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STAJ8050 - Create VET FEE-HELP Submission Snapshot - VET only
Purpose |
To identify and extract student records for inclusion in the VET FEE-HELP Government Submission files for DIISRTE statistics reporting. |
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SubSystem |
Statistics |
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Sector | VET | |
Normally Run By | Set to run as a standing request through the Job Scheduler, or may be requested by an Statistics specialist, as required. | |
Anticipated Frequency | Must be run once for each Government Submission but is likely to
be run a number of times for each submission in order to identify missing or
errant data. May be run to reproduce previous exception reports.
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Structure | Block | Create VET Government Statistics Snapshot |
Tab | Parameters | |
Buttons | Create File |
This job identifies and extracts student records for inclusion in the VET FEE-HELP Government Submission files for DIISRTE statistics reporting. The eligibility rules to determine whether a student/unit is eligible for VET FEE-HELP and is therefore reported, are as follows:
Note: If a student is not eligible then they may be ignored entirely by the reporting process and therefore not listed as an exception. The job may be run for one of the following at any one time:
For more information about the VET FEE-HELP Reporting process, see Understanding VET Statistics. The snapshot consists of data collected from throughout Callista and is stored in the following three snapshot tables based on whether the data is at a student, course or unit level:
Record Reporting Statuses: Each snapshot record has one of the following Reporting Statuses. Statuses for each record are maintained in Maintain VET FEE-HELP Snapshot (STAF8050).
For more information, see Record Reporting Statuses. An administrator can record a comment against the system log for each run of the snapshot job. EFTSL Calculation: The process also calculates EFTSL (Equivalent Full Time Study Load) for VET FEE-HELP reporting using contact hours (instead of credit points which are used for HE reporting). For more information, see EFTSL - Equivalent Full-Time Student Load. At an appropriate time after the Census Date, the snapshot is used to produce the VET FEE-HELP Government Submission File (STAJ8850). The following jobs in the VET FEE-HELP statistics process are run after running STAJ8050:
For more information on the statistics process and the various jobs and forms involved, see Understanding VET Statistics. This form is accessed through Statistics/VET Statistics Reports and Jobs from the main menu. |
The Create VET Enrolment Statistics Snapshot block contains: Parameters Tab
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Rules/Notes: Previous Log Creation Date: Used for re-processing previously Excepted students and re-generating the log file. Other parameters are not required when this parameter is used. This option enables the administrator to avoid re-running the entire snapshot and instead run it only for previously excepted students. If further exceptions are created, a new error log is created. The Create File button is used to create an XML file of the selected log. The user is asked to save the file to their local file system. Submission Year: Specifiies the submission year. This field is mandatory unless a value is specified in the Previous Log Creation Date. If the function is run for an existing submission period, the system recognises existing records created previously for that submission period and updates them where necessary. System Submission Type: (Mandatory.) Specifies the type of submission for the specified Submission Year, i.e:
For VS-CMP_CRS and VS-CMP-UNT, the job must be run the year following the completion of the VS-RPT submission (for example, a 2010 VS-CMP_CRS file is created in 2011.) The type of submission will be controlled by the Submission Types specified in Maintain Government Snapshot Control form (STAF1350), along with parameters provided for the job. Submission Number: Specify a submission number to run the job for only those records with the specified submission number. This field is mandatory unless a value is specified in the Previous Log Creation Date. Run for RE-PROCESS Records: Select this checkbox to run the job only for records that have a Reporting Status of RE-PROCESS. This field is mandatory unless a value is specified in the Previous Log Creation Date or the Run for Previously Excepted Students check box is selected. Run for Previously Excepted Students: Used to run the snapshot only for students who created an error on a previous job run. Previous Log Creation Date: Used for re-processing previously Excepted students and re-generating the XML file. Exception Log Comment: Used to record a comment against the snapshot for later reference. The comment is also included in the Exception Log key for display in the List of Values for the Previous Log Creation Date parameter. The comments recorded in the Exception Log Comment field when creating a new submission, are viewable in the LOV for the Previous Log Creation Date field next to the relevant date. Validations:
A course can only be recorded in the snapshot if the course has a course category of GOVT-RPT. Reportable Course and Unit Code Where applicable, the snapshot captures the Course Code and Unit Codes (which can be up to 20 characters). DIISRTE requires that the Course Code and Unit Code lengths be 10 characters. When creating the snapshot, the job captures the full code in the Course or Unit Code fields. There is another field in the snapshot for capturing the Reportable Code that will be reported to DIISRTE. A Reference Code Type for Course and Unit Versions allows institutions to define a Reportable Code against a Course Version or a Unit Version. When creating the snapshot, this function captures the Reference Code (if it exists) as the Reportable Code. If no Reference Code of that type is recorded against a Course Version or a Unit Version, then the snapshot captures the 10 right-most characters of the Course or Unit Code. (for example, if no Reference Code exists for Course Code ABCDE123456 then it is captured as ABCDE123456 in the Course Code field of the snapshot, but is captured as BCDE123456 in the Reportable Course Code Field.) |
Exception Log: The Exception Log records details of students who could not be included in a particular Government Submission Snapshot. Messages are produced to Callista’s log files where appropriate. There are two types of messages:
When the snapshot process is run, an exception log is created in the tables, and a file is generated in the format specified by the log type. This file is able to be selected and created independently of the snapshot creation process. Parameters allow the administrator to re-run the snapshot only for students who created an error on a previous job run. The administrator can select from any existing log records that have been created for VET Submission or VET Course Completions, using the comments created at the time of submission as a guide. When run in this mode, the current submission parameters are not required. |
Rules/Notes: This job produces an Exception Log. When reprocessing for exceptions, the administrator is able to record a comment against the system log for each run of the snapshot job for later reference. Exceptions produced by the job can also be reported via GENJ1100 - Generate XML file from System Log.
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The snapshot data is stored in the following three snapshot tables based on whether the data is at a student, course or unit level:
Each record in the GOVT_SNAPSHOT_SCA snapshot must have a unique combination of values for:
The GOVT_SNAPSHOT_SUA table contains details on any unit of study undertaken by an eligible student (as defined above). Each record in the GOVT_SNAPSHOT_SUA must have a unique combination of values for:
Last Modified on 30-May-2012 9:31 AM
History Information
Release Information | Project | Change to Document |
13.1 | 1323 - Online Help consolidation | Added VET label. Updated links. |
12.1.0.3 | 1708 - Compliance 2011 | Added note relating to STUDY_REASON_ID field. |
12.0.0.3 | 1646 - Skills VIC Fee-Help Reporting | New page |