Purpose

To identify and record additions, deletions or changes to VET Student Loans Snapshot records previously reported to HEIMS.

SubSystem

Statistics

This job identifies additions, deletions or changes to previously reported VET Student Loans (previously referred to as VET FEE-HELP) Snapshot records that were submitted as part of an institution's VET Student Loans statistics submission to HEIMS. The job records the identified changes (as well as any Remissions) in the Revisions file (VSR) that is sent to the government.

It determines if a record that was previously reported has changed since the last government submission and has a Census Date between the start and end dates of that submission. If changes occurred then they are recorded as Revisions. If not, the records are recorded as new additions in the next VET Student Loans Submission snapshot (STAJ8050) and not as Revisions.

The VET Student Loans Revisions Submission Snapshot process uses the same three tables that the VET Student Loans Submission Snapshot job (STAJ8050) uses to store the revised data. These are the GOVT_SNAPSHOT_PE (GSSPE), GOVT_SNAPSHOT_SCA (GSSSCA) and GOVT_SNAPSHOT_SUA (GSSSUA) tables. The original records remain unchanged and the new records for revisions are created with an S_SUBMISSION_TYPE of VS-REV.

STAJ8050 uses the following values to match the original submission to the enrolment found by the Revision process:

• PERSON_ID
• REPORTED_COURSE_CD
• UNIT_CENSUS_DT

If these key values in the original submission match those in the enrolment found by the Revision process but other reportable values differ, the snapshot is created as a Revision. Otherwise, if these values do not match any existing enrolment data it is created as a new record to be included in the next submission.

New records and changes to the following details in previously reported records will be reported to the GSSPE, GSSSCA and GSSSUA tables with a System Submission Type of VS-REV:

Person Data (GSSSPE):

• Person Date of Birth.
• Person Gender code
• Person Statistics Aboriginal and Torres Strait Islander code
• Person Statistics Location code of term residence
• Person Statistics Location code of permanent home residence
• Country of Birth code
• Year of Arrival in Australia
• Language Spoken at home code
• Disability
• Commencing location code of permanent home residence
• Name of suburb/town/locality
• Highest educational participation prior to commencement
  Note that changes to the CHESSN or USI will not trigger a Revision

SCA Data (GSSSCA):

• Basis for Admission to current course
• Attendance Type
• Credit offered value
• Credit /Status Higher Education provider code
• Credit used value
• Details of prior study for which credit/RPL was offered
• Field of education of prior VET study for which credit/RPL was offered
• Level of education of prior VET study for which credit/RPL was offered
• Type of provider where VET study was undertaken
• Study Reason Identifier (reported at Person Level)
• Labour Force Status Identifier (reported at Person Level)

SUA and related Data (GSSSUA):

• Teaching Responsibility for Unit Version
• Discipline Group for Unit Version
• Unit Offering Teaching Calendar
• Teaching Calendar Census Date
• Unit Offering Location
• Unit Reference Code
• Student Status
• Course Reference Code
• Course Offering Attendance Mode
• SUA Completion Status
• SUA Total EFTSL
• SUA RPL code
• Fee Assessments
• Total Amount Charged
• Amount Paid Upfront
• Loan Fee
• Student Loan Debt
  

Revision Types

Revision Type values are derived for each revision record in the the GSSPE, GSSSCA and GSSSUA tables.
Revision Type and Variation Reason Code values within the GSSPE, GSSCA and GSSUA tables are determined as shown in the table below. Revision Types determine in which submission files the records will be included.

Submission Files

Government Submission Files are created by STAJ8850. The table below identifies the revision submission file(s) in which revision records containing data from the GSSPE, GSSSCA and GSSSUE tables will be included. This is determined by the snapshot table it was reported to and the Revision Type derived.

The structure of the different submission files is described in STAJ8850.

For Load/Liability Revisions, the process uses an additional level of matching to identify the type of variation that has occurred. The matching is performed on:

• REPORTED_UNIT_CD
• GOVT_ORG_UNIT_CD
• PERSON_ID
• REPORTED_COURSE_CD
• UNIT_CENSUS_DT

Revision Reason Codes:

• For each record found, if the above elements in the snapshot all match the current Student Unit Attempt data found in the Revisions processing but some other reportable element differs, then the Load Liability is marked with a Revision Reason Code of 2, signifying a change.
• Data that exists in the enrolment record but has not previously been reported (i.e. a new REPORTED_UNIT_CD and/or a new GOVT_ORG_UNIT_CD) is assigned a Revision Reason Code of 5, signifying an addition.
• The function then checks previously submitted information against the current data. Data that exists as a previous submission but no longer exists in the enrolment record, is assigned a Revision Reason Code of 4, signifying a deletion.
• If nothing has changed then no Revision is reported.
• The function also recognises records where the person’s course has never been reported, and it records these as previously unreported/new records and marks them to be included in the next normal submission submitted (i.e. STAJ8050).

Note: Where more than one VS-RPT Submission is open at one time, there is a chance that these previously unreported/new records (ie: new_record_ind = 'Y') may be added to all open submissions.
In this instance, to avoid records being duplicated in multiple submissions, the open submissions should be closed in chronological order. Once the earlier submission has been closed, any subsequent open submissions should be re-run.

Remissions

The function also enables the creation of Remissions records. Remissions records are records where the institution has decided to offer special consideration to a student in regards to a withdrawal. In these cases, the institution assigns an institution-defined Administrative Unit Status signifying that the unit should be reported as a Remission (Variation Reason Code 1).

