Purpose

To enable the recording and maintenance of Student Course Attempt Student Status

SubSystem

Enrolments

Student Course Attempt block

You can access this form in two ways, either directly from the menu or from the Record Enrolments form (ENRF3000) as part of the Enrolment process.

Accessing this form directly enables you to query details in the Person Detail block. Individuals and their Course Attempts can be found (queried) in the Student Course Attempt block and Student Status details recorded or checked.

If the form is accessed as a step in the Enrolment process (ENRF3000), it opens with the Student ID as the context record. During the Enrolment process, the Student Status details of the enrolling student can be checked or recorded by selecting the Student Status button in the Record Enrolments form. When accessed in this way, it is not possible to query any other person details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

The Student Course Attempt block displays details of a Student's Course Attempt for which their Student Status may be displayed and/or recorded.

Any changes that occur within this form are reflected within the Electronic Commonwealth Assistance Form section of Callista Connect, and vice versa.

Student Status block

The Student Status block is used to record details of a student's Student Status and associated taxation and residency details. The block is divided into five tabbed forms: Course Student Status, Unit Student Status, Unit Status Snapshot, Historic Crs Override and Historic Crs Snapshot.

From 2005 onwards, the term HECS Payment Option has been replaced with Student Status, and HECS has been superceded by the Higher Education Loan Program (HELP). Pre 2005 records will still be supported and the terms HECS Payment Option and HECS will still be applicable to them. All records created from 2005 onwards will only use the new terminology.

Course Student Status

The purpose of the Course Student Status tab, is so students, as part of Enrolment, can nominate a Student Status which specifies their Student Status at the course level.

Unit Student Status

The purpose of the Unit Student Status tab, is so students, as part of Enrolment, can nominate a Student Status at the unit level. A student Status recorded at the unit level overrides the Student Status at the course level for that unit.

Unit Status Snapshot

The Unit Status Snapshot tab is for viewing only and is populated when a reporting job (FINJ6240) is run. It is this information that is used to report Student Status (at the Student Unit Attempt level) to the Australian Tax Office.

Historic Crs Override Tab

The purpose of the Historic Crs Override Tab is to display the student HECS Payment Option declarations for specific Fee Calendar periods as Override entries. The records entered will override the default declaration recorded in the STUDENT_COURSE_HECS_OPTION table whenever historically assessing fees or managing debt within the defined Fee Calendar Period. This functionality will only work for pre 2005 records.

Note: At ENRF3110 level, both past and future ACTIVE Fee Calendars applicable to HECS Fee Types will be shown. The Fees Type button is used if an institution has several different types of HECS fees and the maximum payment level needs to be proportioned between the HECS fees. The button is only active when the user selects Payment (11), and a maximum payment level is indicated. The button shows either (+) or (-), as it is dependant on if Fees have been define or not.

Historic Crs Snapshot Tab

The Historic Crs Snapshot tab is for viewing only and is populated when the FINJ6231 job is run. It is this information that is used to report HECS Payment Options (at the Student Course Attempt level) to the Australian Tax Office. This is only used for pre 2005 records.

Important Notes:

A student with more than one course can have a different Student Status for each course.

A student can have a different Student Status for each unit in the same Student Course Attempt.

An existing Crs Override Declaration cannot be modified, but can be replaced by a new Crs Override Declaration. A new Crs Override Declaration will only apply to Fee Assessment and Debt Management in the defined period.

Each Student Status maps to a Government Student Status (ENRF0161). Data must be entered in the System in accordance with these rules. Data is also validated against the student's statistical records relating to Citizenship and Residency. The calculation of HELP Liability is carried out by the Student Finance Subsystem and is based on the courses and units that the student is attempting. For HELP, the Fee is not assessed if a Student's Course Attempt does not have an active Student Status defined for a Date Range that covers the Census Date.

For example, the data from the form is entered in this block and validated against the student's statistical details (ENRF3060) to ensure that the Student Status is within the rules. For instance, overseas students cannot select DEFERRED as their Student Status. Tax File Numbers are recorded to permit the reporting of students' HELP liabilities to the Australian Taxation Office.

The Student Course Attempt block contains:

• Person ID
• Sex
• Date Of Birth
• Course Version

The Student Status block contains:

Course Student Status Tab

• Start Date
• End Date
• Elect Payment check box
• Student Status

Tax Details sub block

• Tax File Number
• Tax File Number Recorded Date
• Tax File Number Invalid Date
• Tax File Certificate Number

Holders of Australian Permanent Visas sub block

• Resident Outside Australia check box

Holders of Special Category Visas sub block

• NZ Citizen check box
• NZ Citizen, Resident in Australia Less 2 Years check box
• NZ Citizen, Resident Outside Australia check box

Differential HECS sub block

• Differential HECS check box
• Updated By
• Updated On
• Comments

Unit Student Status Tab

• Acad Period
• Unit Version
• Teaching Period
• Location
• Class
• Unit Attempt Status
• Census Date
• Unit Title
• Elect Payment check box
• Maximum Payment Limit
• (Override) Student Status

Unit Status Snapshot Tab

• Include Deleted Snapshots check box
• Acad Period
• Unit Version
• Teaching Period
• Location
• Class
• Unit Attempt Status
• Differential HECS check box
• Student Status
• Creation Date
• Deletion Date

Historic Crs Override Tab

• Include Deleted Overrides check box
• Fee Calendar Type
• Start Date
• End Date
• Elect Payment check box
• Maximum Payment Limit
• HECS Payment Option
• Creation Date
• Deletion Date

Button

• Fee Type

Historic Crs Snapshot Tab

• Include Deleted Snapshots check box
• Fee Calendar Type
• Start Date
• End Date
• Differential HECS check box
• Elect Payment check box
• HECS Payment Option
• Creation Date
• Deletion Date

Rules/Notes:

Validations include:

• Check that the Tax File Number doesn’t already exist for another person
• Check that the Tax File Number is the same as any previous Tax File Numbers recorded.

When the Capture CHESSN Information check box in ENRF0161 is selected, and the user then enters information here in the Student Course or Unit Status fields, a CHESSN record is created. If the check box is not selected, no CHESSN record is created.

Unit Student Status Tab

The following example illustrates the logic to determine Student Unit Student Status included in the SOA/RN extract:

All of the units in the table above incur load in FEE-SEM1/2005. The SOA is run on 15/01/2005 and the following Student Statuses will be reported in the extract for each of the units.

The process first checks to see if a Unit Student Status Override exists. If it does, the override value is reported, if an override does not exist, the derived Unit Student Status will be reported. The Unit Student Status value reported is determined by finding the Student Status for the Course that covers the Unit Census Date.

Unit Status Snapshot Tab

The Student Status represents the Student Status that is to be reported to DEST within the Student Data Collection.

The user is able to logically delete individual (selected) Unit Student Status Snapshot records from this form.

Creating a New Student Status Record for a Student Course Attempt:

• Ensure that the correct Student Course Attempt is displayedNavigate to the Student Status block - Course Student Status tabEnter Insert mode.
• The Start Date field will default to the current date.
• Ignore the End Date field at this time
• If applicable, select the Elect Payment check box. This will filter the available Student Status codes to those that enable Fee Payment
• Select the Student Status, chosen by the student, from the list of values (or key a valid value) in the Student Status field
• Amend the Start Date if required and optionally set an End Date, once the Student Status is selected
• The Differential HECS check box, when selected, indicates that the student has been assessed as being liable for Differential HECS. This data is currently transferred from legacy systems but may be overridden here
• Enter data in the remaining active fields where applicable.
• Save

Rules/Notes:

If there is an existing 'active' Student Status or HECS Option record this must be End Dated before creating a new record. Only the record with the most recent Start Date can be open ended.

On entering a Student Status, the End Date field will default to the End Date of the current Academic Period where the Government Student Status (to which the Student Status maps) is set to expire in the Academic Period.

