How the Government Statistics Process Works

This section includes:

• The Enrolments Statistics Snapshot
• The Government Submission Snapshot

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The activities involved in preparing a government statistics submission are described in Understanding Statistics.

This section of the user manual explains in greater detail some of the system processes involved in those activities. Its aim is to provide an insight (only) to the logic used during data extraction.

No attempt is made to restate the data specifications provided by DEST. Refer to the relevant DEST manuals as the definitive source of this information.

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The Enrolments Statistics Snapshot

The enrolments statistics snapshot is the first stage in a government submission. A snapshot is produced each time the job STAJ0100 is run. Institutions can choose to run this job as often as they require. This is likely to be nightly during enrolment periods.

The primary purpose of the enrolments statistics snapshot is to identify records which are to be considered for inclusion in the government submission snapshot.

Institutions may choose to access the snapshot table (ENR_STATISTICS_SNAPSHOT) using an ad-hoc reporting tool for purposes such as enrolment analysis.

STAJ0100 captures course and unit data for all student unit attempts except those with unit attempt status UNCONFIRM, INVALID or DUPLICATE at the point in time at which the capture process takes place. A record is included in the snapshot where the subject unit attempt is in a teaching period, linked to a load calendar that is linked to the academic period specified as a parameter to this job (STAJ0100). Records are split at the level of teaching responsibility and discipline group within a student unit attempt within a student course attempt. (e.g. a student will have two records for a unit where teaching responsibility is split between two organisational units) Records for 'research' unit attempts are split according to the research supervisor funding percentages effective at the teaching period census date rather than teaching responsibility percentages.

The following table lists the data included in the enrolments statistics snapshot, the DEST element to which it is related (where applicable) and the sources of the data. The combination of values for underlined data elements is the unique key to each record in the following tables. Follow the links for information regarding the derivation of derived values.

Enrolments Statistics Snapshot
Data Element	Description	DEST element	Source
SNAPSHOT_DT_TIME	date the snapshot was collected	-	set by the system
CI_CAL_TYPE	the load calendar with which the record is associated	-	determined via calendar relationships. The unit attempt in this record is included in the snapshot because it is in a teaching period, linked to a load calendar which is linked to the academic period specified as a parameter to this job (STAJ0100). The teaching period may be linked to more than one load calendar, hence for a given student unit attempt there may be more than one record.
CI_SEQUENCE_NUMBER		-
PERSON_ID	ID number of the student who is the subject of this record	313	student unit attempt
COURSE_CD	the course code of the student's course attempt	307	student unit attempt
CRV_VERSION_NUMBER	version of the course being undertaken	-	student course attempt
UNIT_CD	the unit code of the unit being undertaken by the student	354	student unit attempt
UV_VERSION_NUMBER	version of the unit being undertaken	-	student unit attempt
SUA_CAL_TYPE	the teaching period in which the student unit attempt is enrolled	-	student unit attempt
SUA_CI_SEQUENCE_NUMBER		-
TR_ORG_UNIT_CD	the organisational unit with teaching responsibility for the unit	333	(unit version &/or offering option) teaching responsibility. More than one organisational unit may be responsible for teaching a unit, hence for a given student unit attempt there may be more than one record.
TR_OU_START_DT		-
DISCIPLINE_GROUP_CD	the unit discipline to which the unit belongs	-	unit (version) discipline. A unit may be identified with more than one unit discipline, hence for a given student unit attempt there may be more than one record.
GOVT_DISCIPLINE_GROUP_CD	the government discipline to which the unit discipline (above) is mapped	336	unit discipline - government discipline group mapping
CRV_ORG_UNIT	the organisational unit with responsibility for the course	-	course version
CRV_OU_START_DT		-
COURSE_TYPE	the institution defined course type of the course	-	course version
GOVT_COURSE_TYPE	the government course type to which the institution defined course type (above) is mapped	310	course type - government course type mapping
COURSE_TYPE_GROUP_CD	the institution defined group to which a course type belongs	-	course type
SCA_LOCATION_CD	the location (usually a campus) at which a student course attempt is considered to be located	-	student course attempt
ATTENDANCE_MODE	the mode of attendance (e.g. on campus) of the student course attempt	-	Derived Value
GOVT_ATTENDANCE_MODE	the government attendance mode to which the attendance mode (above) is mapped	329	attendance mode - government attendance mode mapping
ATTENDANCE_TYPE	the attendance type (e.g. part-time) of the student	-	Derived Value
GOVT_ATTENDANCE_TYPE	the government attendance type to which the attendance type (above) is mapped	330	attendance type - government attendance type mapping
FUNDING_SOURCE	the institution defined funding source of the student course attempt	-	student course attempt
GOVT_FUNDING_SOURCE	the government funding source to which the institution defined funding source (above) is mapped	-	funding source - government funding source mapping
MAJOR_COURSE	indicates whether or not this course attempt is the student's major course	331	Derived Value
COMMENCING_STUDENT_IND	indicates whether or not the student is considered a commencing student	-	Derived Value
SCHOOL_LEAVER	indicates whether or not the student is considered a school leaver	-	Derived Value
NEW_TO_HIGHER_EDUCATION	indicates whether or not the student is attempting higher education for the first time	-	Derived Value
SUA_LOCATION_CD	the location (usually campus) at which the student is attempting the unit	-	student unit attempt
UNIT_CLASS	the class (e.g. evening on campus, day off campus) in which the student is attempting the unit	-	student unit attempt
UNIT_LEVEL	the year level in which the unit is normally attempted for this course type of the course attempt	-	Derived Value
ENROLLED_DT	the date the student unit attempt was enrolled	-	student unit attempt
DISCONTINUED_DT	the date the student unit attempt was discontinued	-	student unit attempt
EFTSU	effective (or equivalent) full-time student unit load for this record	339	Calculated Value
WEFTSU	weighted EFTSU	-	Calculated Value
UNIT_INT_COURSE_LEVEL_CD	attribute assigned (optionally) to the unit for institutional purposes (typically resource allocation)	-	unit version
GOVT_REPORTABLE_IND	indicates whether or not this record should be considered for inclusion in the government submission snapshot	-	Derived Value
UPDATE_WHO	person who ran the job to produce this record	-	user (who scheduled the request for the enrolment snapshot)
UPDATE_ON	the date this record was updated (created)	-	System date

