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STAJ1620 - Create Revisions File

Purpose

To extract information detailing student unit attempts to be recorded in a revisions file.

SubSystem

Statistics
Normally Run By Statistics Specialist
Anticipated Frequency On demand, when the report is required for checking or preparation of ATO advices
Structure Block Create Revisions File
Tab Parameters

 

The purpose of this function is to extract records from the GOVT_STUDENT_REVISONS table and the GOVT EXTERNAL STUDY LOAN REVISIONS entity to create a Revisions File (RF).

The Revisions File reports changes to element values that were submitted in prior Load Liability (LL) and OS-HELP (OS) Files created as part of a prior DEST submission.

The Revisions File is used by institutions to report to DEST, details of revisions (remissions or changes due to administrative error after Census Date) affecting a students HECS-HELP, FEE-HELP, OS-HELP debt or EFTSL.

The file name will be HX1234YY.AXNNN, where:

  • 'HX' is always present
  • '1234' represents the Institution Code
  • 'YY' represents the file acronym (RF for Revisions File)
  • 'A' is always present
  • 'X' is the submission period ('1' for 01/01 to 30/06, or '2' for 01/07 to 31/12)
  • 'NNN' represents the Submission Number

This form is accessed via the main menu.

 

The Create Revisions File block contains:

Tab

Parameters

Select either...

  • Log Creation Date (LOV)

Or a combination of the following parameters...

  • Revision Submission Year (LOV)
  • Revision Submission Number (LOV)

Rules/Notes:

Validations include:

  • Mandatory input parameters are not left blank
  • Output file name is supplied
  • The KEEP directory is defined
  • Output file name can be opened (correct path defined)
  • Local institution information is supplied
  • Local institution address information is supplied
  • Government Student Status Code is made up of three digits
  • EFTSL for a unit of study is no more than 9999999999 in length
  • Birth date is defined for the student
  • Student has an ACTIVE or PROVISIONAL CHESSN
  • Tax File Number is supplied

Job Parameters

Revision Submission Year

Using the LOV, select the appropriate Revision Submission Year for this extract.

Revision Submission Number

Using the LOV, select the appropriate Revision Submission Number for this extract.

 

Rules/Notes:

If a Log Creation Date is not entered, the Revision Submission Year and Revision Submission Number are mandatory fields, therefore values must be entered for both fields.

Layout of the Exception Report

Revision Submission: 2005/1

Person ID Name Course Unit Type Message
10000065824 CASH, MS PENELOPE S300 SCC102 Error Government Student Status Code must be three digits in length.
10000052846 DAVIES, MISS POPPY M300 MAA101 Error EFSTL for a unit of study must not be greater than 9999999999.
10000085238 DEW, MR ROBERT S300 SCC102 Error The birth date for the student is not specified.

 

Type of Record & Element Name Element Number Position Width Data Type
Student Identification Code 313 1-10 10 Alphanumeric
Course Code 307 11-12 10 Alphanumeric
** Unit of Study Code 354 21-30 10 Alphanumeric
CHESSN 488 31-40 10 Alphanumeric
** Unit of Study Census Date 489 41-48 8 Numeric
Revision Reason Code 446 49-49 1 Numeric
Authorising Officer 543 50-89 40 Alphanumeric
** Academic Organisational Unit Code 333 90-92 3 Alphanumeric
***OS-HELP Study Period Commencement Date 521 93-100 8 Numeric
Filler N/A 101-150 50 Alphanumeric

Where a Revisions record relates to an OS-HELP record, the '**' elements are reported as spaces.

*** Used to be OS-HELP Debt Incurral Date, Element 527.

 

Last Modified on 11-Dec-2007 2:46 PM

History Information

Release Version Project Change to Document
10.1 1340 DEST 2007 Pt 2

Removed redundant parts of file structure