On this page are frequently asked question about the Additional Support for Students with Disabilities (ASSD) component of the Disability Support Program (DSP). It is divided into four parts:
Key terms
Calendar year
The period from 1 January to 31 December in a single year.
Course of study
This refers to:
- an enabling course, or
- a single course leading to a higher education award, or
- a course recognised by the higher education provider at which the course is undertaken as a combined or double course leading to one or more higher education awards.
Domestic students
This means a student with a permanent home address in Australia who is:
- an Australian citizen,
- a New Zealand citizen,
- a diplomat or consular representative of New Zealand, a member of staff of such a representative or the spouse of dependent relative of such a representative, or
- a student with an Australian permanent visa.
Educational support
The type of educational support provided to students is determined by the higher education provider. Educational support must directly assist students with disabilities in relation to their studies. Examples of educational support may include:
- sign-language interpreters,
- production of Braille formats of course materials and lecture notes,
- production of non-Braille alternative formats of course materials and lecture notes, including transcription and adaptation of material for use with screen-reading technology, scanning, enlarged print and audio taping,
- tutorial support (additional tutoring),
- note taker and scribe support, and/or
- examination and assessment assistance, including the costs involved in assessment at a separate location with extra invigilators (an average cost for invigilation will be accepted).
Higher education providers may not claim for the costs of infrastructure, salaries or other costs relating to the ongoing operation of general disability support services or for the provision of personal care. Educational support claims will be considered on a case-by-case basis.
Enabling course
This means a course of instruction provided to a person for the purpose of enabling the person to undertake a course leading to a higher education award, but does not include:
- a course leading to a higher education award, or
- any course that the Minister determines is not an enabling course for the purposes of the Higher Education Support Act 2003.
Enrolled student
A person enrolled in a course of study refers to a person undertaking the course of study.
Equipment
The type of equipment provided for students is determined by the higher education provider. Equipment must directly assist students with disabilities in relation to their studies. Examples of eligible equipment include:
- adaptive software and/or multiple-user licence costs for adaptive software,
- adaptive computer equipment peripherals (e.g. large monitors, adaptive keyboards),
- mobility aids for shared use (e.g. scooters),
- adjustments or modifications to furniture or work stations (not including the purchase of standard ergonomic furniture), and/or
- specialist tape-recording equipment and digital voice-recording devices.
Higher education providers may not claim for the costs of infrastructure, salaries or other costs relating to the ongoing operation of general disability support services or for the provision of personal care.
Higher education award
Refers to:
- a degree, status, title or description of bachelor, master or doctor, or
- an award of graduate diploma or graduate certificate, or
- any other award specified as a higher education award under the Australian Qualifications Framework.
Permanent home address
Refers to the address of the home where the student has come from, not a temporary semester or term address.
Personal care assistance
Personal care assistance relates to assistance for the physical needs of people who are disabled or otherwise unable to take care of themselves, including support and/or equipment used to assist with bathing, management of bodily functions, and cooking.
Threshold for eligible expenditure
Under the Other Grants Guidelines 2010, reimbursement of claims for educational support is subject to a threshold which is required to be no less than $500 per student, but may be higher.
General Administration
Can costs for students from New Zealand be claimed?
Claims for students with disabilities from New Zealand may be considered under the ASSD. Reimbursement of equipment and/or educational support expenses will be provided for eligible domestic students with disabilities. Under the Higher Education Support Act 2003, a domestic student means a student with a permanent home address in Australia who is:
- an Australian citizen,
- a New Zealand citizen,
- a diplomat or consular representative of New Zealand, a member of staff of such a representative or the spouse of dependent relative of such a representative, or
- a student with an Australian permanent visa.
Can costs for Open University Australia (OUA) students be claimed?
Subject to the satisfaction of other eligibility criteria, expenses incurred by domestic students with disabilities enrolled with OUA may be claimable under the ASSD.
How should costs, where payment occurs the year after services/ equipment were received, be designated?
Expenses should be acquitted for the year that they were incurred, rather than the year in which they were paid.
Example: ABC University have a number of invoices for expenses incurred in 2010 that were not received until 2011. While, technically, the funds were spent in 2011, the student was enrolled and used the services/equipment in the previous year. These expenses should be acquitted for the year they were incurred, 2010, rather than the year in which they were finally paid, 2011.
How should Trimester 3 costs be designated?
