Purpose

To create an extract containing all relevant information that is required on a hardcopy CAN.

SubSystem

Finance

Any student enrolled in a Unit of Study will be issued with a Commonwealth Assistance Notice(CAN) if: a) they have sought HECS-HELP, OS-HELP, FEE-HELP, SA-HELP or VET FEE-HELP assistance and/or are Commonwealth Supported for that unit, or b) have a Student Status that maps to a Government Student Status of 250, 260, 261 or 262 and that Student Status has the Commonwealth Assisted indicator selected in ENRF0161,

The purpose of the CAN is to advise the student of the any HELP balances that the HEP is going to report to the Government. The CAN will also be used to notify the student of their Commonwealth Higher Education Student Support Number (CHESSN).

Note: The eCAN sources its data from this extract.

The CAN replaces the existing Notices of Liability that were issued to HECS, PELS and BOTPLS liable students, prior to 2005.

Record Types that may be reported in the CAN for a particular HE or VET student are:

• ADDRESSES
• ASSESSED LIABILITIES
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• COMMONWEALTH SUPPORTED AND ASSISTED UNITS
• DISCIPLINE BANDS
• EXTERNAL REFERENCES
• EXTERNAL STUDY LOANS
• FOOTER
• HEADER
• OS-HELP LOAN DATA (currently)
• PERSON
• SYSTEM CREDIT
• TRANSACTION DETAILS
• TRANSACTION SUMMARY

For a description of these record types and the fields in each record type see ext_can_liability.

Not all of these record types will be present for all students.

For both HE and VET students, the CAN extract includes the following:

• student’s name
• name of institution
• Person ID
• CHESSN
• course of study
• total amount of up-front payment
• unit codes
• census dates

For each VET Course, the CAN extract includes:

• Total amount of VET FEE-HELP assistance
• Total amount of the VET FEE-HELP loan fee
• Total amount of FEE-HELP debt

For each VET unit of study, the CAN extract includes:

• VET tuition fee amount
• Amount of VET FEE-HELP assistance
• Amount of the VET FEE-HELP loan fee
• Amount of VET FEE-HELP debt

Students who only study units that have a Student Status of 'exempt' or Commonwealth Supported students who study units for which they have not been charged any fees will have the following subset of records reported:

• ADDRESSES
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• COMMONWEALTH SUPPORTED AND ASSISTED UNITS
• FOOTER
• HEADER
• PERSON
• SYSTEM CREDIT

Note: Students may have a Student Status of 'exempt' for some units of study but not for others. In this case, those units of study that are not 'exempt' will have the full set of Record Types populated for them while those that are 'exempt' will only have the subset reported.

For students who receive only OS-HELP, the following subset of records are reported for students:

• HEADER
• PERSON
• ADDRESSES
• SYSTEM CREDIT
• COMMONWEALTH SUPPORTED AND ASSISTED COURSES
• OS-HELP LOAN DATA (currently)
• FOOTER

The CAN extract also reports HE students with a Student Status Snapshot value of 302, 303, 304 and 305, who have a Student Status of 220, 230, 231, 232 or 233 recorded at either unit override or at the course level. This represents students who completed a FEE-HELP assistance form but subsequently paid in full for the unit and consequently did not take out a FEE-HELP loan. In this situation, the unit and all associated fee assessment details will be included in the CAN extract, but the Student Status Snapshot value is the Reported Student Status for the unit. The following table illustrates the mapping between HE student statuses:

The CAN extract also reports VET students with a VET Student Unit Student Status Snapshot value of 401-410 and 501-510 at the Unit level, and whose supervised contact hours or enrolled Credit Points are both greater than zero. A CAN is provided to each student who requested VET FEE-HELP assistance, even if the student has made a full up-front payment of their tuition fees and therefore has not incurred a VET FEE-HELP debt on a particular census date.

Note: EFTSL is not extracted for VET students.

When this job is run the CAN status is changed to a value defined in FINF1R00. This status determines if the data for a student in an extract for a is immediately viewable by the student in Student Connect (status = PENDING) or whether it is pending release (status = PENDING). The CAN status will be applied at a Person level for the CAN to allow subsequent updates to the CAN status for an individual Person or Person ID Group, as well as updating in bulk for a whole fee period if required. A separate job also is available to update the CAN status -see FINJ6210.

The job creates an OUT_CORRESPONDENCE_REF record when the ASSESSED LIABILITIES (S_OTHER_REFERENCE_TYPE= FEE_TYPE) or EXTERNAL STUDY LOAN (S_OTHER_REFERENCE_TYPE= EXSTYLOAN) details are extracted.

Note: Before running this job, confirm whether or not Person Payment Schedule (FINJ6111), or other jobs, need to be run first. If they do need to be run first, and are not, the data will be misleading. See Special Note in Special Topics (FININTR4A) for details.

This job is accessed from the main menu.

The Commonwealth Assistance Notice Extract block contains:

Parameters Tab

• Request Person ID

Select Either:

• Log Creation Date (LOV)

Or a combination of the following parameters:

• Correspondence Type (LOV)
• Fee Assessment Period (LOV)
• Exclude Students in Teaching Period with Census Date Value - (check box)
• Date of Issue
• Census Date
• Start Range Date
• End Range Date
• Fee Category (LOV)
• Fee Type (LOV)

  Button

  • Calendar Lookup

More Tab

• Loan Scheme (LOV)
• Student Status (LOV)
• Course Code
• Person ID
• Person ID Group (LOV)
• Institution Code (LOV)
• Institution Address Type (LOV)
• Location (LOV)
• Comment
• Test Extraction - (check box)
• Create Person ID Group for Successful CANs - (check box)

  Buttons

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

Rules/Notes:

If the Log Creation Date is recorded in the parameter form and the job is run, then the exception report for that instance of the job is generated.

If a Log Creation Date is not recorded, the other parameters control the set of Extract records created. Entry of values in the other fields is controlled in the following ways:

• The Request Person ID, Correspondence Type, Fee Assessment Period, Fee Category, Fee Type, Loan Scheme, Student Status, Course Code, Institution Code, Institution Address Type, and Location are mandatory. Wildcards are not permitted.
• Either the Census Date or a Date Range may be set, but not both.
• If the Date Range parameters are set, both a Start and End Date must be set.
• If the Census Date parameter value is not an existing Census Date value, then it will need to be corrected.
• The Date of Issue, Census Date, Start Range Date and End Range Date cannot be a future date.
• The Start Range Date must be less than or equal to the End Range Date.

If the Exclude Students in Teaching Period with Census Date Value check box is deselected (the default), then students are extracted who have:

• a Student Unit Attempt in a Teaching Period which has a Census Date Alias equal to the Census Date parameter value.
  Note: This will ensure that students who have a zero fee assessment are still included in the extract and subsequently receive a CAN (as per the policy set out by DIISRTE).
• a Fee Assessment transaction that falls within the specified Fee Assessment Period and Census Date parameters.

If the Exclude Students in Teaching Period with Census Date Value check box is selected:

• Students are extracted who have a Fee Assessment transaction that falls within the specified Fee Assessment Period and Census Date parameters.
• Students with a zero fee assessment or students who have not had a fee assessment, will be eliminated from the extract. It is very important that you are aware of the consequences of selecting this checkbox.
  

Note: Regardless of whether or not the Exclude Students in Teaching Period with Census Date Value check box is selected or deselected, it is always the case that students are extracted if they have a Fee Assessment transaction that falls within the specified Fee Assessment Period and Census Date parameters.

The Fee Category LOV only includes Fee Categories that exist in the Fee Period defined in the Fee Assessment Period parameter.

The Fee Type LOV only includes Fee Types that are associated with a Loan Scheme and which exist in the Fee Period defined in the Fee Assessment Period parameter.

The Student Status LOV is restricted to Student Statuses that are mapped to a Loan Scheme.

Fee Assessment Period , Fee Category, Fee Type and Student Status parameters will have no effect when only selecting OS-HELP records.

If a HE Student Unit Student Status Snapshot value is mapped to a Government Student Status value of 110, 111, 112, 201, 202, 203, 204, 220, 230, 231, 232 or 233 or 240 then the unit attempt will be included in the extract.

