Create SA-HELP File

STAJ0180 - Create SA-HELP File

Purpose	This process creates the SA-HELP file required for government reporting.
SubSystem	Statistics
Normally Run By	Statistics Specialist
Anticipated Frequency	As required
Structure	Block	Create SA-HELP File
	Tab	Parameters

This job creates the SA-HELP file which contains data concerning students who have applied for SA-HELP. The file is submitted to the Government biannually.

For Submission Type SA_HELP, this job extracts students for the initial SA-HELP submission for the reporting period into the snapshot table (GOVT_SAHELP_LOAN_SNPSHT) ready for the initial SA file submission for this period.

For Submission Type SAHELP_REV, it compares current data with data recorded in the snapshot table and where changes have occurred, it creates records in the GOVT_SAHELP_LOAN_REVISION table to be reported to government as revisions.

Note: SA-HELP Revisions students are also reported in the Commonwealth Assisted Students (HELP Due) File (STAJ0050).

For insights into Statistics see Understanding HE Statistics (STAINTR3).

The job is accessed via the main menu.

The Create SA-HELP File contains:

Tab

Parameters

Submission Year

System Submission Type

Submission Number

Start Date

End Date

Rules/Notes:

Submission Year, System Submission Type and Submission Number are Mandatory.

Validations include:

The Output file name could not be determined
Cannot create the SA-HELP File as the Completion Date is set for the Government Snapshot

Submission Year/Number: Used to specify the submission for which the Government Snapshot is being run e.g. 2004 1, 2005 2 Select a submission from the list of values.

System Submission Type:
This parameter may be SA-HELP or SAHELP_REV.

System Submission Type can only be set to SA-HELP when a Govt Snapshot Control record with a System Submission Type of SA-HELP exists (without a Completion Date set).

The System Submission Type parameter can only be set to SAHELP_REV when a Govt Snapshot Control record with a System Submission Type of SAHELP_REV exists with a Completion Date set to NULL.

Student SA-HELP File Structure:

Element	Element No	Width	Type
Student Identification Code	313	10	Alphanumeric
Course Code	307	10	Alphanumeric
CHESSN	488	10	Numeric
Total Amount Charged	384	8	Numeric
Amount Paid Up Front	381	8	Numeric
HELP Debt Amount	558	8	Numeric
HELP Debt Incurral Date	527	8	Numeric
Citizen/Resident Indicator	358	1	Numeric
Student Status Code	490	3	Numeric
Variation Reason Code	446	1	Numeric
Filler (50 spaces)	N/A	50	Alphanumeric

The file name for the SA-HELP file is hhhhxxyyyy.pnnnnn where:
hhhh = HEP code
xx =the file type SA
yyyy = reporting year (numeric; must be >= 2012 )
p = reporting period (1 or 2)
nnnnn = submission number (00001 to 99999)

The submission number (nnnnn) for the SA-HELP file will reset to 1 for each reporting period and increment for each re-submission of the file during that reporting period.
For example: the initial extract of students will have a file name of 1010SA2012.100001. A revision file for the same reporting year and reporting period will be 1010SA2012.100002.

An example of the sequence operations for SA-HELP reporting in a reporting period:

Create SAHELP record for submission 1 in STAF1350 with start date 01/01/2012 and end date 30/06/2012.

Run STAJ0180 - System Submission Type = SA-HELP (submission 1 and filename ends in .100001).

Set Completion Date for this submission in STAF1350.

Create SAHELP_REV record for submission 1 in STAF1350 with start date 01/01/2012 and end date 30/06/2012.

Run STAJ0180 - System Submission Type = SAHELP_REV (submission 1 but filename ends in .100002).

Set Completion Date for this submission in STAF1350.

If required, create SAHELP_REV record for submission 2 in STAF1350 with start date 01/01/2012 and end date 30/06/2012.

Rerun STAJ0180 - System Submission Type = SAHELP_REV (submission 2 but filename is .100003).

Repeat steps 6 and 7 as required.

When System Submission Type is SA-HELP:

When the System Submission Type is SA-HELP then all relevant students are extracted into a new extract table and the SA-HELP file (SA) is created.
SA-HELP processing should be the first processing for the Submission Year and Number. This processing will determine students that should be submitted to the Government for SA-HELP from current data (system tables, not the Revisions table).

