1.0 INTRODUCTION
The Higher Education Students’ Loans Board has developed an Online Loan Application System (OLAS) with the objective of streamlining the loan application process. The web based application will be used starting with 2011/12 loan application cycle for both first time applicants and continuing students.
Interested and eligible applicants are advised to visit the HESLB website http://www.heslb.go.tz and proceed to a link called “Online Loan Application System” OR go straight to the Online Loan Application System at http://olas.heslb.go.tz where they will be able to make online application.
Applicants are strongly advised to familiarise themselves with the Online Application procedures before they attempt to apply. Brochures detailing each step to be followed on OLAS are also available online (www.heslb.go.tz), at HESLB Head and Zonal Offices, at all Higher Education Institutions, District post office Counters as well as District Education Offices. Prospective loan applicants are strongly advised to read and use them while making application.
2.0 SELF REGISTRATION
2.1 Interested prospective applicants must first make self registration with the Online Loan Application System. To do so one must have a form four index number for both school and private candidates. The index number is a combination of school or centre number, candidate examination number and year of completing ordinary level secondary education (form four). For example the index number S0332/0012/2009 stands for S- School Candidate, 0332- School or center number, 0012= candidate examination number and 2009 = year of examination.
2.2 Candidates who resat for form four examination, are required to register using the oldest index number.
2.3 Candidates who sat for National Examination Council of Tanzania (NECTA) examinations fall under two categories namely, School and Private candidates
2.4 Candidates of other examination bodies such as Cambridge, Ugandan, Malawian, Zambian, Kenyan etc will include the examination number of respective body and year as appearing on the certificate. A different link will be provided for self registration for them.
2.5 During self registration, prospective candidates will be required to provide their gender, surname, first name and middle name (if applicable). Mobile phone number and e-mail address are optional requirements.
2.6 Applicant categories
There are six possible Applicant categories from which applicants can select namely:
· First Time Local Undergraduate
· Continuing Local Undergraduate
· First Time Postgraduate(Local+Overseas)
· Continuing Postgraduate(Local+Overseas)
· First Time Overseas Undergraduate
· Continuing Overseas Undergraduate
2.7 To complete the self registration process, applicants shall click on the Submit button. After successful registration, the system will display the username (based on the examination index number) and initial password to be used to access the application form. To assist the system to identify an applicant in case one forgets his password, applicants must select a secret question and provide a secret answer to the same.
3.0 LOGIN
The applicants must use the username and password given by the Online Application System to log in and continue with the loan application process.
4.0 CHANGING PASSWORD
Applicants are advised to change the initial passwords to another password they can easily remember. The new password must be at least 6 characters in length.
In case an applicant forgets the password, the system will ask for the secret question and answer previously selected, before providing a new password.
5.0 PRELIMINARY INFORMATION
5.1 Applicants will be presented with a form that captures preliminary information. Each applicant must fill the preliminary information before proceeding to the next stage of the online application. Subsequent forms will depend on the answers to preliminary questions provided.
5.2 Applicants are REQUIRED to provide CORRECT information. Any person who, while filling a loan application form, knowingly makes a false statement whether orally, in writing or online relating to any matter affecting the request for a loan shall be guilty of an offence and shall be liable to a fine of not less than Tanzania shillings one million five hundred thousand (Tzs 1,500,000) or to imprisonment for a term of not more than six months or both (sections 23 (1) of the HESLB Act No 9 of 2004 as amended).
5.3 Where it is discovered that the loan was granted due to false information furnished by the loanee, the Board shall cancel the loan and subject the loanee to prosecution.
6.0 HOW TO FILL THE LOAN APPLICATION FORM
6.1 Once the preliminary information has been entered and submitted, the system will give access to the application form.
6.2 The Loan application form consists of several subforms appearing on the left side menu after the applicant has logged in. The applicant is required to fill in all the subforms by providing information on each of the fields of the subform.
6.3 The order of filling the subforms is not important. The applicant can choose to start with any subform. The application process can be stopped at any given time and when the applicant logs in again, the process can be continued from where one left off.
6.4 Some of the fields are mandatory. An applicant will not be able to proceed to the next step if no information is supplied in any mandatory field. Some fields are optional, applicants are free to supply the information if available or leave them blank.
6.5 When a subform has been duly filled the applicant shall click on the Submit Button. The successfully submitted forms will move from the left hand side menu to the right hand side of the main application page..
7.0 ONLINE HELP MENU
On the right hand side of each subform, there is online help for items on the form. The applicant can click on the particular link one needs help with and a popup window with further explanation will be displayed.
8.0 LOAN APPLICATION FEES
8.1 First time applicants must pay a non refundable one off application fee of Tzs 30,000/=.
8.2 All fourth year, fifth year and sixth year continuing loan beneficiaries students must continue to pay Tzs 10,000/= All second and third year continuing students who paid a one time loan application fee of Tzs 30,000/= for the academic year 2009/10 and 2010/2011 shall not be required to pay any fee.
8.3 Mode of payment
For 2011/12 loan application cycle, applicants shall pay the required application fees through Tigo Pesa, M-Pesa and Zap. This mode of payment was selected for ease of keeping track of all loan application fee payments on the part of the Loans Board and ease access of payment on the part of applicants.