When this job is run in a Processing Mode of 'Assign Remissions', the administrator must select to run in context of a particular Administrative Unit Status. The Revisions function then identifies all Unit Attempts with this Administrative Unit Status and marks them in the Revisions snapshot with a Revision Reason Code of 1, signifying a Remission.

Remissions can be removed by re-deriving Revisions with the Processing Mode parameter set to 'Revisions and Override Remissions'.

Exception Log

When the Revision snapshot process is run, an Exception Log is created in the Callista standard log tables to record details of students who could not be included in the particular Government Revisions Submission Snapshot due to error.

• Details of each error are written to S_LOG_ENTRY, and 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 written to S_LOG_ENTRY. They are mainly produced when no information is found in the database and the system is able to insert a suitable Government value in the government snapshot to indicate this. Wherever possible, these records are fixed in the database by inserting the Government default value (for example, 9 = unknown or no information). 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 (see 'Generate XML File from System Log' (GENJ1100)). This file is also able to be selected and created independently of the snapshot creation process.

After running this job, run STAJ8850 to create the submission files. Then run the 'Copy Govt. Stats/Centrelink Files from Secure Area' (STAJ0120) job to copy the extract files from the secure (KEEP) directory to a directory accessible to users.

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

This job is accessed via the main menu.

The Create Government Revision Submission Snapshot block contains:

Parameters Tab

Reproduce Log File

• Log Creation Date (LOV)

Button

Create File

Or...

Create New Revision

• Submission Year (LOV)
• Type (LOV)
• Number (LOV)
• Submission Period Form (LOV)
• Submission Period To (LOV)
• Authorising Officer

Button

• Find Person (ADMF1211)

More Tab

Optional Parameters

• Person ID - (Find Person button)
• Unit Code (LOV)
• Administrative Unit Status (LOV)
• Course Code
• Run for RE-PROCESS Records - check box
• Run for Previously Excepted Students - check box
• Previous Log Creation Date (LOV)
• Exception Log Comment

Buttons

• Find Person (ADMF1211)
• Find Course (ADMF1220)

Rules/Notes:

Note that original Submission details are not available for this selection until a Completion Date for the submission instance has been recorded in STAF1350, i.e the Completion Date for the submission instance must be set prior to running this job.

Log Creation Date is used for re-generating the XML file.

The Create File button is used to call the WEBUTIL functionality to create an XML file of the selected log and save it to the user's local file system.

The following parameters are mandatory:

• Submission Year
• Submission Number
• Submission Type
• Authorising Officer
• Processing Mode

The Processing Mode parameter is used to select the type of snapshot to be generated. One of the following values can be selected from the pop-list for this field:

• Derive Revisions - generates a Revisions Snapshot.
• Assign Remissions - generates a Remissions Snapshot. Identifies all Unit Attempts with a Administrative Unit Status and marks them in the Revisions snapshot with a Revision Reason Code of 1, signifying a Remission.
• Revisions and Override Remissions - Re-derives Revisions to remove Remissions.

The Previous Log Creation Date is used for re-processing previously excepted students.

Exception Log Comment - A comment entered here is included in the Exception Log Key for inclusion in the LOV for the Previous Log Creation Date parameter.

Validations:

• You cannot create a file If the Previous Log Creation date is null.
• Cannot select the Assign Remission option if the Administrative Unit Status is not defined, or a combination of Unit Code and Person ID is not defined.
• Cannot set both the Run for RE-PROCESS indicator and the Run for Previously Excepted Students indicator. 
• The Unit Code, Administrative Unit Status and Course Code cannot be selected when running for Previously Excepted Students. (Only Person ID can be selected as a valid option when running for Previously Excepted Students.)
• The Log Creation Date can only be defined when the Run for Previously Excepted Students indicator is selected.
• A warning is generated when a student has a Person USI Exemption (e.g. INTOFF, SHORT or INDIV) as these are not valid for the reporting of VET FEE-HELP Students to HEIMS.

Also note that exceptions produced by the job can be reported via GENJ1100 - Generate XML file from System Log.

The eligibitlity rules to determine whether a student/unit is eligible for VET Student Loans and therefore needs to be reported are as follows:

• Has a citizenship of 1or 8.
• Is studying a VET Student Loans approved VET course - i.e. with a course category of 'GOVT-RPT'. If there is no course categorisation defined or it is anything other than 'GOVT-RPT',  the course is not reportable.
• The unit categorisation is either not configured or it is set to 'GOVT-RPT'.
• The student has a Student Loans balance greater than zero (or no balance) recorded in the system on the date the job is run.
• The unit must have some load - so EFTSL (from contact hours) should be greater than zero.
• If the enrolment date is before census date or the discontinuation date is after census date (for the unit) then the unit attempt is reportable.
• The unit version should have contact hours that are greater than 0 (equivalent to enrolled cp in HE).
• The Unit Attempt should have a related student status - if there is a student status related to the unit check that it has a GOVT_REPORTABLE_IND of 'Y' (in the HECS_PAYMENT_OPTION table).
• ENRF3110 should keep it to an allowable student status for VET Student Loans (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.)

Create Government Revision Submission Snapshot

To create a snapshot, enter the mandatory and optional parameters as required and run or schedule the job. An exception report is generated in landscape format at the completion of the job.

Rules/Notes:

The Exception Report indicates if the VET Student Loans Submission Snapshot (STAJ8050) needs to be re-run for a period where new, previously unreported records have been recorded in the VET STUDENT LOAN REVISION SUBMISSION SNAPSHOT table.