provider Details section on the Application Submission Summary screen will have been updated to Complete Version 8 0 20 Page 6 Courses Select the Courses tab either by navigating back to the Application Summary screen or by selecting the side menu bar on the VITS window Application then Courses The Application Courses page requires you to input information against all VET courses of study you provide or intend to provide listed on your scope of registration on the National Register For the purposes of the VET FEE HELP scheme a VET course of study is a course that leads to the award of a VET diploma VET advanced diploma VET graduate diploma or VET graduate certificate 6 1 Add Course Applicant s wishing to add Diploma or Advance Diploma courses must use the Add Course screen Figure 17 Add course Screen Home DEEWR 0000 Joe Bloggs Pty Ltd Provider Det 2 io Application Courses Notes x i 7 Please add your Diploma and Advanced Diploma courses by selecting the Add Course button and then complete the course details for each course pplication For further help click here Y Publications d Change Password Code Course Status INo courses have been a
18. d submitting their application to become an approved VET provider lt is required that before you register and commence your application in VITS that you read the VET Provider Application Guide Application Guide and the Financial Viability Instructions for Applicants FVIA located on the VET FEE HELP website Useful Publications RTOs Applicants The Application Guide and FVIA have been developed to assist RTO s in compiling all information and documentation required by the Department of Industry Innovation Science Research and Tertiary Education DIISRTE to appropriately assess applications and to meet legislative requirements prior to submitting an application Contact VET FEE HELP Enquiries Phone 13 38 73 Email tsenquiries innovation gov au Technical Assistance with VITS Phone 13 38 73 Email tsenquiries innovation gov au Version 8 0 5 Page 2 Getting started There are three parts to the application process in VITS Part One is the initial eligibility check which confirms that your organisation is currently registered on training gov au TGA which is the database on Vocational Education and Training in Australia and that you have at least one VET FEE HELP eligible course on your scope ie e Diploma e Advance Diploma e Graduate Certificate and or e Graduate Diploma Part Two is setting up your user Id and temporary password and Part Three is uploading all information that will be used to assess your appl
19. dded Select the Add Course button to display a list of all courses currently active on your organisations scope of delivery Figure 18 Add Course Screen select course s to add to scope in VITS 0000 Joe Boggs Pty Lic Prov det Deta Add Please select each course that meets the courpe requirermerts to include wet your scohcetice For further help cick here Y Course Name THINS 5202 After selecting the Add Courses button select the VET courses of study you provide or intend to provide then select the Apply button 6 2 Add course details After selecting Apply you will be directed back to the Courses screen where the full list of courses you have selected for your VET FEE HELP application will be displayed Version 8 0 21 Page Figure 19 Courses Screen db pre Paja Pry be Foie Cai tow Wont l i Pee eee your DaHa ered ahead Dende dores by electr he dd Cors ete arj Then pnpa fe fours detada lor each coer Bee eee For further help check hora W Publication Change Parraga ve Captor of Bare Mariara Citado Rape THHS 12002 Osma of Hope Perse Cipada Roura a a E A eea Hn Ciria Hiiu ext Sid Hada Ce al AE CT eL Detala Regue td Select the Course Details hyperlink listed against each course to add further course information lf a Diploma or Advanced Diploma course has been incorrectly selected click on the Remove hyperlink to remove the partic
20. ed by Attached on Remove 9 edit Transfer Arrangements docx CTA 2011 22 06 2011 Traa uk gt Tuition Assurance Requirements Upload Link T You are also required to make a Comment against the document that you have uploaded Select OK to save the comment against the document you have uploaded If applicable add an expiry date to the document Select OK to save the comment against the document you have uploaded You may also wish to use the Link functionality that enables you to link any document you have uploaded with another document requirement thus removing the need to upload the same document more than once For example your completed General Information and Legal Status document may meet several requirements required in your application in VITS 7 2 Linking a document To Link a document select the Upload Link then select the Link button You will then be able to select any of the documents you have already uploaded in VITS Once you select what document you want to link to another document requirement select OK to save the linked document 7 3 Document not required If a document is Not Required select the text box in the line item below the column title Not Required and select one of the following explanations as to why this document is not necessary to be provided in your application e Category 1 applicant Higher Education P
