Person block

This form can be accessed in two ways - either directly from the Main Menu, or as part of the Enrolment process, from the Record Enrolments form (ENRF3000), through the HE Statistics button.

Accessing the Maintain Person Statistical Details form directly from the menu allows the user to query details in the Person Detail block and retrieve a number of records one after the other.

If the form is accessed from ENRF3000 as a step in the Enrolment process, it opens with a Student ID carried forward as the context record. In these circumstances it is not possible to query any other person details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

The Person block displays details of the person for whom Statistical information may be displayed and/or recorded.

For example, during the Enrolment process, the Statistical details of the Enrolling student can be checked or recorded by selecting the HE Statistics button in the Record Enrolments form.

At other times, this form may be accessed directly. Students can be found (queried) in the Person block and Statistical details recorded or checked.

Person Statistics block

This block is used to record Statistical information relating to the person whose record is displayed. The primary purpose of the Statistical collection is Government reporting. Most of the fields in this block relate directly to Government Data Elements. This relationship is shown in the table below. Statistical data is supplied by students who complete a Statistics form, usually at time of Enrolment. Entries in the Enrolments Codes section for each Prior Education field name (except Undergraduate Institution) contain the valid data values for those fields. (use the hyperlinks in the table below)

For example, common practice is to require students to complete a Statistics form at time of Enrolment. Students may be required to select check boxes, enter codes or enter text on the form. Depending on the Statistics form design and the institution defined codes used in the System, it may be possible to enter data directly from the form or it may be necessary to convert the raw information to the institution defined codes as part of data entry.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Person Statistics block contains:

• Start Date
• End Date
• Display Warnings check box
• Aust Aboriginal or Torres Strait Is
• Citizenship/Residence Status
• Permanent Resident Status
• Home Residence Postcode or Country
• Semester Residence Postcode or Country
• Country of Birth
• Year Arrival
• Language Other Than English
• Commencing Location
• Suburb/Town
• Highest Attainment - Parent1/ Parent 2

Sub Block - Prior Education

• Highest Participation Level
• Postgraduate Course
• Diploma/Assoc Dip (Not TAFE)
• Secondary Education (Other)
• Year Left School
• Bachelor's Degree Course
• Other TAFE Award
• Other Qualification
• Diploma/Assoc Dip (TAFE)
• Secondary Education (School)
• Undergrad Institution

Sub Block - HELP Eligibility

• Assessment Status
• Confirmed check box
• Under 18 Status

Rules/Notes:

Person Statistics Block

• If the user's security role has been granted the security Advanced Function STA-HE-OV, then display warning and allow the deletion of a Person Statistics record.
• The Commencing Location field cannot be left blank for an international student. If the person is an international student, the user must enter '00001'.
• When the Person Stats Govt Citizenship/Residence is 3, then the Student Status must have a govt value of 203, 204, 220, 233 ,260, 261, 262, 270, 271 ,301, 302, 303, 304, 305, 320, 330, 340.
• When the person statistics Citizenship/Residence Status has a government value of 4 or 5, the Student Status must have a government value of 99, 310 or 311.
• If the Government Student Status is 203 then the Govt Citizenship code cannot be 1.
• If a student is not residing overseas and has a Student Status of 20 and a Citizenship code of 8, then a warning message will display. (Student Status 203 is not normally appropriate for Citizenship code 8 unless the student is residing overseas).
• The Government Citizenship must be 1 or 8, if the student has a SA-HELP record that is active during a time period that overlaps with this Person Statistics record.
• A student with one the following Student Statuses recorded in ENRF3110 cannot have a New Zealand citizenship code recorded here unless they also have the 'HELP eligible NZ student' check box selected in ENRF3110.
  • HECS-HELP: 201-202
  • FEE-HELP: 230-233
  • VET FEE-HELP: 401-410, 501-510
  • OS-HELP: 240-242
  • SA-HELP: 280-281

• A warning displays if a student has one of the above student statuses and has the 'HELP eligible NZ student' check box selected in ENRF3110, ENRF3240 or ENRF3900, but who arrived in Australia less than 10 years ago or who was more than 18 years old when they arrived in Australia. For these students the Year of Arrival must be recorded and must not be 0001.
  
• An error is generated if a student has one of the above student statuses and has NZ country set as their semester residence.

Govt citizenship codes are defined in STAF1129. The citizenship/residence status values available in this form are defined and mapped to Govt Citizenship values in ENRF0140.

The HELP Eligibility 'Assessment Status' field enables the recording of a status related to the assessment of the HELP eligibility of a student. e.g. It could inform the university that the evidence is being assessed or that the student is yet to provide required evidence. The associated description of the selected status is also displayed. There is no functional relationship between the HELP Eligibility 'Assessment Status' and the 'Confirmed' check box in ENRF3060.

The Confirmed check box is selected by an administrator when they have viewed the required student documentation to allow a student to complete HELP. The validation against this indicator, which prevents student from completing HELP unless ticked, can be removed from within the ECAF and SA-HELP templates.