Expenses incurred in the third trimester (the university term between December and February) should be claimed in the following year’s costs, as most of the costs are likely to be incurred in the following year.
Example: Sophie was enrolled at ABC University for Trimester 3 in 2009. A scooter was purchased for Sophie in December 2009. She also received invigilation for her exams at the end of February 2010. Costs for Sophie incurred in 2009 and 2010 will be claimed as part of the 2010 application to be submitted in March 2011.
How should students enrolled in Trimester 3 be treated in the ASSD application form?
For the purpose of student validation, students enrolled in Trimester 3 should be identified in the application form.
Example: Chris is undertaking studies in Trimester 3 2009 at the ABC University. At ABC University, Trimester 3 enrolment is seen as part of 2009 enrolment. Because Chris will not be enrolling in Trimester 1 2010, verification of his enrolment through the Higher Education Information Management System (HEIMS) will need to be processed for the 2009 calendar year, instead of the 2010 calendar year. As Chris’ expenses will not be included in an ASSD application for reimbursement until 2011, ABC University will have to note Chris’ enrolment as being in Trimester 3, 2009 in their application form.
Educational Support
What forms of accessible formatting may be eligible for reimbursement?
The scanning, enlarging or conversion of printed material into audio files for students with disabilities may be claimable as a part of the educational support component of the ASSD.
Example: ABC University claims scanning and enlarging of printed material for vision impaired students. The university is able to claim the costs of scanning of documents under the ‘educational support’ component of the ASSD as it is supporting students with disabilities to participate in higher education.
What are the eligibility requirements for claiming books (other than textbooks)?
Books, other than textbooks, such as dictionaries, are generally not claimable under the ASSD. The reason for this is that such books are shared resources and unlikely to be for the specific use of students with disabilities.
Are the costs of diagnostic testing claimable under the ASSD?
Expenses incurred by students for diagnostic testing cannot be claimed under ASSD.
Can averages be used for invigilation costs?
Where invigilation costs cannot be assigned to an individual student, an average cost for invigilation will be accepted.
To determine the average invigilation costs per student, providers will need to calculate the total invigilation costs related to students with disabilities only and divide this by the total number of students with disabilities sitting exams. This will give providers the average invigilation cost per student.
It is important to note that invigilation costs need to be attached to students (either those in receipt of invigilation or an average for all students). If providers are using an average cost per student, it is unlikely that they will be able to claim the full cost of invigilation under the ASSD as all students may not exceed the $500 threshold thereby preventing their share of the total expenditure on invigilation from being counted.
What IT support costs may be eligible for reimbursement under the ASSD?
Costs may be claimed where an IT support person is made available to provide training that ensures students with disabilities are able to use assistive technology to its full extent.
In what instances may the cost of textbooks be eligible for reimbursement under the ASSD?
The issue of whether students are required to purchase their own texts for conversion into an electronic format is assessable on a case-by-case basis.
Under the Other Grants Guidelines, 'funds are provided to eligible higher education providers to assist them to meet the costs of providing support to students with a disability with high cost needs' (section 1.100.5.1 of the Other Grants Guidelines). In terms of educational support, items that are eligible to be claimed must directly assist students with disabilities.
Acquiring a text book as part of a course’s curricula is standard practice for all students. If students have difficulties purchasing texts due to financial or other hardships, copies are generally available within most campus libraries (although this practice may vary between institutions).
For textbooks to qualify under the ASSD as an educational support expense, it needs to be shown how these text books directly assist students with disabilities. As a stand alone item, text books would not generally qualify (unless, for example, they were more expensive because they were in Braille or larger print or if they had been purchased for a student’s assistant in order for them to be able to provide support to the student with a disability).
However, converting texts into accessible formats is something that qualifies under the educational support component of the ASSD because it is a support cost that directly assists students with disabilities to participate at university on a comparable basis to those students without a disability. It is about providing “reasonable adjustments”, rather than providing unfair advantages either financially or academically. If, as part of the conversion process, the book is destroyed, it would be reasonable to absorb the cost of the text into the conversion process as the text would no longer be able to be used by anyone, not just the student with a disability for whom it was purchased.
A student who needed texts to be converted into an accessible format would not be able to use the text anyway. However, in isolation, a textbook is not an educational support item. Similarly, if the text is not destroyed as part of the conversion process, it may be resold or used by other students for who the text was not purchased.
Example 1: Loy has a visual impairment and requires his economics textbooks to be converted into a more accessible format. To convert Loy’s books into an accessible format, the spine needs to be removed from each book. ABC University can claim the cost of Loy’s textbook as part of the conversion costs.