The following is the logic for extracting students:

Students will be included in the SA file where an SA-HELP loan transaction is created in a fee period and the fee period census date (HELP debt incurral date E527) falls within the start and end dates defined in the Government Snapshot Control where System Submission Type equals SA-HELP.
Only students that have applied for SA-HELP and have a loan transaction created in the fee period will be reported. If a student applies for SA-HELP but fully pays the Student Service and Amenities Fee upfront they will not have a loan transaction created, and will not be included in the file.
Where a student is enrolled in multiple courses, and only completes one SA-HELP application, the full SA-HELP liability will be reported against the course recorded on the application form.
Where a student is enrolled in multiple courses and completes an SA-HELP application for each course, the following logic is applied:
Each record in the SA-HELP File must have a unique combination of values for the following elements:

Student identification code (E313)

Course code (E307)

HELP debt incurral date (E527)

Variation reason code (E446)

The HELP debt incurral date (E527) is calculated to be the census date for the relevant fee period.
All students extracted into the file have a Variation reason code (E446) of 5 – Additional record or new record reported for the first time.
The Total amount charged (E384) minus the Amount paid up front (E381) equals the HELP debt amount (E558). Only students where the HELP debt amount (E558) is greater than 0 will be included in the file.
If the Student Status (in ENRF3110) is 305 or 233 then Student Status (E490) on the SA file is 281.
If the Student Status (in ENRF3110) is not 305 or 233 then Student Status (E490) on the SA file is 280.

Note: This job deletes any existing GOVT SA HELP snapshot records for this submission.

When System Submission Type is SAHELP_REV:

Note: SA-HELP Revisions processing does not involve any interaction with STAJ0160.
Prior to running STAJ0180 revisions (System Submission Type SAHELP_REV), this job should be run for System Submission Type SA-HELP for the same submission. This populates the snapshot table.
STAJ0180 revisions processing then compares current SA-HELP data with that recorded for students in the snapshot. Any new or changed data is recorded in the GOVT_SAHELP_LOAN_REVISION table.

STAJ0180 for System Submission Type SAHELP_REV will:

Compare current SA-HELP data with snapshot values.
Remove records that haven't been submitted and are no longer revisions.
Insert new revisions (not already submitted as revision) with Variation Reason code = 5.
If the nature of revision has changed (and not yet submitted as revision) then update the record (Variation Reason code is still 5).
If changed and not recorded in revisions, create revision record with Variation Reason code = 2
If changed and recorded in revisions create revision record with Variation Reason code = 2
If changed back to original value then revision table record is deleted,
Data that was previously reported will not be included in the revisions file unless it has changed.

Example of SA-HELP Data Collection

Betty and her twin sister Beatrice enrol in a Bachelor of Arts. Betty completes an SA-HELP application form, but this is accidentally keyed against Beatrice's record.
The SA-HELP submission reports Beatrice's SA-HELP data as shown in the table below:

Beatrice	Element	Value
Total amount charged	E384	100
Amount paid up front	E381	0
HELP debt amount	E558	100
HELP debt incurral date	E527	Census date
Gov Citizenship code	E490	1
Student Status code	E490	280
Variation reason code	E446	5

Following submission 1 of the SA-HELP file, Sally in Admin realises the error, in Callista SMS she deletes Beatrice's record, and adds Betty's.

When STAJ0180 is run for System Submission Type SAHELP_REV this will result in Beatrice's SA-HELP data being recorded in the GOVT_SAHELP_LOAN_REVISION table as shown below.
The variation code 4 is for 'Deletions due to administrative error'.

Beatrice	Element	Value
Old Total amount charged	E384	100
New Total amount charged	E384	0
Old Amount paid up front	E381	0
New Amount paid up front	E381	0
Old HELP debt amount	E558	100
New HELP debt amount	E558	0
Old HELP debt incurral date	E527	Census date
New HELP debt incurral date	E527	Census date
Old Gov Citizenship code	E358	1
New Gov Citizenship code	E358	1
Old Student Status code	E490	280
New Student Status code	E490	280
Variation reason code	E446	4

That revision results in Betty's SA-HELP data being recorded as a new record in the GOVT_SAHELP_LOAN_REVISION table as shown below.
The variation code 4 is for 'New record'.

Betty	Element	Value
Old Total amount charged	E384	0
New Total amount charged	E384	100
Old Amount paid up front	E381	0
New Amount paid up front	E381	0
Old HELP debt amount	E558	0
New HELP debt amount	E558	100
Old HELP debt incurral date	E527	null
New HELP debt incurral date	E527	Census date
Old Gov Citizenship code	E358	null
New Gov Citizenship code	E358	1
Old Student Status code	E490	null
New Student Status code	E490	280
Variation reason code	E446	5

Last Modified on 23-Feb-2018 5:04 PM

History Information

Release Version	Project	Change to Document
13.0.0.3, 14.0.0.3, 15.0.0.2, 15.1	1845 - Compliance SA Fees	Added note in the intro section about SA HELP Revisions data in STAJ0050. (Added font formatting to last sections.)
13.0.0.3, 14.0.0.3, 15.0.0.2 & 15.1	1834 - Service and Amenities Fee	New Help Page