Purpose

To enable the recording and maintenance of a student's Student Course Attempt Student Status and taxation details.

SubSystem

Enrolments

Student Course Attempt block

You can access this form in two ways:

• directly from the menu, or
• from the Record Enrolments form (ENRF3000) as part of the Enrolment process.

Note: This form applies to both HE and VET courses.

Accessing this form directly enables you to query details in the Person Detail block. Individuals and their Course Attempts can be found (queried) in the Student Course Attempt block and Student Status details recorded or checked.

If the form is accessed as a step in the Enrolment process (ENRF3000), it opens with the Student ID as the context record. During the Enrolment process, the Student Status details of the enrolling student can be checked or recorded by selecting the Student Status button in the Record Enrolments form. When accessed in this way, it is not possible to query any other person details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

The Student Course Attempt block displays details of a Student's Course Attempt for which their Student Status may be displayed and/or recorded.

Any changes that occur within this form are reflected within the Electronic Commonwealth Assistance Form section of Callista Connect, and vice versa.

Student Status block

The Student Status block is used to record details of a student's Student Status and associated taxation and residency details. The block is divided into five tabbed forms: Course Student Status, Unit Student Status, Unit Status Snapshot, Historic Crs Override and Historic Crs Snapshot.

From 2005 onwards, the term 'HECS Payment Option' was replaced with 'Student Status', and HECS was superceded by the Higher Education Loan Program (HELP). Pre-2005 records will still be supported and the terms HECS Payment Option and HECS will still be applicable to them. All records created from 2005 onwards will only use the new terminology.

Course Student Status

The purpose of the Course Student Status tab is so students, as part of Enrolment, can nominate a Student Status that specifies their Student Status at the course level.

Unit Student Status

The purpose of the Unit Student Status tab, is so students, as part of Enrolment, can nominate a Student Status at the unit level. A student Status recorded at the unit level overrides the Student Status at the course level for that unit.

Unit Status Snapshot

The Unit Status Snapshot tab is for viewing only and is populated when a reporting job (FINJ6240) is run. It is this information that is used to report Student Status (at the Student Unit Attempt level) to the Australian Tax Office.

Historic Crs Override Tab

The purpose of the Historic Crs Override Tab is to display the student HECS Payment Option declarations for specific Fee Calendar periods as Override entries. The records entered will override the default declaration recorded in the STUDENT_COURSE_HECS_OPTION table whenever historically assessing fees or managing debt within the defined Fee Calendar Period. This functionality will only work for pre-2005 records.

Note: At ENRF3110 level, both past and future ACTIVE Fee Calendars applicable to HECS Fee Types will be shown. The Fees Type button is used if an institution has several different types of HECS fees and the maximum payment level needs to be proportioned between the HECS fees. The button is only active when the user selects Payment (11), and a maximum payment level is indicated. The button shows either (+) or (-), as it is dependant on whether Fees have been defined or not.

Historic Crs Snapshot Tab

The Historic Crs Snapshot tab is for viewing only and is populated when the FINJ6231 job is run. It is this information that is used to report HECS Payment Options (at the Student Course Attempt level) to the Australian Tax Office. This is only used for pre-2005 records.

Important Notes:

A student with more than one course can have a different Student Status for each course.

A student can have a different Student Status for each unit in the same Student Course Attempt.

An existing Crs Override Declaration cannot be modified, but can be replaced by a new Crs Override Declaration. A new Crs Override Declaration will only apply to Fee Assessment and Debt Management in the defined period.

Each Student Status maps to a Government Student Status (ENRF0161). Data must be entered in the System in accordance with these rules. Data is also validated against the student's statistical records relating to Citizenship and Residency. The calculation of HELP Liability is carried out by the Student Finance Subsystem and is based on the courses and units that the student is attempting.
For HELP, the Fee is not assessed if a Student's Course Attempt does not have an active Student Status defined for a Date Range that covers the Census Date.
For example, the data from the form is entered in this block and validated against the student's statistical details (ENRF3060) to ensure that the Student Status is within the rules. For instance, overseas students cannot select DEFERRED as their Student Status. Tax File Numbers are recorded to permit the reporting of students' HELP liabilities to the Australian Taxation Office.

