Purpose

To create the Student Load/Liability file required for government reporting.

SubSystem

Statistics

This job is used to create both the Load Liability (LL) file and the 'Revised' Load Liability (RL) file.

Each Unit of Study within the Government Student Load Liability entity that has a Unit of Study Census date between the Start and End date for the submission, will be included in the file. Once these units are identified all the data required (see data section below) will be retrieved.

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

The job is accessed via the main menu.

The Create Load/Liability File contains:

Tab

Parameters

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

Rules/Notes:

Submission Year, System Submission Type and Submission Number are mandatory.

Submission Year/Number:
Used to specify the submission for which the Government Snapshot is being run, for example, 2004 1, 2005 2. Select a submission from the List of Values.

System Submission Type:
This parameter determines where records should be selected from.

• If the System Submission Type is COM_ASST, then only Student Unit Attempts that have a Student Status which is Commonwealth Assisted is included in the Snapshot.
• If the System Submission Type is N_COM_ASST, then only Student Unit Attempts that have a Student Status which is Not Commonwealth Assisted are included in the Snapshot.
• If the System Submission Type is BOTH_COM, then no restriction needs to be made by the Student Status.
• If REVISION is selected, then the information is selected from the govt_stdnt_liability_revision table.
• System Submission Types of SCHLSHP,SCHCASIP or PRE_2005 are not displayed in the LOVs.

Validations include:

• The Output file could not be opened. Invalid Path, Operation, Mode or Other Errors.
• Discipline Group Code, Government Attendance Mode or Student Status is not Numeric.
• Discipline Group Code (6), Campus Location (5) or Student Status (3) is not the right length.

To Create a Load/Liability File:

Select all records from GOVT_STUDENT_LOAD_LIABILITY for the given System Submission Type, Submission Year and Submission Number.

The following fields are validated/formatted before adding to file:

• Course of Study Commencement Date. (Format should be YYYYMM.)
• Academic Organisational Unit code. (From Organisational Unit Code.)
• Equivalent full-time student load (EFTSL).
  Must be left justified in file and be greater than zero. The format in the file, for example, for EFTSL 0.125 should be coded to 0125000000. Check for EFTSL greater than 9999999999, if there is, then set EFTSL to 999999999 for the current record.
• Course Code. (Course Code and Version Number should be concatenated.)
• Unit of Study Census Date. (Format should be YYYYMMDD.)
• Discipline Group Code.
  Only numeric values can be added to file, and there should only be 6 numeric values, warn when it isn’t. (Default to blank space when the user is warned.)
• Mode of Attendance.
  Only numeric values can be added to file, warn the user when it isn’t. (Default to blank space when the user is warned.)
• Postcode or overseas country code location of HEP campus.
  For GSLL.CAMPUS_LOCATION the field length is 10, however the file only allows 5 characters. If the campus location is over 5 characters, then warn the user, and remove values from the right to fit the 5 character length.
• Student Status.
  Only numeric values can be added to file, and there should only be 3 numeric values; warn the user when it isn’t. (Default to blank space when the user is warned.)
• Work experience in Industry Indicator.
  If the industrial_ind is ‘Y’ or ‘2’, then industrial indicator should be coded 2. If the industrial_ind is ‘N’ or ‘1’, then the industrial indicator should be coded 1. Otherwise, the industrial indicator should be 0.

Once the file is created it is stored in the KEEP directory. The STAJ0120 job copies Government Statistics extract files from a secure directory to a directory accessible by users.

Rules/Notes:

The System Submission Type controls data that is included in the Load Liability or Revised Load Liability files:

• Commonwealth Assisted students only
  If the System Submission Type is Commonwealth-Assisted only Student Unit Attempts with a Student Status (either at unit or course level) that has the Commonwealth Assisted Indicator selected is included in the Load Liability or Revised Load Liability files.
• Non-Commonwealth Assisted students only
  If the System Submission Type is non-Commonwealth Assisted then only Student Unit Attempts with a Student Status (either at Unit or Course level) that does not have the Commonwealth Assisted indicator selected is included in the Load Liability or Revised Load Liability files.
• Both (Commonwealth Assisted students and Non-Commonwealth Assisted students)
  If the System Submission Type is Both Commonwealth Assisted and Non-Commonwealth Assisted, all reportable Student Unit Attempts are included in the Load Liability or Revised Load Liability files.
• Revision
  If the System Submission Type of Revision is used then only Revisions records created by STAJ1610 and populated into the GOVT_STUDENT_LOAD_LIABILITY table by STAJ0110 will be included in the file.

Filenames:

The file name for the Load Liability (LL) file is: HHHHXXYYYY.PNNNNN
where:

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

For example, 1234LL2011.100001

The file name for the Revised Load Liability (RL) file is: HHHHXXYYYY.PNNNNN
where:

• HHHH = Higher Education Provider Code - (Institution Code)
• XX = File Abbreviation Code - (File Type code is not case sensitive), i.e. RL
• YYYY = Reporting Year - (always 0000)
• P = Reporting Period - (always 0)
• NNNNN = Submission Number - (00001 – 99999)

For example, 1234RL0000.000001