Introduction

From 2005 the Higher Education Contribution Scheme (HECS) was superseded by the Higher Education Loan Program (HELP). A new term 'Govt Student Status' replaced the term 'Govt HECS Payment Option', and a new job (FINJ6420) was introduced for records created from 2005 onwards. However, for records created pre-2005, terminology and jobs used prior to 2005 (e.g. FINJ6231) still apply.

Higher Education Providers (HEPs) are required to assess a student’s Loan amount and any associated Loan fee for students who have a HECS-HELP, FEE-HELP or SA-HELP liability as at the Census Date for a unit.

From 2005, HEPs needed to report to Government the correct Student Unit Attempt (SUA) Student Status for all students. (Callista was enhanced to combine the assessment of a Student Loan Amount and calculation of a Loan Fee (if applicable) with the Student Status Snapshot for a SUA (FINJ6240)).
The following jobs are run in Callista to create a snapshot of the Loan Scheme Student Status for a Student Course Attempt (SCA):

• (For records post-2005) - FINJ6240.
  
• (For records pre-2005) - Process Student HECS Payment Options job (FINJ6231).

If the system is configured not to transfer sponsor debt to the loan customer (see FINF1R00), then any outstanding sponsored debt will not be transferred to the loan customer via a loan transaction. For example, if the student is 100% sponsored, and the institution selects the Maintain Sponsor Debt indicator in FINF1R00 then a loan transaction will not be inserted by this job. If this student was partially sponsored (i.e. 50%) then a loan transaction will only be created for the student's unpaid debt - not the sponsor's component.

Process Student Loan Scheme
This function identifies if a student is eligible for a Government Loan based on their Student Status for a unit, their payment activity and the payment activity of any sponsor. When analysing the payment activity, Government discounts are to be considered.
This function uses the Census Date for a unit when assessing a student’s Loan Amount. If run more than once this function considers any later payments from a student or a sponsor. A Loan cannot be used to pay off Retention Fees.
In addition to a Loan Amount, a Loan Fee for FEE-HELP loans for Undergraduate Courses is calculated as per the new Loan Fee rule. This function applies the Loan Fee rule and record the Loan Fee amount in the Fee Assessment table.
The Loan Scheme LOV will not display Loan Schemes that have a System Transaction Type of OSHELPLOAN, BOTPLSLOAN or PELSLOAN.
Note: This job will not process future Census Dates.

For FEE-HELP and HECS-HELP:
This job also takes a snapshot of the Loan Scheme Student Status for a Student Unit Attempt (SUA) as at the Unit Census Date. The declared Student Status for a unit, as at the Unit Census Date, are derived from the Override SUA Student Status (if one exists) or the Student Course Attempt (SCA) Student Status.
This function compares the declared Student Status to any Unit Payment amount received at the time of running the snapshot. Each Student Status Snapshot value is based on the Student Status Snapshot Mapping. A Student Status snapshot is not recorded for a student if a TFN (or a TFCN) and/or an active or provisional CHESSN is required but has not been recorded.
It is possible to record a Snapshot for all Student Status’s for a selected Loan Scheme and it is possible to draw down a Loan Amount for all appropriate Loan Schemes or just an individual Loan Scheme.
Where a student is enrolled in Units with different Census Dates, it is possible to specify which units to include in the Student Status snapshot and Loan Draw Down by entering the Unit Census Date into the parameter form.

For VET Student Loans:
To be eligible for a VET Student Loan the SCA must have a course version that is VET Student Loan eligible (CRSF1210) and a student status that is eligible for VET Student Loans (ENRF0162).
Loan amounts are capped to values recorded for the Course Version in CRSF12L0. If the Person Payment Schedule job (FINJ6111) is run for the SCA, this determines the Loan Cap that applies and records this in ENRF3000.
FINJ6240 uses the value in ENRF3000 as the loan cap and records a loan transaction record in the Fee Assessment table up to the amount and taking into account any previous loan amounts Any loan amounts that exceed the Loan Cap are logged to the exception report.

This form is accessed via the main menu.

The Process Student Loan Schemes block contains:

Parameter Tab

• Report Level (POP)

Select either ...

• Log Creation Date (LOV)

Or a combination of the following parameters ...

