With immediate effect it is permissible for Service Leavers to use their Individual Resettlement Training Cost (IRTC) grant in concert with Enhanced Learning Credit (ELC) to pay for the same higher level qualification courses starting on or after 1 September 2008.
Full details are available in released 1 July 2008.
Key points to note:
- The policy and procedures for submitting an ELC and IRTC claim have not changed. No new allowance has been created.
- An ELC claim will continue to be submitted as normal with the individual making their 20% minimum personal contribution.
- An IRTC claim will continue to be submitted under current resettlement rules (refer to the SPVA Business Guide)
These processes remain completely separate in accordance with ELC and resettlement regulations.
Full details for Service Leavers using IRTC with SLC can be found in 2008DIN07-103 released 1 July 2008
It remains the individual claimant?s responsibility, with the advice and guidance as appropriate from an Education and Resettlement advisor, to determine the best route to optimise the funding available in resettlement to pay for learning leading to qualification
Claiming
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:
| 1 | You must fully research both the Provider that you choose and the course that you wish to study. | |
| TOP TIP: | ||
| 2 | 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. | |
| 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 and your Education Staff for guidance with regard to eligible activities. | ||
| 3 | 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. | |
| TOP TIP: Keep a copy of your CAN as you will need the reference numbers for completing your evaluation from. | ||
| 4 | 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). | |
| 5 | 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. | |
| 6 | 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. | |
| 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. | ||
| 7 | 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. | |
| 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. | ||
| 8 | 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. | |
| 9 | 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. | |
| TOP TIP: You must refer to the . | ||
| 10 | Before you choose your course of study you must refer to the JSP and your Education Staff for guidance with regard to eligible activities. | |
| TOP TIP: These notes are guidelines only and you must consult your . The process for claiming is outlined in the . You should also refer to the . | ||
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. Learners are reminded that re-instatement of an ELC instalment is only permitted for those who have to withdraw from a course of study because of operational or compassionate circumstances.
What is not acceptable for consideration of re-instatement of an ELC instalment is where an individual has started a course and failed to carry the learning through to completion because either the course did not meet their expectation or they simply gave up through lack of commitment.
Scheme members who request a reinstatement under such circumstances risk forfeiting their ELC instalment and membership eligibility of the ELC scheme. 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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Change of course costs from lower tier to higher tier (claim form signed prior to
claimant becoming eligible at higher tier rate)
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Cancellation
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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.