Purpose

This function is used to create an extract containing all of the relevant information that Higher Education Providers (HEPs) require to include on a hardcopy CAN

SubSystem

Finance

The Government requires that any student enrolled with a Higher Education Provider (HEP) in a Unit of Study where they have sought HECS-HELP, OS-HELP or FEE-HELP assistance and/or are Commonwealth Supported for that unit, are issued with a Commonwealth Assistance Notice(CAN). The purpose of the CAN is to advise the student of the Student Learning Entitlement (SLE) amount that will be deducted from their SLE balance and/or any HELP balances that the HEP is going to report to the Government. The CAN will also be used to notify the student of their Commonwealth Higher Education Student Support Number (CHESSN).

The CAN replaces the existing Notices of Liability that were issued to HECS, PELS and BOTPLS liable students prior to 2005.

Record Types that may be reported in the CAN for a particular student are:

• HEADER
• PERSON
• ADDRESSES
• SYSTEM CREDIT
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• ASSESSED LIABILITIES
• COMMONWEALTH SUPPORTED AND ASSISTED UNITS
• DISCIPLINE BANDS
• TRANSACTION DETAILS
• EXTERNAL REFERENCES
• TRANSACTION SUMMARY
• OS-HELP LOAN DATA (currently)
• FOOTER

For a description of these record types and the fields in each record type see ext_can_liability.

Not all of these record types will be present for all students.

Students that only study units that have a Student Status of 'exempt' or Commonwealth Supported students that study units for which they have not been charged any fees will have the following subset of records reported:

• HEADER
• PERSON
• ADDRESSES
• SYSTEM CREDIT
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• COMMONWEALTH SUPPORTED AND ASSISTED UNITS
• FOOTER

Note: Students may have Student Status of 'exempt' for some units of study but not for others. In this case, those units of study which are not 'exempt' will have the full set of record types populated for them while those which are 'exempt' will only have the subset reported.

For students that receive only OS-HELP, the following subset of records are reported for students:

• HEADER
• PERSON
• ADDRESSES
• SYSTEM CREDIT
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• OS-HELP LOAN DATA (currently)
• FOOTER

The CAN extract also reports students with a Student Status Snapshot values of 302, 303, 304 and 305, who have a Student Status of 230, 231, 232 or 233 recorded as either unit override or at the course level. This represents students who completed a FEE-HELP assistance form but subsequently paid in full for the unit and consequently did not take out a FEE-HELP loan. In this situation, the unit and all associated fee assessment details will be included in the CAN extract, but the Student Status Snapshot value is the Reported Student Status for the unit. The following table illustrates the mapping between student statuses:

Note: Before running this job, confirm whether or not Person Payment Schedule (FINJ6111), or other jobs, need to be run first. If they do need to be run first, and are not, the data will be misleading. See Special Note in Special Topics (FININTR4A) for details.

This job is accessed from the main menu.

The Commonwealth Assistance Notice Extract block contains:

Parameters Tab

• Request Person ID

Select Either ...

• Log Creation Date (LOV)

Or a combination of the following parameters ...

• Correspondence Type (LOV)
• Fee Assessment Period (LOV)
• Date of Issue
• Census Date
• Start Range Date
• End Range Date
• Fee Category (LOV)
• Fee Type (LOV)

  Button

  • Calendar Lookup

More Tab

• Loan Scheme (LOV)
• Student Status (LOV)
• Course Code
• Person ID
• Person ID Group (LOV)
• Institution Code (LOV)
• Institution Address Type (LOV)
• Location (LOV)
• Comment
• Test Extraction check box

  Buttons

  • Find Course (ADMF1220)
  • Find Person (ADMF1211)

Rules/Notes:

If the Log Creation Date is recorded in the parameter form and the job is run, then the exception report for that instance of the job is generated.

