Purpose

To identify and record details for Student Unit Attempts that should be in the Revision/Load Liability file for Revision Submission.

SubSystem

Statistics

The purpose of this job is to identify changes to previously reported Load Liability and OS-HELP records that have been submitted as part of an Institution's prior statistical submission to DIISRTE. The job also identifies previously unreported Load Liability and OS-HELP records that where not included in that submission.

The Revisions (RF) file is required by DIISRTE to report additions, deletions or changes to previously reported Load Liability and OS-HELP records and remissions. The details of remissions are to be reported in the Revisions file at all times. The Revisions file contains the concatenated key to previously reported Load Liability and OS-HELP records and a Revision reason code indicating why the record was included. The actual details of additions and changes are included in accompanying Revised Load Liability (RL) and/or Revised OS-HELP (RO) files that are submitted along with the Revisions file as part of a Revisions submission.

STAJ1610 identifies:

• Previously unreported records that were not included in either the Load Liability or OS-HELP files as part of the prior submission for which revisions are being compiled; these would generally be additions (Revision Reason Code – 2) though they can include new previously unreported records (combinations of student/course/unit of study census date).
• Records that were reported in either the Load Liability or OS-HELP files but which are no longer valid for the prior submission for which revisions are being compiled.
• Changes to records that were reported in either the Load Liability or OS-HELP files but which have changed since the prior submission for which revisions are being compiled.

As part of its processing, STAJ1610 derives the Revision Reason Codes of 2 – change, 4 – deletion, and 5 – addition due to administrative error, for the records that are identified. In circumstances where the combination of student id/course code/unit of study census date has not been previously reported in a prior Load Liability file for the submission for which revisions are being compiled, then this record is flagged as a new record to be included in the next normal Load Liability file submitted (See STAJ0110 – Create Government Submission Snapshot). In regard to OS-HELP file revisions, STAJ1610 identifies the Revision reason codes of 2 – change and 4 – deletion due to administrative error.

STAJ1610 looks for changes in the following Load Liability file elements:

• Course Code (Element 307)
• Work Experience In Industry Indicator (Element 337)
• EFTSL (Element 339)
• Unit of Study Code (Element 354)
• Citizen/resident indicator (Element 358)
• Amount Paid Up Front (Element 381)
• Total Amount Charged (Element 384)
• Permanent Resident Eligibility for HELP Assistance (Element 390)
• Maximum Student Contribution Indicator (Element 392)
• Discipline Code (Element 464)
• Student Status Code (Element 490)
• Loan Fee (Element 529)
• Summer School Indicator (Element 551)

STAJ1610 looks for changes in the following OS-HELP file elements:

• Course Code (Element 307)
• OS-HELP Payment Amount (Element 528)
• Loan Fee (Element 529)

For a clearer understanding of the Revisions Process, see Understanding HE Revisions.

This job is accessed via the main menu.

The Create Government Revision Submission Snapshot block contains:

Parameters Tab

Select either:

• Log Creation Date (LOV)

Or a combination of the following parameters:

• Revision Submission Year (LOV)
• Revision Number (LOV)
• Start Date
• End Date

Select original Submission for comparison:

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

More Tab

Optional Parameters:

• Person ID
• Person ID Group (LOV)
• Unit Code (LOV)
• Administrative Unit Status (LOV)
• Course Code

Specify values for:

• Authorising Officer

Determine Revision Reason Code:

• Revision Reason Code (Pop)
• Include Course Version in Revisions check box

Buttons

• Find Person (ADMF1211)
• Find Course (ADMF1220)

Rules/Notes:

Note that Original Submission details are not available for this selection until a completion date for the submission instance has been recorded in STAF1350. The completion date must be set prior to running STAJ1610.
(See STAF1350 for details about the recording of Government Submissions and the Enrolment Statistics Snapshots that they use.)

Select a Log Creation Date value if you wish to view the Exception Report generated by a previous run of this job. The report generated in that case, is not related to other values present on the parameter form and a new Government Revision Submission snapshot will not be created.

The following fields are mandatory if running the job to create a new Government Revision Submission Snapshot:

• Revision Submission Year
• Revision Submission Number
• Submission Year
• Submission Type
• Submission Number
• Authorising Officer
• Revision Reason Code

This job can be run for the following System Submission Types:

• OS-HELP
• COM_ASST
• N_COM_ASST
• BOTH_COM
• REVISION

If the default value of % remains in the Person ID, Unit Code, Administrative Unit Status and Course Code fields then the snapshot will consider all student unit attempts. If values are recorded in any of these fields then the scope of the snapshot will be restricted accordingly.
These parameters should be used to assign Remissions. It is anticipated that Institutions will compile Revisions catering for records that satisfy Revision Reason Codes 2, 4 and 5, these optional parameters would then be used to assign the Revision Reason Code of 1 for remissions.