Example 2: Lulu has a visual impairment and needs her textbooks to be recorded on audiotape so that she can access the information in them. ABC University uses copies of Lulu’s textbooks from the campus library as the books will not be destroyed in the conversion process. In this instance, ABC University could not claim the textbooks as part of the conversion process.
Are textbooks for participation assistants eligible for reimbursement under the ASSD?
Textbooks may be claimed as an educational support expense under the ASSD if they are purchased for participation assistants, such as a note taker, to assist them in providing support to a student with a disability.
Example: ABC University has provided Anya with a note taker, Sally, to support her in her studies. ABC University purchases a textbook for Sally, who is not enrolled in the same subject as Anya, to enable her to understand the subject thereby allowing her to take better notes on behalf of Anya. The cost of this textbook can be claimed under the ASSD.
What transport costs may be eligible for reimbursement under the ASSD?
Eligibility of transport claims is assessable on a case-by-case basis. Where students are required to attend a placement for practical experience or work placements, universities may claim for travel expenses of students to and from placements where transport outside of what a student would normally use is necessary.
Example 1: Raj is completing a Bachelor of Education and is required to attend placements at a school in order to fulfil his course requirements. Raj has a physical impairment and is usually fine to use public transport and walk short distances. However, the location of the school is too far from the bus stop for Raj to walk. Because of his physical limitations, Raj needs to catch a taxi from the bus stop to the school in order to fulfil his course requirements. ABC University is able to claim the taxi fares for Raj under the ASSD as, without this educational support, Raj would not be able to meet the requirements of his course.
Example 2: Mitch is unable to use public transport because of his disability. Mitch’s usual mode of transport is by taxi. ABC University is not able to claim the costs of Mitch’s taxis to and from university.
Equipment
Computing Equipment
Is computer software eligible for reimbursement under the ASSD?
Computer software can be claimed where it serves an enabling function or is disability-specific and is used exclusively to support students with disabilities.
Example 1: Kylie has a visual impairment and requires access to a computer on campus which runs Dragon Naturally Speaking software. ABC University purchases Dragon Naturally speaking for a number of computers reserved for the specific use of students with disabilities. Dragon Naturally Speaking is claimable under the ASSD as it is software used exclusively to support students with disabilities.
Example 2: Alex has a physical impairment and is completing a degree in Architecture. As part of his course, Alex is required to use Computer Assisted Design (CAD) software. The Disability Unit purchases this software for Alex. Under the Other Grants Guidelines, 'funds are provided to eligible higher education providers to assist them to meet the costs of providing support to students with a disability with high cost needs' (section 1.100.5.1 of the Other Grants Guidelines). Because CAD is not disability specific, it is not claimable for reimbursement under the ASSD as equipment used exclusively to support students with disabilities. Further, if this program is used by other students for a particular course it is reasonable to expect that the university would already have a licence for this item or that it would be the requirement of all students participating in the specified course to purchase this software independently.
What computer hardware and accessories may be eligible for reimbursement under the ASSD?
Peripheral computer hardware and accessories may be eligible for reimbursement where it directly assist students with a disability with their study. Examples of such equipment may include, but is not limited to, USB drives, USB hubs and additional RAM for computers.
Example: ABC University purchases equipment used for Live Remote Captioning services (portable) for students with a hearing impairment. This equipment includes unbalanced to balanced signal converter, telephone in-line coupler, patch cord and Ethernet cables. ABC University is able to claim this equipment as it is used exclusively to support students with a disability.
Electrical Equipment
Is voice recording equipment eligible for reimbursement under the ASSD?
Voice recording equipment such as hybrid note takers, iPods and MP3 players can be claimed where universities do not provide voice recordings of lectures or tutorials.
Example: Verity requires notes to be taken for her during lectures to participate in her university course. ABC University purchases an iPod to provide this support. They have found it more cost effective while allowing the student more independence than when using a person to provide the note taking service. This equipment is claimable under the ASSD.
What electronic equipment may be eligible for reimbursement under the ASSD?
What electronic equipment may be eligible for reimbursement under the ASSD?
Electronic equipment used to assist students with disabilities to participate at university may be claimable under the ASSD. Such equipment could include, but is not limited to, CCTV, mobile phones, or DVD players.