21. ed training as required in national and jurisdictional legislation within Australia On the search results select your TGA registration number to view your organisations details and to confirm your TGA ld Return back to the VITS window enter your TGA registration number in the field provided and select Confirm see Figure 4 lf the TGA Id confirmation is successful you will be asked to confirm the Legal name of your organisation If the legal name is correct you should check the Yes box which will display the Next button for you to continue with registering in VITS Select Next to continue Version 8 0 8 Page Figure 6 Organisation Name Confirmation Screen Apply to be a VET Provider na ook gt gt NTIS Code Confirmation gt gt Pobity Check gt gt Vet Account Cresbor gt gt Account Corfemitor Orgamashion Rame ls the rare of your o genaeten Joe Bloggs Pty Lic If the legal name displayed is not your organisations legal name you should select No VITS will redirect you back to the TGA Id Confirmation screen see figure 3 where you can either re enter your TGA code or search the Training gov au website VITS will then check to confirm the following e Your registration is current on TGA and e You have at least one current VFH eligible course on your scope If both checks are confirmed you will then be directed to the Initial Eligibility Check questions see Section 2 3 below
22. ication to become an approved VET FEE HELP VFH Provider 2 1 Initial Registration for first time users If you are a first time user you must select Apply to be a VET provider as outlined below at the bottom of the VITS homepage Note Existing users should skip to Chapter 3 Logging into VITS Figure 1 VITS Logon Page ME FEE HELP Home DEEWR Not logged in Test VET FEE HELP Login or register This website is for e Registered Training Organisations RTOs who are seeking approval to become an approved VET provider to offer VET FEE HELP assistance to their students and e Approved VET providers to assist them in managing their VET FEE HELP IT System VITS account User name Password Forgot your Password This website is NOT for students Students interested in requesting VET FEE HELP assistance should contact their VET provider or visit http vww deewr gov au vetfeehelp for more information 4 Introduction VET FEE HELP is an income contingent loan scheme for the Vocational Education and Training VET Existing Users sector The purpose of this site is to enable Registered Training Organisations RTOs as bodies corporate to seek approval as a VET Provider for their eligible students to be able to access VET FEE HELP assistance VET FEE HELP will assist eligible students who are enrolled in one of the following VET accredited courses through a VET provider to
23. ion as listed above Figure 11 Application Submission Summary screen Excma Era arepa daba slds balada Apple slan Dre ele paa Jari in Him ae re are rear Version 8 0 14 Page 5 Provider Details When you select Provider Details you will note that there are three tabs on this page e Provider Details e CEO Director Details and e Contacts All three tabs must be completed before you attempt to add any course details or upload documents in support of your application 5 1 Provider Details tab On the Provider Details tab you will be required to complete all mandatory fields that have not been pre populated Fields that have been pre populated have been copied from your organisation s TGA record If the details of your organisation are incorrect you should update them Figure 12 Provider Details screen Provider Dota hap A gt ee 3 PR The following fields are displayed on the Provider Details Tab Field Name Comments VET Provider Id This Id is auto generated when you first register in VITS Note If your organisation is also a Higher Education Provider this Id will be updated to your current HEP Code after you lodge your application with the Department TGA ld This Id is linked to your record on TGA Legal Name from TGA This is downloaded from Training gov au website Correct Legal Name This initially defaults to the Legal name downloaded from TGA Version
24. ly to be a VET Provider VET Application Guide gt gt TGA ID Confirmation gt gt Eligibility Check gt gt Vet Account Creation gt gt Account Confirmation TGA ID Confirmation Please enter the Training gov au TGA code for your organisation Confirm eeetiot know the TGA ID of your organisation you can search for it here Version 8 0 7 Page If you do not know your TGA code you can search for code by clicking on the hyperlink titled here This link will direct you to the training gov au website Figure 4 Searching for your TGA Id Home DEEWR Apply to be a VET Provider VET Handbook gt gt TGA ID Confirmation gt gt Eligibility Check gt gt Vet Account Creation gt gt Account Confirmation TGA ID Confirmation Please enter the Training gov au TGA code for your organisation If you do not know the TGA ID of your organisation you can search ux On the TGA homepage enter your organisation s legal entity name and select Search Figure 5 TGA Id quick search Quick search Organisation RTO Nationally recognised training Enter code or title Enter code or title Include RTOs not currently registered Include superseded data training gov au encompasses the national register which contains the authoritative information about Registered Training Organisations RTOs recognised training products and the approved scope of each RTO to deliver nationally recognis
