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STAJ8850 - Create VET Student Loans Government Submission Files - VET only

Purpose To create submission files for reporting to government from data created by the VET Student Loans Submission Snapshot (STAJ8050) and the VET Student Loans Revisions Submission Snapshot (STAJ8055).
SubSystem Statistics
Sector VET
Normally Run By Run in Schedule mode only
Anticipated Frequency Must be run once for each Government Submission, but is likely to be run multiple times for each Submission in order to identify missing or errant data. May be run to reproduce previous Exception Reports.
Structure Block Create VET Student Loans Government Submission Files
Tab Parameters
 

The purpose of this function is to retrieve data from the VET Student Loans Submission Snapshot tables (STAJ8050) and the VET Student Loans Revisions Submission Snapshot (STAJ8055) and create submission files for reporting to government.

The following VET Student Loans submission files can be created, depending on the parameters selected:

  • Student Enrolment File (VEN)
  • Course of Study File (VCO)
  • Student Load/Liability File (VLL)
  • Commonwealth Assisted Student File (VDU)
  • Electronic Commonwealth Assisted Form File (VPO)
  • Course Completions File (VCC)
  • Unit of Study Completions File (VCU)
  • Revised Load/Liability File (VRL)
  • Revised Commonwealth Assisted Student File (VRD)
  • Revisions File (VSR)
  • VET Enrolment Revisions (VER)
  • VET Commencement Date Revisions (VRC)
Each file must be created at least once for each Government submission, but the function may be run multiple times for each submission if a file fails the HEIMS validations. When a file is created that already exists for the exact same submission as was previously created, the existing file is deleted and the new file is created in its place. For details of each file, see the tables at the end of this Help page.

The file name for each submission file, must adhere to the naming convention: hhhhxxxyyyy.pnnnnn where:

  • hhhh - is the provider’s HEP or VITS code. 
  • xxx - is the abbreviation of the file type (file type code is case sensitive), for example, VEN, VCU.
  • yyyy - is the reporting year Note: For Revision files (VSR, VRL, VDU, VER and VRC) this is always 0000.
  • p - is the reporting period (0,1 or 2) Note: For Revisions files this is always 0.
  • nnnnn - is the submission number (00001 to 99999).
Files are written to the KEEP directory (as defined on the System Job Control table, see below). 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.

Each file is a 'flat' file, consisting of a sequence of data records. All records consist of a set of fixed length fields and are terminated by two extra bytes containing a carriage return/line feed combination (ASCII codes 13 and 10).

Exceptions are logged to the job run log (staj8850_log).

The following table S_JOB_CONTROL stores control information for Job Scheduling. The values in here will be used by jobs, for example, to determine where files can be found and also where outputs should go.

S_JOB_CONTROL Reason/Description
CONTROL_ITEM Control item is a system recognised value. For example 'KEEP' are the files to be kept.
DESCRIPTION Description of the Control Item. Institution-defined.
CONTROL_VAL This field contains the value of the Control Item. For example, it may contain the path name for a directory.
UPDATE_WHO The name of the user who last updated the table.
UPDATE_ON The Date and Time the record was last updated.  
This form is accessed via the main menu.

Related Jobs:

  • The Create VET Student Loans Submission Snapshot job (STAJ8050) is run prior to this job and extracts the VET Student Loans data contained in the system that is used for creating the above files.
  • The Copy Govt. Stats/Centrelink Files from Secure Area (STAJ0120) job is run after this job and copies the extract files from a secure directory to a directory accessible to users.
 