Validations include:

• Person ID must be valid.
• Person ID must be a staff member and not deceased.
• Course Code must be valid.
• EFTSL can be calculated.
• Government Student Status exists.
• Cannot select the Remission due to special circumstances option if either the Administrative Unit Status, or a combination of Unit Code and Person ID or Person ID Group is not defined.

Include Course Version in Revisions Check Box

If ‘Include Course Version in Revisions’ is checked (Y), the processing is exactly as same as it is and is not changed.

If ‘Include Course Version in Revisions’ is set to uncheck (N) and the Course Version number of a Student Course Attempt has changed (and this is the only change), previously reported Load Liability records based on the prior Course Version number are not identified as deletions. Nor will records associated with the new Course Version number be identified as previously unreported records. Instead, the new Course Version number is reported as part of DIISRTE Element 307 Course Code in the next normal submission.

If ‘Include Course Version in Revisions’ is set to uncheck (N), the Course Version number of a Student Course Attempt has changed and other changes have also occurred, the process is the same as where ‘Include Course Version in Revisions’ is checked (Y).

Understanding the Revision Reason Code

The Revision Reason Code (Element 446) indicates the reason for the change in a student's records reported as part of a prior government submission.

There are four Revision Reason codes used. They are:

1 - Remission due to special circumstances.
2 - Revised record due to administrative error.
4 - Deletions due to administrative errors.
5 - Additional Record.

If the user has selected 'D' from the Determine Revision Reason Code, then the system derives information and writes a Revision Reason Code of '2', '4' or '5'.

If the user selects 'O', and the Validation is '1' the system re-derives the Revision reason code for records that have a Revision Reason Code of ‘1'.

If the user selects 'R', then optional parameter must be entered. The system will write a Revision Reason Code of '1' to records that match these optional parameters. Where the new total amount charged, new amount paid up front, new loan fee and new unit of study HELP debt is not zero, then the record is written and an exception is logged.

Rules/Notes:

The Determine Revision Reason Code has three values that can be selected. They are:

• D - Derive Revisions - it will not override any existing Revisions File records for the submission where they have a Revision Reason Code of '1'.
• R - Assign Remission.
• O - Override Remission.

An example of the way the system functions is to show one aspect of the process using a Revision Reason Code of '4'.

For a Revision record to be recorded with a Revision Code of '4', a previously reported record in an LL or RL file with the following unique identifying elements:

• Student ID (Element 313)
• Course Code (Element 307)
• Unit of Study Code (Element 354)
• Academic Org. Unit Code (Element 333)
• Unit of Study Census Date (Element 489)

it must be no longer required to be reported either due to the following conditions relating to an administrative error:

• It was identified that the student withdrew prior to census date.
• It was identified that the student was in the wrong course or had the wrong Unit of Study Census Date.
• The student was in the wrong Unit of Study or the Academic Organisational Unit has altered.

For a Revision record associated with OS-HELP to be recorded with a Revision Code of '4', a previously reported record in an OS or RO file with the following unique identifying elements must be no longer required to be reported as they have been incorrectly reported as having an OS-HELP debt:

• Student ID (Element 313)
• Course Code (Element 307)
• OS-HELP Debt Incurral Date (Element 527)
  

Create Government Revision Submission Snapshot

To create a snapshot, enter the mandatory and optional parameters as required and run or schedule the job. An exception report is generated in landscape format at the completion of the job.

Rules/Notes:

All records should only be compared to previous Government Submissions where the Completed Date on the Government Snapshot Control Table has been populated.

Only Units with a Census Date within the Government Snapshot Control Start Date and End Date range, where the Completion Date has been populated, are considered.

If a student is processed that has a record already in the GOVT_STUDENT_REVISION table, for the Student Unit Attempt and Revision Submission Year and Number, then the old record needs to be either updated or deleted and the new record inserted.

If a student is processed that already has a record in the GOVT_STUDENT_LOAD_LIABILITY table for the Student Unit Attempt and Revision Submission Year and Number, then the function should skip this step (that is, the step to insert a record into the GOVT_STDNT_LIABILITY_REVISION table).

DIISRTE validations in relation to the Revisions file will be completed before the record is inserted into the GOVT_STUDENT_REVISION table.
Most of these validations are satisfied by processing constraints. e.g. validation 5003 is satisfied by the value entered in the Authorising Officer field. Callista has a validation to make sure that this person ID is a staff member.
However validation 5005 is specifically checked for and if a record fails such a validation, then an error will be written to the S_LOG_ENTRY table.
All students who fail the validations will be placed into a Person ID Group, with the name of the Person ID Group being derived from the Group ID.
For information about what Person ID groups are, and how they are used in Callista, see Person ID Groups.

The Revision Snapshot cannot be run for a Revision Submission that has the Completion Date set in the GOVT_SNAPHOT_CTL table.

The Exception Report will indicate if the Enrolment Snapshot (STAJ0100) needs to be rerun for a period where new, previously unreported records have been recorded in the GOVT_STDNT_LIABILITY_REVISION table.

Layout of the Exception Report

Revision Submission: 2005/1

Include Course Version in Revisions (Y/N)