Purpose

To create the Course of Study file (CO) for submissions to the Government

SubSystem

Statistics

The job is run to create an extract file containing details of the courses studied by the HEPs students during the Current Submission Year and the Previous Submission Year.

This job is usually run in conjunction with STAJ0050, STAJ0070 and STAJ0140 and STAJ0150.

Related/Dependent Jobs

This job is dependent on the Create Government Submission Snapshot process (STAJ0110) being performed, for the particular submission, first.

For insights into Statistics see Understanding HE Statistics (STAINTR3).

The job is accessed via the main menu.

The Create Course of Study File block contains:

Tab

Parameters

• Submission Year

Rules/Notes:

The single parameter is used to specify the Submission Year for which the job is being run. By specifying a previous submission, an earlier CO file can be reproduced.

Create Course of Study File process

The job is run to create an extract file containing details of the courses studied by the institution's students during the Current Submission Year and the Previous Submission Year. The file is created in accordance with the DEST file specification, for loading into DESTPAC.

The process determines the courses to report, by:

• Finding those Course Offering Instances offered in Academic Periods which are linked to Government Semesters, for this and the Previous Submission Year, and
• Checking that the course is 'Government Reportable' (using similar logic to the derivation of the Government Reportable Indicator in the Enrolment Snapshot process).

These records are stored in the institution specific CO file (with which statistics specialists will be familiar), in a directory specified by the 'KEEP' environment variable. This is a secure directory which users cannot (and do not need to) access.

File Naming: The file name will be HX1234YY.AXNNNT:

• HX always present
• 1234 representing the Institution Code
• YY representing the file acronym i.e. CO for Course of Study
• A always present
• X is the submission period, default to 1
• NNN representing the submission number, default to 001
• T is the System Submission Type, default to NULL.

Rules/Notes:

Output is in the DEST file specification format.

Every Course reported in the Course of Study File must have a Course of Study value. The same code may be used in more than one record if the course leads to the same Award.

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

Note: If the Course of Study Code contains all 'zeros', then the Course of Study Name will be blank.