The Student Course Attempt block contains:

• Person ID
• Sex
• Date Of Birth
• Course Version

The Student Status block contains:

Course Student Status Tab

• Start Date
• End Date
• Elect Payment check box
• Student Status
• Override Maximum Student Contribution
• Override Date

Tax Details sub-block:

• Tax File Number
• Tax File Number Recorded Date
• Tax File Number Invalid Date
• Tax File Certificate Number

Holders of Australian Permanent Visas sub-block:

• Resident Outside Australia check box

Holders of Special Category Visas sub-block:

• NZ Citizen check box
• NZ Citizen, Resident in Australia Less 2 Years check box
• NZ Citizen, Resident Outside Australia check box

Differential HECS sub-block:

• Differential HECS check box
• Updated By
• Updated On
• Comments

Unit Student Status Tab

• Acad Period
• Unit Version
• Teaching Period
• Location
• Class
• Unit Attempt Status
• Census Date
• Unit Title
• Elect Payment check box
• Maximum Payment Limit
• (Override) Student Status
• Override Maximum Student Contribution
• Override Date

Unit Status Snapshot Tab

• Include Deleted Snapshots check box
• Acad Period
• Unit Version
• Teaching Period
• Location
• Class
• Unit Attempt Status
• Differential HECS check box
• Student Status
• Creation Date
• Deletion Date

Historic Crs Override Tab

• Include Deleted Overrides check box
• Fee Calendar Type
• Start Date
• End Date
• Elect Payment check box
• Maximum Payment Limit
• HECS Payment Option
• Creation Date
• Deletion Date

Button

• Fee Type

Historic Crs Snapshot Tab

• Include Deleted Snapshots check box
• Fee Calendar Type
• Start Date
• End Date
• Differential HECS check box
• Elect Payment check box
• HECS Payment Option
• Creation Date
• Deletion Date

Rules/Notes:

Course Student Status tab:

The Student Status field is used to record the Student Course Attempt (SCA) Student Status.

The SCA status can be recorded in this form by the administrator or in the eCAF by students.

FEE-HELP statuses can be recorded against a VET SCA, with appropriate validations and restrictions. A SCA is classified as ‘VET’ when the enrolled course is defined as a VET course through the course sector in CRSF1210.

Government Student Statuses 501-509 are included in the Student Status LOV when the Elect Payment check box is selected.

Note: Government Student Status Codes 401-409 indicate that the student has deferred all/part of the tuition fee for that SCA through VET FEE-HELP.
Government Student Status Codes 501-509 indicate that the student has paid the full tuition fee for the SCA.
Only these status codes can be used for VET SCAs - no other codes can be used.
(Government Student Status codes are managed by institutions through ENRF0161 and ENRF0162.)
(Also see STAF1127 where the VET FEE-HELP Available checkbox is used to indicate that courses with a Govt. Funding Source are eligible for VET FEE-HELP.)

If the SCA Student Status is mapped to a Government Student Status with a system Student Status type of EXEMPT, the following tabs and fields are unavailable:

• Holders of Australian Permanent Visas sub-block - (all fields)
• Holders of Special Category Visas sub-block - (all fields)
• Differential HECS sub-block - (all fields)

If the SCA has a Course Version with a System Sector Code of VET, then the following tabs are unavailable:

• Historic Crs Override tab
• Historic Crs Snapshot tab

Validations:

