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STAJ0510 - Create Government Admission Submission Files

Purpose

To create submission files required for reporting Application and Offer data to DEEWR.

SubSystem

Statistics
Normally Run By Set to run as a standing request through the Job Scheduler, or may be requested by an Admissions or Statistics specialist, as required.
Anticipated Frequency As required.
Structure Block Create Government Admission Submission Files
Tab Parameters

 

The purpose of this function is to create files from the admissions data extracted by the Govt Admissions Statistics Snapshot job (STAJ0500).

Depending on the parameters selected, the following submission files can be created and are used by institutions to report to DEEWR:

  • Application Details (AD)
  • Preference Details (PD)
  • Offer Details (OD)

These files are created in the jobs KEEP directory. (Run the Copy Govt. Applications and Offers Files (STAJ0520) job to copy the Government Admissions statistics extract files from the secure (KEEP) directory to a directory accessible to users.)

This form is accessed via the main menu.

Related Jobs:

  • The Government Admissions Statistics Snapshot job (STAJ0500) is run prior to this job and extracts the admissions data contained in the system that is used for creating the above files.
  • The Copy Govt. Applications and Offers Files (STAJ0520) job is run after this job and copies the Government Admissions statistics extract files from a secure directory to a directory accessible to users.

 

The Create Government Admission Submission File block contains:

Tab

Parameters

  • Submission Year (LOV)
  • Submission Period (LOV)
  • Submission Number (LOV)
  • Comments

  • Applications File (check box)
  • Preferences File (check box)
  • Offers File (check box)

Rules/Notes:

Submission Year parameter:
Using the LOV, select the required reporting year for which the Govt Admissions Statistics snapshot was taken and for which the file(s) will be created. This is a mandatory field.

Submission Period parameter:
Using the LOV, select the required submission period for the Submission year and for which the file(s) will be created. This is a mandatory field.
(Currently there are four reporting periods defined by DEEWR in the Higher Education Data Collections Collection and Timing Matrix, roughly defined as November (preliminary), March, April and June. These are defined as periods 1, 2, 3 and 4 respectively.)

Submission Number parameter:
Using the LOV, select the the DEEWR submission number. This is a mandatory field.

Note: Submission year, period, and number are defined in Maintain Government Admission Snapshot Control (STAF1360).

The Comments field is a display-only field.

File check boxes:
Check at least one of the file check box(es) to create a submission file(s) for the Submission details defined in the above fields.

The filename of each submission file is hhhhXXyyyy.pnnnnn where:

  • hhhh is the HEP (Higher Education Provider) code
  • XX will be AD for the Applications file, PD for Preferences, and OD for Offers.
  • yyyy is the submission year
  • p is the reporting period
  • nnnnn is the submission number (with leading zeros)

For the Applications file, for each record, the file is populated as per the DEEWR specifications described in the following table:

Element:

Element No:

Starting Position:

Width:

Application ID

700

1

20

Application Status

701

21

1

DOB

314

22

8

Gender

315

30

1

Citizenship

358

31

1

Location code of permanent home residence

320

32

5

Aboriginal/Torres Strait indicator

316

37

1

Year of arrival

347

38

4

Language spoken at home

348

42

4

Surname

402

46

30

Given name, first

403

76

15

Given name, other

404

91

30

Home address, part 1

406

121

38

Home address, part 2

407

159

38

Home address, suburb/town

466

197

27

Home address, state code

467

224

3

Home address, postcode

409

227

4

Home address, country code

728

231

4

Home address, country name

468

235

20

Highest educational participation

493

255

6

Prior postgraduate course, year

730

261

5

Prior bachelor course, year

731

266

5

Prior sub-degree HE

732

271

5

Prior sub-degree VET

733

276

5

Prior VET award

734

281

5

Prior secondary through VET sector

735

286

5

Prior secondary at school

736

291

5

Prior other qualification

737

296

5

Year 12 result type

702

301

2

Tertiary entrance score

369

303

3

International Baccalaureate aggregate score

710

306

2

CHESSN

488

308

10

For the Preferences file, for each record, the file is populated as per the DEEWR specifications described in the following table:

Element:

Element No:

Starting Position:

Width:

Application ID

700

1

20

Preference

713

21

2

Provider Code

306

23

4

Sector Fee Type

724

27

1

Field Of Education code

461

28

6

Field Of Education supplementary code

462

34

6

Course of Study Type Code

310

40

2

Mode Of Attendance

329

42

1

Course campus postcode

559

43

5

Intake Date

709

48

6

For the Offers file, for each record, the file is populated as per the DEEWR specifications described in the following table:

Element:

Element:

Starting Position:

Width:

Application ID

700

1

20

Preference

713

21

2

Basis For Admission

327

23

2

Date Offered

705

25

8

Response Code

723

33

1

Provider Code

306

34

4

Sector Fee Type

724

38

1

Field Of Education code

461

39

6

Field Of Education supplementary code

462

45

6

Course of Study Type Code

310

51

2

Mode Of Attendance

329

53

1

Course campus postcode

559

54

5

Intake Date

709

59

6

 

Last Modified on 16-Sep-2014 1:10 PM

History Information

Release Version Project Change to Document
16.0.0.3, 16.1.0.3, 17.0.0.2 1999 - Compliance

Changed address details from Postal to Home.
13.0.0.3, 14.0.0.3, 15.0.0.2, 15.1 1573 - University Applications and Offers Data Collection

Added CHESSN to Applications file
11.0.0.3, 11.1.0.3, 12.0.0.2, 12.1 1573 - University Applications and Offers Data Collection

New page.