This form is used to maintain data produced by the VET Student Loans Submission Snapshot (STAJ8050) and the VET Student Loans Revisions Submissions Snapshot (STAJ8055). It allows administrators to:

• query, view or change the Reporting Status of submission snapshot records, or
• create a CSV output of the data.

As well as showing all the data produced by snapshots, the form also shows a summary of the data, including:

• The number of students in the submission or revision.
• Unreported records that were not included in a prior VET Enrolment (VEN) and/or VET Load Liability (VLL) File.

The user is able to select from the Submission Types and Submission Snapshots that currently exist in the snapshot tables.

The following Reporting Statuses can be set for any person level, course level or unit level record in any submission that has not been set as completed:

• INCLUDE – The record will be included in the file creation process.
• EXCLUDE – The record will not be included in the file creation process. Records marked as EXCLUDE will also be excluded from future snapshot processing within the context snapshot submission period.
• RE-PROCESS – The record requires the snapshot process to be run over it again before the file creation process can create the files.

The main tables involved in STAF8050 are:

• GOVT_SNAPSHOT_VET_PE
  
• GOVT_SNAPSHOT_VET_SCA
  
• GOVT_SNAPSHOT_VET_SUA

For more information, see STAJ8050.

This form is accessed through the main menu.

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

The Submission block contains:

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

Button:

• Download Records

The Submission Details block contains:

Person Tab:

• Person ID
• Reporting Status (LOV)
• Reporting Year
• Given Name
• Surname
• Birth Date
• Sex
• Title
• Other Names
• Aborig Torres Code
• Govt Aborig Torres Code
• Citizenship Code
• Govt Citizenship Code
• Govt Home Location
• Govt Term Location
• Birth Country Code
• Govt Birth Country Code
• Year Arrival
• Home Language Code
• Govt Home Language Code
• Govt Disability
• Commencing Location
• Commencing Geographic Location
• Highest Attainment
• Postal Address Line 1
• Postal Address Line 2
• Postal Address Suburb
• Postal Address State
• Postal Address Postcode
• Postal Address Country
• Residential Address Line 1
• Residential Address Line 2
• Residential Address Suburb
• Residential Address State
• Residential Address Postcode
• Residential Address Country
• CHESSN
• USI
• Revision Type

Course Tab:

• Person ID
• Reported Course Code
• Reporting Status (LOV)
• Reporting Year
• Course Code
• Version Number
• Attendance Type
• Govt Attendance Type
• Commencement Date
• Basis for Admission Type
• Govt Basis for Admission
• Prior Studies Exemption
• Exemption Institution Code
• Govt Exemption Institution
• Govt Credit Used
• Govt Credit Basis
• VTE Field of Education
• VTE Level Detail
• Govt VTE Provider Type
• Variation Reason Code
• Study Reason ID
• Labour Force Status ID
• CHESSN
• Revision Type

Unit Tab:

• Person ID
• Reported Course Code
• Reported Unit Code
• Reporting Status (LOV)
• Unit Census Date
• Course Code
• Crv Version Number
• Unit Code
• Unit Version Number
• Tr Org Unit Code
• Tr Org Unit Start Date
• Govt Org Unit Code
• Cal Type
• CL Seq Number
• Unit of Study Cmpltn Status
• Discipline Group Code
• Govt Discipline Group Code
• Attendance Mode
• Govt Attendance Mode
• Total EFTSL
• Student Status
• Govt Student Status
• Variation Reason Code
• New Record Ind
• Authorising Officer Person ID
• Campus Location
• Total Amount Charged
• Amount Paid Upfront
• Loan Fee
• Unit of Study Help Debt
• CHESSN
• RPL indicator
• Revision Type

Rules/Notes:

The following two lamps may be displayed in the Submission block when a query has been performed:

• Previously unreported students [number].
• Number of included students [number].

The Type field is used to perform a query for a particular Submission Type. Examples are:

• VS-RPT - (VET Reporting Snapshot)
• VC-CMP-CRS - (VET Course Completions Snapshot)
• VS-CMP-UNT - (VET Unit Completions Snapshot)
• VS-REV - (VET Revision Snapshot)

For the following System Submission Types:

• VS-RPT - Has records in all three snapshot tables: GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA and GOVT_SNAPSHOT_SUA.
• VS-REV
  • Variation Reason Code (GSSUA table) of 2, 5
    has records in all three snapshot tables: GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA and GOVT_SNAPSHOT_SUA.
  • Variation reason code (GSSUA table) of 1,4 or new record indicator of ‘Y’ (GSSUA table)
    has records in the GOVT_SNAPSHOT_SUA table only.
• VS-CPM-CRS - has records in GOVT_SNAPSHOT_SCA only.
• VS-CPM-UNT - has records in GOVT_SNAPSHOT_SUA only.

The Number field is used to perform a query for a particular Submission number.

Enter the Calendar Year and Submission Number for each submission in a year.

The Download Records button enables the user to download the records to a CSV file and transfer it to the client. Details from all fields in the snapshot tables are included. For instructions see INQF12EO.

The download file will be in the format
 ‘STAF8050_’ || submission_type || ‘_’ || submission_year||submission_number||user||session.csv

Submission Details block:

It is possible to perform a query on any field in the Submission Details block.

The Reporting Status field displays the Reporting Status of the snapshot record. The status can be INCLUDE, EXCLUDE or RE-PROCESS. This field is updateable only for records that are not completed, i.e. if the submission has a Completion Date, the Reporting Status of a record cannot be updated.

Validations:

• Records with a Reporting Status of EXCLUDE can only be set to RE-PROCESS.
• Records with a Reporting Status of RE-PROCESS can only be updated to EXCLUDE.
• The System Reporting Status must be open.

For validations, scenarios and information regarding Reporting Statuses, see Record Reporting Statuses.

If all the Govt. Snapshot SUA (GSSUA) data of a person for a course is updated to EXCLUDE, the GSSCA and Govt. Snapshot Person (GSP) data for this person will update to EXCLUDE. And if the GSP record that is parent to the GSSCA has no child record that will be reported, then the GSP of the person is also updated to EXCLUDE.