Purpose

To process the VTAC Enrolment Statistics Return File

This job is run in batch mode only when the institution receives advice that the VTAC Return File has been provided. This is generally after Admission Offer processing is completed.

The VTAC Return File (ADMJ4300), updates the return file supplied by VTAC. The function:

• Reads the file structure for the VTAC return file (2007/08 specifications)
• Creates the output file based on the new VTAC return file structure (2007/08 specification)
• Appends students to the return file who are not included in the VTAC supplied return file, including:
  • Course transfers for VTAC students within the output return file
  • VTAC students who have an accepted ACAI or confirmed SCA for the defined Admission and Academic Periods and were not listed in the input file.

Full details of the TAC Enrolments Statistics process are provided in the Admissions for the Subsystem Specialist section.

This Job is accessed from the main menu.

The Process VTAC Return File block contains:

Parameters Tab

• Academic Period (LOV)
• Admission Period (LOV)
• Load Period (LOV)
• Offer Round
• Alternate Person ID Type (LOV)
• Input File Name
• Output File Name
• Process Return File Records Only check box

Rules/Notes:

All fields are Mandatory.

Validations include:

• Error if the Output directory cannot be found or the Output file cannot be opened
• Error if the Input directory cannot be found or the Input file cannot be opened
• Error if any Mandatory field is left blank
• Error if the Surname of the person in SMS does not match the Family Name within the Input file
• Error if there is no Course Entry Point Reference Code for the VTAC provided Course Code

When a field is not correctly completed, the tab heading will have an '**' after its title, and the field in question will have its title in red. 

'Parameters' tab fields are used to:

• Academic Period
  Nominate the Academic Calendar for which the process will run. This reduces the set of records which is processed, to those Admission Applications and student Course Attempts which commenced in that period. The user is able to select a ‘%’ option. This allows all Admission Periods to be returned.
  An initial value is displayed
• Admission Period
  Only valid Admission Periods with a Calendar Type of ADMISSION and that are ACTIVE and are in context of the displayed Academic Period are displayed. % ALL is also available
• Load Period
  The active Load Period linked to the Academic Load Period is displayed as the default. The user may specify if more than one current active calendar exists. This parameter is not used to limit the students selected
• Offer Round
  Able to define 1 character to the Offer Round field. Setting the Offer Round field to % returns all Student from all Offer Rounds within the selected Admission Period for the defined Academic Period
• Alternate Person ID Type
  Only Alternate Person ID Types with a System Alternate Person ID Type of TAC that are not closed are displayed
• Input/Output File Names
  Identify the filenames of the Input, Output files. Can use up to 60 characters
• Process Return File Records Only check box
  Select this check box if the user only requires processed records to be returned, otherwise all records are returned.

Rules/Notes:

Rather than a report, an Error Log File is created. This records details of records from the VTAC request file which were unable to be reconciled with Callista records. This file may be used for institution checking.

Selecting a different Academic Period, that does not have a mapping to the selected Admission Period, results in the Admission Period field being invalidated and displaying in red.

All students in the input must be in the output file. If they are not identified they will have an Enrolment Code of 'N'.

Note: A Student’s Transferred from and Transferred to Courses are reported to the Output file where the Transfer to Course has a CEPRC that has a CEPRC Type of VTAC-FEE or VTAC-HECS and the Process Return File Records Only check box is set to 'N'. Only the Offered Course and the final Enrolled Course are returned. Any intermediate course that has been transferred on will not be included. For example, Course A transferred to Course B, then B to C, only A and C are reported.