Purpose

To identify and extract student records for inclusion in the VETStudent Loans Government Submission files.

SubSystem

Statistics

This job identifies and extracts student records for inclusion in the VET Student Loans Government Submission files for government statistics reporting.

The eligibility rules to determine whether a student/unit is eligible for VET FEE-HELP and is therefore reported, are as follows:

• Has citizenship of 1or 8.
• Is studying a VET FEE-HELP approved course - that is, with a course category of 'GOVT-RPT' and a sector of VET. If there is no course categorisation defined or it is anything other than 'GOVT-RPT' then the course is not reportable.
• The Unit Categorisation is either not configured or it is set to 'GOVT-RPT'.
• The unit must have some load - so EFTSL (from contact hours) should be greater than zero.
• If the Enrolment Date is before the Census Date or the Discontinuation Date is after the Census Date (for the unit) then the unit attempt is reportable.
• The Unit Version must have a Contact Hours that are greater than 0 (equivalent to enrolled credit points in HE).
• The Unit Attempt should have a related student status - if there is a student status related to the unit, the job checks that it has a govt_reportable_ind of 'Y' (in the HECS_PAYMENT_OPTION table).
• Has a VET FEE-HELP student status in ENRF3110 (401-403, 501-503).

Note: If a student is not eligible then they may be ignored entirely by the reporting process and therefore not listed as an exception.

The job may be run for one of the following at any one time:

• VET Submissions - VS-RPT (VET Reporting Snapshot).
  Or
• VET Unit Completions - VS-CMP-UNT (VET Unit Completions Snapshot).
  Note: Must be run the year following the completion of the VS-RPT submission, (for example, a 2010 VS-CMP_CRS file is created in 2011). The Completion Date is important to this snapshot as it restricts the records extracted.
  Or
• VET Course Completions - VS-CMP-CRS (VET Course Completions Snapshot). - Note: Must be run the year following the completion of the VS-RPT submission, (for example, a 2010 VS-CMP_CRS file is created in 2011.)
  

For more information about the VET FEE-HELP Reporting process, see Understanding VET Statistics.

The snapshot consists of data collected from throughout Callista and is stored in the following three snapshot tables based on whether the data is at a student, course or unit level:

• GOVT_SNAPSHOT_PE
• GOVT_SNAPSHOT_SCA
  When run for VET Course completions, the function specifically looks for courses completed within the submission dates for the submission year and records these in the GOVT_SNAPSHOT_SCA table.
  Note: Past course completions, which are reportable but do not directly relate to the students’ current reportable enrolments, are also recorded in the GOVT_SNAPSHOT_SCA snapshot table. These are recorded as a separate entry (per combination of Person ID, Course Code and Reporting Year/Period) and are run with the Course Completions Submission Type.
• GOVT_SNAPSHOT_SUA
  The job snapshots students enrolled in a unit of study whose Unit of Study Census Date falls between the start and end date of a submission.
  Unit completions are recorded in the GOVT_SNAPSHOT_SUA snapshot table. These are recorded as a separate entry (per combination of Person ID, Unit Code and Reporting Year/Period) and are run with the Unit Completions Submission Type.

Record Reporting Statuses:

Each snapshot record has one of the following Reporting Statuses. Statuses for each record are maintained in Maintain VET FEE-HELP Snapshot (STAF8050).

• INCLUDE - the record is included in the file creation process.
  • Each new record created by the process has a Reporting Status of INCLUDE. If the function is run for an existing submission period, the system recognises existing records previously created for that submission period and updates them as necessary.
• EXCLUDE - the record will not be included in the file creation process. These records will also be excluded from future snapshot processing in the same period.
  • If an existing record has a Reporting Status of EXCLUDE, the system will not update or re-create that record. If an existing record has a Reporting Status of INCLUDE it is updated (or deleted, or not changed) as necessary.
• RE-PROCESS - the record requires the snapshot process to be run over it before the file creation process can create the files.
  • If an existing record has a Reporting Status of RE-PROCESS, it is updated (or deleted, or not changed) and the status is updated to INCLUDE, even if no other changes are required for the record.

For more information, see Record Reporting Statuses.

An administrator can record a comment against the system log for each run of the snapshot job.

EFTSL Calculation:

The process also calculates EFTSL (Equivalent Full Time Study Load) for VET FEE-HELP reporting using contact hours (instead of credit points which are used for HE reporting). For more information, see EFTSL - Equivalent Full-Time Student Load.

At an appropriate time after the Census Date, the snapshot is used to produce the VET FEE-HELP Government Submission File (STAJ8850).

The following jobs in the VET FEE-HELP statistics process are run after running STAJ8050:

• STAJ8055 - Create VET FEE-HELP Revisions Submission Snapshot
• STAJ8850 - Create VET FEE-HELP Government Submission Files
• STAJ0120 - Copy Govt. Stats/Centrelink Files from Secure Area
• GENJ1100 - Generate XML File from System Log

For more information on the statistics process and the various jobs and forms involved, see Understanding VET Statistics.

This form is accessed through Statistics/VET Statistics Reports and Jobs from the main menu.

The Create VET Enrolment Statistics Snapshot block contains:

Parameters Tab

Reproduce Log file

• Previous Log Creation Date

Button

• Create File

OR ...

