Purpose

To create the Student Load files as required by Centrelink

SubSystem

Statistics

The job is run to produce the Centrelink Name and Unit files containing details of the students enrolled and the units studied during the defined Submission Period.

Centrelink use data from these files to check that students receiving assistance are maintaining a full-time level of study.

Student data collection requires three submissions.

Submission 1:

• Students are included if they are enrolled in a course, have commenced and is attending at least one continuing Unit of Study at the time of submission.
• 1st submission covers the Summer Study Period and study periods starting from the beginning of the collection year to approximately the 31st March .

Submission 2:

• The student is enrolled in a course, has commenced and is attending at least one continuing Unit of Study in the study period that has just finished at the time of submission.
• The 2nd submission covers the Summer Study Period and study periods starting from the beginning of the collection year to approximately the 30th June.

Submission 3:

• The student is enrolled in a course, has commenced and is attending at least one continuing Unit of Study at the time of submission.
• 3rd submission covers the study periods from 1 July to approximately the 4th November .

Related/Dependent Jobs

This job is dependent on the Create Enrolment Statistics Snapshot process (STAJ0100) being performed first.

Where the Submission Period Start Date is prior to the Submission Year, an Enrolment Statistics Snapshot from each of the Current and the Previous year must be available for selection.

This job is accessed from the main menu.

The Create Centrelink Files (Name and Unit) block contains:

Tab

Parameters

• Submission Year
• Submission Period Start Date
• Submission Period End Date
• Submission Number (POP)
• Current Submission Year Enrolment Statistics Snapshot (LOV)
• Use Most Recent Enrolment Statistics Snapshot for Current Submission Year check box
• Previous Submission Year Enrolment Statistics Snapshot (LOV)
• Secondary Census Date Alias (LOV)

Rules/Notes:

Validations include:

• The Secondary Census Date Alias cannot be a Closed Date Alias
• The Secondary Census Date Alias must be a category of Teaching
• If the Submission Year, Submission Number, Submission Period Start Date or Submission Period End Date are not set, then the job will fail
• If the Submission Period Start Date does not belong to the defined current or previous Submission Year, then the job will fail
• If the Submission Period End Date does not belong to the defined Submission Year, then the job will fail
• If the Submission Period Start Date is in the previous year and the Previous Submission Year Enrolment Statistics Snapshot is not selected, then the job will fail
• If the same Enrolment Statistics Snapshot is selected for the Current Submission Year Enrolment Statistics Snapshot and Previous Submission Year Enrolment Statistics Snapshot parameters, then the job will fail
• A Current Submission Year Enrolment Statistics Snapshot value cannot be selected together with the Use Most Recent Enrolment Statistics Snapshot for Current Submission Year checkbox
• If a Current Submission Year Enrolment Statistics Snapshot value is not selected and the Use Most Recent Enrolment Statistics Snapshot for Current Submission Year checkbox is also not selected, then the job will fail.

Only one Census Date is to be defined for a Teaching Period.

Existing processing uses Census Dates to determine inclusion of records and logic for splitting records for year long and straddle units. This process is now changed to query on both the Census Date (using existing logic), and also the Date Alias Instances in the same teaching periods using the Date Alias passed in as The Secondary Census Date Alias. If either the Census Date Alias Instance or the parameter Date Alias Instance falls within the Submission Start and End Dates, then the student's records will be included in processing.

For further information on straddle and year long units see:

• Maintain Unit Assessment Items (ASSF2310)
• Maintain Unit Assessment Patterns (ASSF2320)
• Calendar Specialist Functions (CALINTR4)
• Maintain Course Pattern of Study Detail (CRSF1442)
• Maintain Load Calendar Structure (ENRF01K0).

Steps in the process:

• Validate the input parameters
• Determine the host operating system
• Determining which Enrolment Statistics Snapshot(s) to use
• Determine the output directory for the job from the s_job_control table
• Determine the local Institution Code, Government Code and Government Code Description
• Determine the file name for the Name file
• With the Name file name and output directory, create the file and trap any invalid path, operation, mode or unexpected errors
• Determine the file name for the Unit file
• With the Unit file name and output directory, create the file and trap any invalid path, operation, mode or unexpected errors
• Create the Header Record for the Name file and write the header to the Name file
• Create the Header Record for the Unit file and write the header to the Unit file
• Initialise counters to count the number of Name and Unit file records
  
• Create a Unit file data record for each student unit attempt represented in the Enrolment Statistics Snapshot(s) which satisfies the job's parameters
• Increment the Unit file records counter
• Create a corresponding Name file record for each new student/course combination in the Unit file
  
• Create the Name file footer record and write the record (including record count) to the Name file
• Create the Unit file footer record and write the record (including record count) to the Unit file
• Close and exit the job (if there are any unresolved problems, the job will fail).

Rules/Notes:

This job is independent of the Government (DEST) Submission Jobs, STAJ0020, STAJ0040, etc.

Students will be reported in the Name file and all their units undertaken for the current Academic Year (and previous Academic Year, if one is defined and the Unit of Census Date is after the Submission Start Date) will be included in the name file if the student was enrolled in the Unit at it's first Census Date and the Unit has a Census Date that falls between the Submission Start and End Dates.

Units undertaken for the Academic Year will be included if:

• The unit's Census Date falls within the current Submission Year (parameter) and the student was enrolled in the unit at it's first Census Date
• The unit's Census Date falls within the previous Submission Year and is after the Submission Start Date.

Year long or straddling units will be identified by the existence of two or more Census Dates and can be identified by the existence of both a Census Date and a second Date Alias Instance which matches the secondary Census Date parameter. These units will be reported:

• To the unit file as two or more separate units, depending on the number of Census Dates
• With the same Unit of Study Census Date for each Unit Record
• With the load for the Unit of Study split equally across each record.

Output

The Centrelink Name and Unit files are produced in the 'KEEP' directory.

Centrelink Name files are named HX****CN.ASX, where **** is the institution code, and X is the submission number.

Centrelink Unit files are named HX****CU.ASX, where **** is the institution code, and X is the submission number.

Rules/Notes:

The process 'Copy Extract Files From Secure Area' (STAJ0120) allows the files to be copied from the 'KEEP' directory to an accessible directory, specified by the 'USER' environment variable (refer to your system administrator).