Welcome to Zephyr Education
This guide contains everything you need to know about requesting educational support for children affected by domestic and family violence. Use the navigation on the left to jump to any section.
Our Mission
Zephyr Education's mission is to minimise the educational impact of domestic and family violence on children and young adults. We supply school uniforms, shoes, bags, stationery packs, learning devices, and cover school fees â getting children back to school quickly and with dignity.
Caseworkers should explore all other reasonably accessible avenues of support (e.g. schools, government agencies) before approaching Zephyr.
One website request per family. Requests can handle up to 3 children â if more than 3 children, you will need to start a new request.
What We Provide
School Uniforms
Up to a 3-day supply of formal and sports uniforms, including winter wear in Terms 2 & 3.
Shoes & Accessories
Joggers, leather shoes, hats, ties and socks where needed.
Stationery & Bags
School bags, stationery packs, and other essential supplies.
Laptops / iPads
For BYOD schools where no viable hire option exists, and for TAFE students.
School Fees
Resource fees (current term only), camp fees, and other approved school costs.
Stock Top-Ups
Shelters holding Zephyr stock can request a top-up directly through the website.
How to Use This Guide
Use the sidebar to navigate to any section. Here's a quick overview of what's covered:
Zephyr will only pay for items that have been approved in advance. Payments will not be made to private bank accounts. Reimbursement to a client who has paid for items themselves is not permitted.
Request Worksheet
Use this checklist to gather all necessary information before starting a request on Zephyr's website. Having everything ready will make the process much faster.
For Each Child
- Is the client affected by DFV? â if NO, seek support from another organisation
- Gender
- School Year Level
- School Name
Uniforms â General Guidelines
Zephyr supports a 3-day supply of uniform items, for example:
- Up to 3 Tops (formal and/or sports)
- Up to 3 Bottoms (formal and/or sports)
- Dresses: quantity based on top/bottom count
- 3 Pairs of Socks (if needed)
- 1 Pair of Shoes (if needed)
- 1 Hat (if needed)
- 1 Tie (if needed)
Winter Wear
- Apply only in Terms 2 or 3 (unless in cold regions e.g. Tasmania)
- 1 Jumper AND/OR 1 Tracksuit per child
If Shoes and/or Backpack are Bought Separately
- Your organisation must pay and seek reimbursement
- Keep receipt + provide proof of payment
Uniform Supplier: School Locker
- Is the school listed on the School Locker website?
- If YES, gather for each item: SKU (Stock Keeping Unit), Size, Quantity, Cost per unit
Uniforms: Not from School Locker
- List all required items
- Quantity and cost per item required
Laptop / iPad Requests
- Zephyr supports laptops/iPads ONLY if the school/year level is BYOD (Bring Your Own Device) â check school website
- AND the school does not offer viable hire options
- If the above is not clear from the school's website, upload a letter from the school confirming the device is required
- For clients attending TAFE, upload enrolment confirmation
Fees
Resource Fees
- You have asked the school to waive fees, but the school has declined â upload school documentation confirming refusal
- Fees requested are only for the current school term
- Invoice is term-specific (no annual fees or past-term fees)
Camp Fees
- If camp date is far in the future, request deposit only. Additional request for balance can be made closer to the date
- Optional but recommended: upload supporting brochure
Other Fees (e.g. Sport)
- Full itemised cost breakdown included â e.g. "10 swimming lessons @ $15/week = $150"
- Optional but recommended: upload supporting brochure
Stock Top-Up
- Before requesting, check stock levels on hand
- After submitting, a Zephyr team member will phone to discuss
Getting Invoices Paid
All invoices must meet specific requirements before Zephyr can process payment. Read this section carefully to avoid delays.
Invoice Requirements
All supplier invoices must:
- Be addressed to Zephyr Education Limited
- Include the Zephyr Reference Number
- Be tax-compliant: show GST breakdown, include supplier's ABN, include supplier's bank details
- Be equal to or less than the amount approved by Zephyr
Reimbursement to Your Organisation
If your organisation has paid on behalf of a client, the following must be submitted:
- Tax-compliant invoice from the original supplier
- Proof of payment
- If applicable, a tax-compliant invoice from your organisation showing bank account details
- If your organisation doesn't issue its own invoices, always confirm bank account details for reimbursement
- If possible, combine all documentation into one PDF before uploading
If you cannot upload a file, email it to support@zephyreducation.com.au with the Zephyr Reference Number in the subject line.
