Purpose

To create the Student Enrolment file for submission to DIISRTE.

SubSystem

Statistics

The job is run to create an extract (EN) file, containing records which provide a 'profile' of the student (for example, date of birth, sex, home location, ethnicity, educational background).

This job is usually run in conjunction with STAJ0040, STAJ0050 and STAJ0140.

The function creates the extract file based on DIISRTE requirements. The following applies when creating the file:

• Each record must have a unique value for:
  • Element 313 (Student Identification Code), concatenated with
  • Element 488 (Commonwealth Higher Education Student Support Number), concatenated with
  • Element 307 (Course Code).
• File must be sorted in ascending order for E307 (Course Code) within E313 (Student Identification Code).

Related/Dependent Jobs

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

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

This job is accessed from the main menu.

The Create Student Enrolment File block contains:

Tab

Parameters

• Submission Year (LOV)
• System Submission Type (LOV)
• Submission Number (LOV)
• Start Date
• End Date

Rules/Notes:

Submission Year, Type and Number are mandatory fields.

System Submission Type is used to control data that is included in the snapshot:

• Commonwealth Assisted students only (COM_ASST)
• Non-Commonwealth Assisted students only (N_COM_ASST)
• Both Commonwealth Assisted and Non-Commonwealth Assisted students (BOTH_COM)

To Create a Student Enrolment File:

All data is sourced from the GOVT_STUDENT_ENROLMENT table.

These records are stored in the institution specific EN file (with which statistics specialists will be familiar), in a directory specified by the 'KEEP' environment variable. This is a secure directory to which users do not have access.

The process 'Copy Extract Files From Secure Area' (STAJ0120) enables the EN file to be copied from the 'KEEP' directory to an accessible directory specified by the 'USER' environment variable (refer to your system administrator).

File name:

The file name is: HHHHXXYYYY.PNNNNN
where:

• HHHH = Higher Education Provider Code - (Institution Code)
• XX = File Type abbreviation code - (not case sensitive), i.e. EN
• YYYY = Reporting Year - (must be >=2011)
• P = Reporting Period - (1 or 2)
• NNNNN = Submission Number - (00001 – 99999)

For example, 1234EN2011.100001

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

Rules/Notes:

Output is in the DIISRTE file specification format.

Element 415 is derived as YYYYs where YYYY is the year of the submission and s is the submission number.
For any submission in the first half-year (i.e. 01/01 to 30/06) the submission number will be reported as 1. For any submission in the second half-year (i.e. 1/7 to 31/12) the submission number will be reported as 2.

The following codes for DIISRTE Element 487 (Scholarship Type) are reported as ‘00’:

• 03 - Commonwealth Education Costs Scholarships (CECS).
• 04 - Commonwealth Accommodation Scholarships (CAS).
• 05 - Both Commonwealth Education Costs Scholarships (CECS) and Commonwealth Accommodation Scholarships (CAS).