• When the Person Stats Govt Citizenship/Residence is 3, then the Student Status must have a govt value of 110,111,112,203,220,233,260,261, 262,270,271,301,302,303,304,305,320,330,340.
• When the person statistics govt Citizenship/Residence is 2, the Student Status must not have a govt value of 22,24,28,29,72,73,201,202,220,230,231,232,233,240,250,
  310,311,340,341 or 342.
• When the person statistics Citizenship/Residence Status has a government value of 4 or 5, the Student Status must have a government value of 99, 310 or 311.
• The Government Student Status is 203 and the Govt Citizenship code is 1 (error message).
• The Student Status is 203, Citizenship code is 8 and the student is not residing overseas. Student Status 203 is not normally appropriate for Citizenship code 8 unless the student is residing overseas (warning message).
• If a student is enrolled in a HE sector course, a VET related Student Status mapped to a Government Student Status Code of 401-409 or 501-509 cannot be assigned for a Course Student Status.
• If a student is enrolled in an HE sector course, a VET related Student Status mapped to a Government Student Status Code of 401-409 or 501-509 cannot be assigned for a Unit Student Status.
• If a Student is enrolled in a VET sector course, only a Student Status mapped to a Government Student Status code of 401-409 or 501-509 can be assigned to a Course Student Status.
• If a Student is enrolled in a VET sector course, only a Student Status mapped to a Government Student Status code of 401-409 or 501-509 can be assigned to a Unit Student Status.
• Only students with a VET citizenship code of 1 or 8 can have a Student Status mapped to a Government Student Status of 401-409.
• The Tax File Number and Recorded Date should be entered for a DEFERRED Student Status.
• A Student Status mapped to a Govt Student Status of 401-409 can only be assigned to Course Attempts where the Funding Source maps to a Govt Funding Source with a VET FEE-HELP Available indicator set to Y.

Only values 0,3,4,5 or 6 can be entered in the Override Student Maximum Contribution fields. These are DIISRTE defined values.

For the Override Maximum Student Contribution and Override Date; one cannot exist without the other. The Override Date will default to today's date but can be changed.

When a Tax File Number is recorded in this form, a check is made that the number isn't already recorded for another person either here or in ENRF3900 or ENRF3240. If this occurs the new Tax File is not accepted.
Callista also checks that, where a Tax File Number has been recorded for this person - either here or in ENRF3900 or ENRF3240, then it matches the new one recorded here. If it doesn't then a warning is displayed.

When the Capture CHESSN Information check box in ENRF0161 is selected, and the user then enters information here in the Student Course or Unit Status fields, a CHESSN record is created. If the check box is not selected, no CHESSN record is created.

Unit Student Status Tab

An OVERRIDE lamp is displayed for each unit if the Override Student Status for that unit is different to the Student Status for the course.

The LOVs for the Override Student Status field change dynamically depending on whether or not the Elect Payment check box is selected.

The following example illustrates the logic to determine Student Unit Student Status included in the SOA/RN extract:

All of the units in the table above incur load in FEE-SEM1/2005. The SOA is run on 15/01/2005 and the following Student Statuses will be reported in the extract for each of the units.

The process first checks to see if a Unit Student Status Override exists. If it does, the override value is reported, if an override does not exist, the derived Unit Student Status will be reported. The Unit Student Status value reported is determined by finding the Student Status for the Course that covers the Unit Census Date.

Only values 0,3,4,5 or 6 can be entered in the Override Student Maximum Contribution fields. These are DIISRTE defined values.

For the Override Maximum Student Contribution and Override Date; one cannot exist without the other. The Override Date will default to today's date but can be changed.

Unit Status Snapshot Tab

The Student Status represents the Student Status that is to be reported to DIISRTE within the Student Data Collection.

The user is able to logically delete individual (selected) Unit Student Status Snapshot records from this form.

Creating a New Student Status Record for a Student Course Attempt:

• Ensure that the correct Student Course Attempt is displayed.
• Navigate to the Student Status block - Course Student Status tab.
• Enter Insert mode.
• The Start Date field will default to the current date.
• Ignore the End Date field at this time.
• If applicable, select the Elect Payment check box. This will filter the available Student Status codes to those that enable Fee Payment.
• Select the Student Status, chosen by the student, from the list of values (or key a valid value) in the Student Status field.
• Amend the Start Date if required and optionally set an End Date, once the Student Status is selected.
• The Differential HECS check box, when selected, indicates that the student has been assessed as being liable for Differential HECS. This data is currently transferred from legacy systems but may be overridden here.
• Enter data in the remaining active fields where applicable.
• Save.

Rules/Notes:

If there is an existing 'active' Student Status or HECS Option record this must be End Dated before creating a new record. Only the record with the most recent Start Date can be open ended.

On entering a Student Status, the End Date field will default to the End Date of the current Academic Period where the Government Student Status (to which the Student Status maps) is set to expire in the Academic Period.

User must have a Tax File Number recorded, if a Student Status of 110, 201, 220,230, 231, 232 or 233 is selected. For pre 2005 records, a Tax File Number must be recorded if a HECS Payment Option of 13 or 14 is selected.