Acceptable Proofs of Payment
| â Acceptable | â Not Acceptable |
|---|---|
| Supplier tax invoice with $0 balance or "paid by credit card" notation | Unpaid supplier invoice |
| Copy of remittance advice from your organisation's banking system | Order confirmation excluding payment details |
| Screenshot of online payment | |
| Copy of credit card statement | |
| EFTPOS printout / credit card slip |
Zephyr will only pay for items approved in advance.
Payments will not be made to private bank accounts.
Reimbursement to a client who has paid for items themselves is not permitted.
Zephyr will not pay for past-due expenses (e.g. fees from previous school terms).
Zephyr is unable to pay suppliers by credit card. Before placing a request, check that the supplier can provide account details for bank transfer. If not, your organisation must pay and request reimbursement.
Logging In
How to access the Zephyr Education website to lodge and manage requests.
Password & Login Name
- You will need a Password and Login Name to access the website
- If you are not a registered user, notify your organisation's administrator and apply for your own login if your organisation allows
How to Log In
In your browser, navigate to www.zephyreducation.com.au
Click the Login button in the top right corner of the website.
You can press the eye symbol to see the password as you type.
You must agree to Zephyr's Terms and Conditions before logging in.
Accept cookie use to continue.
You will now see the status and history of your organisation's requests.
When you log in, you can see the status and history of your requests, but not those of other organisations. Only authorised Zephyr team members have access to your information.
One website request per family. Requests handle up to 3 children â if more than 3, start a new request.
After submitting, you will receive a Zephyr Reference Number confirming submission â this is not an approval.
The system will validate your request before submission. If information is missing, the request will not submit â but you can save it and come back later.
A Responder will assess the request, typically within 24 hours.
Only the following file formats are accepted as uploads: PDF, JPG, PNG
Please submit your request as close as possible to when the item is needed. If no invoice is received within 2 months of approval, the request will be closed.
Adding a New Request
Step-by-step guide to lodging a new request for a child or family.
Starting a New Request
From the Shelter/Org. Request List screen, click the Add New Request button. (If you need a Stock Top-Up instead, click the New Stock Top-Up button â see the Stock Top-Up section.)
Complete all fields in the General Information section before moving to Request Items.
General Information Fields
Required Fields
Request Items
You must select either Yes or No for ALL request items listed. If you don't select Yes or No for each item, the system will not allow you to submit.
The four request item categories are:
Resource / Camp / Other Fees
School resource fees, camp fees, or other approved costs.
Uniforms (not School Locker)
For uniforms not available through School Locker.
Uniforms from School Locker
For uniforms ordered directly through School Locker.
Laptop / iPad
For BYOD schools or TAFE students only.
Adding Children
By answering Yes to the items you need, the Add Child button will become active. Press it to enter details for each child. After completing Child 1, press Add Child again for Child 2, and so on. Maximum 3 children per request.
You can save your request at any stage by scrolling to the bottom and pressing Save. Saved requests will sit at the top of your request list as a reminder they haven't been submitted yet.
To cancel a saved request: open it, set all items to No, add a comment saying "THIS IS NOT REQUIRED â CAN YOU PLEASE CANCEL THIS REQUEST", and the Zephyr team will change the status to Cancel.
Resource / Camp / Other Fees
How to request payment for school resource fees, camp fees, and other approved educational costs.
Resource Fees
Your client must have written or email advice from the school refusing to waive the fee before Zephyr can assist.
Zephyr Education only pays fees for 1 term in advance. Invoices must be term-specific â no annual fees or past-term fees.
- You have asked the school to waive fees but the school has declined â upload school documentation confirming this
- Fees requested are only for the current school term
- Invoice is term-specific (no annual fees or past-term fees)
Camp Fees
- If the camp date is far in the future, request the deposit only â an additional request for the balance can be made closer to the date
- Optional but recommended: upload a supporting brochure
Other Fees (e.g. Sport)
- Full itemised cost breakdown required â e.g. "10 swimming lessons @ $15/week = $150"
- Optional but recommended: upload a supporting brochure
Fields to Complete
For Each Child
Uniforms (Not from School Locker)
Use this request type only for uniforms that are NOT available through the School Locker website.
