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STAJ8850 - Create VET FEE-HELP Government Submission Files - VET only

Purpose

To create submission files for reporting to DIISRTE from data created by the VET FEE-HELP Submission Snapshot (STAJ8050) and the VET FEE-HELP Revisions Submission Snapshot (STAJ8055).

SubSystem

Statistics
Sector VET
Normally Run By Run in Schedule mode only
Anticipated Frequency Must be run once for each Government Submission, but is likely to be run multiple times for each Submission in order to identify missing or errant data. May be run to reproduce previous Exception Reports.
Structure Block Create VET FEE-HELP Government Submission Files
Tab Parameters

 

The purpose of this function is to retrieve data from the VET FEE-HELP Submission Snapshot tables (STAJ8050) and the VET FEE-HELP Revisions Submission Snapshot (STAJ8055) and create submission files for reporting to DIISRTE.

The following VET FEE-HELP submission files can be created, depending on the parameters selected:

  • Student Enrolment File (VEN)
  • Course of Study File (VCO)
  • Student Load/Liability File (VLL)
  • Commonwealth Assisted Student File (VDU)
  • Electronic Commonwealth Assisted Form File (VPO)
  • Course Completions File (VCC)
  • Unit of Study Completions File (VCU)
  • Revised Load/Liability File (VRL)
  • Revised Commonwealth Assisted Student File (VRD)
  • Revisions File (VSR)

Each file must be created at least once for each Government submission, but the function may be run multiple times for each submission if a file fails the HEIMS validations. When a file is created that already exists for the exact same submission as was previously created, the existing file is deleted and the new file is created in its place. For details of each file, see the tables at the end of this Help page.

The file name for each submission file, must adhere to the naming convention: hhhhxxxyyyy.pnnnnn where:

  • hhhh - is the provider’s HEP or VITS code. 
  • xxx - is the abbreviation of the file type (file type code is case sensitive), for example, VEN, VCU.
  • yyyy - is the reporting year (must be >= 2009).
  • p - is the reporting period (1 or 2).
  • nnnnn - is the submission number (00001 to 99999).

Files are written to the KEEP directory (as defined on the System Job Control table, see below). Run the Copy Govt. Stats/Centrelink Files from Secure Area (STAJ0120) job to copy the extract files from the secure (KEEP) directory to a directory accessible to users.

Each file is a 'flat' file, consisting of a sequence of data records. All records consist of a set of fixed length fields and are terminated by two extra bytes containing a carriage return/line feed combination (ASCII codes 13 and 10).

Exceptions are logged to the job run log (staj8850_log).

The following table S_JOB_CONTROL stores control information for Job Scheduling. The values in here will be used by jobs, for example, to determine where files can be found and also where outputs should go.

S_JOB_CONTROL Reason/Description
CONTROL_ITEM Control item is a system recognised value. For example 'KEEP' are the files to be kept.
DESCRIPTION Description of the Control Item. Institution-defined.
CONTROL_VAL

This field contains the value of the Control Item. For example, it may contain the path name for a directory.
UPDATE_WHO The name of the user who last updated the table.
UPDATE_ON The Date and Time the record was last updated.  

This form is accessed via the main menu.

Related Jobs:

  • The Create VET FEE-HELP Submission Snapshot job (STAJ8050) is run prior to this job and extracts the VET FEE-HELP data contained in the system that is used for creating the above files.
  • The Copy Govt. Stats/Centrelink Files from Secure Area (STAJ0120) job is run after this job and copies the extract files from a secure directory to a directory accessible to users.

 

The Create VET Government Submission Files block contains:

Parameters Tab

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

Check the check box for each of the following file(s) that is to be created for the Submission Details defined above:

  • Student Enrolment File (VEN)
  • Course of Study File (VCO)
  • Student Load/Liability File (VLL)
  • Commonwealth Assisted Student File (VDU)
  • Electronic Commonwealth Assisted Form File (VPO)
  • Course Completions File (VCC)
  • Unit of Study Completions File (VCU)
  • Revised Load/Liability File (VRL)
  • Revised Commonwealth Assisted Student File (VRD)
  • Revisions File (VSR)

Rules/Notes:

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

To run a VET FEE-HELP Government Submission File job, complete the following parameters:

Submission Year
Specify the year for which the Government Submission file is to be run, for example, 2010. Use the list of values (LOV) to select a year.

The Submission Year, Type and Number are defined in the Maintain VET FEE-HELP Snapshot (STAF8050).