If a Log Creation Date is not recorded, the other parameters control the set of Extract records created. Entry of values in the other fields is controlled in the following ways:

• The Request Person ID, Correspondence Type, Fee Assessment Period, Fee Category, Fee Type, Loan Scheme, Student Status, Course Code, Institution Code, Institution Address Type, and Location are Mandatory. Wildcards are not permitted
• Either the Census Date or a Date Range may be set, but not both
• If the Date Range parameters are set, both a Start and End Date must be set
• If the Census Date parameter value is not an existing Census Date value, then it will need to be corrected
• The Date of Issue, Census Date, Start Range Date and End Range Date cannot be a Future Date
• The Start Range Date must be less than or equal to the End Range Date

The Fee Type LOV only includes Fee Types that are associated with a Loan Scheme and which exist in the Fee Period defined in the Fee Assessment Period parameter.

The Fee Category LOV only includes Fee Categories that exist in the Fee Period defined in the Fee Assessment Period parameter.

The Student Status LOV is restricted to Student Statuses that are mapped to a Loan Scheme.

Fee Assessment Period , Fee Category, Fee Type and Student Status parameters will have no effect when only selecting OS-HELP records.

If a Student Unit Student Status Snapshot value is mapped to a Government Student Status value of 110, 111, 112, 201, 202, 203, 220, 230, 231, 232 or 233 or 240 then the unit attempt wil be included in the extract..

Only Fee Types that are mapped to a Loan Scheme that is associated with a s_transaction_type of either HCSHLPLOAN, FEEHLPLOAN or OSHLPLOAN, or Fee Types that have an s_transaction_type of HCSHLPLN-D in the fee_ass table, are included in the extract.

Only units whose Teaching Period has a Census Date matching the designated value or lying within the designated range are included.

For OS-HELP loan records to be included in the extract job and in the instance where the census date parameer is used, the OS-HELP incurral date needs to be the same as the census date. If it is not, no OS-HELP loan records will be extracted. Therefore to ensure that OS-HELP loan records be included in an extract, it is recommended that the start/end range date parameters be used.

When this function is run (successfully) it creates a record in the s_extract table. The data in this table identifies the type of extract that was run (s_extract_type), the Creation Date of the extract, the Callista job run ID and the key for the extract. The key contains details of the parameters that were defined when the process was run. The s_extract table is a generic table, which contains records for a number of different Callista extract jobs. Each extract is uniquely identified by a System Extract Type (s_extract_type) and Creation Date; the s_extract_type for the CAN is ‘CAN’

In addition to creating a record in the s_extract table this process also creates records in the s_extract_record table. The records in the s_extract_record table are uniquely identified by the s_extract_type, Creation Date and sequence number of the extract records.

Both the Elected Student Status and the Reported Student Status (snapshot) are reported in the job.

Exception Report

In the following cases an error is recorded in the exception report:

• If the sum of Person Payment Schedule amounts due and not notified debt does not equal the Fee Assessment debt balance
• If the sum of Person Payment Schedule amounts due does not equal the Fee Assessment debt balance then error but the sum of Person Payment Schedule amounts due and not notified debt does equal the Fee Assessment debt balance,
• If the sum is the Student Unit Attempt Fee Assessment does not equal the Assessed amount less the Deferred amount,
• If no appropriate Student Course Attempt records are found matching the parameters,
• If the Student Course Attempt Fee Category does not match the input parameter Fee Category
• If no Student Unit Attempt or Student Unit Attempt History records are found
• If the Fee Assessment Sponsor Code is not null and no ACTIVE or EXPIRED record exists in the Student Course Attempt Fee Sponsorship and/or the Fee Category CI Sponsorship tables and the Fee Assessment Transaction Category is equal to ‘DEBT’
• If no record is found in the Fee Statement view for the Person, Course, Fee Period, Fee Category and Fee Type and Statement 1 assessed amount is not equal to zero

Rules/Notes:

An example of what a Commonwealth Assistance Notice Extract Exception Report would like like: