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| HE Information |
This document describes the data which must be established, assumptions which must be met and actions which must take place prior to using the Statistics subsystem snapshot processes, starting with the VET Government Snapshot Control (STAF8005). For details of the tables and fields, see How the Government Statistics Process Works.
To assist in the process of Pre-requistes, the following heading structure should be followed:
Note: After any of the Statistics jobs have been run, the Job Run Log should be checked. It will identify the reasons for a job failing, and missing and incorrect data.
| Advanced Standing Sources | Advanced Standing that has a recognition type of CREDIT, a granting status of GRANTED, a source of RPL, CRDT-TRNS or EXMPT-CRDT, and has been granted during the Submission Year will be included in the Government Submission. Advanced Standing Sources should be mapped to a Provider Outcome Identifier using ADVF1140. |
| Scheduled Hours | Scheduled hours are reported to the Government in the Enrolment File (NAT00120). When calculating scheduled hours for Advanced Standing, institutions can either apply the AVETMISS formula, or ignore the AVETMISS formula and simply use the Supervised Hours recorded against the Unit Version. Institutions can customise this functionality. Refer to the stats_vet.doc documentation in the Techdoc directory. |
| Outcome Identifier |
A government-defined Outcome Identifier that represents the value of Continuing Enrolment must exist. The government value is 70. The value must be open, must be marked as the system default and must be mapped to an institution-defined Provider Outcome. This value will be used for continuing Enrolments. Government-defined Outcome Identifiers can be defined in STAF112T. Institution-defined provider outcomes can be defined in ASSF01P0. |
| Calendar Structure |
Calendars of Type ACADEMIC, TEACHING and LOAD must exist (CALF0220). Both Teaching and LOAD Calendar Instances must be related to the relevant ACADEMIC Calendar Instances (CALF0330). Teaching Calendars must be related to LOAD Calendar Instances, including a percentage value, via the Default Load Apportion structure (ENRF01K0). Note that it is Calendar Types that are linked to LOAD Calendars, not Calendar Instances. The following logic is used to determine the Teaching Periods to be considered for inclusion in the VET Enrolment Statistics Snapshot:
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| Course Categories | An institution-defined Course/Unit Category of VET-RPT will force a Course/Unit to always be reported. An institution-defined Course/Unit category of VET-NORPT will force a Course/Unit to never be reported. Course/Unit Categories can be used to override the system logic for determining whether or not a Course/Unit is Government Reportable. These categories should only ever be used when an institution wants to always prevent a Course/Unit from being reported or to always force a Course/Unit to be reported. It is anticipated that the need to use these categories would be low, and that institutions should rely on the system logic to determine if a Course/Unit is Government Reportable. These categories should be used with caution, as they will override the system logic. Unit Categories will be checked before Course Categories. The exception to the check of Course/Unit Categories is to always ensure that the Government Outcome Identifier is specified, and to always ensure for an Advanced Standing Unit that it has a source of RPL, CRDT-TRNS or EXMPT-CRDT. Course Categories are maintained in CRSF1130. |
| Courses |
If a Qualification Reference Code is recorded for a Course Version, then the Qualification Reference Code will be reported as the Course Identifier. However, if a Qualification Reference Code is not recorded for the Course Version, then the Course Code of the Course Version will be reported as the Course Identifier. If there is more than one version
of a Course, then the details from the maximum version will be included
in the VET Government Submission Snapshot tables. |
Enrolment Activity Dates Information
Enrolment Activity Start and End Dates are data elements collected as part of the AVTEMISS national data collection in the Enrolment file (NAT00120). They provide information about the patterns of activity and participation within a collection year.
The Enrolment Activity Start Date is the date that training activity starts for a unit of competency or module enrolment. The Enrolment Activity End Date is the date that training activity ends for a unit of competency or module enrolment.
In Callista, a student unit of competency or module enrolment is represented as a student unit attempt. The Enrolment Activity Start and End Dates reported in the enrolment file are sourced from student unit attempt activity dates.
Student unit attempt activity dates may be manually recorded for individual unit attempts or they may be derived from higher levels. If activity end dates do not normally vary from student to student or unit to unit, they are typically derived.
A flexible structure of Enrolment Activity Start and End Dates has been created to enable the derivation of student unit attempt activity dates from a variety of levels, depending on the business practices of the institution. For example, if dates are normally common within a teaching period, then overarching institution-wide teaching period based dates can be defined. If dates vary from unit to unit, different dates can be specified at the unit offering, unit offering pattern or unit offering option levels.
The table below summaries the hierarchy of Enrolment Activity Start and End Dates. The levels are listed in order from highest to lowest.
| Teaching Period Start and End Dates | In the absence of dates, Date Aliases or Date Alias Instances specified at lower levels, Teaching Period Start and End Dates are used as the default Enrolment Activity Start and End Dates. If Enrolment Activity Start and End Dates typically equate to Teaching Period Start and End Dates, there is no need to override at lower levels unless required in individual cases (e.g. specific Unit Offering Options). Teaching Period Start and End Dates are defined using CALF0511 and CALF0512. |
| Enrolment Calendar Configuration Date Aliases | If the Enrolment Activity Start/End Dates in Teaching Periods are typically common across the institution, then the Enrolment Calendar configuration can be used to define the Date Alias for each. Activity Dates. Enrolment Calendar
Configuration Date Aliases are defined using ENRF01F0. |
| Unit Offering Date Aliases | If the Enrolment Activity Start/End Date for particular offerings of a unit differs from the standard institution-wide date/s, then they can be overridden at the Unit Offering level. Unit Offering Date Aliases are defined using CRSF2310. |
| Unit Offering Pattern Date Alias Instances | If the Enrolment Activity Start/End Date for particular Offering Patterns of a unit differs from the standard institution-wide date/s or the standard Unit Offering Date Alias, then they can be overridden at the Unit Offering Pattern level. Unit Offering Date Aliases are defined using CRSF2310 |
| Unit Offering Option Date Alias Instances | If the Enrolment Activity Start/End Date for particular offering options of a unit differs from the standard institution-wide date/s or the standard Unit Offering Date Alias or the standard Unit Offering Pattern Date/s, then they can be overridden at the Unit Option level. Unit Offering Option Date Aliases are defined using CRSF2500 |
| Student Unit Attempt Dates | If the Enrolment Activity Start/End Date for student unit attempts differs from the standard institution-wide date/s or the standard unit offering date alias or the standard unit offering pattern date/s or the standard unit offering option date/s, then they can be overridden at the Student Unit Attempt level. Student Unit Attempt
Date Aliases are defined using ENRF3000 |
| Participation Rule | An institution will be given the opportunity to develop their own Participation Rule, which will be used by the government reporting process to ascertain whether or not a student has undertaken active participation in their Unit Attempts. The Participation Rule exists in the Rule Group ENROLMENTand the Rule Sub-Group SYS-WIDE. The rule description is System Wide Participation Rule. Use RULF2001 to locate the Participation Rule, and RULF2000 to define the Participation Rule. The following points describe the functionality associated with the participation rule, as it pertains to the Callista Statistics processes:
This means that if future dated Proof Of Participation records or Student Unit Attempt Assessment Item Outcomes exist for the student, then they will not be recognised when running STAJ8000. However, they will be recognised when running STAJ8005 (assuming they are on or prior to the 31st December of the Submission Year). |
Organisational Unit Information
| Training Organisation Address | The Training Organisation Address is reported to the Government in NAT00010. An address of Type 'VET-GOVT' must be created for the Training Organisation so that AVETMISS address elements can be identified. On the Address Type table (ORGF0116) create an address Type of 'VET-GOVT'. The following components of the address Type are mandatory: The first section covers National requirements:
The second section covers State requirements:
Create a Training Organisation Address of Address Type 'VET-GOVT' (ORGF0142) See the stats_vet.doc documentation in the Techdoc directory for latest information to assist in further insights into Statistics Subsytem Date Pre-requisites. |
| Govt Training Country Code | The Govt Training Country Code can only be defined when the Location Type maps to a System Location Type of ‘CAMPUS’ The Govt Training Country Code must not be 1100, 1101, 1102, 1199 if the location address has a current overseas postcodeThe Govt Training Country Code must be 1100, 1101, 1102, 1199 if the location address has a current Australian postcodeThe Country Code must not be closed The Govt Training Country Code must not be ‘0000’ or ‘@@@@’ if the user tries to define the value manually See ORGF0131x - Maintain Locations for further information |
| Training Organisation Delivery Location Address |
The Training Organisation Delivery Location Address is reported to the Government in NAT00020. An address of Type 'VET-GOVT' must be created for the Training Organisation Delivery Location so that AVETMISS address elements can be identified. On the Address Type table (ORGF0116) create an Address Type of 'VET-GOVT'. The following components of the address Type are mandatory:
Create a Training Organisation Delivery Location Address of Address Type 'VET-GOVT' (ORGF0132). See the stats_vet.doc
documentation in the Techdoc directory for latest information to assist
in further insights into Statistics Subsytem Date Pre-requisites. |
State Specific Data Information
| State Specific Data | Callista allows State Specific Data to be appended to each AVETMISS file. The data is appended to the end of each line in the file. This is achieved using a number of customisable PL/SQL routines, which are called by STAJ8800. The Source Code for these routines is provided – refer to the Callista Oracle Database Installation Guide. |
| Data from Prior Submissions | It is recommended that new VET clients convert data from their legacy system to Callista for the VET Government Snapshot Qualification table. This is because the process that populates the VET Government Snapshot Qualification table needs to look at data on this table from prior Submissions to determine whether or not a Student Course Attempt should be reported in the current Submission. |
| Government Submission Snapshot Details | The VET Government
Submission Snapshot Details need to be set up before the VET Enrolment Statistics
Snapshot can be run (STAF8005 - Maintain VET
Government Submission Snapshot Control). |
| Government Values | It is assumed that Government values reported to AVETMISS are set up according to the definitions in the AVETMISS manual. |
| Statistics VET Technical Document | See the stats_vet.doc documentation in the Techdoc directory for latest information to assist in further insights into Statistics Subsytem Date Pre-requisites. |
| Delivery Type | A
government-defined Delivery Type that represents the value of Not Applicable
must exist. The government value is 09. The value must be open and must
be mapped to an institution-defined Delivery Type. This value will be
used for Advanced Standing Units. Government-defined Delivery Types can
be defined in STAF112O. Institution-defined
delivery types can be defined in CRSF11L0. |
| Unit Categories | Unit Versions that are always Government Reportable should exist in a user-defined Unit Category called 'VET-RPT'. Unit Versions that are never Government Reportable should exist in a user-defined Unit Category called 'VET-NORPT'. Unit Categories of VET-RPT and VET-NORPT should only be used when an institution wishes to override the system logic for determining whether or not a Unit is Government Reportable. See Course Categories above for further information. Unit categories are maintained in CRSF2120. |
| Units |
If a Unit Of Competency Reference Code is recorded for a Unit Version, then the Unit Of Competency Reference Code will be reported as the Module Identifier. However, if a Unit Of Competency Reference Code is not recorded for the Unit Version, then the Unit Code of the Unit Version will be reported as the Module Identifier. If there is more than one version of a Unit, then the details from the maximum version will be included in the VET Government Submission Snapshot tables. |
Last Modified on 22 August, 2006