Purpose

This process creates the Student Load/Liability file required for government reporting.

SubSystem

Statistics

Each Unit of Study within the Government Student Load Liability entity that has a Unit of Study Census Date between the Start and End date for the submission will be included in the file. Once these units are identified all the data required (see data section below) will be retrieved.This job is used to create bothe the Load Liability (LL) and the Revised Load Liability (RL) files.

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

The job is accessed via the main menu.

The Create Load/Liability File contains:

Tab

Parameters

• Submission Year
• System Submission Type
• Submission Number
• Start Date
• End Date

Rules/Notes:

Submission Year, System Submission Type and Submission Number are Mandatory.

Validations include:

• The Output file could not be opened. Invalid Path, Operation, Mode or Other Errors
• Discipline Group Code, Government Attendance Mode or Student Status is not Numeric
• Discipline Group Code (6), Campus Location (5) or Student Status (3) is not the right length

Submission Year/Number:
Used to specify the submission for which the Government Snapshot is being run e.g. 2004 1, 2005 2 Select a submission from the list of values

System Submission Type:
This parameter determines where records should be selected from.

• If the System Submission Type is COM_ASST, then only Student Unit Attempts that have a Student Status which is Commonwealth Assisted is included in the Snapshot.
• If the System Submission Type is N_COM_ASST, then only Student Unit Attempts that have a Student Status which is Not Commonwealth Assisted are included in the Snapshot.
• If the System Submission Type is BOTH_COM, then no restriction needs to be made by the Student Status.
• If REVISION is selected, then the information is selected from the govt_stdnt_liability_revision table.
• System Submission Types of SCHLSHP,SCHCASIP or PRE_2005 are not displayed in the LOVs.

To create a Load/Liability File select:

All records from GOVT_STUDENT_LOAD_LIABILITY for the given System Submission Type, Submission Year and Submission Number

The following fields are validated/formatted before adding to file:

• Course of Study Commencement Date
  Format should be YYYYMM
• Academic Organisational Unit code
  From Organisational Unit Code
• Equivalent full-time student load (EFTSL)
  Must be left justified in file and be greater than zero. The format in the file, for example, for EFTSL 0.125 should be coded to 0125000000. Check for EFTSL greater than 9999999999, if there is, then set EFTSL to 999999999 for the current record
• Course Code
  Course Code and Version Number should be concatenated
• Unit of Study Census Date
  Format should be YYYYMMDD
• Discipline Group Code
  Only numeric values can be added to file, and there should only be 6 numeric values, warn when it isn’t (default to blank space when the user is warned)
• Mode of Attendance
  Only numeric values can be added to file, warn the user when it isn’t (default to blank space when the user is warned)
• Postcode or overseas country code location of HEP campus
  For GSLL.CAMPUS_LOCATION the field length is 10, however the file only allows 5 characters. If the campus location is over 5 characters, then warn the user, and remove values from the right to fit the 5 character length
• Student Status
  Only numeric values can be added to file, and there should only be 3 numeric values, warn the user when it isn’t (default to blank space when the user is warned)
• Work experience in Industry Indicator
  If the industrial_ind is ‘Y’ or ‘2’, then industrial indicator should be coded 2. If the industrial_ind is ‘N’ or ‘1’, then the industrial indicator should be coded 1. Otherwise, the industrial indicator should be 0

The file once created will be stored in the KEEP directory. The file name will be HX1234YY.AXNNNT:

• HX always present
• 1234 representing the Institution Code
• YY representing the file acronym i.e. LL for Load/Liability file
• A always present
• X is the submission period (i.e. 1 for 1/1 to 30/6 or 2 for 1/7 to 31/12)
• NNN representing the submission number
• T representing the System Submission Type (C – Commonwealth Supported or N – Non Commonwealth Supported, B for Both Commonwealth Assisted and Non-Commonwealth Assisted).

Rules/Notes:

The System Submission Type controls data that is included in the Load Liability or Revised Load Liability files:

• Commonwealth Assisted students only
  If the System Submission Type is Commonwealth-Assisted only Student Unit Attempts with a Student Status (either at unit or course level) that has the Commonwealth Assisted Indicator selected is included in the Load Liability or Revised Load Liability files.
• Non-Commonwealth Assisted students only
  If the System Submission Type is non-Commonwealth Assisted then only Student Unit Attempts with a Student Status (either at Unit or Course level) that does not have the Commonwealth Assisted indicator selected is included in the Load Liability or Revised Load Liability files.
• Both (Commonwealth Assisted students and Non-Commonwealth Assisted students)
  If the System Submission Type is Both Commonwealth Assisted and Non-Commonwealth Assisted, all reportable Student Unit Attempts are included in the Load Liability or Revised Load Liability files.
• Revision
  If the System Submission Type of Revisionis used then only Revisions records created by STAJ1610 and populated into the GOVT_STUDENT_LOAD_LIABILITY table by STAJ0110 will be included in the file.