The job is run to create an extract (EN) file containing records that provide a 'profile' of the student (for example, date of birth, gender, home location, ethnicity, educational background).

This job is usually run in conjunction with STAJ0040, STAJ0050 and STAJ0140.

The function creates the extract file based on HEIMS requirements. The following applies when creating the file:

• Each record must have a unique value for:
  • Element 313 (Student Identification Code), concatenated with
  • Element 488 (Commonwealth Higher Education Student Support Number), concatenated with
  • Element 307 (Course Code).
• File must be sorted in ascending order for E307 (Course Code) within E313 (Student Identification Code).

Related/Dependent Jobs

This job is dependent on the 'Create Government Submission Snapshot' process (STAJ0110) being performed first for the particular submission.

For insights into Statistics, see the 'Understanding HE Statistics' Help page (STAINTR3).

This job is accessed from the main menu.

The Create Student Enrolment File block contains:

Tab

Parameters

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

Rules/Notes:

Submission Year, Type and Number are mandatory fields.

System Submission Type is used to control data that is included in the snapshot:

• Commonwealth Assisted students only (COM_ASST)
• Non-Commonwealth Assisted students only (N_COM_ASST)
• Both Commonwealth Assisted and Non-Commonwealth Assisted students (BOTH_COM)

To Create a Student Enrolment File:

All data is sourced from the GOVT_STUDENT_ENROLMENT table.

These records are stored in the institution specific EN file (with which statistics specialists will be familiar), in a directory specified by the 'KEEP' environment variable. This is a secure directory to which users do not have access.

The process 'Copy Extract Files From Secure Area' (STAJ0120) enables the EN file to be copied from the 'KEEP' directory to an accessible directory specified by the 'USER' environment variable (refer to your system administrator).

File name:

The file name is: HHHHXXYYYY.PNNNNN
where:

• HHHH = Higher Education Provider Code - (Institution Code)
• XX = File Type abbreviation code - (not case sensitive), i.e. EN
• YYYY = Reporting Year - (must be >=2011)
• P = Reporting Period - (1 or 2)
• NNNNN = Submission Number - (00001 – 99999)

For example, 1234EN2011.100001

Note: The Submission Number used in the file name is the Submission Number defined in STAF1350 – Government Snapshot Control.

Rules/Notes:

Output is in the HEIMS file specification format.

Element 415 is derived as YYYYs where YYYY is the year of the submission and s is the submission number.
For any submission in the first half-year (i.e. 01/01 to 30/06) the submission number will be reported as 1. For any submission in the second half-year (i.e. 1/7 to 31/12) the submission number will be reported as 2.

The following codes for HEIMS Element 487 (Scholarship Type) are reported as ‘00’:

• 03 - Commonwealth Education Costs Scholarships (CECS).
• 04 - Commonwealth Accommodation Scholarships (CAS).
• 05 - Both Commonwealth Education Costs Scholarships (CECS) and Commonwealth Accommodation Scholarships (CAS).

Element 593
For examples showing the derivation of various End-user Engagement codes, see Higher Degree by Research End­User Engagement Code - Examples.

• The Higher Degree by Research End-user Engagement code is 00 if the student is not an HDR student (No research candidature in RESF3211).
  
  
• The Higher Degree by Research End-user Engagement code is 01 if the student is not undertaking a research internship with a research end-user (code 02) and is not jointly supervised by a research end-user (code 03).
  
  
• The Higher Degree by Research End-user Engagement code is 02 when the student has an internship of 30 days or more with a Research End-User* Organisational Unit.
  To calculate the student's internship, the system divides the internship number of days by 7 and multiplies the result by the Industry Attendance Days value.(RESF3260)
  For example if the start date is 01/01/2018 and end date is 21/01/2018 and the Internship number of days is 5, then the calculation is 21/7 x 5= 15.
  If the end date is null the number of days elapsed between the start date and the file creation date is used.
  
  
• The Higher Degree by Research End-user Engagement code is 06 where the days calculated above is less than 30.
  
  
• The Higher Degree by Research End-user Engagement code is 03 when the student has a Research Supervisor record in RESF3250 (Research Supervisors) where the supervisor's Supervisor Type is a Research End-User i.e. where the new ‘Research End-User’ checkbox in RESF3122 is selected for the corresponding Supervisor type in RESF3250.
  

• In all cases, the value reported for Element 593 is ten characters long, with blanks following the digits. e.g. 02bbbbbbbb, where b denotes a blank space.
• If more than one code is relevant for the element (e.g. 02 and 03) then both codes are reported (in any order). e.g. 0203bbbbbb.