The Create VET Government Submission Files block contains:

Parameters Tab

  • Submission Year (LOV)
  • Type (LOV)
  • Number (LOV)
  • Start Date
  • End Date
Check the check box for each of the following file(s) that is to be created for the Submission Details defined above:

  • Student Enrolment File (VEN)
  • Course of Study File (VCO)
  • Student Load/Liability File (VLL)
  • Commonwealth Assisted Student File (VDU)
  • Electronic Commonwealth Assisted Form File (VPO)
  • Course Completions File (VCC)
  • Unit of Study Completions File (VCU)
  • Revised Load/Liability File (VRL)
  • Revised Commonwealth Assisted Student File (VRD)
  • Revisions File (VSR)
  • VET Enrolment Revisions (VER) File
  • VET Commencement Date Revision (VRC) File)
 Rules/Notes:

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

To run a VET Student Loans Government Submission File job, complete the following parameters:

Submission Year
Select a year from the List of Values to specify the year for which the Government Submission file is to be run, for example, 2010.

The Submission Year, Type and Number are defined in the Maintain VET Student Loans Snapshot (STAF8050).

Important: Institutions need to set the Course Category to GOVT-RPT if they want to report the Course, for example, you might do this if the course is cross-institutional.

Check at least one of the file check box(es) to create a submission file for the defined submission details.

The Course Code (Element 307) on the VET Course of Study File (VCO), is derived according to the following:

  • If a Course Reference Code with a System Reference Code Type of RPT-CODE has been defined for the Course Version, then the Course Reference Code value is reported as Element 307.
    Otherwise,
  • If a Course Reference Code with a System Reference Code Type of QUAL has been defined for the Course Version, then the Course Reference Code value is reported as Element 307.
    Otherwise,
  • If no Reference Code is identified, then the Course Code is reported as Element 307.

Note: VET institutions may record an NTIS Code (Course Code) as a Reference Code with a Reference Code Type of QUAL or RPT_CODE (via CRSF11C0), and assign it to a course (via CRSF1290).

Note: where two or more Course Codes (Element 307) are derived that are the same (for example: two course versions with the same QUAL System Reference Code value), then we:
a. Select the course version with the latest Start Date.
b. If the course versions have the same Start Date, then select the course version with the latest Update On (date/time).
c. If the course versions have the same Start Date and the same Update On, then select the course version using Update On (date/time) concatenated with Row Number on the table.

The Output summary is:

Started processing <file name>|| SYSDATE
              Total records processed:<total processed records>
(Successful: <total successful records>, Unsuccessful: <total unsuccessful records>)
               Validations Total: <total validations> (Valid: <number of valid>, Error: <number of error>, Warning: <number of warning>)
               File created: <created file name>
      Completed processing || SYSDATE

For example:

Started processing Student Enrolment File (VEN) 16/02/2010 14:43:13
               Total records processed: 1 (Successful: 1, Unsuccessful: 0)
                Validations Total: 3 (Valid: 2, Error: 0, Warning: 1)
                 File created: <file name>
Completed processing 16/02/2010 14:43:13

For details of each file, see the tables below.

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

Validations:

  • At least one submission file must be selected.
  • The completion date must not be set for the specified Submission parameters.
  • Files cannot be created if the snapshot contains records with a Reporting Status of RE-PROCESS.