Create New Submission

• Submission Year (LOV)
• Submission Type (LOV)
• Submission Number (LOV)
• Start Date
• End Date
• Run for RE-PROCESS Records check box
• Run for Previously Excepted Students (check box)
• Previous Log Creation Date (LOV)
• Exception Log Comment

Rules/Notes:

Previous Log Creation Date: Used for re-processing previously Excepted students and re-generating the log file. Other parameters are not required when this parameter is used. This option enables the administrator to avoid re-running the entire snapshot and instead run it only for previously excepted students. If further exceptions are created, a new error log is created.

The Create File button is used to create an XML file of the selected log. The user is asked to save the file to their local file system.

Submission Year: Specifiies the submission year. This field is mandatory unless a value is specified in the Previous Log Creation Date.

If the function is run for an existing submission period, the system recognises existing records created previously for that submission period and updates them where necessary.

System Submission Type: (Mandatory.) Specifies the type of submission for the specified Submission Year. e.g.

• VS-RPT - (VET Reporting snapshot)
• VS-CMP-CRS - (VET Course Completions snapshot)
• VS-CMP-UNT - (VET Unit Completions snapshot)

For VS-CMP_CRS and VS-CMP-UNT, the job must be run the year following the completion of the VS-RPT submission (for example, a 2010 VS-CMP_CRS file is created in 2011.)

Data for the Unit Completions snapshots is extracted from the Reporting snapshots, so for VS-CMP-UNT Submissions, it is important that the Submission Start/End dates (entered into STAF1350) for VS-CMP-UNT Submissions coincide with those for the VS-RPT Submissions, for the same Reporting year.

The type of submission will be controlled by the Submission Types specified in Maintain Government Snapshot Control form (STAF1350), along with parameters provided for the job.

Submission Number: Specify a submission number to run the job for only those records with the specified submission number. This field is mandatory unless a value is specified in the Previous Log Creation Date.

Run for RE-PROCESS Records: Select this checkbox to run the job only for records that have a Reporting Status of RE-PROCESS. This field is mandatory unless a value is specified in the Previous Log Creation Date or the Run for Previously Excepted Students check box is selected.

Run for Previously Excepted Students: Used to run the snapshot only for students who created an error on a previous job run.

Previous Log Creation Date: Used for re-processing previously Excepted students and re-generating the XML file.
The Run for Previously Excepted Student check box must be selected first before entering a date in this parameter.
The comments recorded in the Exception Log Comment field (below) when creating a new submission, are viewable in the LOV for this field next to the relevant date.

Exception Log Comment: Used to record a comment against the snapshot for later reference. The comment is also included in the Exception Log key for display in the List of Values for the Previous Log Creation Date parameter.

The comments recorded in the Exception Log Comment field when creating a new submission, are viewable in the LOV for the Previous Log Creation Date field next to the relevant date.

Validations:

• The system Submission Type can only be one of the following: VS-RPT, VS-CMP-CRS or VS-CMP-UNT.
• The 'Run for RE-PROCESS Records' indicator or the 'Previously Excepted Students' indicator can be selected. (Not both.)
• The Previous Log Creation Date must be specified first in order to run the Create File function.

A course can only be recorded in the snapshot if the course has a course category of GOVT-RPT.

Reportable Course and Unit Code
Where applicable, the snapshot captures the Course Code and Unit Codes (which can be up to 20 characters). DIISRTE requires that the Course Code and Unit Code lengths be 10 characters. When creating the snapshot, the job captures the full code in the Course or Unit Code fields. There is another field in the snapshot for capturing the Reportable Code that will be reported to DIISRTE.

A Reference Code Type for Course and Unit Versions allows institutions to define a Reportable Code against a Course Version or a Unit Version. When creating the snapshot, this function captures the Reference Code (if it exists) as the Reportable Code. If no Reference Code of that type is recorded against a Course Version or a Unit Version, then the snapshot captures the 10 right-most characters of the Course or Unit Code. (for example, if no Reference Code exists for Course Code ABCDE123456 then it is captured as ABCDE123456 in the Course Code field of the snapshot, but is captured as BCDE123456 in the Reportable Course Code Field.)

Exception Log:

The Exception Log records details of students who could not be included in a particular Government Submission Snapshot. Messages are produced to Callista’s log files where appropriate. There are two types of messages:

• Error messages are produced when Callista is unable to determine data to be used in the government snapshot. Government snapshotsmust be re-run for these students. Details of each error is written to S_LOG_ENTRY. Any changes that may have occurred to the student’s snapshot are rolled back and the job continues processing the next student.
• Warning messages are mainly produced where no information is found in the database and the system is able to insert a suitable DIISRTE value in the government snapshot to indicate this. Wherever possible, these records will be fixed in the database by inserting at least the DIISRTE default (e.g. 9 = unknown or no information) value. Warning messages are written to S_LOG_ENTRY.

When the snapshot process is run, an exception log is created in the tables, and a file is generated in the format specified by the log type. This file is able to be selected and created independently of the snapshot creation process.

Parameters allow the administrator to re-run the snapshot only for students who created an error on a previous job run. The administrator can select from any existing log records that have been created for VET Submission or VET Course Completions, using the comments created at the time of submission as a guide. When run in this mode, the current submission parameters are not required.

Rules/Notes:

This job produces an Exception Log.

When reprocessing for exceptions, the administrator is able to record a comment against the system log for each run of the snapshot job for later reference.

Exceptions produced by the job can also be reported via GENJ1100 - Generate XML file from System Log.