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Claiming
IF YOU ARE A SERVICE LEAVER CLICK HERE
Before registering for any learning activity you must get authorisation from your line manager (part 4 of the
claim form) and your Education Staff (part 5) to ensure that your chosen course meets the MoD requirements for
ELC funding. There are several factors to consider:
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You must fully research both the Provider that you choose and the course that you wish to study.
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TOP TIP:
Please note that providers may move on and off the approved list and so it is advisable to check your provider is approved before
you undertake any claim.
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ELC funding is only available for courses that result in a Nationally Recognised Qualification at level three or above on the National
Qualification Framework or level six or above on the Scottish Credit and Qualifications Framework. Just because an organisation is
listed as an Approved Provider does not mean that all of their courses are of the required level.
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TOP TIP:
A list of the references to help with course level research may be found on our contact page. You must refer to the
Defence Information Notice 2007DIN06-038 - The Enhanced Learning Credit
Scheme: The Sponsorship of Service Personnel for Personal Development and your Education Staff for guidance with regard to eligible
activities.
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You must present your Claim Authorisation Note (CAN) to your chosen Provider before your course start date. If for any reason you do not
undertake the course you must submit a request to cancel/reinstate the claim. Failure to do so may result in the loss of Scheme Membership,
which will prevent any future claims.
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TOP TIP:
Keep a copy of your CAN as you will need the reference numbers for completing your evaluation from.
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Requests to cancel claims must be authorised by the Single Service Education Staff and as such you must ensure that you fully research the
course and the requirements prior to submitting a claim for ELC funding. Claimants need to be aware of the implications of cancelling or
withdrawing from a course of study funded by ELC. Always consult Education Staff before doing either in the first instance, as it can have
a serious effect on future ELC eligibility. (See cancellation/reinstatement section).
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For all claimants in Service the proposed learning activity must be of benefit to the Service. Applicants are required to demonstrate that
their proposed course of study is as a result of careful planning (use Personal Development Records). Out of service claimants should write
a letter to their single service representative explaining the purpose of their chosen development.
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You must make a personal contribution of at least 20% towards the total course cost. You will also be responsible for any costs associated
with food, accommodation, course books, material, travel and subsistence. Learners are to meet the cost of their minimum 20% personal
contribution from their own resources.
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BE AWARE!:
MoD rules strictly forbid the acceptance of inducements or incentives from providers including subsidies, free accommodation, travel and
equipment. Learners who breach these rules risk forfeiting their ELC membership.
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If you are making a second or third claim you must first ensure that you have sent back the Course Evaluation Form to ELCAS for all previous
courses funded using ELC. You must also provide documentary evidence to demonstrate that you have completed previous courses to your Education
Staff.
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TOP TIP:
Your evaluation form was sent to you along with your CAN. Please keep this until you are ready to complete it. Keep a copy of your CAN too
as it contains all of the reference numbers you need to complete your evaluation form. MOD and ELCAS rely on accurate completion of
evaluation forms to help us assess Learning Provider performance. Please help your fellow claimants to access the best possible learning
provision by providing timely and accurate evaluation feedback.
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In certain circumstances it will be necessary to apply for a second or third ELC claim whilst still studying a previous course being funded
using ELC. In these cases, the Course Evaluation Form must be completed up to the point you are currently studying and sent in with your
claim form to the Education Staff.
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If your course is split into modules, list each module you are claiming for. However, for longer courses of study such as degree level, where
the academic year is out of synch with the financial year, it is permissible to use one claim for several modules which count towards a
continuous and recognised block of study which may extend into or start in the next financial year.
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TOP TIP:
You must refer to the Defence Information Notice 2007DIN06-038 - The Enhanced
Learning Credit Scheme: The Sponsorship of Service Personnel for Personal Development.
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Before you choose your course of study you must refer to the DIN and your Education Staff for guidance with regard to eligible activities.
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TOP TIP:
These notes are guidelines only and you must consult your Education Staff
and the current DIN (2006DIN06-041) for full details. The process for claiming is outlined in the
claim process flow document. You should also refer
to the ELCAS tips for completing an ELC claim form.
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When arranging and completing your claim and undertaking your study there are some very important things that you should not do. Please take some extra
time to familiarise yourself with these NOT TO DO TIPS!
CLAIMANTS BE AWARE!
- Retrospective ELC claims are not permitted, Claim forms must be received by ELCAS at least 15 clear working days prior to the course start
date. You must ensure that you have enough time to receive the Claim Authorisation Note to present to your chosen Provider before the course
starts. (Please note that for courses with Open University the CAN must be presented to them by the final course registration date).
- It is important that you do not set up a loan/credit agreement for the full amount under any circumstances.
- You must not pay any money to the Provider or book the course before you receive your Claim Authorisation Note.
Amending / Cancelling / Reinstating a Claim
All Learners wishing to withdraw from their chosen learning activity should contact their Education staff. Single Service procedures and Notes for
Guidance must be referred to. Only under certain operational or compassionate circumstances will Learners be permitted to cancel their course.
If ELCAS has already generated a payment file for the learning activity then the Learner should follow the Single Service reinstatement procedure NOT
the cancellation procedure. Outlines of these procedures along with the necessary forms are available through the links from this page.
Learners wishing to amend their claim details should follow the guidance below:
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Change of Details
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Process to Follow
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Change of course start date (up to 3 months)
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Amendment
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Change of course start date (greater than 3 months)
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Cancellation/Reinstatement
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Change of course end date
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Ed Staff/Line Manager to agree. ELCAS do not need to be informed.
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Change of course costs (total, ELC grant or contributions value)
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Amendment
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Addition or Deletion of a module from an overall course (only to be
permitted where resultant course still fulfils eligibility criteria)
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Amendment
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Change of course
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Cancellation/Reinstatement
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Change of Provider
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Cancellation/Reinstatement
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Change of course code
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Amendment
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N.B All amendments must be received by ELCAS in writing (email, fax or letter) from a member of Education
Staff who is authorised to sign off claims.
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