25. o a th CALA Ase ee AIN tem Thee sete A O a A pene AAA AA HOLE Ar aeppiceart a wabia a BASA SCOOT TG Goowmerrtator wa WITS comme of MPAA hes beer treed Oma row Sere oft ered pou Tet dome ec Arrangement jane Cott end stew eee AGARRAR te fe wT REEL Teen we emei E on oe oe 6 ee aoe mh A t reat Tiende de wenger ed Telan disadorn e bo ergo end r Vera y Ta Ma e el wate ves DY fer VET PEE AS oer ee a 6 ye ee IA AA 6 te E ves Y ee s oiis for WET MEE AMES rote tome Version 8 0 23 Page 6 2 2 Credit Transfer Arrangement CTA tab Figure 21 Course Details Screen Credit Transfer Arrangement Course Detail Geplarra al Management 860511607 POR PLOT DP Or e balore Pey as To be approved to offer VET FEE HELP to students registered training organisations RTOs must satisfy a range of requirements under the Higher Education Support Act 2003 One of those requirements previously in place related to the requirement to have credit transfer arrangements CTAs for each VET diploma and advanced diploma course specifying an arrangement with a higher education provider to offer a guaranteed level of credit towards a higher education bachelor degree While the Government highly values learning pathways in education the credit transfer requirement has been identified as a barrier to participation in VET FEE HELP and agreement for its removal was reached between the Commonwealth and States and Territories at
26. ontact details located on the title page of this user guide Figure 35 Account Email Description Account Email Password Reset Email joeblogas mail com tis recommended that you use a company email address rather than a pereonalined email address 10 VITS login page 10 1 Home icon When logged into your VITS account if at any stage you require to navigate back to the Application Submission Summary page you can select the Home icon on the blue title bar Figure 36 Navigate to Home Page TG FEE HELP rr CC See Home DIISRTE Not logged in 10 2 DIISRTE website icon If at any stage you wish to view the DIISRTE website to obtain a better understanding of VET FEE HELP or its requirements you can select the DIISRTE icon on the blue title bar This option will open up the DIISRTE homepage in a new window To navigate to the VET FEE HELP resources page from the menu list select Skills Programs Support for Training then the VET FEE HELP web page Figure 37 Navigate to DIISRTE website hs KNEE FEE HELP Home DIISRTE 10 3 Logging out of VITS To logout of VITS select the Logout button at the top right hand corner of the screen Figure 38 Log out VITS lt TGA HHelp Ei ABN WC BOM WZ By Zone ANow smh SMH fp 7 Y y Pagey Safety y Tools py p i Too FEE HELP Home DIISRTE Version 8 0 35 Page
27. ot previously logged on to this application you must first download read and understand the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines 2 Once you have read the above documents you can commence your application to apply to be a VET Provider here 3 If you have already logged onto this screen and have a User name and Password already set up please enter your User name and Password in the Log In box above Terminology Unless otherwise indicated terms used within the VET FEE HELP IT system VITS have the same meanings as they have in Schedule 1A of the HESA the VET Provider Guidelines the VET FEE HELP Guidelines and the VET Administration Guidelines Apply to be a VET provider VET FEE HELP Electronic Information Guide Application Submission VET FEE HELP Electronic Information Guide Post VET approval Home E Mail Privacy Copyright Disclaimer New users will be directed to the Change Password screen where you will be prompted to personalise your password see Section 9 3 Change your password Version 8 0 13 Page 4 Application Submission Summary After you have successfully logged into VITS you will land on the Application Submission Summary page This page has three sections e Provider Details e Courses and e Supporting Documentation Each section will default to Incomplete It is recommended that you complete each sect
