Articulated Courses

Articulated courses (undergraduate courses from which students can continue directly into a related undergraduate Honours course or Masters courses from which students can continue directly into a related Masters Honours course) should be defined using the Articulated Course Rule (CRSF1700).

Attendance Types

• The load ranges applying to full-time and part-time attendance types must be specified (in CRSF1170)

Calendar Structure

• Calendars of type ACADEMIC, TEACHING and LOAD must exist (CALF0220).
• Both TEACHING and LOAD calendar instances must be related to the relevant ACADEMIC calendar instances (CALF0330).
• TEACHING calendars must be related to LOAD calendar instances, including a percentage value, via the Default Load Apportion structure (ENRF01K0). Note that it is calendar types that are linked to LOAD calendars, not calendar instances.
  (*Note: This point is important where a teaching calendar representing, or beginning in, a summer semester that straddles two academic periods is used! In this case, the teaching calendar should be linked only to the later of the two academic periods that are straddled. If linked to both academic periods, the system will collect data from the two instances of the calendar type that are linked to the academic period specified as a parameter in the enrolment statistics snapshot. Where summer semester conforms to the definition of government semester 3, a load calendar will be required to specifically 'pick up' its load (e.g. LOAD-CAL-3).)
• Standard and/or aggregate load calendars can be used for government statistics purposes.
• Each TEACHING calendar must have a census date alias instance defined (CALF0511).

*About the note

The following logic is used to determine the teaching calendars to be considered for an enrolment statistics snapshot:

Select all load calendars in the government semester, load calendar structure.

Only use load calendar instances in the specified academic period. (We now have the set of relevant load calendar instances.)

From default load apportionment, find teaching calendar types related to the load calendar instances and get all instances of these calendar types (or if an aggregate load calendar instance, use the teaching calendar types related to its subordinate standard load calendars).

If the teaching calendar is a descendant (via any direct or indirect relationship) of the specified academic calendar, consider it.

Course Categories

• Course versions that are always government reportable should exist in a user-defined Course Category called 'GOVT-RPT'.
• Course versions that are never government reportable should exist in a user-defined Course Category called 'GOVT-NORPT'. Types of course versions that should never be reported are ELICOS
• Existence of a course version in either of the above user-defined Course Categories overrides any other system logic, except unit categories, to report/not report a course version.

Course categories are maintained in CRSF1130.

Course Field of Education

• Every combined course (e.g. double degree) should have a major and supplementary field of Education recorded for it (in CRSF1260). If no supplementary field of education is recorded for a combined course, the major field of Education is reported in the government statistics against both the Field of Education Code (element 461) and the Field of Education Supplementary Code (element 462).

Course Groups

• All combined courses (e.g. double degrees) should be included in a course group with a system course group type of 'COMBINED'.
• Where students are able to (or must) move between courses considered to be equivalent, the equivalent courses must all belong to the same course group of system type EQUIV. The statistics subsystem uses course equivalence in determining whether or not a student is a commencing student.
  For example, course AAA100 undergoes structural changes. The changed course is named AAA107. The courses are judged to be equivalent. The two courses are placed in a course group with a meaningful name. Students who were enrolled in AAA100 and now enrol in AAA107 can then be identified as returning rather than commencing students.
• All courses which are 'related' for purposes of statistical reporting (including COMBINED courses) should belong to a course group of system course group type 'GOVT-RET' (Government Return). This is required for derivation of the commencing student indicator.

Course groups are maintained in CRSF11D0.

Course of Study

Different course versions which are essentially the same course are reported as being a particular course of study (DEST elements 393 and 394). Course of study must be recorded for these 'like' courses using the course reference code function.

• Create an institution defined reference code type mapped to the system reference code type CRSOFSTUDY, using CRSF11C0. It is recommended that the reference code type also be called CRSFOFSTUDY.
• Add the course of study to 'like' course versions using CRSF1290, accessed via CRSF1210. It is recommended that the course code of one of the 'like' course versions be used as the course of study code.

Courses

• The Course Code reported to the government is the Course Code concatenated with the Version Number of the course.
• For a course to be included in the Course file there needs to be a course offering instance of the course within the submission year.