Example 1: Liam has a visual impairment. ABC University purchases a CCTV to enable him to put textbooks and other print material in the viewer and use the large monitor to read the enlarged font. ABC University is able to claim the cost of this equipment under the ASSD.
Example 2: Robyn has a hearing impairment. ABC University purchases a mobile phone to facilitate outside hours communication with her as a significant amount of SMS is used when a TTY phone is not available. ABC University is able to claim the cost of the mobile phone as it is necessary for the student’s participation in higher education.
Example 3: Tim has a visual impairment. He needs assistance to watch class DVD materials close up. ABC University purchases a hi-fi with DVD player to allow him to do this. The university can claim the cost of this equipment under the ASSD as it is used exclusively to support this student with a disability.
Are the costs of a photocopier or photocopying reimbursable under the ASSD?
Where a university provides a photocopier for use by note takers to copy their notes to give to students with disabilities, the university can claim a percentage of the costs of the photocopier, proportional to the usage of the machine specifically for students with disabilities.
Example: A photocopier is used at ABC University by note takers to copy their notes for students with disabilities. Data collected on the usage of the photocopier shows that the note takers’ portion of use is 25 per cent. ABC University is eligible to claim that portion of the photocopier lease under the ASSD.
Are interactive whiteboards claimable under the ASSD?
Interactive whiteboards may be claimed if they are purchased specifically to assist a student with a disability access, or provide information related to, their course work.
Example: Carl has a visual impairment. ABC University purchases an interactive whiteboard so that he can write answers to questions that can then be included in his mathematics exam booklet. As this whiteboard allows Carl to participate in higher education, the cost of this equipment is claimable under the ASSD.
Would the costs of a mobile internet connection be reimbursable under the ASSD?
If the university does not have a wireless network, the costs of a mobile internet connection may be claimable under the ASSD. The internet connection must be purchased to assist a student with a disability to obtain access to information via the internet while on campus. The student must have difficulties accessing internet on other areas of the campus. The internet must only be used for the purposes of helping the student to fulfil their course requirements.
Example 1: Bill has a mobility impairment that restricts his ability to access the library. While on campus, Bill requires access to the internet to obtain information relevant for his course. ABC University purchases a prepaid internet connection to facilitate this. The university can claim this internet connection as it directly assists Bill to participate in higher education while on campus.
Example 2: Meena has a hearing impairment. Due to her financial circumstances, Meena can not afford to have the internet connected at home. The costs of providing Meena with internet access at home would not be claimable under the ASSD as these costs would not be directly related to supporting her to participate in higher education on an equal basis as a result of her disability.
Assistive Technology
What types of disability specific or enabling equipment may be reimbursable under the ASSD?
Where universities provide specialist disability specific or enabling equipment to be used by a student with a disability the cost of the equipment may be claimed under the ASSD.
Example: Jason has a hearing impairment. To fulfil the requirements of his course he needs to use an electronic stethoscope to read heart rates. ABC University purchases an electronic stethoscope to allow him to complete his course work. The university is able to claim the cost of this equipment under the ASSD as it is used exclusively to support Jason to particiate on an equal basis as students without a disability.
Mobility Equipment
What types of mobility equipment may be reimbursable under the ASSD?
What types of mobility equipment may be reimbursable under the ASSD?
Where a university provides equipment, such as an electric scooter, to assist with student mobility on campus, the item may be claimable under the ASSD. The equipment must be for the exclusive use of students with a disability and must not be used outside of the university, unless it is used specifically to support the student with practicum activities specifically related to their course.
Example: The campus of ABC University is set in a hilly environment. Julie has limited mobility to move around the campus. The university has provided an electric scooter to assist her in getting around the campus. As this equipment directly allows Julie to participate in higher education it is claimable under the ASSD.
Miscellaneous furniture and electrical equipment
What types of furniture may be eligible for reimbursement under the ASSD?
The cost of furniture purchased to specifically assist students with disabilities to participate in higher education may be claimable if it has been purchased exclusively for the use of those students. Examples of furniture that may be claimable include, but are not limited to, high backed chairs, kitchen stools without arms, height adjustable tables, over bed table and camp beds. Furniture claims will be assessed on a case-by-case basis.
Example 1: Paul has a physical disability. ABC University has provided an over bed table to assist Paul to participate in higher education. This table can be used either over his wheelchair or over his bed. As this table allows Paul to participate in higher education it is claimable under the ASSD.