28. rovider applicant Tuition Assurance to be provided Tuition Assurance exempt or Not required Version 8 0 28 Page Figure 27 Supporting Documentation Screen Rot Required Course Requirements A gt Credit Transfer Agreements Upload Link gt Tuition Assurance Requirements Tuition Assurance to be provided X Note If you fax or email a document to DIISRTE you must select the tick box against that document requirement and notify VET FEE HELP of this action via tsenquiries innovation gov au If you indicate in VITS by ticking the faxed emailed box against a specific document requirement you will not be able to submit your application until DIISRTE has acknowledged these documents Continue to Upload all supporting documentation against your application Further once all documents have been uploaded against all components in the Supporting Documentation page the status on the Application Submission Summary page will display all categories as Complete 8 Submitting your application In order to submit your application in VITS return to the side menu and select Application then Summary If all sections have been completed successfully you will note that the message Complete will be against all three section requirements Figure 28 Applications Submission Summary Screen ral gt If all requirements have been met you will be able to select
29. se 6 of HESA Version 8 0 16 Page 5 2 CEO Director Details Once you have completed the Provider Details tab select the next tab CEO Director Details Please complete all mandatory fields Figure 13 CEO Director Details Screen A Bega Fop i oc parda Diii Prewider Detalla Bote Pal DE kad de Tee ed ite ge eH AAA Ape ici lor further halo clerk hara A Elo of pt alr Change Meira Obie Tard ov De Caalti Taia Por a Erre rra Pitta Pata Casinpias al ake Tapara Mole Dewan Lt el Phys ol poldress ddr Lise Li ide e Fi dr Le Di Trieri Pate Peat Codes Pome sidrare Sarre da ered diem Lise Li bides Las Ii Aidanas Lite Di Hubert desta Beat Coda Accojan aa Prima a Dri Version 8 0 17 Page 5 2 1 Account Email The account email is the email address that all temporary passwords is sent to Figure 14 Account Email Ride Beta ly Prabir Detaili Cean Creda Whenever you reset your password a temporary password will be sent to the email address listed here It is recommended that you use a generic email address for your organisation and not a personal email address lt is important that this email address is kept up to date Once you have completed the CEO Director Details tab then select the Contacts tab 5 3 Contacts tab The Contacts tab consists of two sections e The Primary Contact officer and e
30. son Officer Appiicabon Process Title First Kame Surname Ye y bl Teleghcre Motele ba Ema Paecerrwe User You will need to wee this User name to access the system in order to comelete your ba Name ecohcaton An ecoeptatee User name contains 6 20 Chveracters Contans ot least one letter a t and ore Guenber 04 Goes nat conten special characters eg 2 Subma Note All fields with a red triangle wy are mandatory fields and must be completed During this step you will be required to create a valid User Name When creating a User Name you need to adhere to the following rules An acceptable User Name contains 6 20 characters contains at least one letter a z and one number 0 9 and does not contain special characters e g Note lt is recommended that you do not use a personalised email address but rather use a generic email address that can be accessed by multiple staff members It is important that you ensure that the email address entered contains no typing errors as you cannot change your email address once you select Submit Your organisation s User Name and temporary password will be emailed to this email address Only one User Name and password can be created per organisation Once all details have been entered Select Submit An automatic email will be sent to your designated email address with your User Name and temporary
31. ted Figure 24 Supporting Documentation Screen 7 1 Uploading a document Each component will have a list of documentation that is required to be uploaded To upload documents select the Upload Link text against a requirement and select the Upload button Select the Browse button to find the document you wish to upload Once you have found the document you wish to upload select the document and click on the Open button You must then select the OK button to upload the document Note that the size of any document uploaded must be less than 15MB in total If you have a document greater than 15MB you must split the document into two where no document is greater than 15MB Version 8 0 2 Page Figure 25 Supporting Documentation Screen document upload Documentation Required Faxed Emailed Not Required Credit Transfer Agreements Upload Link Y Tuition Assurance Requirements Upload Link v File Name Comments Expiry Date Attached by Attached on ilae skave been attached To remove a document that you have accidently uploaded select the Remove link located on the left of the documents file name See below Figure 26 Supporting Documentation Screen Remove document Course Requirements Incomplete A Faxed Emailed Not Required v Credit Transfer Agreements Upload Link File Name Comments Expiry Date Attach
