The Digital Literacy Foundation is required to obtain and input all of the following mandatory details from New Learners. Without this information, the Foundation cannot include either the New Learner or the Session in our reporting to the Department of Social Services (DSS) and the Department of Health and Aged Care (DoHAC), and the continuance of our funding will be endangered. Missing any one of these mandatory data points precludes a session, or multiple sessions for the same Learner, from being included in our reporting. It is therefore vital that no mandatory data points are missed. The data points marked with a red asterix * must all be included.

"*" indicates required fields

New Client Registration

The New Client Registration Form only needs to be completed once for each Learner.

Session Details

Session Date*

Volunteer / Tech Mate Name*

First Last

Volunteer / Tech Mate Email Address:*

Session Delivery*

Session Type*

Sesson Type Other

Social Support Options

Session location*

ACPR in which New Learner Registration / Session occurs

Session location other

Session venue*

Session venue other

What services would you like to undertake with the Digital Literacy Foundation?

Services Other

Client Consent

The Digital Literacy Foundation is required to make its clients, including the New Client, aware of the following (as outlined in Australian Privacy Principles 5.2):

This notification is necessary to enable the client's personal information and consent to be stored on the Data Exchange by DSS in compliance with the Privacy Act. DSS will not review, approve, or store an organisation's registration forms.

(a) The Data Exchange is an IT system that is hosted by DSS.

(b) The Digital Literacy Foundation is using the Data Exchange for recording client information, and the client's personal information is stored on the Data Exchange for this purpose only.

(c) The client's personal information, which is stored by DSS on the Data Exchange, is only visible to the organisation that collected the information for the purposes of managing the client's case.

(d) DSS de-identifies and aggregates personal information that is stored on the Data Exchange to produce information for policy development, grants program administration, research, and evaluation purposes, and this will not include information that identifies the client in any way.

(e) DSS's privacy policy is published on its website. The website contains information about how the client may access or correct the personal information that is stored on the Data Exchange; complain about a breach of the Australian Privacy Principles by DSS, and how DSS will deal with the client's complaint. The privacy policy also contains information about the circumstances in which DSS may disclose personal information to overseas recipients.

If personal information is not collected from the client, the Digital Literacy Foundation will not be adhering to its funding contract issued by the Department of Health and Aged Care. This funding enables the Foundation to provide these services. The Foundation cannot provide digital mentoring services without obtaining information and consent from the client.

Do you consent to have the personal information stored in the web-based portal?*

Yes

Do you consent to participate in Department of Social Services (DSS) follow-up research, surveys, and evaluation?*

Yes

Do you agree to be contacted by the Digital Literacy Foundation at a later stage to record your experience of digital mentoring for a case study/article, and/or to have your photo taken?

Yes

Warning Message

Please do not proceed further with data entry. Client consent is manditory on Privacy and DSS followup.

Client Information

Name*

Given Name Family Name

Date of Birth (Real or Estimated)*

Where a client does not know their date of birth or does not wish to disclose it, it is acceptable to use an estimated date of birth. An estimated date of birth indicator is in the Data Exchange and should be used to flag when this occurs. For example, if a client thinks they are approximately 30 years old (and it is 2025), the estimated date of birth indicator is flagged, and the year of birth is recorded as 1995.

Is Date of Birth Real?*

Gender*

The Data Exchange uses these standard data definitions for gender developed by the Australian Institute of Health and Welfare (AIHW). The ‘Intersex/indeterminate’ response is used where a client does not identify as male or female. If a client chooses not to disclose their gender, it is acceptable to record ‘Not stated/inadequately described.

Phone Number*

Street Address

Suburb*

Postcode*

State*

Client Information Requirements

At a minimum, a client’s state, suburb, and postcode are considered part of the priority requirements and must be recorded to create the client record.

The identity of clients providing their full residential address is protected by converting the data to the Australian Statistical Geography Standard. This means that a geography code is recorded in place of the client’s address, which de-identifies the record.

In instances where a Client does not want to give their exact details, we can ask for a suburb, which must be in the same ACPR as the one in which the Client lives. (The Australia Post Postcode Finder and ACPR to Postcodes links will assist to accurately determine this information.)

Do you identify as having Indigenous status?*

Country of Birth*

Main Language Spoken at home*

Do you identify as having a disability, impairment, or condition indicator?*

Your home accommodation*

Living Arrangements*

Do you have a carer?*

Carer Info

If yes, please describe your relationship with your carer (i.e., spouse, partner, son, daughter, friend):

DVA Card Status*

My Age Care

Client Requirements

From 1 July 2025, all clients receiving services must:

Be recorded in My Aged Care
Have a My Aged Care ID
A care plan recorded in My Aged Care

Digital mentoring and Social Support activities DO NOT need to be a formal part of the client’s My Aged Care plan, and can be undertaken for as many sessions as the Client wants, without restriction.

