Purpose

SubSystem

Statistics

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 March Census Date. It may also be run at any other time, according to institution requirements.

For information on the tables within STAJ8000, see 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 (STAJ8005).

Note that 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. Correct setup will ensure that these errors do not occur.

This form is accessed through the main menu.

The Create VET Enrolment Statistics Snapshot block contains:

Parameters Tab

• Submission Year

  OR

• Previous Log Creation Date
• Message Number

Rules/Notes:

A VET in Schools Program check box field in Callista table enr_stat_snapshot_vet is used for reporting in the NAT00120 Enrolment File.

Note:

The Teaching Period will be null for Advanced Standing data. These fields will be an indication that the record is a Student Unit Attempt and not an Advanced Standing unit.

If the Enrolment Activity Start and End Dates are defined outside the Submission Year and related Teaching Period, and the Start Date or End date fail within the Submission Year, then the record is included in the snapshot.

For example, the extract for the 2006 academic year includes records from 2005 that have an activity End Date in 2006. Dates defined at a lower level override dates defined at the higher level. For example dates defined at a Student Unit Attempt will take precedence over dates defined at the Unit Offering, or Unit Offering Pattern level. Enrolment Activity Start and End dates can be defined at the following levels in descending order:

• Teaching Period
• Enrolment Calendar Configuration
• Unit Offering
• Unit Offering Pattern
• Unit Offering Option
• Student Unit Attempt.

Rules/Notes:

This job produces an Exception Report. The Create Government Submission Snapshot process uses Enrolment Snapshots produced by this job.

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, each Exception record should be checked and the data 'fixed' in the database. The Enrolments snapshot should then be rerun.