8.4 How to pay the application fee
Each applicant shall use the username (generated by the Online Loan Application system based on the Form Four Index number) as a Reference number when making the electronic payment. The mobile money payment systems will generate a unique Transaction ID which will have to be input into the Online Loan Application System before the application package can be printed out.
8.4.1 How to pay via tigo pesa
· A registered customer dials *150*01# from the mobile set
· Choose option 4 for “Payments”
· Choose Option 2 or “Pay HESLB”
· Enter your 15 character username given by the system based on your form four index number
· Enter the amount in Tshs to pay (30,000 or 10,000)
· Enter a 4 digit PIN to confirm
· A confirmation Message will be displayed,
8.4.2 How to pay via zap
· On your mobile phone go to applications, then choose “Airtel” menu
· Select option 2 or “Zap”
· Select option 1 or “Money”
· Select option 2 or “To nick-name”
· Enter “HESLB” as the nick-name
· Enter Amount in Tshs to pay (30,000 or 10,000)
· Confirm the amount and nick-name
· Enter your 4 digit PIN/Password
8.4.3 How to pay via M-Pesa
· A registered customer dials *150# from the mobile set
· Select M-Pesa menu
· Choose option 4 for “Payments” (“Lipa bili”)
· Enter 6 digit HESLB account number
· Enter the amount in Tshs to pay (30,000 or 10,000)
· Enter your 15 character username given by the system based on your form four index number
· Enter a 4 digit PIN to confirm
· A confirmation Message will be displayed,
9.0 PRINTING THE LOAN APPLICATION FORM
9.1 Upon completion of filling all the subforms and entering the unique Transaction ID generated by mobile payment systems, the applicant will be required to print the Loan application package for the purpose of verification with Local Government authorities (for first time applicants).
9.2 First time applicants will additionally be required to do the following:
9.2.1 have their application forms certified by a public notary (advocate or magistrate)
9.2.2 Have a guarantor fill in the details, attach a photo and certify with a public notary
9.2.3 Attach relevant certified copies of documents as outlined in the following schedules
For Undergraduate Programmes
| S/N | DOCUMENTS TO BE ATTACHED | JUSTIFICATION |
| (i) | Birth certificates or affidavit | Citizenship |
| (ii) | Death certificates | Orphanage/Single parency |
| (iii) | Doctor’s recommendation | Disabilities |
| (iv) | Official Letter of Retirement of the parent | Retirement of the parent |
| (v) | Certified copy of Academic Certificates of Form IV & Form VI and/or Equivalent qualifications | Academic qualifications |
| (vi) | Photocopy of the Guarantor’s Voters Registration Card | Identification/verification of applicant |
| (vii) | Certified salary slips for in-service applicant | Economic Status |
| (viii) | Certified bank statement with certificate of Balance from the Bank. | Economic Status |
For Postgraduate Programmes
| S/N | DOCUMENTS TO BE ATTACHED | JUSTIFICATION |
| (i) | Birth certificates or affidavit | Citizenship |
| (ii) | Doctor’s recommendation | Disabilities |
| (iii) | Certified copies of first degree/advanced diploma or second degree | Academic qualifications |
| (iv) | Copies of Admission letters | Proof of admission |
| (v) | Certified salary slips | Economic Status |
10.0 SUBMISSION OF PRINTED, ATTESTED LOAN APPLICATION HARDCOPIES
10.1 Applicants will be required to submit application packages printed from the Online Loan Application System together with copies of the documents listed under 9.2.3 above to the Board by EMS to the Executive Director, Higher Education Students’ Loans Board, TIRDO Complex, Kimweri Road, Msasani, P.O. Box 76068, DAR ES SALAAM.
10.2 Applicants are advised to retain the receipt obtained from the post office for future follow up and reference. The receipt provides evidence that the form was actually submitted on a given date.
11.0 CONTINUING STUDENTS
All continuing students will only be required to indicate online whether they will continue to require loans from the Board or not and for which items.
12.0 DEADLINE FOR LOAN APPLICATIONS
The 2011/12 Loan application cycle officially opens on 1st April 2011 and closes 30th June 2011 for ALL categories of applicants.
13.0 APPEALS AGAINST MEANS TEST RESULTS
Applicants who are not satisfied with the Awarded Means Test grades may appeal to the Board as stipulated in the HESLB Regulations of 2008 and as clarified below:-
13.1 All appellants must complete the relevant Online Appeal Forms, make a printout of the same and attach thereto the necessary supporting documents. The online Loan Application System is available at http://olas.heslb.go.tz
13.2 Appeal Fees (Tzs. 5,000 per appeal)
All appeals will attract a non-refundable fee of Tzs. 5,000 per appeal which should be paid using Tigo Pesa, M-Pesa or Zap and the Transaction Id generated should be input into the Online System prior to printing the completed appeal form, otherwise the appeal will not be considered.
13.3 Appeals against Means Testing Grades
Appeals must be routed through the respective Deans of Students who will collect all appeals from his/her respective institution and submit them under a covering letter to the Board. The Board will not accept any appeal that will be submitted directly by students to the Board. The deadline for submission of appeals is 90 (ninety) days after the commencement date of the academic year for the respective Higher Education Institution.
Issued by:-
THE EXECUTIVE DIRECTOR
HIGHER EDUCATION STUDENTS’ LOANS BOARD
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