32. the Council of Australian Governments COAG meeting on 13 April 2012 This means that VET diploma and advanced diploma courses with unit census dates after 1 January 2013 will no longer require CTAs For more information please refer to the VET FEE HELP website or the Application Guide Version 8 0 24 Page 6 2 3 Tuition Assurance Arrangement TAA tab In the TAA tab you are required to nominate what type of Tuition Assurance Arrangement you have in place for the associated course For further information and assistance about TAA requirements please refer to chapter 7 paragraph 7 3 of the Application Guide Figure 22 Course Details Screen Tuition Assurance Arrangement Course Details Advance Diploma of Basiness Management 89860701 Hoite a REMINDER Appicarts are mot requsred to meet the UT tubon assurance requremerts UPORA DO of an apra Fosas ol they hive treet the VET OA assure pwrremerts ec tired Caster 5 of the yt before e e ver of se 2S 221s MOTE An eopkcert 4 webs 19 MOME eupoortns d eta vee VITS once e apoecat as Dee bned Once you heve ottemed your Tumor Assurance Arctangermert pease ify ard afte these erre oernerts the VET PEE HELP eam we ete EH eee Les 2 Or Yan te a ED 77D Debwery tates 106 Tandes Arvengamara bd Select the method of course saturance students will be provided tor us course EXT There are four available selections Agreement for course assurance G
33. uarantee by a legal entity Tuition Assurance Scheme and To be advised The option of To be advised has been made available to allow you to submit your VET FEE HELP application without having supplied your VET TAA requirements at this stage However your organisation must demonstrate that you have met the VET TAA requirements as outlined in Chapter 3 of the VET Guidelines by providing DIISRTE with these supporting documents before you can be approved as a VET provider Note You are unable to submit any supporting documentation via VITS once an application has been submitted Once you have obtained your VET TAAs please attach these arrangements and email them to the Application Management Unit at tsenquiries innovation gov au or fax to 02 6290 8997 A DIISRTE officer will upload these documents against your application in VITS on your behalf Once you have selected your TAA option and completed any associated questions select Save If all the information regarding course details has been accepted the following message Processed Successfully Will appear at the top of the screen Navigate back to the Courses screen by selecting Application then Courses option in the left hand menu on the VITS screen You will now note that the Ready status has appeared against that specific course you have completed course details for Figure 23 Courses Screen Version 8 0 25 Page 2999 jse Mopps Pty Lio
34. ular course from the list Note If a course that you have on your scope of registration on TGA is not displayed please contact the Department via tsenquiries innovation gov au Please include the following information in your email e TGA Course Code e TGA Course Name e Confirmation from your registration authority that the is currently on your scope of registration The department will then add the course to your scope Version 8 0 22 Page 6 2 1 Delivery States tab For each course applicants must indicate in which State Territory the course is being delivered Select the States and or Territories that you have scope to deliver these courses in To ensure that you select the correct States and Territories which you have scope to deliver in we recommend that you check your organisation s scope of delivery on TGA Select the attached hyperlink to open a new window on the TGA website Figure 20 Course Details Screen Delivery States d Course Details Ade ame nplome of Pasamos Management RABILO OS Fabra PGA amp AAA OQ Oe Ter gt ere d te fey i ere us aq e ELIMMNDER operta oe wet eared te meet the TT nton AS eMe OQ OT SEE UPORA LASA Of BO AAA oe oe corre jermor eat ee thay Seve mat tHe E tutor eer arne eourerrerts ea Aiirad Papo of the i a Y ore ar can be ape ET Mr Y pees Ge ad es la fee WO po het eee A ar ert ter Pee rs af Moe Bagge of yee ane Yam een De s be Biat o
35. your new password you need to note the following rules An acceptable password as listed on the screen below e Must not contain your Username e Contains 8 10 characters e Contains at least one character from each of the following classes on the VITS screen or illustrated in screenshot below e g Smarties Note It is recommended that your new password does not contain text that is similar to your previous password Figure 32 Change Password Screen Changs Passward Diana Tow Paar Passar Mra Parranda 7 Cobra his Papa ange Pa Create a Password n pisaba para m 2 i Lipper Cara lees A E ri Lowar Case boii B BO Sy 15 When your password is accepted you will receive a message advising that your password has been successfully changed Version 8 0 33 Page 9 4 Forgotten your password On the login screen if you have forgotten your password you can click on the Forgot your Password link in the Log In box Figure 33 VET FEE HELP Login or register screen Home DIISRTE VET FEE HELP Login or register This website is for e Registered Training Organisations RTOs who are seeking approval to become an approved VET provider to offer VET FEE HELP assistance to their students and User name e Approved VET providers to assist them in managing their VET FEE HELP IT System VITS account Password i ite i 1 This website is NOT for students Pr
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