Purpose

This job (also referred to as 'Process Student Status') populates the Snapshot tab in the Course Attempt HECS option form (ENRF3110).

IMPORTANT: In 2005, HECS was superseded by the Higher Education Loan Program (HELP). Consequently this job only applies to records created pre-2005. (The FINJ6240 job applies to records created post 2005.)

SubSystem

Finance

Notes

From 2005 onwards, the term 'HECS Payment Option' was replaced with 'Student Status', and HECS was superceded by the Higher Education Loan Program (HELP).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

Important: The information populated in the Historic Crs Snapshot tab (in ENRF3110) by this job 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. Consequently this job is no longer required for post-2005 records. Alternatively, see FINJ6240.

This job records the HECS Option Snapshot to reflect the student payment record at the Effective Date. The HECS Option Snapshot is displayed in ENRF3110. For example, a snapshot of 11 is recorded for a student with a HECS Payment Option Declaration of 10 if they failed to make a payment equivalent to 75% and has supplied their TFN (see the Table below).

Deferred Debt check box:

When the Defer Debt check box is set to YES:

• The HECS Payment Option snapshot is created with Option 10, if relevant.
• Unpaid HECS is recorded as DEFERRED debt, if relevant.
• FINJ6111 must be run after FINJ6231.

Notes:

• A student's Tax File Number (TFN) must be recorded before a HECS debt can be deferred.
• If, as a result of running this job, a DEFFERED DEBT transaction is created in the Fee Assessment for a student, the HECS Liability Notice Extract will not extract the student because an un-notified debt exists in the Fee Assessment.

When the Defer Debt check box is set to NO:

This job can be used to provide details of students who have not yet provided their TFN or Certificate number and have outstanding HECS amounts. This would normally be done before Census Date to enable reminder notices to be sent to students requesting this information. Use the report FINR0190 to view the information.

See Job Parameters for Table of Combinations.

Run Details

Method

FINJ6231 runs only in batch mode through the Job Control and Scheduling subsystem.

This job would normally be run for the first time on or after the Census Date, to effect the changes already described. The process does NOT check whether the payment due date for HECS fees has passed before making the changes.

If run more than once, the job can reverse a previously made change if a student's payment details have altered.

In normal circumstances, the Effective Date should be set to the Census Date associated with the Fee Period. This ensures that the student's HECS Payment Option accords with their HECS debt/payment situation at this date and is correctly reported, in line with other statistical returns to Government.

Subsequent Processing

After running this job, run the HECS Option Change Report (FINR0190) to review what happened. FINR0190 reports all students considered and advises which options have been created. A reason is provided.

After running FINR0190, run Process Overdue Payment Penalties (FINJ6230) to set up pending Fee Encumbrances. Authorise encumbrances where appropriate via Authorise Fee Encumbrances (FINF6311).

Outcome

A student's declared HECS option for a course at any particular time can be seen in the form ENRF3110 in the Enrolments subsystem.

Process Student HECS Payment Options block:

Parameters Tab

• Effective Date
• Fee Assessment Period
• Person ID
• Fee Category
• Course
  

  Buttons

  • Calendar Lookup
  • Find Person
  • Find Course

HECS Tab

• Deferred Payment Option
• Upfront Payment Option
• Defer HECS Debt check box

Govt. Loan Schemes Tab

• Loan Scheme Payment Option

Rules/Notes:

The HECS Payment Option recorded in the snapshot depends on the student's declared HECS Payment Option and the payment amount received at the time of running this job.

Using the Defer Debt check box, it can also record any unpaid debt as a DEFERRED debt transaction. This can be viewed in the Manual Fee Assessment form (FINF3610).

Only one HECS Payment Option snapshot is allowed per Fee Calendar Instance.

Enter the Effective Date for the running of this process. This should normally be the Census Date associated with the Fee Period. The default is the Current date. This date is used in determining the Payment Option current for the student at that time, and making changes, if appropriate, that are also effective as at that time.

Select the required Fee Period from the list of active Fee Assessment Periods presented in the second parameter.

The next three parameters control the range of students accessed. The % symbol indicates that all values should be included for the parameter.

• Enter a Person ID if the job is to be run for a single student.
• Select or type in a Fee Category to narrow the field to students liable for a particular fee and/or those included in a particular category.
• Enter a Course Code to restrict the search to students studying that course.

The next two parameters are used to select the institution defined equivalents for the Deferred Payment Option and the option for Upfront Payment with discount. If an institution only has one Deferred Payment Option and one upfront with Discount Payment Option, the System will use these as defaults.

The parameter to Defer HECS Debt relates to selected students who have a deferred option (either set by the current job or previously recorded). If set to 'Y', any outstanding HECS debt for such students is recorded as a DEFERRED transaction.

Under the Government Loan Scheme TAB, the Loan Scheme Payment Option LOV allows the user to select either the PELS(13), BOTPLS(14) or an instittion defined equivalent Payment Option.

Rules/Notes:

The Process Overdue Payment Penalties job (FINJ6230) automatically accesses the processing module described here, but without updating the database, in order to determine the effective HECS Option for a student. Where a student is eligible to defer payment, FINJ6230 will not apply pending Fee Encumbrances for unpaid HECS Fees.

This job needs to be run before the final Enrolment Statistics Snapshot (STAJ0100) is taken. Refer to the Statistics Subsystem for further details.

See also: HECS Payment Options in Special Topics.

This job only is effective if the student has a debt greater than zero.

When running FINJ6231 to process Government Loan Schemes, the Deferred Payment Option and Upfront Payment Option parameters must first be set to NULL.

If the Loan Scheme Payment Option is NOT NULL then the Upfront Payment Option must be NULL.

If the Loan Scheme Payment Option is NULL then a Deferred Payment Option other than NULL must be selected.

If the Loan Scheme Payment Option is NULL then an Upfront Payment Option other than NULL must be selected.

If either the Deferred Payment Option or the Upfront Payment Option parameters are set, then the Loan Scheme Payment Option parameter must not be set.

If the Loan Scheme Payment Option parameter is set, then the Deferred Payment Option and Upfront Payment Option parameters must not be set.

Added notes about HECS.