Student Enrolment File (VEN) details:
(The VEN submission file applies to the VET Student Loans Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_pe.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Date of Birth 314 21-28 8 Numeric govt_snapshot_pe.birth_dt
Gender code 315 29 1 Alphanumeric govt_snapshot_pe.sex
Aboriginal and Torres Strait Islander code 316 30 1 Numeric govt_snapshot_pe.govt_aborig_torres_cd
Location code of term residence 319 31-35 5 Alphanumeric govt_snapshot_pe.govt_term_location
Location code of permanent home residence 320 36-40 5 Alphanumeric govt_snapshot_pe.govt_home_location
New basis for admission to current course 327 41-42 2 Numeric govt_snapshot_sca.govt_basis_for_admission
Type of attendance code 330 43 1 Numeric govt_snapshot_sca.govt_attendance_type
Country of birth code 346 44-47 4 Numeric govt_snapshot_pe.govt_birth_country_cd
Year of arrival in Australia 347 48-51 4 Alphanumeric govt_snapshot_pe.yr_arrival
Language spoken at home code 348 52-55 4 Numeric govt_snapshot_pe.govt_home_language_cd
Credit offered value 565 56-59 4 Alphanumeric govt_snapshot_sca. Prior_Studies_Exemption
Credit/status Higher Education Provider code 566 60-63 4 Alphanumeric govt_snapshot_sca.govt_exemption_institution
Filler 1 N/A 64-66 3 Alphanumeric  N/A
Disability 386 67-74 8 Numeric govt_snapshot_pe.govt_disability
Filler 2 N/A 75-79 5 Alphanumeric  N/A
Commencing location code of permanent home residence 476 80-84 5 Alphanumeric govt_snapshot_pe.commencing_location
Name of suburb/town/locality for the student 486 85-111 27 Alphanumeric govt_snapshot_pe.commencing_geographic_location
Filler 3 N/A 112-116 5 Alphanumeric  N/A
Highest educational participation prior to commencement 493 117-122 6 Alphanumeric govt_snapshot_pe.highest_attainment
Filler 4 N/A 123-124 2 Alphanumeric  N/A
Commonwealth Higher Education Student Support Number (CHESSN) 488 125-134 10 Alphanumeric govt_snapshot_pe.chessn
Reporting Year / Period 415 135-139 5 Numeric govt_snapshot_sca.reporting_yr
Credit used value 560 140-143 4 Alphanumeric govt_snapshot_sca.govt_credit_used
Details of prior study for which credit was offered 561 144-147 4 Alphanumeric govt_snapshot_sca.govt_credit_basis
Field of education of prior VET study for which credit was offered. 562 148-151 4 Alphanumeric govt_snapshot_sca.vte_field_of_education
Level of education of prior VET study for which credit was offered. 563 152-154 3 Alphanumeric govt_snapshot_sca.vte_level_detail
Type of provider where VET study was undertaken 564 155-156 2 Alphanumeric govt_snapshot_sca.govt_vte_provider_type
Filler 5 N/A 157-160 4 Alphanumeric  N/A
Filler – For provider use (any printable ASCII characters including spaces) N/A 161-210 50 Alphanumeric  N/A
Filler 6 N/A 211-214 4 Alphanumeric  N/A
Study Reason Identifier 575 215-216 2 Alphanumeric govt_snapshot_sca.study_reason_id
Labour Force Status Identifier 576 217-218 2 Alphanumeric govt_snapshot_sca.labour_force_status_id
Unique Student Identifier 584 219-228 10 Alphanumeric govt_snapshot_sca.person_usi

Unit of Study Completions File (VCU):
(The VCU submission file applies to the VET Student Loans Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_sua.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sua.reported_course_cd
Unit of study code 354 21-30 10 Alphanumeric govt_snapshot_sua.reported_unit_cd
Unit of study completion status 355 31 1 Numeric govt_snapshot_sua.unit_of_study_cmpltn_status
Commonwealth Higher Education Student Support Number (CHESSN) 488 32-41 10 Alphanumeric govt_snapshot_sua.chessn
Unit of study census date 489 42-49 8 Numeric govt_snapshot_sua.unit_census_dt
Filler N.A. 50-99 50 Alphanumeric N/A

Course of Study File (VCO):
(The VCO submission file applies to the VET Student Loans Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Filler 1 N/A 1-82 82 Alphanumeric  
Course code (i.e. NTIS code) 307 83-92 10 Alphanumeric course version Reference Code (QUAL or RPT-CODE),  or otherwise  course_offering_pattern.course_cd
Course name – full 308 93-164 72 Alphanumeric course_version.title
Course of study type code 310 165-166 2 Numeric course_type.govt_course_type Note: first two number
Field of education code 461 167-172 6 Numeric field_of_study.govt_field_of_study
Filler 2 N/A 173-174 2 Numeric  N/A
Course of study load 350 175-176 2 Numeric course_version.std_ft_completion_time
Filler 3 N/A 177-183 7 Alphanumeric  N/A
Filler (any printable ASCII characters including spaces) N/A 184 -233 50 Alphanumeric  N/A
Reporting Year and Period Code 415 234-238 5 Numeric Submission Year used as the parameter concatenated with Period Code of 1 (e.g. 20121)

VET Course Completion File (VCC):
(The VCC submission file applies to the VET Student Loans Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_sca.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Commonwealth Higher Education Student Support Number (CHESSN) (from 2006) 488 21-30 10 Alphanumeric govt_snapshot_sca.chessn
Reporting Year / Period 415 31-35 5 Numeric govt_snapshot_sca.reporting_yr
Variation Reason Code 446 36-36 1 Numeric govt_snapshot_sca.variation_reason_cd
Filler for VET provider use (any printable ASCII characters including spaces) N/A 37-86 50 Alphanumeric  N/A
Filler N/A 87-89 3 Alphanumeric N/A

VET Student Load/Liability File (VLL) and Revised Load/Liability File (VRL):
(These submission files apply to the VET Student Loans Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_pe.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Course of study commencement date 534 21-26 6 Numeric govt_snapshot_sca.commencement_dt
Academic Organisational Unit code 333 27-29 3 Alphanumeric govt_snapshot_sua.govt_org_unit_cd
Equivalent full-time student load (EFTSL) 339 30-39 10 Numeric govt_snapshot_sua.total_eftsl
Unit of study code 354 40-49 10 Alphanumeric govt_snapshot_sua.reported_unit_cd
Unit of study census date 489 50-57 8 Numeric govt_snapshot_sua.unit_census_dt
Discipline group code 464 58-63 6 Numeric govt_snapshot_sua.govt_discipline_group_cd
Mode of attendance 329 64 1 Numeric govt_snapshot_sua.govt_attendance_mode
Campus postcode 477 65-69 5 Alphanumeric govt_snapshot_sua.campus_location
Citizen/resident indicator 358 70 1 Numeric govt_snapshot_pe.govt_citizenship_cd
Filler 1 N/A 71 1 Alphanumeric  N/A
Student status code 490 72-74 3 Numeric govt_snapshot_sua.govt_student_status
Total Amount charged 384 75-82 8 Numeric govt_snapshot_sua.total_amount_charged
Amount paid up front 381 83-90 8 Numeric govt_snapshot_sua.amount_paid_upfront
Loan fee 529 91-98 8 Numeric govt_snapshot_sua.loan_fee
Commonwealth Higher Education Student Support Number (CHESSN) 488 99-108 10 Alphanumeric govt_snapshot_sua.chessn
Filler 2 N/A 109-111 3 Alphanumeric  N/A
Unit of study HELP debt 558 112-119 8 Numeric govt_snapshot_sua.unit_of_study_help_debt
Filler – For provider use (any printable ASCII characters including spaces) N.A. 120-169 50 Alphanumeric N/A
Recognition of Prior Learning Indicator 577 170-170 1 Numeric  

Commonwealth Assisted Students File (VDU) and Revised Commonwealth Assisted Student File (VRD):
(These submission files apply to the VET Student Loans Submission Snapshot.)

Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_pe.person_id
Tax file number 416 11-21 11 Numeric sec.tax_file_number (Derived from table STUDENT_ECAF_COMPLETION ( SEC)
Date of birth 314 22-29 8 Numeric govt_snapshot_pe.birth_dt
Gender code 315 30 1 Alphanumeric govt_snapshot_pe.sex
Course code 307 31-40 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Student title 405 41-55 15 Alphanumeric govt_snapshot_pe.title
Student surname 402 56-85 30 Alphanumeric govt_snapshot_pe.surname
Student given name – first 403 86-100 15 Alphanumeric govt_snapshot_pe.given_name
Student given name – others 404 101-130 30 Alphanumeric govt_snapshot_pe.other_names
Postal address - Part 1 406 131-168 38 Alphanumeric govt_snapshot_pe.postal_address_line_1
Postal address - part 2 407 169-206 38 Alphanumeric govt_snapshot_pe.postal_address_line_2
Postal address - Suburb/Town 466 207-233 27 Alphanumeric govt_snapshot_pe.postal_address_suburb
Postal address – State 467 234-236 3 Alphanumeric govt_snapshot_pe.postal_address_state
Postal address – Postcode 409 237-240 4 Alphanumeric govt_snapshot_pe.postal_address_postcode
Postal address – Country Name 468 241-260 20 Alphanumeric govt_snapshot_pe.postal_address_country
Address of permanent home residence –Part 1 410 261-298 38 Alphanumeric govt_snapshot_pe.residential_address_line_1
Address of permanent home residence – part 2 411 299-336 38 Alphanumeric govt_snapshot_pe.residential_address_line_2
Residential address - Suburb/Town 469 337-363 27 Alphanumeric govt_snapshot_pe.residential_address_suburb
Residential address – State 470 364-366 3 Alphanumeric govt_snapshot_pe.residential_address_state
Address of permanent home residence – Postcode 413 367-370 4 Alphanumeric govt_snapshot_pe.residential_address_postcode
Residential address – Country Name 471 371-390 20 Alphanumeric govt_snapshot_pe.residential_address_country
Filler N.A. 391-399 9 Numeric  N/A
Commonwealth Higher Education Student Support Number (CHESSN) 488 400-409 10 Alphanumeric govt_snapshot_pe.chessn

Electronic Commonwealth Assisted Form File (VPO):
(The VPO submission file applies to the VET Student Loans Submission Snapshot.)

Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric sec.person_id
Tax file number 416 11-21 11 Numeric sec.tax_file_number
Date of birth (not for OS-HELP) 314 22-29 8 Numeric pdv.birth_dt
Gender code (not for OS-HELP) 315 30 1 Alphanumeric pdv.sex
Course of study code (not for OLA) 533 31-40 10 Alphanumeric reported_course_cd (stap_get_rpt_course_cd)
Student surname 402 41-70 30 Alphanumeric pdv.surname
Student given name - first 403 71-85 15 Alphanumeric given_name (stap_get_prsn_names)
Student given name - other 404 86-115 30 Alphanumeric other_names (stap_get_prsn_names)
Course of study name – full (not for OLA) 394 116-187 72 Alphanumeric course_version.title
Campus (not for OLA) 477 188-192 5 Alphanumeric loc.govt_location_cd
Request for Commonwealth assistance indicator 547   193-194 2 Numeric sec.govt_eligibility
Signature Date 475 195-202 8 Numeric sec.creation_dt
Filler 1 N/A 203-408 206 Alphanumeric N/A

VET STUDENT LOANS REVISIONS FILES

The table below identifies which revision file(s) to report a revision record to, based on the snapshot table it has been included in, and the Revision Type that has been derived for the snapshot record.

Snapshot Tables

Revision Type

File to include the revision record

GOVT_SNAPSHOT_PE GOVT_SNAPSHOT_SCA

PC

VER - VET Enrolment Revisions
VRD - Revised Commonwealth Assisted Student File

GOVT_SNAPSHOT_PE GOVT_SNAPSHOT_SCA

CCD

VRC - VET Commencement Date Revisions File

GOVT_SNAPSHOT_PE GOVT_SNAPSHOT_SCA

PC|CCD

VER - VET Enrolment Revisions
VRC - VET Commencement Date Revisions File
VRD - Revised Commonwealth Assisted Student File

GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA GOVT_SNAPSHOT_SUA

STD

VRL - Revised Load/Liability
VSR - Revisions file

GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA GOVT_SNAPSHOT_SUA

PC|STD

VER - VET Enrolment Revisions
VRL - Revised Load/Liability
VSR - Revisions file
VRD - Revised Commonwealth Assisted Student File

GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA GOVT_SNAPSHOT_SUA

CCD|STD

VRC - VET Commencement Date Revisions File
VRL - Revised Load/Liability
VSR - Revisions file

GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA GOVT_SNAPSHOT_SUA

PC|CCD|STD

VER - VET Enrolment Revisions
VRC - VET Commencement Date Revisions File
VRL - Revised Load/Liability
VSR - Revisions file
VRD - Revised Commonwealth Assisted Student File

Revisions File (VSR):
(The VSR submission file applies to the VET Student Loans Revisions Submission Snapshot.)
Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_sua.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sua.reported_course_cd
Unit of study code 354 21-30 8 YYYYMMDD govt_snapshot_sua.reported_unit_cd
CHESSN 488 31-40 10 Alphanumeric govt_snapshot_sua.chessn
Unit of study census date 489 41-48 8 Numeric govt_snapshot_sua.unit_census_dt
Variation Reason Code 446 49 1 Numeric govt_snapshot_sua.variation_reason_cd
Authorising Officer 543 50-89 40 Alphanumeric govt_snapshot_sua.authorising_officer_person_id
Academic Organisational Unit code 333 90-92 3 Alphanumeric govt_snapshot_sua.govt_org_unit_cd
Filler 1 N/A 93-100 8 Alphanumeric  N/A
Filler 2 N/A 101-150 50 Alphanumeric  N/A

VET Enrolment Revisions File (VER):

The VER submission file applies to the VET Student Loans Revisions Submission Snapshot.
Each record in the VER file must have the same unique combination of values previously reported for a student in a VET Student submission for:

These elements are the key identifiers for a student’s enrolment record. A revised record will be matched on these elements by HEPCAT.

(Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_pe.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Date of Birth 314 21-28 8 Alphanumeric govt_snapshot_pe.birth_dt
Gender code 315 29 1 Alphanumeric govt_snapshot_pe.sex
Aboriginal and Torres Strait Islander code 316 30 1 Alphanumeric govt_snapshot_pe.govt_aborig_torres_cd
Location code of term residence 319 31-35 5 Numeric govt_snapshot_sua.variation_reason_cd
Location code of permanent home residence 320 36-40 5 Alphanumeric govt_snapshot_pe.govt_home_location
New basis for admission to current course 327 41-42 2 Numeric govt_snapshot_sca.govt_basis_for_admission
Type of attendance code 330 43 1 Numeric govt_snapshot_sca.govt_attendance_type
Country of birth code 346 44-47 4 Numeric govt_snapshot_pe.govt_birth_country_cd
Year of arrival in Australia 347 48-51 4 Alphanumeric govt_snapshot_pe.yr_arrival
Language spoken at home code 348 52-55 4 Alphanumeric govt_snapshot_pe.govt_home_language_cd
Credit offered value 565 56-59 4 Alphanumeric govt_snapshot_sca.prior_studies_exemption
Credit /status Higher Education provider code 566 60-63 4 Alphanumeric govt_snapshot_sca.govt_exemption_institution
Filler 3 spaces N/A 64-66 3 Alphanumeric N/A
Disability 386 67-74 8 Numeric govt_snapshot_pe.govt_disability
Filler 5 spaces N/A 75-79 5 Alphanumeric N/A
Commencing location code of permanent home residence 476 80-84 5 Alphanumeric govt_snapshot_pe.commencing_location
Name of suburb/town/locality 486 85-111 27 Alphanumeric govt_snapshot_pe.commencing_geographic_location
Filler 5 spaces N/A 112-116 5 Alphanumeric N/A
Highest educational participation prior to commencement 493 117-122 6 Alphanumeric govt_snapshot_pe.highest_attainment
Filler 2 spaces N/A 123-124 2 Alphanumeric N/A
Commonwealth Higher Education Student Support Number (CHESSN) 488 125-134 10 Alphanumeric govt_snapshot_pe.chessn
Reporting Year and Period Code 415 135-139 5 Numeric govt_snapshot_sca.reporting_yr
Credit used value 560 140-143 4 Alphanumeric govt_snapshot_sca.govt_credit_used
Details of prior study for which credit/RPL was offered 561 144-147 4 Alphanumeric govt_snapshot_sca.govt_credit_basis
Field of education of prior VET study for which credit/RPL was offered 562 148-151 4 Alphanumeric govt_snapshot_sca.vte_field_of_education
Level of education of prior VET study for which credit/RPL was offered 563 152-154 3 Alphanumeric govt_snapshot_sca.vte_level_detail
Type of provider where VET study was undertaken 564 155-157 2 Alphanumeric govt_snapshot_sca.govt_vte_provider_type
Filler 4 spaces N/A 158-161 4 Alphanumeric N/A
Filler 50 spaces N/A 162-211 50 Alphanumeric N/A
Filler 4 spaces N/A 212-215 4 Alphanumeric N/A
Study Reason Identifier 575 216-217 2 Alphanumeric govt_snapshot_sca.study_reason_id
Labour Force Status Identifier 576 218-219 2 Alphanumeric govt_snapshot_sca.labour_force_status_id
Unique Student Identifier 576 219-228 10 Alphanumeric govt_snapshot_sca.person_usi