First check whether the child's school is listed on the School Locker website. If YES, use the Uniforms from School Locker section instead. If NO, use this section.
Uniform Guideline â 3 Days Supply
Zephyr supports up to a 3-day supply of uniform items per child:
- Up to 3 Tops (formal and/or sports)
- Up to 3 Bottoms (formal and/or sports)
- Dresses: quantity based on top/bottom count
- 3 Pairs of Socks (if needed)
- 1 Pair of Shoes (if needed)
- 1 Hat (if needed)
- 1 Tie (if needed)
- Winter Wear (Terms 2â3 only): 1 Jumper AND/OR 1 Tracksuit
Shoe Limits by School Type
| School Type | Shoe Type | Maximum |
|---|---|---|
| Primary School | Joggers | Max $60 per pair |
| High School | Joggers | Max $80 per pair |
| High School | Leather Shoes | Max $100 per pair |
Fields to Complete
For each child, enter the cost, quantity, and total for each item required. Leave items blank if not needed.
The Zephyr team may adjust your request to ensure it meets Zephyr's uniform guidelines. The final approved version may look different from what you originally submitted.
Once your uniform request is approved, a Print button will appear at the top of the Uniform Request tab. Print this and give it to your client to take to the uniform supplier â it includes the Zephyr Reference Number and your organisation's contact details.
Uniforms from School Locker
For uniforms available through the School Locker website. This process is streamlined â Zephyr places the order directly on your behalf after approval.
What is a SKU?
A SKU (Stock Keeping Unit) is the stock code for each item. To find the SKU:
Visit www.schoollocker.com.au
Choose your school from the Shop By School menu.
Click into the individual product listing â the SKU code will be shown in the product details.
Fields to Complete
For Each Child & Each Item
After your request is approved, a Zephyr team member will place the order directly with School Locker. School Locker will contact you when the uniforms are ready for collection, and will send the invoice directly to Zephyr.
The Zephyr team may adjust your request to ensure it meets uniform guidelines. The final approved version may look different from what you submitted.
Once approved, a Print button will appear. Print this and give to your client in case they need to take it to School Locker. It includes the Zephyr Reference Number and your contact details.
Laptop / iPad Requests
Zephyr can assist with laptops and iPads in specific circumstances. Please read the eligibility criteria carefully before submitting.
Eligibility Criteria
Zephyr supports Laptops/iPads only if:
1. The school and year level is BYOD (Bring Your Own Device) â check the school website, AND
2. The school does not offer viable hire options.
- If the above is not clear from the school's website, obtain a letter from the school confirming the device is required and upload it with the request
- For clients attending TAFE: upload enrolment confirmation. TAFE is the last option in the Year Level dropdown menu.
Terms & Conditions
By submitting a laptop/iPad request you confirm that the parent/guardian has accepted these terms:
- The student is enrolled at the nominated school
- Zephyr will not be responsible for repairs or upkeep of the laptop
- Zephyr will not be responsible for any extras, including internet access or usage fees
- Zephyr Education will not be responsible for any use or misuse of the laptop
- Laptops have Windows 11 installed
- Student versions of Microsoft Office, Office 365, Word, Excel etc. are NOT included with the device
- Software needs to be supplied and downloaded through the individual schools
You must tick all 3 acknowledgement boxes before the system will allow you to add a child to the request.
Additional Information & Uploads
How to add supporting documents, notify team members, and finalise your request.
Adding a Team Member to the Request
In the Additional Information section, you can nominate another Zephyr-registered member of your team to receive a copy of this request and all ongoing communications.
If your team member is not a registered Zephyr user, their name will not appear in the dropdown menu.
Uploading Files
- Up to 6 files can be uploaded (PNG, JPG, or PDF â max 3MB each)
- If you have made a mistake uploading the incorrect file, you can choose another file to replace it â but this must be done before you hit Submit
- If you run out of upload fields, email files to support@zephyreducation.com.au with the Zephyr Reference Number in the subject line
Submitting the Request
Check all details are correct before submitting.
The system will validate your information. If anything is missing, it will prompt you to correct it before the request can submit.
