Purpose

Enables production of the Commonwealth Learning Scholarship file for submission to DEST

SubSystem

Statistics

This process creates the Commonwealth Scholarship (SS) File.
This file contains, for each half year, records of all students who had a Commonwealth Accommodation Scholarship (CAS) and/or a Commonwealth Education Costs Scholarship (CECS), at any time up until the Scholarship is reported with a Government Scholarship Status of 3 (Terminated).

For the first submission each half year the process is fairly straightforward. Records are selected from the appropriate student_scholarship and student_sch_status_activity records, checks are made to ensure the student is reportable and extra details are gathered to create records in the govt_scholarship_snapshot table. All records that are created in the govt_scholarship_snapshot will have the government_reportable_ind set to ‘Y’. When the file is being created the records will be selected from govt_scholarship_snapshot for the current submission where the government_reportable_ind = ‘Y’.

For the second and subsequent submissions the logic differs. The record selection is the same. The same selection criteria as for the first submission are used to find all the appropriate records and get the extra details. The records are inserted into govt_scholarship_snapshot however the government_reportable_ind will be set to ‘N’ for all records as a default. The process then compares the content of this snapshot with the content from the previous most recently completed snapshot. Inserts, deletes and updates are found, the scholarship variation code is set appropriately and the government_reportable_ind will be changed from ‘N’ to ‘Y’ for these records.
This ensures only records that have changed from the previous snapshot are reported and that each snapshot contains the full set of correct records at that point in time.
Hence for each new snapshot the differences can be found by just comparing the current snapshot to the previous snapshot.

The process stores the records in the GOVT_SCHOLARSHIP_SNAPSHOT table and then writes them out to the Commonwealth Scholarship (SS) file. Any errors or warnings are reported in the System Log Entry table (s_log_entry) along with a message number which corresponds to the reason for the error.

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

This job is accessed via the main menu.

The Create Commonwealth Learning Scholarship File contains:

Tab

Parameters

• Submission Year
• System Submission Type
• Submission Number
• Start Date (view only)
• End Date (view only)

Rules/Notes:

Submission Year, Submission Type and Submission Number are Mandatory.

If the System Submission Type = SCHLSHP, scholarships with a Commonwealth Scholarship Type of 1, 2, 3, 4, 5 and 6 will be included in the file. If the System Submission Type = SCHCASIP then only scholarships with a Commonwealth Scholarship Type = 7 will be included in the file.

The submission Year and Submission Number must exist as a Government Submission Control record (see STAF1350) with a System Submission Type of SCHLSHP or SCHCASIP.

If one or more completed snapshots exist for a System Submission Type of SCHLSHP or SCHCASIP, any subsequent snapshots with the same start date, end date and submission year will only include the revisions to the completed snapshot(s).

The value of the Commonwealth Scholarship Status Code (DEST Element 526) recorded for a student’s scholarship will be validated against their enrolment details for the scholarship period. Any validation rules breached for this element will be written to the error log.

Breaches of the validation rules for this element will not prevent records from being written to the Commonwealth Scholarships file. Validation errors will be handled as warnings and job processing will continue as normal.

Validations include:

• A student reported with a Government Scholarship Status of 1 (Current), must have a record with a matching value for CHESSN, concatenated with the Student Identification Code in the Student Enrolment File, for the Submission Period, which has a Government Scholarship Type of 3, 4, or 5
• Students reported with a Government Scholarship Status of 1, are reported with a Termination Code of 0
• Students reported with a Government Scholarship Status of 3, are reported with a Termination Reason Code of 1, 2, 3, or 4
• A CHESSN must have a status of Provisional with a HEIMS Validated Date, or a status of ACTIVE
• If, for the previous submission, the student scholarship was reported with a CLS Status Code of 1 (Current) and is now 3 (Terminated), then the Termination Reason Code must be specified.
• If the Commonwealth Scholarship Type is 1, 2, 3, 4, 5 or 6 and the the Government Scholarship Status is not 1, 2 or 3, then an error occurs.
• If the Commonwealth Scholarship Type is 7 and the Government Scholarship Status is not 4, 5 or 6, then an error occurs.
• If a student is in receipt of a Commonwealth Scholarship but does not have any reportable units with census dates within the scholarship reporting period, a warning is generated.
• If a student is in receipt of a CAS – Indigenous Payment Scholarship and has a Commonwealth Scholarship Status of 4 but the first unit of study census date has passed, a warning is generated.
• If a student is in receipt of a CAS – Indigenous Payment Scholarship and has a Commonwealth Scholarship Status of 5 or 6 but the first unit of study census date has not passed, then a warni9ng is generated.

Creating a Commonwealth Scholarship file:

The process will extract records from the GOVT_SCHOLARSHIP_SNAPSHOT table and other Callista tables to create the Commonwealth Scholarship file. The file is created to DEST specifications - see below.

Errors will be logged to the S_LOG_ENTRY table, enabling users to query the results. A System Log Type, 'CL_SCHLSHP' is used to record the detail.

Once created, the file will be stored in the 'KEEP' directory as defined in the S_JOB_CONTROL table.

The file name will be HX1234YY.AXNT:

• ‘HX’ always present
• 1234 represents the Institution Code, i.e. 3030
• YY represents the file acronym (i.e. ‘CS’ for Commonwealth Scholarship)
• ‘A’ always present
• X is the submission period (i.e. 1 for 01/01 to 30/06 or 2 for 01/07 to 31/12)
• N represents the submission number. So if it is submission 1 in the second half of the year it will be HX4127CS.A21S but if it is submission 6 it will be HX4127CS.A26S
• T is the submission type e.g. If submission type =SCHLSHP then we append an 'S' to the end of the filename to make HX4127CS.A11S. And if the submission type = SCHCASIP then we append a 'C' to the end of the filename to make HX4127CS.A11C
  

The file must be sorted in ascending order of CHESSN.

Rules/Notes:

Government Scholarship Type values applicable to the process are:

• 1 - Commonwealth Education Costs Scholarship (Ordinary- CECS)
• 2 - Commonwealth Accommodation Scholarship (Ordinary -CAS)
• 3 - Commonwealth Education Cost Scholarship for Associate Degree
  (CECS – Associate Degree)
• 4 - Commonwealth Accommodation Scholarship for Associate Degree
  (CAS – Associate Degree)
• 5 - Commonwealth Education Cost Scholarship for Indigenous students (CECS – Indigenous Enabling)
• 6 - Commonwealth Accommodation Scholarship for Indigenous students (CAS – Indigenous Enabling)
• 7 - Commonwealth Accommodation Scholarship once-only payment for Indigenous students (CAS – Indigenous Payment)
  

Government Scholarship Status values are:

• 1 - Student has an Active Commonwealth Scholarship
• 2 - Student has a Deferred Commonwealth Scholarship
• 3 - Student has a Terminated Commonwealth Scholarship
• 4 - Student has Accepted a CAS Indigenous payment Scholarship
• 5 - Student has Confirmed their receipt of a full CAS- Indigenous Payment Scholarship by being present at the Unit of Study Census Date for a course
• 6 - Student has Failed to confirm their receipt of a full CAS- Indigenous Payment Scholarship by failing to be present at the Unit of Study Census Date for a course.
  

Government CLS Termination Reason Code values are:

• 0 - Scholarship active
• 1 - Course complete/Bachelor or higher level Award completed
• 2 - Full Scholarship period consumed
• 3 - Unsatisfactory Academic progress
• 4 - No longer eligible

Scholarship Variation Code values are:

• 0 - Original record (no revision)
• 1 - Modify record
• 2 - Delete record