Revisions File (VRC):

The VRC submission file applies to the VET Student Loans Revisions Submission Snapshot.
The VET Commencement Date Revision submission enables providers to revise the Course of study commencement date (element 534) data that has previously been reported to the department on the VET Student Load/liability (LL) file in a Student submission. The VET Commencement Date Revision (VRC) file is the only file included in a VET Commencement Date Revision submission.
Each record in the VRC file must have the same unique combination of values previously reported for a student in a VET Student submission for:

These elements are the key identifiers for a student’s enrolment record. A revised record will be matched on these elements by HEPCAT.

(Note: See the HEIMS HELP website for the classification codes that apply to each Element number listed below.)

Record Type and Element Name Element Number Position Width Data Type Column Mapping
Student identification code 313 1-10 10 Alphanumeric govt_snapshot_pe.person_id
Course code 307 11-20 10 Alphanumeric govt_snapshot_sca.reported_course_cd
Course of Study Commencement Date 534 21-26 6 Numeric govt_snapshot_sca.commencement_dt
Filler 50 spaces N/A 27-76 50 Alphanumeric N/A
 

Last Modified on 21-Dec-2017 9:41 AM

History Information

Release Information Project Change to Document
19.0.0.3 & 19.1.0.3 & 20.0.0.2 2262 - Compliance - VET FEE-HELP Course Revisions Changed 'HECS FEE- HELP' references to to 'HECS Student Loans'.
Added table identifying which revision file(s) to report a revision record to.
18.0.0.2 & 18.1 2089 - Compliance Added USI to VEN and VER files
17.0.0.3, 17.1.0.3, 18.0.0.2 2090 - PC 392 - Study Reason code Added note under each file heading re classification codes for elements
16.0.0.3, 16.1.0.3, 17.0.0.2, 17.1 1999 - Compliance - VET FEE HELP Revisions Added details for VER and VRC files
15.0.0.3, 15.1.0.2, 16.0 1845 - Compliance - VET Course of Study File Added note about matching elements in the VCO file
13.0.0.3, 14.0.0.3, 15.0.0.2, 15.1 1845 - Compliance - 2013 Reporting Added Filler row to VET Course Completion file, introduced in 2012 Reporting
15.0 1400 - Product Quality Added a new row to the VCO file table
14.0.0.2, 15.0 1400 - calipso 35304 Deleted stray text in the filename convention para under STAJ8850, re: setting yyyy to 0000 for VRL, VRD and VSR
13.0.0.3 1845 - Compliance DIISRTE Reporting 2012
13.1 1323 - Online Help Consolidation Added VET label, changed colour, updated link
12.0.0.3 1646 - Skills Vic Student Loans Reporting New page