Are you registered with My Aged Care?*

What is your MAC ID Number?*

The Digital Literacy Foundation is required to ensure that new, existing, and returning clients are registered with My Aged Care, which is administered by the Department of Health and Aged Care (which provides funding for the Foundation's digital mentoring).

My Aged Care is the single-entry point to accessing and managing aged care services, providing information on aged care for older people, families and carers.

Information about My Aged Care can be found on the government website here, and on the Digital Literacy Foundation website here.

My Aged Care Resources – for Clients

The My Aged Care Contact Centre number is 1800 200 422 (Monday to Friday: 8am to 8pm and Saturdays: 10am to 2pm). The contact centre registers clients via a phone-based screening process that determines the appropriate assessment pathway for My Aged Care referral.

My Aged Care service and support portal resources – for guidance on how to use the My Aged Care Service and Support Portal.

Would you like the Digital Literacy Foundation to help you register for My Aged Care services?*

How would you like to register for MAC ?*

Digital Skills and Ability

How did you hear about the Digital Literacy Foundation?

Social Media (e.g., Facebook, Instagram, LinkedIn)

Search Engine (e.g., Google, Bing)

Word of Mouth (Family/Friends/Colleagues)

Community Event or Workshop

Email Newsletter

Newspaper or Magazine

Radio Advertisement

Referral from another Organisation

Other

How did you find - other

What motivated you to come to digital mentoring?

How would you rate your digital skills?

Digital skills other

How confident are you at using devices when no one is there to help you?

What device/s do you need help with?

How often do you use your device?

Can you do any of the following on your device?:

Video calls (e.g., Skype, Facetime, Zoom, Teams)

Search Engine (e.g., Google, Bing)

Apps management (install, remove)

Online banking and shopping

Files and photo management

Government services (e.g., MyGov, Services NSW, Tax, Centrelink, DVA)

Telehealth (e.g., Medicare rebates, mobile prescriptions)

Do you need help with keeping safe online?

Client Contributions

Digital Literacy Foundation - Funding and Contributions

The Digital Literacy Foundation’s digital mentoring services are funded for the Nepean Aged Care Planning Region (ACPR) by the Department of Health and Aged Care (DoHAC, the Department) through the Commonwealth Home Support Programme (CHSP) sub-program Community and Home Support. The digital mentoring services the Foundation provides are categorised as Social Support Individual.

The Foundation is required by the Department to explain that it expects all CHSP providers to charge client contributions where clients can afford to do so. However, the Department allows providers to have flexible arrangements to meet the needs of their clients.

The Digital Literacy Foundation has a documented and publicly available client contribution policy in place. The Foundation does not expect its clients to make a financial contribution for digital mentoring services.

However, depending on client circumstances, clients may choose to make a voluntary contribution to the Foundation. For the FY2024-25, the Department recommends $4.60-$8.70 to be a reasonable client contribution.

All funds from voluntary contributions will be used to support the Foundation’s ongoing service delivery and to expand its services.

Does the Client wish to make a donation?

Cash – Volunteer / Tech Mate to deposit in the Foundation’s bank account

Bank transfer – Volunteer / Tech Mate will assist Client to make an electronic transfer to the Foundation’s bank account

PayPal – Volunteer / Tech Mate will assist Client to deposit the Foundation’s PayPal account

Not now

Session Record

Length of Session*

The Department of Health and Aged Care measures the Digital Literacy Foundation’s targets in hours of sessions as well as the number of sessions. Therefore, we need to ensure that all time is logged. Please round up to one of the above lengths of time.

If 180 mins or longer, please explain how long the session was

Main Device Used*

If Digital Mentoring, what topics were covered in the session?

Mentoring Other

Booking the next session*

Volunteer / Tech Mate to book now

Learner will rebook over the phone

Client’s last session

Next Session Date*

Next Session Time*

Reason given if the Client / Learner wishes to withdraw*

Client no longer requires assistance

Digital Literacy Foundation unable to provide assistance

Client now requires a higher level of care

Client has moved out of funded area

Client terminated the service

Client died

Client no longer eligible

Client’s needs have been met

None of the above

Client / Learner Comments

Volunteer / Digital Mentor Notes