These instructions demonstrate how to complete an online Auslan For Employment (AFE) application. It assumes that you have logged on to the secure JobAccess site as an Australian Government employment service provider. If you have previously applied for AFE funding for this person, do not create a new application. Their application will appear in the "Application List". You must use the existing application and add new items. Please refer to the following instructions:
If you have not previously applied for AFE funding for this person, please follow these steps to create a new application:
Step 1
After you have logged on to the secure site, a 'Welcome' page will appear. Select the ‘Apply for Auslan assistance’ using the hyperlink on the 'Welcome' page.
Step 2
You will be presented with an ‘Auslan application list’. You can use this list to track the progress of all the applications that you create. You can view, print or update the forms that you or others in your organisation create. Only one person in your organisation can update an individual form at a time.
Step 3
If an existing application does not exist for the person you can select ‘Create New Application’ to start a new application form.
Step 4
Using the arrow on the drop down menu, select how you will be lodging this application. You can apply for your own staff (as an employer) or for a client (in your role as a service provider). Select ‘Create’ to create a new application.
Step 5
The first page of the application form, the 'Terms and conditions', will appear. Read the 'Terms and conditions'.
Step 6
If you wish to continue, check the box to confirm that you have read, understood and agreed to all statements made in the 'Terms and conditions'. Click on the 'Next' button to continue. Click 'Cancel' if you do not wish to proceed.
Step 7
The ‘Service provider details’ screen will now appear. Enter your site code and select ‘Retrieve’. Your organisation and site details will populate automatically based on the information recorded in EA3000. You will need to enter contact details manually to let the JobAccess Advisers know who they should contact to discuss the application. Keep a record of the 'Application ID" which is shown at the top right hand side of the screen.
A required field will have the word 'Required' beside it. You must enter information in a required field.
Select ‘Next’ to move to the next screen. Any data that you have entered will automatically be saved when you move to the next screen. If you miss a required field, a message will appear when you click 'Next' reminding you to enter the missing information.
Step 8
The ‘Employee details’ screen will appear. Enter the Job seeker ID in the Job seeker ID field and select ‘Retrieve’.
The screen will automatically populate with the job seeker’s details, drawing the information from EA3000. Check the job seeker’s details. If there is an error in the job seeker details select cancel and go back to EA3000 to correct the data before recommencing the application.
You may need to enter extra data that is not stored in EA3000, for example if the job seeker has another disability. Select the arrow next to the drop down menu and select the job seeker’s other disability if applicable. Click on 'Next' to progress to the next screen.
Step 9
You will now be presented with the question: ‘Does the employee have a nominee acting on their behalf?’ A nominee is a person nominated to receive and send correspondence and enquiries on behalf of another person. Answer the question by selecting ‘Yes’ or ‘No’ on the appropriate radio button. You must answer the question to continue.
Step 10
If you answered ‘No’ to the nominee question, go to step 11. If you answered ‘Yes’ to the nominee question, the nominee details screen will appear.
Enter the nominee details as required using the drop down menus where appropriate and select ‘Next’ to continue.
Hint: If you selected ‘Yes’ to the nominee question in error, select ‘No’ to progress to the next screen.
Step 11
The ‘Employer details’ screen will now appear. Enter the employer details as required using the drop down menus where appropriate and select ‘Next’ to continue.
Step 12
The ‘Interpreter details’ screen will now appear. If you are applying for interpreting services, enter the interpreter details as required using the drop down menus where appropriate and select ‘Next’ to continue.
If you are not applying for interpreting services, select 'Next' to continue.
Step 13
The ‘Items’ screen will now appear. This screen allows you to request any or all of the Auslan for Employment Services available for approval by the JobAccess Advisers. There must be at least one complete service entered to continue. Select ‘Add item’.
Step 14
Enter service details by using the drop down menu and enter the number of hours when appropriate. Select ‘Save item’ to add to the items table or ‘Cancel save’ if you do not wish to add the selected item.
Step 15
If more than one item is required, continue to add items by selecting ‘Add item’. You will only be able to add items in accordance with the Auslan For Employment guidelines (one of each type up to the maximum number of hours). Once all items have been added, select ‘Next’.
Step 16
The ‘Payee details’ screen will now appear. Using the arrow on the drop down menu, select who will be paid the reimbursement. You can select one option. Select ‘Next’ to continue.
Step 17
The ‘Certification screen’ will now appear. Read the certification and, if you agree, select the box at the end of the certification statement to confirm that you have read, understood and agreed to the certification statement. If you do not select the certification agreement box, you will not be able to proceed with the application.
Step 18
This is the end of the form. If you wish to submit the form, select ‘Submit’. A message will appear confirming that the form has been successfully submitted. You will be given an application ID number. You should remember this application number for future use–please make a record of it. If you forget the application number check the ‘Auslan application list’.
Step 19
Your application is now complete. A JobAccess Adviser will contact you to discuss your application.
The JobAccess Adviser will approve or decline your application. You will be notified either by phone or email confirming the outcome of your application. You can then go back into the application form to view the approved list of items and make your purchases as required. It is recommended that you print the form or save it to your hard drive (see instructions for 'Using the Auslan For Employment application list') as once an application is reimbursed, it is removed from the list.