This process updates the database

Subsystem

Student Finance

Purpose

To produce extract records containing the necessary information for printing of Government Loan Scheme liability notices. This job is designed to meet the government requirement to provide written notification to students of their Government Loan Scheme liability for a teaching period.

Normally Run By

A student finance specialist via Job Scheduler

Anticipated Frequency

As required for printing of Government Loan Scheme Liability Notices. The government requirement is to provide these notices within 30 days after the teaching period census date.

Parameter Sample

Extract
Process

This job uses the generic 'extract table' structure to store extracted data which can be used for the production of Government Loan Scheme liability notices. A program which uses the extracted data (and data from other Callista tables if required) to produce Government Loan Scheme notices can be custom built by the institution. The program accesses the extracted data via views specifically created for the Government Loan Scheme Notice of Liability Extract process. Extract Creation Processes describes this methodology.

Technical detail regarding Government Loan Scheme Notice of Liability extracts is provided in release Technical Documentation.

Details of the data available in the Government Loan Scheme liability notice views is available in PELS Notice of Liability Extract - View Details and BOTPLS Notice of Liability Extract - View Details.

Records can be selected for multiple students or for a single student. Records are extracted only for student course attempts with a relevant Government Loan Scheme assessment, who satisfy the chosen job parameters. The process:

• Finds details of students with a Government Loan Scheme liability in the specified fee assessment period. Details include:
• Student and student address details.
• System credit details.
• Course attempt details.
• Loan liable unit attempt details.
• Assessed fee liability details.
• Assessment and payment transaction details related to loan liable fees.
• Payments made by the loan scheme are excluded from the transactions details.

 

The extract process creates a record in the S_EXTRACT table which identifies the particular extract job run. It creates corresponding Government Loan Scheme Liability Notice detail records in the S_EXTRACT_RECORD table.

Update
Process

In a successful extract:

• source data for Government Loan Scheme Liability Notices is written to the S_EXTRACT_RECORD table. (Refer to Extract Creation Processes.)

and, unless the run is a test extraction (set by parameter)

• a correspondence item is created for each extract (displayed in CORF2310) and outgoing correspondence registered for each applicable student (shown in CORF2311) against the correspondence type selected by parameter in this job.

Government Loan Scheme Notice of Liability extract records

Twelve different types of record can be held for each individual Government Loan Scheme liability notice.

These records are:

• a header record with the financial period and institution details including an address (record type = HEADER)
• records for each student due to receive a Government Loan Scheme Notice of Liability. For each student selected, the following are extracted where applicable:
• personal details (record type = PERSON)
• addresses (record type = ADDRESSES)
• fee credits (record type = SYSTEM-CREDIT)
• details of assessed courses (record type = LOAN-LIABLE-COURSES)
• assessed Government Loan Scheme liabilities (record type = ASSESSED-LIABILITIES)
• assessed units (record type = LOAN-LIABLE-UNITS)
• assessment transactions (record type = TRANSACTION-DETAILS)
• external references (record type = EXTERNAL-REFERENCES)
• transaction summary (record type = TRANSACTION-SUMMARY)
• a footer record, giving totals of all records processed (record type = FOOTER).

See view details on PELS and BOTPLS documentation for more detail.

Run
Details

Method

This job can only be run in batch mode, through the Job Control & Scheduling subsystem.

Timing considerations

The job is run after the census date of the teaching period and after the Fee Assessment (FINJ3500), Process Person Payment Schedule (FINJ6111) jobs have been run, to ensure processing of any late changes affecting student fee assessments. Prior to this, the Draw Down (FINJ6235)job needs to be completed.

Due regard should be paid to timing this job with respect to the selection of the enrolment statistics snapshot to be used for government reporting, allowing sufficient lead time for correction of student enrolments.

The date and time of extract is stored with the extracted records.

Viewing the extracted data

Data is usually processed by the institution's custom built statement creation/printing job. Data can be viewed in the S_EXTRACT and S_EXTRACT_RECORD tables, or in a more useable form in the views PELS_LBLTY_EXTRACT_V, PELS_LBLTY_RECORD_V, BOTPLS_LBLTY_EXTRACT_V and BOTPLS_LBLTY_RECORD_V, using an ad-hoc query tool.

Parameters

Selection of parameters for this job depends on the particular circumstances in which it is being run. It is most likely to be run for:

1. all students with a Government Loan Scheme assessment in the selected fee assessment period, in which case only the mandatory parameters will be specified.
2. a specific cohort of students, in which case one of Fee Type, Fee Category, HECS Payment Option or Location, as well as the mandatory parameters, will be specified.
3. an individual student or a small group of students, either as a replacement Government Loan Scheme notice or because their assessment has changed. In this case either a Person ID or a Person ID Group will be specified.

NOTES: The % symbol indicates that the parameter is not considered for processing.

Request Person ID

mandatory - the ID number of the person requesting the job run. Defaults to the current user, but any valid person ID can be entered.

Correspondence Type

mandatory - the correspondence type against which a correspondence item is to be created and recorded for student course attempts with records in the extract.