The Under 18 Status field is selected if the student is under 18 and is independent from their parents or carer, or if the Student is under 18 and has supplied a completed and signed parental consent form.

• Ensure that the correct person record is displayed
• Navigate to the Person Statistics block
• Enter Insert Mode
• Check the Display Warnings check box to display warning messages relating to the entered data
• Enter the effective date of this record in the Start Date field
• Enter the student's Statistical data (from their Statistics form) in the corresponding fields
• Save

Rules/Notes:

A person can have more than one Statistics record but only one can exist with no End Date set.

The Start and End dates of different Statistics records must not overlap.

If a valid Postcode is entered in this form for either Home Residence or Semester Residence, no data can be entered in the Country field. (Country is assumed to be Australia)

If Country details are entered against either Home or Semester Residence, no data can be entered in the Postcode field. (Country cannot be Australia and only Australian Postcodes can be entered)

Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each Warning message slows the data entry process, therefore uncheck the Display Warnings check box if quick data entry is required.

The Display Warnings check box must be selected before commencing data entry to enable the display of Warning messages.

If 06YYYY is entered in the Highest Participation Level field, a warning will display that 06YYYY is no longer part of the element 493 definition and should not be used for students commencing courses after 31/12/2007.

To create a second or subsequent Person Statistics record for a person using the Maintain Person Statistical Details form:

• Ensure that the correct person record is displayed
• Navigate to the Person Statistics block
• Enter Insert Mode
• Create a new record. A new Statistics record will be created with data copied from the most recent existing Statistics record. The Start Date will default to the current Date and the previous active Statistics record will have its End Date set to the new Start Date -1
• Check the Display Warnings check box to display Warning messages relating to the entered data
• Check and change data where necessary. If the Start Date is changed, the previous active statistics record will have its End Date changed to the new Start Date - 1 day
• Save

Rules/Notes:

A person can have more than one Statistics record but only one can exist with no End Date set.

The Start and End Dates of different Statistics records must not overlap.

Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each Warning message slows the data entry process, therefore uncheck the Display Warnings check box if quick data entry is required.

The Display Warnings check box must be selected before commencing data entry to enable the display of warning messages.

To modify a Person Statistics record for a person using the Maintain Person Statistical Details form:

• Find the record to be modified
• Check the Display Warnings check box to display Warning messages relating to the entered data
• Change the record as required
• Save

Rules/Notes:

Person Statistics cannot be modified when the Start Date of the record is less than the current Date. In this case a new record must be created.

Warning messages (for example warnings about inconsistent data) appear only when the record is saved. It is not necessary to rectify any data inconsistencies to save the record. Acknowledging each warning message slows the data entry process, therefore uncheck the Display Warnings check box if quick data entry is required.

The Display Warnings check box must be selected before commencing data entry to enable the display of Warning messages.

When a Person has SA-HELP information that is current and the Citizenship/Residence Status is changed to a value other than 1 or 8, then a warning displays to remind the user that an SA-HELP application exists.

To delete a Person Statistics record from a person using the Maintain Person Statistical Details form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

A Person Statistics record cannot be deleted when a student has confirmed a Course Attempt.

Example of How the Validation Works

A student has the following HE statistical records –

Start Date:  21/02/2006                       End Date:  30/03/2006
Start Date:  31/03/2006                       End Date:  31/03/2006
Start Date:  01/04/2006                       End Date:  (not set)

The census date is 31/03/2006 and the data in the record with a Start Date of 31/03/2006 has been incorrectly keyed, or has invalid data when loaded into the government validation software. The data in the other two records is correct. A privileged user must access this form to maintain the data. The record with a Start Date of 31/03/2006 must be deleted (can only be deleted if the user has been granted the security advanced function STA-HE-OV).

Once the record has been deleted, the End Date of the record with a Start Date of 21/02/2006 can be updated to 31/03/2006. This means that this record now covers the census date, and the data will be reported correctly.

Start Date:  21/02/2006                       End Date:  31/03/2006
Start Date:  01/04/2006                       End Date:  (not set)

The next example demonstrates a scenario where a user with the security advanced function STA-HE-OV is not required to intervene. A student has the following HE statistical records –

Start Date:  14/03/2006                 End Date:  20/04/2006
Start Date:  21/04/2006                 End Date:  (not set)

The census date is 31/03/2006 and the data in the record with a Start Date of 14/03/2006 has been incorrectly keyed, or has invalid data when loaded into the government validation software.  The data in the other record is correct.

The data can be corrected using the existing functionality. The record with a Start Date of 14/03/2006 must have the End Date updated to 14/03/2006. A new record must be inserted with a Start Date of 15/03/2006 and an End Date of 20/04/2006. All data values will automatically be copied to the new record, meaning there is no need to re-key data, just enter the new Start Date and End Date and fix the incorrect value.

Start Date:  14/03/2006                       End Date:  14/03/2006
Start Date:  15/03/2006                       End Date:  20/04/2006
Start Date:  21/04/2006                       End Date:  (not set)