Purpose

To create a Commonwealth Assisted Students file for submission to DIISRTE.

SubSystem

Statistics

A Commonwealth Assisted Students ('HELP Due') file is provided to DIISRTE by Higher Education Providers each time a Student Load Liability file is submitted.

A 'Revised' Commonwealth Assisted Students file (RD) reports personal details, including names and CHESSNs of Commonwealth assisted students who have NOT been reported for that reporting period. A 'Revised' Commonwealth Assisted Students file (RD) is provided to DIISRTE when the following conditions are met:

• There is a record on the Revised Student Load Liability file, and
• The Revised Student Load Liability file record has a student/course/half year period not previously reported.

The job includes:

• Record Inclusion.
  Includes records in the HELP Due (DU) file based on a Course, Student Status and Unit of Study Census Date combination.
• Each record in the HELP Due (DU) file is created by aggregating Student/Course records into three Student Status categories.
  • HECS-HELP (Student Status Code) = 110, 111, 112, 201, 202 and 203.
  • FEE-HELP (Student Status Code) = 220, 230, 231, 232, and 233.
  • OS-HELP (Student Status Code) = 240 and 250.
• Submission Type. Submission Type is used to control student data that is included in the file:
  • Commonwealth Assisted students only.
  • Non-Commonwealth Assisted students only.
  • Both Commonwealth Assisted and Non – Commonwealth Assisted.
  • Revisions records only.

The file once created will be stored in the KEEP directory.

This job is usually run in conjunction with STAJ0040, STAJ0070, STAJ0130, STAJ0140 and STAJ0150.

This job conforms with DIISRTE specifications for the Commonwealth Assisted Students and Revised Commonwealth Assisted Students files.

Related/Dependent Jobs

This job is dependent on the Create Government Submission Snapshot process (STAJ0110) being performed first, for the particular submission (including Revisions submissions).

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

This job is accessed via the main menu.

The Create Commonwealth Assisted Students File block contains:

Tab

Parameters

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

Rules/Notes:

All fields are mandatory. 

The job is run to create an extract file, containing details about Student Contribution debts which are to be recovered through the Taxation System and personal details for the students who have the debt. The file is created in accordance with the DIISRTE file specification.

Creation of this file assumes that Address details are set up correctly, in accordance with the requirements specified in Statistics Subsystem Data Pre-requisites.

The Job Scheduler Run Log should be checked for entries resulting from running this job. These entries identify missing or errant Address and Tax File Number details.

The file's header record contains contact details for the 'local' institution, drawn from Institution Addresses (ORGF0122). Course Attempt and Student Contribution due data in each record is drawn from the GOVT_STUDENT_LOAD_LIABILITY table, with Student Name and Address details and Tax File Number details extracted from the database via special routines which manipulate this data into the required format.

These records are stored in the institution-specific DU file (with which statistics specialists will be familiar), in a secure directory specified by the 'KEEP' environment variable. This is a secure directory that users cannot access.

The process 'Copy Extract Files From Secure Area' (STAJ0120) allows the DU file to be copied from the 'KEEP' directory to an accessible directory, specified by the 'USER' environment variable (refer to your System Administrator).

Rules/Notes:

Students who have a student status of 240 and are included in the OS-HELP file are also included in this file. Their Tax File Number is retrieved from the OS-HELP record in ENRF3900 in this case, rather than the student status form ENRF3110.

Output is in the DIISRTE file specification format.

File name:

• The file name of the Commonwealth Assisted Students ('Help Due') file is: HHHHXXYYYY.PNNNNN
  where:
  • HHHH = Higher Education Provider Code - (Institution code)
  • XX = File Type abbreviation code - (not case sensitive), i.e. DU
  • YYYY = Reporting Year - (must be >=2011)
  • P = Reporting Period - (1 or 2)
  • NNNNN = Submission Number - (00001 – 99999)

For example, 1234DU2011.100001

Note: The File name format to load into HEPCAT is DU, but the name of the file sent from HEPCAT to HEIMS is 'DE' (identified encrypted TFN field).

• The file name of the Revised Help Due file is: HHHHXXYYYY.PNNNNN
  where:
  • HHHH = Higher Education Provider Code - (Institution Code)
  • XX = File Type abbreviation code - (not case sensitive), i.e. RD
  • YYYY = Reporting Year - (always 0000)
  • P = Reporting Period - (always 0)
  • NNNNN = Submission Number - (00001 – 99999)

For example, 1234RD0000.000001

Notes: The Submission Number used in the file name is the Submission Number defined in STAF1350 – Government Snapshot Control.