Data from prior submissions

• It is assumed that data from prior submissions is converted from legacy systems to Callista. Data for the GOVT_STUDENT_ENROLMENT is all that is required. Institutions may want to transfer data to other tables (e.g. GOVT_STUDENT_LOAD and GOVT_STUDENT_LIABILITY) in order to have a complete set of data in Callista. Data should be transferred from as far back in time as possible in order to make the statistics more accurate. The routine to determine whether a student is a commencing student or not requires this data. Also, specific files, such as the Past Course Completions file, require this data.

Government Snapshot Details

• The Government Snapshot Details will need to be set up before the Enrollment Statistics Snapshot is run (STAF1340).

Government Values

• It is assumed that government values reported to DEST are set up according to the definitions in the DEST manual.

Institution Address

• The institution address is reported to the government in the HECS Due file. An address of type 'GOVT-CNTCT' must be created for the institution so that DEST address elements can be identified.
• On the Address Type table (ORGF0116) create an address type of 'GOVT-CNTCT'. The following components of the address type are mandatory -
• Address Line 1 (Represents DEST element 427 - Institution Address Part 1.)
• Address Line 2 (Represents DEST element 428 - Institution Address Part 2. )
• Address Line 3 (Represents DEST element 429 - Institution Suburb.)
• Address Line 4 (Represents DEST element 430 - Institution State.)
• Postcode (Represents DEST element 431 - Institution Postcode.)
• Phone 1 (Represents DEST element 425 - Institution Contact Phone Number.)
• Phone 2 (Represents DEST element 426 - Institution Contact Fax Number.)
• Create an Institution Address of address type 'GOVT-CNTCT' (ORGF0122)
• On the Institution Address table the Contact Person will map to DEST element 424 - Institution Contact Name.
• Ensure the institution address is effective as at the semester date of the HECS Due File (DEST element 421 - Semester Date).

Organisational Units

• Local organisational units are those belonging to the local institution.
• If the Govt Org Unit Code field in ORGF0141 contains a value then that value will be reported to the government, however if there is nothing in this field then a value derived from the Org Unit Code is reported. ( If the Org Unit Code value is less than 4 characters in length then it is reported, however, if it is 4 characters or more in length then the 2nd, 3rd and 4th characters are reported. )

Person Addresses

• Student address details (postal and permanent) are reported to the government in the HECS Due file. 2 views have been created to be able to determine the student address details -

PERSON_ADDR_GOVT_POST_V (Permanent Address)

Columns are -

• person_id
• start_dt
• end_dt
• addr_part_1 DEST element 406
• addr_part_2 DEST element 407
• addr_part_3 DEST element 408
• postcode DEST element 409
• os_addr_ind (Whether or not the address is an overseas address.)

PERSON_ADDR_GOVT_PERM_V (Postal Address)

Columns are -

• person_id
• start_dt
• end_dt
• addr_part_1 DEST element 410
• addr_part_2 DEST element 411
• addr_part_3 DEST element 412
• postcode DEST element 413
• os_addr_ind (Whether or not the address is an overseas address.)

These views are based on user-defined address types and they will need to be customised for each institution. (This will require assistance from your MIS/IT specialists)

At Deakin University the student's permanent address is represented by the address types 'HOME' or 'OS-HOME' and the student's postal address is represented by the address types 'POSTAL' or 'OS-POSTAL'. The local address will be used in preference to an overseas address.

• Ensure addresses for student's are effective as at the semester date of the HECS Due File (DEST element 421 - Semester Date).

Research Units

• Research units may or may not be set up with an Enrolled Credit Point value (CRSF2210). These units are put into the GOVT-RPT category to ensure that they will be reported to government. If a student undertakes a research unit in a research teaching period, the credit point value is not considered. If a research unit is undertaken in an 'ordinary' teaching period, the credit point value is considered and must be recorded for the unit.

Submission Census Dates

• It is assumed that the Submission 1 census date is 31 March of collection year.
• It is assumed that the Submission 2 census date is 31 August of collection year.

Teaching Calendar Census Date

• The user-defined census date alias that will be used as the census date for each TEACHING calendar must be defined on the System General Calendar Configuration table (ENRF01F0).

Unit Categories

• Unit versions that are always government reportable should exist in a user-defined Unit Category called 'GOVT-RPT' (unless EFTSU = 0).
• Unit versions that are never government reportable should exist in a user-defined Unit Category called 'GOVT-NORPT'. Types of unit version that should never be reported are complementary units, continuing units.
• Existence of a unit version in either of the above user-defined Unit Categories overrides any other system logic to report/not report a unit version.

Unit categories are maintained in CRSF2120.