To use this feature, a suitable correspondence type (or types) (e.g. PELSNOTICE or BOTPLS_NOT) should exist (see CORF2110) and be linked to the output from this job. In addition, only student course attempts with a correspondence category containing this correspondence type will be considered. It is recommended that the correspondence type be associated with all correspondence categories.

Fee Assessment Period

mandatory - used to limit the selection of records to those with a Government Loan Scheme assessment within the specified fee period. The default is the latest fee assessment period.

Fee Type

optional - the code of a single fee type can be selected or entered. The LOV displays only those fee types that are mapped to a Loan Scheme (FINF2100) in the specified Fee Assesment Period. Institutions using only one 'Government Loan Scheme' fee type can either select that fee type or leave as the default value (%). Institutions that have more than one fee type mapped to a loan scheme may select a single fee type from the LOV or use the default. The default (%) is all fee types that are mapped to a loan scheme.

Fee Category

 optional - the code of a single fee category can be selected or entered. Particularly useful for institutions which use different fee categories for different cohorts of students. Where an institution has a number of non Government Loan Scheme liable fee categories, processing can be reduced by running this job for only those categories which do have a Government Loan Scheme fee type. The default (%) is all fee categories.

mandatory - this LOV allows the user to select a Government Loan Scheme, either PELS or BOTPLS (at this stage).

HECS Payment Option

 optional - a single HECS payment option can be selected. Allows this job to be run separately for each Government Loan Scheme option. Comparison is made to students' course attempt HECS options current at the census date associated with the fee period. The default is HECs payment options. A % will select all HECs payment options. The Loan Scheme that the job is run for will determine which of these views is populated, ie. Loan Scheme = PELS, and PELS_LBLTY_EXTRACT_V is populated.

Course Code

optional - the code of a single course can be entered. This could be used, for example, where a change to a course has affected the Government Loan Scheme assessments of students enrolled in it, and there is a need to re-issue for that particular course. The default is all courses.

Person ID

optional - a single person ID can be entered. This is typically used where a Loan Scheme liability notice is being produced for a single student, either as a replacement or because the student's Loan Scheme assessment has changed.

Person ID Group

optional - a single person ID group can be selected. This is typically used where a Loan Scheme liability notice is being produced for a small number of students, either as a replacement or because the students' Loan Scheme assessment has changed. It can also be used to process an ID group produced by a previous run of this job (ie. to reprocess students reported as exceptions in a previous run).

Institution

 mandatory - a single institution, usually the default 'local' institution, must be specified (along with the institution address type parameter) in order to determine the institution address for inclusion in the extract.

Institution Address Type

 mandatory - a single address type to enable, in conjunction with the Institution parameter, an address to be determined for inclusion in the extract. This might be used by a Government Loan Scheme liability notice printing program to record a return address on statements.

Date of Issue

 optional - a date of issue (format dd/mm/yyyy) of Government Loan Scheme liability notices can be recorded and may be particularly useful where the date of issue differs from the run date of this job. If not specified, the date of issue is automatically set to the current system date.

Location Code

optional - a single location (usually campus) can be specified. This parameter might be used by institutions with administration decentralised across multiple campuses, allowing each campus to produce its own set of notices.

Comment

 optional - a comment of up to 60 characters can be recorded for inclusion in the extract. The comment could be included on printed Government Loan Scheme liability notices.

Test Extraction

must be set to:

• 'Y' (checked) - this is a test extraction. Correspondence items are not created for test extractions, or
• 'N' (unchecked) - this is not a test extraction. Correspondence items will be created for each student course attempt in the extract.

Producing PELS Liability Notices

Producing Government Loan Scheme Liability Notices

The extract data supplied is envisaged as sufficiently comprehensive to meet the varied needs of different institutions. Licensees will be responsible for the programming tasks involved in extracting data and producing Government Loan Scheme Notices of Liability from the records stored in the extract table, S_EXTRACT_RECORD via the PELS_LBLTY_RECORD_V or BOTPLS_LBLTY_RECORD_V view. Government Loan Scheme notices can thus be tailored to an individual institution's formatting and content requirements.

Some matters for consideration are:

• whether to use a subset of the data, or to extract additional information from any other Callista table for use in a statement
• the sort sequence that will be most useful for printing layouts.

Exception Report

The exception report lists all errors and warnings generated by this job. Records that generate errors or warnings are not written to the extract. A new Person ID Group is created containing the Person ID numbers of records that generated errors or warnings. The ID Group can be used as a parameter to rerun this job for the unprocessed records.

This exception report is produced

• As a part of FINJ6180 if errors with data are encountered
• Individually to produce a report from a previous run log
• At any time deemed necessary for whatever reason

Refer to the Job Control and Scheduling subsystem for details of scheduling and running batch and online jobs

Note

If exceptions are recorded for more than one person then the system creates a new person_id group containing student_id's of records with data errors. This person_id group is recorded against the correspondence item instead.

Log Creation Date

Permits exception reports produced from previous runs of this job to be reproduced. No further report parameters are required when this parameter is specified. This is a log created by a previous run for FINJ6180