If a VET Student's Unit Student Status Snapshot value is mapped to a Government Student Status value of 401-410 or 501-510 then the unit attempt will be included in the extract. Additionally those students who have previously had a student status of 401-410 and who have contact hour or enrolled credit point values greater than zero, will be included in the extract.

The following rules also apply to the generation of CAN extract records for VET students:

• If a student eligible for VET FEE-HELP has applied for Commonwealth assistance then they will be included in the CAN extract, regardless of whether they defer their tuition fees or pay up-front.
• If a student eligible for VET FEE-HELP has not applied for Commonwealth assistance then they will not be included in the CAN extract.
• If a student is not eligible for HELP (i.e. they have a zero FEE-HELP balance or else they are not a citizen etc.), then they will not be included in the CAN extract.

Only Fee Types that are mapped to a Loan Scheme that is associated with a s_transaction_type of either HCSHLPLOAN, FEEHLPLOAN, OSHLPLOAN or SAHLPLOAN, or Fee Types that have an s_transaction_type of HCSHLPLN-D in the fee_ass table, are included in the extract.

Only units whose Teaching Period has a Census Date matching the designated value or lying within the designated range are included.

For OS-HELP loan records to be included in the extract job and in the instance where the census date parameter is used, the OS-HELP incurral date needs to be the same as the census date. If it is not, no OS-HELP loan records will be extracted. Therefore to ensure that OS-HELP loan records be included in an extract, it is recommended that the start/end range date parameters be used.

When extracting SA-HELP students, the Census Date will be the fee period census date. This differs from HECS-HELP and FEE-HELP - the Census Date is the teaching period census date in this instance.
For an SA-HELP loan to be included in the extract, the census date for the selected Fee Period must be between the start and end dates of the student's SA-HELP application (see ENRF3240).

When this function is run (successfully) it creates a record in the s_extract table. The data in this table identifies the type of extract that was run (s_extract_type), the Creation Date of the extract, the Callista job run ID and the key for the extract. The key contains details of the parameters that were defined when the process was run. The s_extract table is a generic table, which contains records for a number of different Callista extract jobs. Each extract is uniquely identified by a System Extract Type (s_extract_type) and Creation Date; the s_extract_type for the CAN is ‘CAN’.

In addition to creating a record in the s_extract table this process also creates records in the s_extract_record table. The records in the s_extract_record table are uniquely identified by the s_extract_type, Creation Date and sequence number of the extract records.

Both the Elected Student Status and the Reported Student Status (snapshot) are reported in the job.

If the Create Person ID Group checkbox is selected then a Person ID group of the extracted CANs will be created. This check box functions in a similar way to the checkbox in PRZR0020. The user who runs this job will be provided with the security to access the person ID group created.

The successfully extracted CAN records will have a PERSON_CAN_INFORMATION record created for them, with the CAN status set as per FINF1R00.

Exception Report

In the following cases an error is recorded in the exception report:

• If the sum of Person Payment Schedule amounts due and not notified debt does not equal the Fee Assessment debt balance.
• If the sum of Person Payment Schedule amounts due does not equal the Fee Assessment debt balance then error but the sum of Person Payment Schedule amounts due and not notified debt does equal the Fee Assessment debt balance.
• If the sum is the Student Unit Attempt Fee Assessment does not equal the Assessed amount less the Deferred amount.
• If no appropriate Student Course Attempt records are found matching the parameters.
• If the Student Course Attempt Fee Category does not match the input parameter Fee Category.
• If no Student Unit Attempt or Student Unit Attempt History records are found.
• If the Fee Assessment Sponsor Code is not null and no ACTIVE or EXPIRED record exists in the Student Course Attempt Fee Sponsorship and/or the Fee Category CI Sponsorship tables and the Fee Assessment Transaction Category is equal to ‘DEBT’.
• If no record is found in the Fee Statement view for the Person, Course, Fee Period, Fee Category and Fee Type and Statement 1 assessed amount is not equal to zero.

Rules/Notes:

An example of what a Commonwealth Assistance Notice Extract Exception Report would look like: