Monitoring and Reporting

Monitoring and Reporting

Last updated 19 May 2020
Last updated 19 May 2020

TEOs who receive HAFL are required to periodically report to the TEC on how, where and when they have used the funding. The TEC will use the information to regularly update a public list on the TEC’s website. TEOs are also required to retain the original receipts and invoices where HAFL has been used.


Upon receiving HAFL, two reporting templates are provisioned to a TEO’s Workspace2. These record:

  • The total amount of your HAFL allocation spent to date, including a summary of what your HAFL allocation has been spent on; and
  • The National Student Numbers (NSN) of each learner who has received assistance with HAFL, how much and when the support was provided, and their ethnicity, gender and disability status.

TEOs must update their reports every fortnight, up to 30 June 2020, and there-after every two months. A final report is then due in early 2021.

The reporting deadlines are:

  • 16 June 2020
  • 30 June 2020
  • 4 September 2020
  • 31 October 2020
  • 31 January 2021 (final report)

Note that all reports are cumulative and so should be updated to record total HAFL use year-to-date, with the final report being to the end of 2020. If there has been no change to your HAFL use between reporting periods, please re-submit the data from your last report.  

Hardship Fund Strategy

All TEOs who accept HAFL must complete a Hardship Fund Strategy (HFS) and return it to us within 15 working days of receiving HAFL funding.

Hardship Fund Strategy template (DOCX, 255 KB) (DOCX 255 Kb)

The HFS is a short series of questions, which help set out the organisation’s planned approach to using its HAFL allocation:

  • how you will identify which learners are facing hardship from the impacts of COVID-19;
  • how you will prioritise learners who are facing the greatest hardship from the impacts of COVID-19;
  • how you plan to use your Hardship Fund for Learners funding allocation  (for example, information relating to direct cash payments that you plan to provide, and resources for learners that you plan to purchase); and
  • how you will ensure that Hardship Fund for Learners funding is used in compliance with the Funding Conditions.

If you make any significant amendments to your strategy throughout the year, you must provide us with an updated copy of it.

Completed or updated HFS should be sent to with the following Subject Line:

                [Your Provider#] – Hardship Fund Strategy

The TEC may recover unused or incorrectly used funding

The TEC will use progress reports, and other monitoring as needed, to monitor how Hardship Fund for Learners funding is being used. We may recover any funding that is being used contrary to the Fund conditions or to the approach set out a TEO’s Hardship Fund Strategy. 

If during the Funding Period a significant amount of a TEO’s HAFL funding is unspent and we consider that it is unlikely that they will spend all of their allocated HAFL funding, we may discuss with the TEO whether any of your funding should be returned so that it may be allocated elsewhere.