Icare software

Change of Funding

In general the funding of an enrolment is not expected to change. And when it does need to change, it should be done thoughtfully to avoid unexpected side affects. The primary side affect can be invalidation or reversal of any claims that have been processed.

Avoiding accidental changes

To avoid accidental changes to an enrolment's funding, Icare locks (disables) some funding related fields when it considers claims may have been processed. In Queensland, where claims are paid upon assessment, module enrolments are locked once assessed or withdrawn. In all other states, module enrolments are locked once they have started.

When funding fields are locked, there still may be times where you need to change them. In those cases you can click Unlock and then make the changes.

Additional Funding

Unless an enrolment's funding is changing early in it's lifespan where the whole enrolment can change, a change in funding is likely to involve a mixture of two or more funding types. Some module enrolments will retain the original funding, and continuing module enrolments will be changed to a new funding. Such a change is done in two steps:

Add additional funding to an enrolment

First use Edit Enrolment and Add Additional Funding to prepare the new funding to be used.

At this stage, leave the original funding as the ★ default.

Assign new funding to module enrolments

From the More > Fundings page [1], select the module enrolments that should have the new funding and then click Change Default Funding and set Funding for highlighted Module Enrolments.

NOTE: Changing the ★ default funding to be the current funding is good practice as a visual indicator and the ability to search for enrolments by their current funding.

Queensland

An example of a funding change in Queensland could be an enrolment starting with the Remote and Rural Pilot in 2024 and then changing to general C3G funding or FFS once the pilot ends at 30th June 2025.

Module enrolments funded by the pilot should retain that funding, and only module enrolments continuing or assessed after 30th June should have their funding changed.

Due to the timing of new funding agreements or eligibility processes, the change of funding might be applied to Icare sometime in August but need to be back dated to 1st July and apply to assessments since then. By caution, Icare will lock the funding on those assessments, but you can override that by clicking Unlock and then change the funding.

New South Wales

Changing an elective in a New South Wales funded enrolment can produce claiming errors when you withdraw the old elective. NSW does not like to see withdrawns unless the whole enrolment is being cancelled.

You can use additional funding on the old elective so that it no longer gets exported during the claiming process.

Victoria

Enrolments in Victoria should not have a mixture of funding. If the funding does need to change, it is generally best to treat the before and after as separate enrolments. Cancel the first enrolment and add a new enrolment with the new funding applying credit transfers as approriate.

If you are changing the funding to fix a mistake and would rather re-use the existing enrolment then you can do so but will need to complete a few additional steps, otherwise you will get an error saying a core field has changed. To make SVTS treat it as a new enrolment and not cross check with previous uploads:

More > Fundings

The More > Fundings page is a tab of the Enrolment page.

On the Enrolment page, above the list of module enrolments are tabs named:

and the last is More. Clicking More shows a drop down of additional pages, one of those being the Fundings page.