Important: Institutions need to set the Course Category to GOVT-RPT if they want to report the Course, for example, you might do this if the course is cross-institutional.

Check at least one of the file check box(es) to create a submission file for the defined submission details.

The Output summary is:

Started processing <file name>|| SYSDATE
              Total records processed:<total processed records>
(Successful: <total successful records>, Unsuccessful: <total unsuccessful records>)
               Validations Total: <total validations> (Valid: <number of valid>, Error: <number of error>, Warning: <number of warning>)
               File created: <created file name>
      Completed processing || SYSDATE

For example:

Started processing Student Enrolment File (VEN) 16/02/2010 14:43:13
               Total records processed: 1 (Successful: 1, Unsuccessful: 0)
                Validations Total: 3 (Valid: 2, Error: 0, Warning: 1)
                 File created: <file name>
Completed processing 16/02/2010 14:43:13

For details of each file, see the tables below.

For more information about the VET Statistics process, see Understanding VET Statistics.

Validations:

  • At least one submission file must be selected.
  • The completion date must not be set for the specified Submission parameters.
  • Files cannot be created if the snapshot contains records with a Reporting Status of RE-PROCESS.

Student Enrolment File (VEN) details:

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code

313

1-10

10

Alphanumeric

gsp.person_id

Course code

307

11-20

10

Alphanumeric

gssca.reported_course_cd

Date of Birth

314

21-28

8

Numeric

gsp.birth_dt

Gender code

315

29

1

Alphanumeric

gsp.sex

Aboriginal and Torres Strait Islander code

316

30

1

Numeric

gsp.govt_aborig_torres_cd

Location code of term residence

319

31-35

5

Alphanumeric

gsp.govt_term_location

Location code of permanent home residence

320

36-40

5

Alphanumeric

gsp.govt_home_location

New basis for admission to current course

327

41-42

2

Numeric

gssca.govt_basis_for_admission

Type of attendance code

330

43

1

Numeric

gssca.govt_attendance_type

Country of birth code

346

44-47

4

Numeric

gsp.govt_birth_country_cd

Year of arrival in Australia

347

48-51

4

Alphanumeric

gsp.yr_arrival

Language spoken at home code

348

52-55

4

Numeric

gsp.govt_home_language_cd

Credit offered value

565

56-59

4

Alphanumeric

gssca. Prior_Studies_Exemption

Credit/status Higher Education Provider code

566

60-63

4

Alphanumeric

gssca.govt_exemption_institution

Filler 1

N/A

64-66

3

Alphanumeric

 

Disability

386

67-74

8

Numeric

gsp.govt_disability

Filler 2

N/A

75-79

5

Alphanumeric

 

Commencing location code of permanent home residence

476

80-84

5

Alphanumeric

gsp.commencing_location

Name of suburb/town/locality for the student

486

85-111

27

Alphanumeric

gsp.commencing_geographic_location

Filler 3

N/A

112-116

5

Alphanumeric

 

Highest educational participation prior to commencement

493

117-122

6

Alphanumeric

gsp.highest_attainment

Filler 4

N/A

123-124

2

Alphanumeric

 

Commonwealth Higher Education Student Support Number (CHESSN)

488

125-134

10

Alphanumeric

gsp.chessn

Reporting Year / Period

415

135-139

5

Numeric

gssca.reporting_yr

Credit used value

560

140-143

4

Alphanumeric

gssca.govt_credit_used

Details of prior study for which credit was offered

561

144-147

4

Alphanumeric

gssca.govt_credit_basis

Field of education of prior VET study for which credit was offered.

562

148-151

4

Alphanumeric

GSSCA.vte_field_of_education

Level of education of prior VET study for which credit was offered.

563

152-154

3

Alphanumeric

GSSCA.vte_level_detail

Type of provider where VET study was undertaken

564

155-156

2

Alphanumeric

GSSCA.govt_vte_provider_type

Filler 5

N/A

157-160

4

Alphanumeric

 

Filler – For provider use (any printable ASCII characters including spaces)

N/A

161-210

50

Alphanumeric

 

Filler 6

N/A

211-214

4

Alphanumeric

 

Study Reason Identifier

575

215-216

2

Alphanumeric

GSSCA.study_reason_id

Labour Force Status Identifier

576

217-218

2

Alphanumeric

GSSCA.labour_force_status_id

Unit of Study Completions File (VCU):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code

313

1-10

10

Alphanumeric

gssua.person_id

Course code

307

11-20

10

Alphanumeric

gssua.reported_course_cd

Unit of study code

354

21-30

10

Alphanumeric

gssua.reported_unit_cd

Unit of study completion status

355

31

1

Numeric

gssua.unit_of_study_cmpltn_status

Commonwealth Higher Education Student Support Number (CHESSN)

488

32-41

10

Alphanumeric

gssua.chessn

Unit of study census date

489

42-49

8

Numeric

gssua.unit_census_dt

Filler

N.A.