After submitting, you will receive a confirmation with a Zephyr Reference Number. Note: this confirms submission only â it is not an approval.
The Reset button will clear ALL information you have typed into the request. Only press this if you are certain you want to erase everything.
Requesting a Stock Top-Up
For shelters holding Zephyr stationery stock. Use this process to request replenishment of your supplies.
How to Request a Stock Top-Up
Before requesting, count what stock you currently have on hand.
From the Shelter/Org. Request List, click New Stock Top-Up â not Add New Request.
Fill in the contact details and delivery address. You can also nominate a team member to receive a copy of the request.
Fill in the number of packets/units required for each item. If something isn't listed, add a note in the "Other" field.
A Zephyr team member may phone you to discuss your requirements. Have your current stock details available.
Available Stock Items
Pencil Cases
Packets of 12
Coloured Pencils
Packets of 12
Felt Pens
Packets of 12
Crayons Texta Zoom
Packets of 12
Highlighters 4pk
Packets of 12
Wooden Rulers
Packets of 12
Pencil Sharpener Barrel
Packets of 12
School Scissors
Packets of 12
Clear Glue Sticks
Packets of 12
Blue Glue Sticks
Packets of 12
Blue Biros
Packets of 50
Black Biros
Packets of 50
Red Biros
Packets of 50
Erasers
Packets of 24
HB Pencils
Packets of 72
A4 Exercise Book 96pg
Packets of 48
Lunch Boxes & Water Bottles
Max $150 cost
School Back Packs
Primary or High School
What Happens Next
Understanding what to expect after you submit a request to the Zephyr team.
The Review Process
This confirms your submission has been received. It is not an approval.
Typically within 24 hours, a Zephyr team member will review your submission.
When updates are made to your request, you will receive an email with a link to view the changes. Click the Shelter Request Page link in the email to view comments from the Zephyr team.
Go to the Comments box at the bottom of the Request tab and press Add Comment to respond. Please do not reply directly to the notification email.
Tabbed Layout After Submission
Once submitted or revisited, the request page changes from a single continuous page into a tabbed interface. Different tabs will appear based on what was included in your request. You will need to click on each tab to review the details.
Keep in mind that a Zephyr team member may have made changes to the uniform items to reflect what has been approved. Always check the Uniform tab after receiving a notification.
Invoice Deadline
If no invoice is received within 2 months of the request being approved, Zephyr will assume it is no longer required and will close the request.
If a request has been closed and an invoice does arrive later, email it to support@zephyreducation.com.au with the Zephyr Reference Number as the subject line.
Managing Existing Requests
How to view, search, and manage requests you have previously submitted.
Viewing Your Requests
All requests you submit will appear on the Shelters' Request List screen. Only you, any caseworker you have added to the request, and Zephyr have access to this information. Click on any request to bring up its full details.
Filtering & Searching
You can refine your list in three ways:
Sort by Column
Click the sort arrow in any column header to sort by that field â Ref No., Client Reference, Request Date, Status, Last Updated, or Last Comment.
Filter by Status
Use the Status dropdown in the top right corner to filter by request status, then press Search.
| Status | Meaning |
|---|---|
| Save | Saved but not yet submitted to Zephyr |
| Submitted | Submitted and awaiting assessment |
| In Progress | Being assessed by the Zephyr team |
| Waiting on data from shelter | Zephyr needs more information from you |
| Cancel | Request has been cancelled |
| Completed | Request has been fulfilled |
Keyword Search
Use the search fields at the top of the request list to search by Shelter/Org. Reference, Zephyr Reference Number, Contact Name, or other fields. Click the Search button to find matching results.
After searching or filtering, press the Reset button to return to the full request list.
Key Contacts
How to reach the Zephyr Education team for support with requests, registrations, and account changes.
Zephyr Education Limited
Updating Your Organisation's Contact Details
Always notify Zephyr promptly if any of the following change in your organisation:
- Caseworkers to be added or removed as registered users on the website
- When a caseworker has left the organisation
- Change of delivery address
- Change of bank account details
Email all updates to: admin@zephyreducation.com.au
This guide is based on the Zephyr Education Procedure Manual â All States except Qld (July 2025). For the Queensland-specific procedure, contact the Zephyr team.