Example 2: Lisa has chronic fatigue. As such, she needs to be able to lie down during exams. ABC University purchases a portable folding bed to facilitate this. As this bed allows Lisa to participate in higher education, it is claimable under the ASSD.
What types of light controlling equipment may be eligible for reimbursement under the ASSD?
Installation of blinds or other light controlling equipment may be claimable where the equipment is required to reduce glare, enhance “light and dark contrast” or enhance the use of assistive technology devices. Light controlling equipment will be assessed on a case-by-case basis. Costs related to general infrastructure are not claimable under the ASSD.
Example: Jim has a visual impairment and is sensitive to light and glare. ABC University provides a specially designed study space on campus which requires tailored blinds to modify the study space with assistive technology devices. The cost of these blinds can be claimed under ASSD.
What types of temperature controlling equipment (e.g. fans, air conditioners, heaters) may be reimbursable under the ASSD?
Where additional temperature controlling equipment is required, such as heaters or air conditioners, to enable students with disabilities to participate in higher education, these items may be claimable under the ASSD. The cost of general temperature regulating equipment, such as air conditioning, will not be claimable where it is part of a building’s general infrastructure.
Example 1: ABC University has just finished the construction of a new building. This building requires air conditioning to regulate the temperature in it. ABC University installs air conditioning in the building. Because the air conditioning is not for the specific use of a student with a disability, it is not claimable under the ASSD.
Example 2: Leah has a complex medical condition which can result in a temporary loss of consciousness when her core temperature lowers too much. ABC University purchases a heater for Leah to use during exams. Leah sits her exams in a separate room where she can adjust the temperature of the heater for her comfort. Because Leah requires the heater to be able to participate in on-campus exams, it is claimable under the ASSD.
Other Equipment
Are first aid kits eligible for reimbursement under the ASSD if they are placed in special access rooms or used specifically to treat students with disabilities?
First aid kits cannot be claimed under ASSD as they are part of the provider’s first aid obligations
Example: ABC University purchases a first aid kit to be located in a special access room. Although this room is specifically for use by students with a disability, the cost of the first aid kit cannot be claimed as it is part of the provider’s first aid obligations.
What other equipment items may be reimbursable under the ASSD?
Where a university provides specific items purchased for use by students with disabilities, claims for these items will be considered on a case-by-case basis.
Example 1: ABC University purchases heat packs for the sole use by a student with a disability. This item may be claimable under the ASSD.
Example 2: ABC University purchases pillow and thermal blankets for the sole use by students with disabilities. These items may be claimable under the ASSD.
Example 3: ABC University purchases an engraving tool to label equipment used by students with a disability. This item cannot be claimed under the ASSD as it is not a disability specific item and does not directly support students with disabilities in undertaking or completing their studies.
Are personal care items reimbursable under the ASSD?
Personal care items are not claimable under the ASSD. Such items may include lifts, hoists, swings and personal care assistants.
Is rest area equipment claimable under the ASSD?
Where universities provide a rest area for registered students with a disability who, due to the nature of their disability or medical condition, require a private space to rest on campus, some equipment and/or furniture items may be claimable. The equipment and/or furniture must be for the exclusive use of students with a disability.
Example: Leon has chronic fatigue and requires a private space to rest between classes. No such facilities exist on campus. The Disability Unit at ABC University sets up a rest room for Leon and other students with disabilities who may require such a space in the future. They purchase a bed, mattress, pillow, pillow protector and disposable linen for the room. The equipment is claimable under the ASSD as it directly assists Leon to participate in his studies.
Equipment for use by assistants
Can the costs of equipment purchased for participation assistants be claimed under the ASSD?
Equipment for participation assistants can be claimed where the equipment is purchased for the assistant by the University and the equipment is necessary to enable the assistant to be able to provide support to the student with a disability.
Example:Tom has a physical impairment which limits his capacity to independently conduct his own scientific experiments without assistance. ABC University provides Tom with a participation assistant who requires a lab coat and goggles as protective equipment. In this instance, ABC University is able to claim the equipment purchased for the participation assistant as it is necessary in supporting Tom.
Are freight costs associated with the purchasing or movement of equipment claimable under the ASSD?
Costs can be claimed for freighting equipment used specifically for or by students with disabilities where the equipment has been purchased and requires delivery or if it is required to be moved from one campus to another.
Example: ABC University needs to transport computer equipment to a student with a disability at another campus so he can continue his course. ABC University is able to claim the freight costs involved in the moving of this equipment.