50-99

50

Alphanumeric

Course of Study File (VCO):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Filler 1

N/A

1-82

82

Alphanumeric

 

Course code

307

83-92

10

Alphanumeric

Course version reference code   or otherwise  Course_offering_pattern.course_cd

Course name – full

308

93-164

72

Alphanumeric

course_version.title

Course of study type code

310

165-166

2

Numeric

course_type
.govt_course_type
Note: first two number

Field of education code

461

167-172

6

Numeric

Field_of_study.govt_field_of_study

Filler 2

N/A

173-174

2

Numeric

 

Course of study load

350

175-176

2

Numeric

Course_version.std_ft_completion_time

Filler 3

N/A

177-183

7

Alphanumeric

 

Filler (any printable ASCII characters including spaces)

N/A

184 -233

50

Alphanumeric

 
Reporting Year and Period Code 415 234-238 5 Numeric Submission Year used as the parameter concatenated with Period Code of 1
e.g. 20121

VET Course Completion File (VCC):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Student identification code

313

1-10

10

Alphanumeric

gssca.person_id

Course code

307

11-20

10

Alphanumeric

gssca.reported_course_cd

Commonwealth Higher Education Student Support Number (CHESSN) (from 2006)

488

21-30

10

Alphanumeric

gssca.chessn

Reporting Year / Period

415

31-35

5

Numeric

gssca.reporting_yr

Variation Reason Code

446

36-36

1

Numeric

gssca.variation_reason_cd

Filler for VET provider use (any printable ASCII characters including spaces)

N/A

37-86

50

Alphanumeric

 

VET Student Load/Liability File (VLL) and Revised Load/Liability File (VRL):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Student identification code

313

1-10

10

Alphanumeric

gsp.person_id

Course code

307

11-20

10

Alphanumeric

gssca.reported_course_cd

Course of study commencement date

534

21-26

6

Numeric

gssca.commencement_dt

Academic Organisational Unit code

333

27-29

3

Alphanumeric

gssua.govt_org_unit_cd

Equivalent full-time student load (EFTSL)

339

30-39

10

Numeric

gssua.total_eftsl

Unit of study code

354

40-49

10

Alphanumeric

gssua.reported_unit_cd

Unit of study census date

489

50-57

8

Numeric

gssua.unit_census_dt

Discipline group code

464

58-63

6

Numeric

gssua.govt_discipline_group_cd

Mode of attendance

329

64

1

Numeric

gssua.govt_attendance_mode

Campus postcode

477

65-69

5

Alphanumeric

gssua.campus_location

Citizen/resident indicator

358

70

1

Numeric

gsp.govt_citizenship_cd

Filler 1

N/A

71

1

Alphanumeric

 

Student status code

490

72-74

3

Numeric

gssua.govt_student_status

Total Amount charged

384

75-82

8

Numeric

gssua.total_amount_charged

Amount paid up front

381

83-90

8

Numeric

gssua.amount_paid_upfront

Loan fee

529

91-98

8

Numeric

gssua.loan_fee

Commonwealth Higher Education Student Support Number (CHESSN)

488

99-108

10

Alphanumeric

gssua.chessn

Filler 2

N/A

109-111

3

Alphanumeric

 

Unit of study HELP debt

558

112-119

8

Numeric

gssua.unit_of_study_help_debt
Filler – For provider use (any printable ASCII characters including spaces) N.A. 120-169 50 Alphanumeric  
Recognition of Prior Learning Indicator 577 170-170 1 Numeric  

Commonwealth Assisted Students File (VDU) and Revised Commonwealth Assisted Student File (VRD):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Student identification code

313

1-10

10

Alphanumeric

gsp.person_id

Tax file number

416

11-21

11

Numeric

sec.tax_file_number (Derived from table STUDENT_ECAF_COMPLETION ( SEC)