• Effective Date
• Fee Assessment Period (LOV)
• Census Date
• Person ID
• Person ID Group (LOV)
• Course Code
• Fee Category (LOV)
• Loan Scheme (LOV)
• Use Retro Date (check box)

  Buttons

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

Rule/Notes:

The following fields are Mandatory:

• Report Level
• Fee Assessment Period
• Person ID Group (allows % (ALL option)
• Fee Category and (allows % (ALL) option)
• Loan Scheme (does not allow % (ALL) option)

Validations (including Information in report) include:

• Error if Person ID is not a valid ID
• Error if both Person ID and Person ID Group are populated
• Ensure the Course Code is valid for the person
• Error if Course Code is not a valid code
• Error if Date entered is not a Census Date
• Error if Census Date is greater then the System Date
• Error if the student does not have a Tax File Number or Tax File Certificate Number where the capture Tax File Number information check box is set for the students Government Student Status
• Error if the student does not have a provisional or active CHESSN record, where the capture CHESSN information check box is set for the students Government Student Status
• Information if Loan Scheme record has been logically deleted since last run
• Information if Payment received or Debt incurred since last loan draw down run
• The Student Status of a new student is not mapped to a Government Student Status
• Error if trying to update Fee Ass due to a record locking conflict
• Error is no Unit Student Status entry applicable to the census date parameter
• Information if Loan Scheme has been drawn down
• Information if a snapshot has occurred and the Student Status did not change
• Information if a snapshot existed and didn't require changing
• Warning if a snapshot occurred and the Student Status was updated
• The Effective Date cannot be greater than the Current Date
• The Effective Date must be between the Fee Period Start Date Alias and the End Date Alias (or Retro Date alias, if 'Use Retro Date' is selected ) for a Fee Type to be processed
• The System Data must be between the Fee Period Start Date Alias and the Retrospective Date Alias
• Loan Transaction records cannot be inserted if the latest Effective Date for matching Fee Assessment records is greater than the Effective Date for the Loan Transaction record.
• Information if a loan transaction is not created where debt is fully paid/or expected to be paid by the student and/or the sponsor.
• Information if a loan transaction is not created for a student's unpaid sponsor debt if the 'Maintain Sponsor Debt During Loan Draw Down' check box is selected in FINF1R00.
• SA-HELP loan transactions are not created where a Tax File Certificate Number, but no Tax File Number, is recorded for an SA-HELP application in ENRF3240. In this case, a message to this effect is generated in Exception Report for this job.

When the report is run, the Total Students for Fee Category appears at the end of each Fee Category (before the next Fee Category starts).

The Total Student Exceptions reported appear at the end of the report.

An example of a Process Student Loan Scheme Report is shown below.

Rule/Notes:

The Effective Date parameter provides the ability to select/change the Effective Date within this job. See the title 'Effective Date Examples' below for further details.

Fees are now unit based, so all fee processing and snapshots are completed for a specific Unit Offering Option.

When a Census Date parameter is selected, only the students with a Unit Offering Option with a Teaching Period Census Date equal to the parameter selected are shown.

If no Census Date input parameter is populated, then the job processes all past Census Dates in the Fee Period and does NOT process future Census Dates in the Fee Period.

If a Teaching Period has multiple Census Dates, then the job only utilises the Census Date with the earliest absolute value.

When determining the correct Student Unit Student Status Record to snapshot, it is the one active as at Census Date for the Unit.

All payments received (up until the run of the job) should be taken into consideration, even if after the Census Date.

All errors, warnings and information messages are inserted into the log table. When the Exception Report is run it will only extract the appropriate errors or messages as required by the Report Level Parameter.

A summary of the total count for all types of messages (error, warning, information) is displayed at the end of the report.

If the Log Creation parameter is entered, all other parameters are ignored. In this scenario the Loan Draw Down and snapshot process does not occur. However the report will run extracting records for the specified Log Creation Date.

If the Loan Scheme has a System Transaction Type of ‘HCSHLPLOAN’ then the reported Student Status should be determined for each combination of Student Course Attempt and Census Date. Multiple Units can have the same Census Date. The Teaching Calendar of the Unit Offering Option is used to determine the Census Date. Units with the same Census Date will be considered as a group and the same Student Status will be reported for each of the Units in that group. If the student has not paid in full for any one unit in the group then the Student Status will be reported as deferred. If the student has paid each unit in full then the Student Status will be reported as upfront.

If the Loan Scheme does not have a System Transaction Type of ‘HCSHLPLOAN’ then the Student Status is determined for each unit separately.