Access to Learning Fund (ALF) 2008/2009

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1 Access to Learning Fund (ALF) 2008/2009 Guidance Notes for a Postgraduate student making an Application What is the Access to Learning Fund? The Access to Learning Fund (ALF) is a non repayable discretionary fund which is provided by the Government. The fund can help students who are having unexpected money troubles, and students who may be considering leaving higher education because of financial problems are particularly encouraged to apply for assistance. It is particularly aimed at students who have higher than average costs (such as lone parents, disabled students) or any student who has a sudden financial emergency or faces serious financial problems during their course. As the fund is discretionary and cash limited there is no guarantee that you will receive an award, and it should not therefore be viewed as the main financial support for your studies. You will be expected to have explored all avenues of financial help before applying to the fund. Please complete this form if you are studying a postgraduate course for which you do not receive any statutory funding. If you are studying for a PGCE, BArch or MA Social Work and receive either a student loan or maintenance grant from the NHS or Business Services Authority please complete the full time undergraduate form. How do I apply? You will have to complete the ALF application form, but before you do you must read these guidance notes carefully, they will help you to complete the application form and they will also provide us with all the information we need and prevent any delays in your application being processed. These notes contain general information about the Access to Learning Fund, including eligibility, how your application will be assessed and how long you can expect to wait for a decision. We will return your application form to you if you have not completed all the relevant section(s) as incomplete applications cannot be processed. What do I need to do to apply? You should have made realistic provision at the start of the course to fund both your tuition fees and living costs. If you have an outstanding Emergency Hardship Loan from this or any previous academic year you must repay the debt in full before submitting an application to the Access to Learning Fund. You are expected to apply for all other statutory support to which you are entitled (in particular tax credits and social security benefits). Page 1 of 11

2 What additional information do I need to apply? When can I apply? Applications can be accepted at any time throughout the academic year, there are two cut off points for applications: Final year students 27 March 2009 All other students 8 May 2009 Applications are assessed for the entire academic year irrespective of when you apply within the assessment dates of the scheme. However, it is important to remember that the ALF is a cash limited scheme and demand is usually very high towards the end of the academic year, so it is best to apply early this will also help you budget for the coming year. Am I eligible to apply? If you are a home, postgraduate student attending a full time course, yes. You are not eligible if you are an Overseas or an EU student. Can I apply to ALF for help with my tuition fees? No, the fund cannot be used to meet the cost of tuition fees. As a postgraduate student you must have made adequate provision to cover the cost of your tuition fees before commencing your course. Am I likely to receive an award? As ALF is discretionary and the fund is cash limited we cannot support every application we receive. I am a disabled student, is there anything else I can apply for? ALF is not intended to provide additional study support that is available from the Disabled Students Allowance (DSA), unless the DSA is insufficient to cover the whole cost, or the cost cannot be met from the DSA. If you are a disabled student, especially with dyslexia, applying for a diagnostic test, e.g. from an educational psychologist, the fund may be used to meet some of the costs. You should contact the Learning Support Unit on the 1 st Floor of the All Saints Building or telephone for further information or visit their website Can I apply more than once. If so, when do I apply? Yes, but assessments are made for the duration of the year so unless there has been a significant and adverse change in your circumstances since your original application it is unlikely that you will receive an award. You will need to complete a new application form as soon as possible submitting all the requested documentary evidence including documentation in relation to your change in circumstances. How is my form assessed? The assessment is made over the actual number of weeks of study, including short vacations. It is assumed that your income meets the NPI as detailed below and that this is set against reasonable expenditure. Page 2 of 11

3 What will be included as Income? The following will be taken into account as income when we assess your application: Evidence of savings or other income Any means tested benefits or tax credits A Notional Postgraduate Income (NPI) of 150 per week is applied. This NPI is set by the Government and it assumes that all postgraduate students will have made provision for a basic level of income from which to support themselves, from various sources including grants, scholarships, part time work, Career Development Loans or additional family support. If you are a postgraduate student with children or if you are unable to work due to a disability, NPI is reduced to 120 per week. The assessment process will also include any income from means tested benefits or Tax Credits in addition to any of the above mentioned statutory support and assumed income levels. When assessing your application some of your income will be disregarded: if you or your partner are receiving State Benefits, we will not take into account any nonmeans tested benefits that are for particular circumstances e.g. Disability Living Allowance. Whilst income from means tested benefits or Tax credits in addition to any statutory support and assumed income levels are included in the assessment. What will be included as Expenditure? We will include as expenditure Rent Travel Childcare costs Council Tax We are also required to include a set figure called Composite Living Costs which are basic living costs for food, household bills (gas, electricity, water, TV licence etc.), clothes and entertainment This figure is set by the Government and is included in your assessment regardless of what you actually spend on these items. This is to ensure that all applicants are treated fairly, regardless of their individual lifestyle choices. Additional premiums are added for students or those with a partner, who are in receipt of an additional benefit premium from the DWP, e.g. disability premium. For students with children, a disability, or caring commitments, the cost of running a car may be included although the full cost will not be met. In all other cases daily travel costs to and from University will be assessed using the cheapest means of public transport available. Page 3 of 11

4 Standard award Standard awards are those made to help with the general costs of being a student. The income/expenditure process is done by calculating the level of income against the level of expenditure. If the latter is higher, the student is viewed as having an additional need and an award is made. Non standard award Non standard awards are considered on a case by case basis and are used for students who have to meet exceptional costs such as repairs to essential household equipment, and assistance with priority debts. Emergency situations (including travel costs for family illness or bereavement and hardship due to a burglary or fire) can also be considered under the non standard award assessment. Documentary evidence must be supplied for such circumstances to be considered. In addition to these examples, costs for disabled students not met by the Disabled Students Allowance (DSA) can be considered How long will it take? When will I hear? All applications and correspondence are dealt with in strict date order, and provided your application form has been completed accurately and the appropriate documentary evidence supplied, an assessment and decision should be made within 4 working weeks of submission. However, this will vary throughout the year, the assessment process may take longer depending on the complexity of your application and at peak times due to the volume of applications submitted. What happens next? Once your application has been checked in you will be sent an to your MMU student confirming receipt of your application and the date we received it. When your application has been assessed you will be notified of the decision on your application in writing which will be sent to your correspondence address. If your application is successful information will be included regarding the payment of your award. Please keep any correspondence you receive as it is important and is intended to help you. We are unable to discuss the progress of an application as this slows down the rate of processing applications; nor can we give information regarding the result of your application over the telephone. Do I have to attend an interview? No, but staff from the Student Financial Support Unit may need to contact you if we require clarification of some aspect of your application or it is incomplete. Who will see my application form? Applications are seen only by the Student Information Point and Student Financial Support Unit staff who are bound by confidentiality, you can be sure that your application will be treated confidentially throughout the process. How much can I get? How am I paid? ALF is discretionary and cash limited, and not everybody will receive an award. If a deficit between your income and expenditure is identified you will receive a contribution towards this deficit. Awards of 500 or less are normally paid in one instalment. Awards of more than 500 will be paid by termly instalments: after the initial instalment, subsequent Page 4 of 11

5 instalments are usually paid two or three weeks into the spring and summer terms once your continued attendance on your course has been confirmed by your department. Once this confirmation has been received, we will write to you to confirm your payment date. No consideration will be given to requests for advance payment of instalments. Payments are made directly into your bank account and can only be paid into an account bearing YOUR name. If you change your account details you must notify the Student Financial Support Unit, in writing, immediately. Once a payment has been authorised it is not possible to reissue the amount to a new account. Will I get the same each year? Should your application be successful this year, this does not mean that an application will be successful next year. Decisions are made on a year on year basis and with no guarantee that the same level of funding will be repeated. Do I have to repay the money? No, ALF is non repayable. What if I m not happy with the decision? If you are unhappy with the decision made you may appeal against the decision which must be made within four weeks from the date of the original decision (this is indicated on the letter). You must re submit all your original supporting documents, together with any additional information you consider relevant to your case. You will receive a written response to your appeal in due course, the time this takes will vary and no timescale can be given. Having considered and adjudicated on the appeal, the decision of the Academic Registrar is final. Your Appeal should be sent to: Academic Registrar Student Services Student & Academic Services Manchester Metropolitan University All Saints Building, Oxford Road, Manchester M15 6BH Page 5 of 11

6 How do I complete the application form? Answer all questions on the application form, printing clearly in black ink or ticking the appropriate box and referring to these notes as you answer each question. Part 1: Personal Details Complete all sections. The questions are simply factual. Your correspondence address is the only address we will use to notify you of the outcome of your ALF application and return your documentation. Please write your MMU address only as this is the one we will use if we need to contact you to request additional information or to confirm receipt of a complete application. If you have any children who are financially dependant on you, please provide details i.e. names and date of birth on a separate sheet and attach it to your application form. Part 2: Course Details and Attendance Complete all sections. We have requested details of your Course Tutor/Leader in the event that we need to make further enquiries regarding your attendance on the course. Confirm that you made realistic provision, at the start of your course, to fund both your tuition fees and living costs for the duration of the course. Part 3: Bank Accounts Complete this section in full. Parts 4, 4B and 5, 5B: Income and Expenditure Complete both income and expenditure sections. It is important that you fill these in as accurately as possible. You must submit documentary evidence of all income, including copies of any benefit award letters. Please ensure your figures are weekly. Part 4: Student s income Place all the income you have in the income column. Please ensure your figures are weekly. Part 4B: Partner s income If you have a partner (who is living with you) please enter their net earnings plus any other income they receive and submit documentary evidence e.g. bank statements, wage slips, benefit award letters. Failure to provide such evidence will result in your application being rejected. Part 5: Expenditure Place in the expenditure column all household expenditure for yourself and your partner (if applicable). If you have children the expenditure should include costs related to them as well. Please provide weekly figures where possible. As previously explained, when considering your application a set figure will be used for certain elements of household expenditure (including food and utility bills) known as composite living costs. If you and your partner (if applicable) have any other essential costs these should be included at the end of Part 6 and give details within Page 6 of 11

7 your supporting statement. You must also provide documentary evidence of any such expenditure. If you have childcare costs, you must submit evidence from your childcare provider indicating the exact cost involved. This may be in the form of a letter, bills or receipts but must clearly show the regular weekly or monthly amount you have to pay. Daily travel costs to and from University will be assessed using the cheapest means of public transport available such as a yearly/termly bus pass. The cost of a running a car cannot be included as part of the assessment. In exceptional circumstances (for example, if you are a single parent with dependents), a set amount (not the full cost) will be allowed towards the cost of using a car. For assessment purposes travel costs home are allowed at the rate of one return journey per term. Additional trips home will only be taken into consideration if you provide evidence such as travel tickets and an explanation of why such additional travel was essential. Part 5B: Partner s travel and essential costs Here you place your partner s weekly travel costs commuting to and from work together with any other essential costs that he is solely responsible for e.g. child support maintenance (CSA), debts to Inland Revenue. Part 6: Bank/Building Society Details Complete this section in full. If your application to the fund is successful your award will be paid directly into your bank account, and can only be paid into an account bearing your name. It is important that you notify the Student Financial Support Unit, in writing, immediately if you change your account details. Once a payment has been authorised it is not possible to reissue the amount to a new account. If your bank account does not support BACs payments your award will be paid by cheque. Part 7: Supporting Statement You must submit a supporting statement outlining the reason(s) for your application and specifically stating why you need support from the fund. Such factors may include Disabilities e.g. if you are a disabled student and you are applying for financial assistance towards specialist equipment which my not be covered by your DSA. You should include details of any financial difficulties you were experiencing at the start of the academic year, listing any priority debts you have, any agreed repayment plans and any other factors that you think are relevant to your financial position. If there are unforeseen events or health problems you have experienced which have affected your finances, you must provide documentary evidence to support any special circumstances, e.g. Doctors letters. Please indicate whether there are any circumstances which have prevented you from taking up employment, and what steps you have taken to gain part time work. Page 7 of 11

