Purpose

To produce a point in time snapshot of the enrolment data contained in the System

SubSystem

Statistics

This job produces a snapshot of Enrolment data recorded in the System on the date the job is run.

Teaching Calendar Selection

Student Unit Attempts are included in the Enrolment Statistics Snapshot based on their Unit of Study Census Date. For the defined Collection Year, the process will identify all Teaching periods with a Census Date within the year and return all Enrolments for the Teaching Periods.

If a Teaching Period has multiple Census Dates the process will use the first Census Date. See 'Rules/Notes' under 'Government Enrolment Statistics Snapshot Process' below for further information.

Load

100% load for a Unit is attributed to a Unit at the Unit of Study Census Date. Load is split by Teaching Responsibility Organisational Unit and Discipline.

Commencing Student

The Commencing Student Indicator and Commencement Date Derivation gets its information from the Course of Study Commencement Date instead of the previous Course Commencement Date Derivation. See Derivation of a Commencing Student for further information.

Related/Dependent Jobs

This job produces an exception report (STAR0100). The Create Government Submission Snapshot process uses Enrolment Snapshots produced by this job.

This job is accessed via the main menu.

The Create Enrolment Statistics Snapshot block contains:

Tab

Parameters

• Collection Year
• Previous Log Creation Date
• Message Number

Rules/Notes:

Collection Year: Specifies the Collection year of the current collection. Defaults to the current year. Amend if necessary. Leave blank when reproducing a previous log.

Previous Log Creation Date: Used to reproduce an Exception Report from a previous run of this job. Select the required previous run from the list of values. Academic Period and Collection Year parameters must be blank when this parameter is used.

Message Number: Specifying an Error Log Message Number here causes only those records with that message number to be displayed in the Exception Report. This has limited application in this report as there are only two possible errors.

Government Enrolment Statistics Snapshot process

The Enrolment Statistics snapshot is the first stage in the production of the institution's government student statistical return. The Government Statistics Process describes the various stages in this process. This job produces a Snapshot of Enrolment data recorded in the System on the date the job is run. It is envisaged that this job would be run nightly, as a standing request, during Enrolment Periods, but more particularly in the period immediately before and after the Unit of Study Census Dates. It may also be run at any other time, according to institution requirements.

Details of the data included in the Snapshot are provided in How the Government Statistics Process Works.

Snapshots can be used to check data, to trial data through the Government Submission process for the purpose of ensuring data integrity and as a source of statistical information if the institution desires.

At an appropriate time after the Census Date, one of the Snapshots is selected as being representative of the Enrolment situation at the Census Date, and is used to produce the Government Submission Snapshot (STAJ0110).

Rules/Notes:

In extraordinary circumstances this job will fail. This will occur if Callista cannot determine the teaching census date for a particular teaching calendar. If the job fails, an error is written to the Job Run Log. This error should be checked against the setup pre-requisites and the problem fixed. Correct setup will ensure that these errors do not occur.

The selection of Teaching Calendars is made, based on the existence of the Census Date between 1/1/yyyy and 31/12/yyyy where yyyy is the Collection Year. The Collection year is now from 1/1 to 31/12, not 1/9 to 31/8. The Census Date remains the same for the Teaching Period regardless of Submission.

EFTSL is calculated for the entire Student Unit Attempt.

The Government Reportable Indicator also does a check for an ‘Overseas Student who has come to Australia either an as Exchange Student or Study Abroad Student as part of a formal exchange program arranged between institutions, but who is not being charged tuition fees by the institution’. The students that need to be checked are identified by a HECS option of 310.

Exception Report

This report will normally contain no exception records. Callista's data entry validations are designed to ensure that data can only be entered correctly.

In the unusual circumstances where exceptions are reported, refer to STAR0100. Each exception record should be checked and the data 'fixed' in the database. The Enrolments Snapshot should then be rerun.

Note: The School Leaver Deviation looks at the Highest Attain column in Person Statistics.

Rules/Notes:

Student Commencement Date Derivation

The Commencement Derivation rules are based on definitions supplied by DEST. The table below lists the current rules. The greyed out area are old rules which no longer apply.