Purpose

To produce a point in time snapshot of the admissions data contained in the system. This data is used as a basis for creating the Government University Applications and Offers files that are submitted to DIISRTE.

SubSystem

Statistics

This job produces a snapshot of Admissions data recorded in the system on the date the job is run.

The administrator will be able to select from a list of available reporting periods that have been setup in the Government Admission Snapshot Control form. Based on the parameters and configuration details found in Maintain Statistics Configuration (STAF1000), the process will extract data from the associated data stores and produce the snapshot records.

The process will produce exception messages in the system log under certain conditions as detailed below (in the processing and validations section). These exceptions will not prevent the snapshot from completing.

The process has four main components:

1. Selection criteria
• No Application, Preference or Offer related information is extracted if applications do not match the Selection criteria.
2. Application Related Details
3. Preference Related Details
4. Offer Related Details

This job is accessed via the main menu.

Errors and records that are not included in the snapshot, are listed in the system logs.

Related/Dependent Jobs

The following jobs are run after this job:

• Create Government Submission Files (STAJ0510) - creates submission files required for reporting Application and Offer data to DIISRTE.
• Copy Government Applications and Offers Files from Secure Area (STAJ0520) - copies Government Admissions statistics extract files from a secure directory to a directory accessible to users.

For more information about the Admissions Statistics process see How the Government Admissions Statistics Process Works.

The Create Government Admissions Statistics Snapshot block contains:

Parameters

• Submission Year (LOV)
• Submission Period (LOV)
• Submission Number (LOV)

Rules/Notes:

The Submission Year parameter is the reporting year for which the snapshot will be taken.

The Submission Period parameter is the submission period for the submission year. This can only be 1, 2, 3 or 4. Currently there are four reporting periods defined by DIISRTE in the Higher Education Data Collections Collection and Timing Matrix, roughly defined as November (preliminary), March, April and June. These are defined as periods 1, 2, 3 and 4 respectively.
The submission period is set in form STAF1360.

The Submission Number is the DIISRTE submission number.

Government Statistics Snapshot process

The Understanding HE Statistics Help file describes the various stages in this process.

This job produces a Snapshot of Admissions data recorded in the system on the date the job is run.

Details of the data included in the Snapshot are provided in How the Government Admissions Statistics Process Works.

Snapshots can be used to check data, to trial data through the Government Admissions submission process for the purpose of ensuring data integrity and as a source of statistical information if the institution desires.

At an appropriate time, one of the snapshots is selected as being representative of the Admissions situation and is used to produce the Government Admissions submission files (STAJ0510).

Rules/Notes:

Note: There will be no reporting of records where the citizenship is missing or the application status is not reportable.

The criteria that is required for admissions records to be included in the snapshot is:

• Applications that were made via Applicant Portal and have not yet been transferred, are excluded from the snapshot.
• Only applications made for the Admission Calendar Instances recorded against the Submission Year/Period/Number parameters provided, will be considered for the Admissions Snapshot.
• Admission Course Applications for courses with a Government Course Type of 41 or 42 (cross-institutional programs) are not included.
• If the Include TAC Applications in Admission Snapshot checkbox is checked (in STAF1000), applications that have the TAC Application indicator checked will be included in the snapshot.
• If the Include TAC Applications in Admission Snapshot checkbox is unchecked (in STAF1000), applications that have the TAC Application indicator checked are excluded from the snapshot.
• Applicants with a null (not yet recorded) citizenship are to be excluded from the snapshot. Such Applications will produce an exception and be logged for reference purposes.
• Only applications that fit the following criteria are to be included in the snapshot:
  • Applicant is a domestic person (E358 not ‘4’ and not ‘5’).
  • Contain at least one preference for a Commonwealth supported place (E724) in an undergraduate award course(E310).

Exceptions Reported:

• TAC indicator not found
• SECTOR FEE TYPE default not found
• Offer Response is NULL
• Basis for Admissions is NULL
• Unable to find a govt_adm_snapshot_ctl record without a null Completion Date
• No Government Secondary Education Assessment exists for Australian Secondary Education Assessment Type so the default value of 10 has been set.
• Government Offer Response Code could not be determined and has been set to the default value of 6.
• Birth Date not set for person.  A default birth date of 01/01/1901 has been set for person.
• Sex is a value other than M or F.
• No information for Home Location.
• No information for basis for admission.
• The highest participation value could not be determined and has been set to 999999.
• The statistics configuration record could not be found. The Include TAC Applications value has been set to ‘N’. TAC applications will not be included.
• A default Government Admission Sector Fee Type could not be found. The default value will be set as 1 - Higher education sector Commonwealth supported place.