The selection of a Student Status will determine which of the remaining fields is disabled, preventing data entry in those fields. For instance, a New Zealand citizen cannot have an option of 'upfront fees with discount'. If 'upfront with discount' is selected as the Student Status, the fields in the Holders of Special Category Visas box will be disabled.

The Tax File Number is protected from view in this form.

OVERRIDES: An existing Crs Override Declaration cannot be modified but may be replaced by a new Crs Override Declaration. A new Crs Override Declaration will only apply to Fee Assessment and Debt Management in the defined period.

Deleting a Student Status Record for a Student Course Attempt:

A record with a Start Date earlier than the current Date should not normally be deleted. But if necessary, it is possible to do so in this way:

• Modify the Start Date to the current Date or later (see below).
• Delete the record.

Rules/Notes:

It is preferable to End Date rather than delete Student Status records. Except to rectify a clerical error.

Modifying a Student Status Record for a Student Course Attempt:

• Find the record to be modified. Make the required changes.
  • A Start Date can be altered once the Student Status has been selected. A warning message will appear.
  • An End Date can be added or amended.
• Save.

Rules/Notes:

Where there are several Student Status records for a Course Attempt, the Date Ranges cannot overlap. Changing an End Date to an earlier Date may result in an unintended gap between Date Ranges. No Student Status will apply for the Course Attempt during the gap period.

Normally a new record should be created for a change in Student Status. However, in case of administrative error, an option can effectively be changed without creating a second record.

Amend the Start Date to the current Date, save the record, change the option, save, enter the original Start Date and save.

Note: If there is a change in Student Status, the Person Payment Schedule records will be logically deleted. The change in Student Status will also remove the notification date from the existing fee assessment. After changing the Student Status, it will be necessary to run Person Payment Schedules (FINJ611) again to reflect the change in discount amount.

Duplicating a Student Status Record:

• Select the record to be duplicated (source record). Select New Record.
• Select Duplicate Record Above from the Edit menu. The source record is copied to the new record.
  Note: The most recent dated Tax File Number for this student is copied to the new record.
• Change the Start Date of the new record (usually to the current date).
• Save.

Rules/Notes:

This process uses the standard 'Duplicate Record Above' process but differs in that the Tax File Number from the source record is not necessarily copied.

Creating a New Student Status Record for a Student Unit Attempt:

• Ensure that the correct Student Course Attempt is displayed for the Student Unit Attempt.
• Navigate to the Student Status block - Unit Student Status tab.
• Select appropriate row / record.
• Check or uncheck the Elect Payment indicator to show whether the student wishes to pay for the course or not.
• Enter the Maximum Payment amount, if required.
• Select the Student Status, chosen by the student, from the list of values (or key a valid value) in the Student Status field.
• Save.

Rules/Notes:

A Student Status defined at the Course level can be overwritten at the Unit level by keying a valid value in the Student Status field If the student status is overwritten, the Student Status field name changes to Override Student Status.

The Elect Payment check box is used to indicate if a student wishes to pay for a course or not. This is particularly relevant for FEE-HELP students for whom payment is not compulsory.

The Maximum Payment Limit field is used when a student opts to only pay a certain amount of their total fee assessment. The student's expected payment amount will be derived from the Maximum Payment Limit field.

Modifying a Student Status Record for a Student Unit Attempt:

• Find the record to be modified. Make the required changes.
  • A Start Date can be altered once the Student Status has been selected. A warning message will appear.
  • An End Date can be added or amended.
• Save.

Rules/Notes:

Normally a new record should be created for a change in Student Status. However, in case of administrative error, an option can effectively be changed without creating a second record. Amend the Start Date to the current Date, save the record, change the option, save, enter the original Start Date and save.

Note: If there is a change in Student Status, the Person Payment Schedule records will be logically deleted. The change in Student Status will also remove the notification date from the existing fee assessment. After changing the Student Status, it will be necessary to run Person Payment Schedules (FINJ611) again to reflect the change in discount amount.

Added new validations (first three).

Added information about new Govt Student Status Codes 401-409 and 501-509 for VET SCAs, and related validations.

Added details for Override Maximum Student Contribution and Override Date fields.