User must have a Tax File Number recorded, if a Student Status of 110, 201, 220,230, 231, 232 or 233 is selected. For pre 2005 records, a Tax File Number must be recorded if a HECS Payment Option of 13 or 14 is selected.

The selection of a Student Status will determine which of the remaining fields is disabled, preventing data entry in those fields. For instance, a New Zealand citizen cannot have an option of 'upfront fees with discount'. If 'upfront with discount' is selected as the Student Status, the fields in the Holders of Special Category Visas box will be disabled.

The Tax File Number is protected from view in this form.

OVERRIDES: An existing Crs Override Declaration cannot be modified but may be replaced by a new Crs Override Declaration. A new Crs Override Declaration will only apply to Fee Assessment and Debt Management in the defined period.

Deleting a Student Status Record for a Student Course Attempt:

A record with a Start Date earlier than the current Date should not normally be deleted. But if necessary, it is possible to do so in this way:

• Modify the Start Date to the current Date or later (see below)
• Delete the record

Rules/Notes:

It is preferable to End Date rather than delete Student Status records. Except to rectify a clerical error.

Modifying a Student Status Record for a Student Course Attempt:

• Find the record to be modifiedMake the required changes
  • A Start Date can be altered once the Student Status has been selected. A warning message will appear
  • An End Date can be added or amended
• Save

Rules/Notes:

Where there are several Student Status records for a Course Attempt, the Date Ranges cannot overlap. Changing an End Date to an earlier Date may result in an unintended gap between Date Ranges. No Student Status will apply for the Course Attempt during the gap period.

Normally a new record should be created for a change in Student Status. However, in case of administrative error, an option can effectively be changed without creating a second record.

Amend the Start Date to the current Date, save the record, change the option, save, enter the original Start Date and save.

Note: If there is a change in Student Status, the Person Payment Schedule records will be logically deleted. The change in Student Status will also remove the notification date from the existing fee assessment. After changing the Student Status, it will be necessary to run Person Payment Schedules (FINJ611) again to reflect the change in discount amount.

Duplicating a Student Status Record:

• Select the record to be duplicated (source record). Select New Record. Select Duplicate Record Above from the Edit menu. The source record is copied to the new record.
  Note: The most recent dated Tax File Number for this student is copied to the new record. Change the Start Date of the new record (usually to the current date).
• Save.

Rules/Notes:

This process uses the standard 'Duplicate Record Above' process but differs in that the Tax File Number from the source record is not necessarily copied.

Creating a New Student Status Record for a Student Unit Attempt:

• Ensure that the correct Student Course Attempt is displayed for the Student Unit AttemptNavigate to the Student Status block - Unit Student Status tabSelect appropriate row / recordCheck or uncheck the Elect Payment indicator to show whether the student wishes to pay for the course or notEnter the Maximum Payment amount if requiredSelect the Student Status, chosen by the student, from the list of values (or key a valid value) in the Student Status field
• Save

Rules/Notes:

A Student Status defined at the Course level can be overwritten at the Unit level by keying a valid value in the Student Status field If the student status is overwritten, the Student Status field name changes to Override Student Status.

The Elect Payment check box is used to indicate if a student wishes to pay for a course or not. This is particularly relevant for FEE-HELP students for whom payment is not compulsory.

The Maximum Payment Limit field is used when a student opts to only pay a certain amount of their total fee assessment. The student's expected payment amount will be derived from the Maximum Payment Limit field.

Modifying a Student Status Record for a Student Unit Attempt:

• Find the record to be modifiedMake the required changes
  • A Start Date can be altered once the Student Status has been selected. A warning message will appear
  • An End Date can be added or amended
• Save

Rules/Notes:

Normally a new record should be created for a change in Student Status. However, in case of administrative error, an option can effectively be changed without creating a second record. Amend the Start Date to the current Date, save the record, change the option, save, enter the original Start Date and save.

Note: If there is a change in Student Status, the Person Payment Schedule records will be logically deleted. The change in Student Status will also remove the notification date from the existing fee assessment. After changing the Student Status, it will be necessary to run Person Payment Schedules (FINJ611) again to reflect the change in discount amount.