8 Is there anything else which you feel is relevant to our application which has not been asked by our questions? Your application cannot be considered without a Supporting Statement. Part 8: Declaration Please tick all the relevant boxes that apply to your circumstances. You must meet certain residence requirements to qualify for help from the fund and your eligibility will be established by completing this section. Remember to sign and date your application form Part 9: Checklist and Supporting Documentation Look carefully at the CHECKLIST at the back of the application form it is there to help you. Ensure that you attach all the relevant supporting documents (good quality photocopies are sufficient) and tick the appropriate boxes to indicate which documents you are enclosing. Applications that do not have the necessary supporting documents are incomplete and cannot be processed. It is essential that you provide supporting evidence with your application to the fund. You must submit copies of both your Financial Notification (FN) from Student Finance Direct and the Payment Schedule (PS) from the Student Loans Company. The FN indicates the amount of loan you are eligible to apply for; the PS confirms the amount you have actually applied for. These two amounts MUST be the same, if they are not it may be that you have not applied for your full loan entitlement; if this is the case you will not be eligible to apply to the fund. If you do not have a copy of your FN you should download a copy from If your Financial Notification states Not Financially Assessed you must explain why. In addition to the documents on the checklist, you may need to submit further copies of documents specific to your situation. If these are not included with your application we may need to write to you to request them, which will delay your application. If we you for additional information in order to process your application you must return the information by the deadline specified in the , failure to do so will result in your application being rejected. Do NOT include utility bills, credit card or store card bills, mobile phone bills or supermarket till receipts. These are NOT included in the assessment process. Page 8 of 11

9 If you have any questions on what documents you need to produce please contact the Student Financial Support Unit (SFSU) on /1045. BEFORE SUBMITTING YOUR APPLICATION CHECK THAT YOU HAVE Completed all sections of the form Signed and dated the form Attached all the relevant documents Completed application forms, together with all relevant supporting documents, may be handed in at the: Student Information Point, Ground Floor, All Saints Building. Or sent by post to: Student Financial Support Unit Student Services Student & Academic Services Manchester Metropolitan University All Saints Building, Oxford Road, Manchester M15 6BH If you have any questions about the form or the documents required please contact the SFS Unit on /3636, or or call in to the Student Information Point (SIP) on the Ground Floor of the All Saints Building. The Students Union Advice Centre offers a free service on all the main issues that affect students at MMU, including advice on how to budget and manage your finances. They may be able to offer you further help and advice in completing your application form. You can contact them on or or Page 9 of 11

10 BUDGETING TIPS Prepare a budget sheet and try to stick to it. Beware, the first instalment of your Student Loan will look like a lot of money when it first arrives, but it will soon be used. Keep a record of everything you spend and money you take out of the cashpoint. Make sure you have a student bank account with free overdraft facilities. Sign up for internet banking which will allow you to keep up to date with your finances, day and night, and will also enable you to print statements. Avoid cashback and request your bank statements to be issued on a monthly basis to help you keep track of your spending. Consider using direct debits/standing orders which can help you plan your expenditure and ensure you do not fall behind with priority items such as rent, fees and utility bills. Plan for extra expenditure such as start of year costs and special occasions like family birthdays and Christmas. Consider carefully whether you can afford luxury items such as mobile phones, Sky TV, gym membership, and use of a car. Make sure you have taken out insurance cover for contents including specific personal items. Page 10 of 11

11 USEFUL CONTACTS Student Loans Company General Enquiries (tel: ) NHS Student Grants Unit (tel: ) Social Work Bursaries (tel: ) Student support Student Support for Students who normally live in: England Student Finance Direct Contact Centre (tel: ) Wales: Student Finance Wales Contact Centre (tel: ) Northern Ireland: Student Finance NI Contact Centre (tel: ) Scotland: Student Awards Agency for Scotland Career Development Loans Student Financial Support Unit (tel: /3636) The Advice Centre (Students Union) (tel: ) ALF Guidance Notes v4.doc Page 11 of 11

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