Date of birth

314

22-29

8

Numeric

gsp.birth_dt

Gender code

315

30

1

Alphanumeric

gsp.sex

Course code

307

31-40

10

Alphanumeric

gssca.reported_course_cd

Student title

405

41-55

15

Alphanumeric

gsp.title

Student surname

402

56-85

30

Alphanumeric

gsp.surname

Student given name – first

403

86-100

15

Alphanumeric

gsp.given_name

Student given name – others

404

101-130

30

Alphanumeric

gsp.other_names

Postal address - Part 1

406

131-168

38

Alphanumeric

gsp.postal_address_line_1

Postal address - part 2

407

169-206

38

Alphanumeric

gsp.postal_address_line_2

Postal address - Suburb/Town

466

207-233

27

Alphanumeric

gsp.postal_address_suburb

Postal address – State

467

234-236

3

Alphanumeric

gsp.postal_address_state

Postal address – Postcode

409

237-240

4

Alphanumeric

gsp.postal_address_postcode

Postal address – Country Name

468

241-260

20

Alphanumeric

gsp.postal_address_country

Address of permanent home residence –Part 1

410

261-298

38

Alphanumeric

gsp.residential_address_line_1

Address of permanent home residence – part 2

411

299-336

38

Alphanumeric

gsp.residential_address_line_2

Residential address - Suburb/Town

469

337-363

27

Alphanumeric

gsp.residential_address_suburb

Residential address – State

470

364-366

3

Alphanumeric

gsp.residential_address_state

Address of permanent home residence – Postcode

413

367-370

4

Alphanumeric

gsp.residential_address_postcode

Residential address – Country Name

471

371-390

20

Alphanumeric

gsp.residential_address_country

Filler

N.A.

391-399

9

Numeric

 

Commonwealth Higher Education Student Support Number (CHESSN)

488

400-409

10

Alphanumeric

gsp.chessn

Electronic Commonwealth Assisted Form File (VPO):

(This submission file applies to the VET FEE-HELP Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Student identification code

313

1-10

10

Alphanumeric

sec.person_id

Tax file number

416

11-21

11

Numeric

sec.tax_file_number

Date of birth (not for OS-HELP)

314

22-29

8

Numeric

pdv
.birth_dt

Gender code (not for OS-HELP)

315

30

1

Alphanumeric

pdv
.sex

Course of study code (not for OLA)

533

31-40

10

Alphanumeric

reported_course_cd
(stap_get_rpt_course_cd
)

Student surname

402

41-70

30

Alphanumeric

pdv.surname

Student given name - first

403

71-85

15

Alphanumeric

given_name
(stap_get_prsn_names
)

Student given name - other

404

86-115

30

Alphanumeric

other_names
(stap_get_prsn_names
)

Course of study name – full (not for OLA)

394

116-187

72

Alphanumeric

course_version.title

Campus (not for OLA)

477

188-192

5

Alphanumeric

loc.govt_location_cd

Request for Commonwealth assistance indicator

547

  193-194

2

Numeric

sec.govt_eligibility

Signature Date

475

195-202

8

Numeric

sec.creation_dt

Filler 1

N/A

203-408

206

Alphanumeric

Revisions File (VSR):

(This submission file applies to the VET FEE-HELP Revisions Submission Snapshot.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping

Student identification code

313

1-10

10

Alphanumeric

gssua.person_id

Course code

307

11-20

10

Alphanumeric

gssua.reported_course_cd

Unit of study code

354

21-30

10

Alphanumeric

gssua.reported_unit_cd

CHESSN

488

31-40

10

Alphanumeric

gssua.chessn

Unit of study census date

489

41-48

8

Numeric

gssua.unit_census_dt

Variation Reason Code

446

49

1

Numeric

gssua.variation_reason_cd

Authorising Officer

543

50-89

40

Alphanumeric

gssua.authorising_officer_person_id

Academic Organisational Unit code

333

90-92

3

Alphanumeric

gssua.govt_org_unit_cd

Filler 1

N/A

93-100

8

Alphanumeric

 

Filler 2

N/A

101-150

50

Alphanumeric

 

 

Last Modified on 31-May-2012 2:40 PM

History Information

Release Information Project Change to Document
15.0 1400 - Product QualityAdded a new row to the VCO file table
14.0.0.2, 15.0 1400 - calipso 35304 Deleted stray text in the filename convention para under STAJ8850, re: setting yyyy to 0000 for VRL, VRD and VSR.
13.0.0.3 1845 - Compliance DIISRTE Reporting 2012
13.1 1323 - Online Help Consolidation Added VET label, changed colour, updated link.
12.0.0.3 1646 - Skills Vic Fee-Help Reporting New page.