An exception report (STAR0100) is produced from this job.

The Government Submission Snapshot

The Government Submission Snapshot process (STAJ0110) uses one of the enrolments snapshots, chosen by the user as best reflecting a complete picture of the institution's enrolment situation at the census date, to identify records to be included in the government submission. The Government Reportable Indicator is re-derived for all records except those which have been changed to 'X'. Only those records from the enrolments statistics snapshot which now have a government reportable indicator of Y (government reportable) or W (warning) are included in the government submission snapshot. The process populates the following database tables with data obtained from both the Enrolment Statistics Snapshot and other tables in Callista:

• GOVT_STUDENT_ENROLMENT
• GOVT_STUDENT_LIABILITY
• GOVT_STUDENT_LOAD

These tables are subsequently used to create the extract files which are loaded into DESTPAC.

The Government Snapshot process uses a different enrolment snapshot for the first and second submissions. Submission 3 is based on the snapshots for submission 2.

In line with the extract files required for each submission;

• for submission 1, the Government Snapshot process populates all three of the above tables.
• for submission 2, the Government Snapshot process populates all three of the above tables.
• for submission 3, only the load table is populated. It is a copy of the load table for submission 2, with the exception of Unit of Study Completion Status (element 355) which is re-derived.

The data elements recorded in each of the government snapshot tables are detailed below. Against each data element is shown its source and the extract (where applicable) in which it is used.

GOVT_STUDENT_ENROLMENT
Data Element	Description	DEST element	Source	Extract File
SUBMISSION_YR	year and submission number of the current submission	-	Parameters to the Government Snapshot job (STAJ0110)
SUBMISSION_NUMBER		-
PERSON_ID	ID number of the student	313	Enrolment Statistics Snapshot	Student Enrolment File.
COURSE_CD	the course code of the student's course attempt	307	Enrolment Statistics Snapshot	Student Enrolment File.
VERSION_NUMBER	version of the course being undertaken	-	Enrolment Statistics Snapshot
BIRTH_DT	date of birth of the student	315	student's person record	Student Enrolment File.
SEX	sex of the student	314	student's person record	Student Enrolment File.
ABORIG_TORRES_CD	the Aboriginal/Torres Strait Islander code assigned to the student	-	person statistics
GOVT_ABORIG_TORRES_CD	the government code to which the institution defined Aboriginal/Torres Strait Islander code (above) is mapped	316	institution - government Aboriginal/Torres Strait Islander code mapping	Student Enrolment File.
CITIZENSHIP_CD	the citizenship code assigned to the student	-	person statistics
GOVT_CITIZENSHIP_CD	the government code to which the institution defined citizenship code (above) is mapped	358	citizenship code - government citizenship code mapping	Student Enrolment File.
PERM_RESIDENT_CD	the permanent residency code assigned to the student	-	person statistics
GOVT_PERM_RESIDENT_CD	the government code to which the institution defined permanent residency code (above) is mapped	390	permanent residency code - government permanent residency code mapping	HECS Liability Status File.
HOME_LOCATION	whichever is set out of the student's home residence postcode or home residence country code	-	person statistics
GOVT_HOME_LOCATION	the government country code to which the home residence country code (above) is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	320	person statistics or country code - government country code mapping	Student Enrolment File.
TERM_LOCATION	whichever is set out of the student's semester residence postcode and semester residence country code	-	person statistics
GOVT_TERM_LOCATION	the government country code to which the semester residence country code (above) is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	319	person statistics or country code - government country code mapping	Student Enrolment File.
BIRTH_COUNTRY_CD	the country code for the student's country of birth	-	person statistics
GOVT_BIRTH_COUNTRY_CD	the government country code to which the institution defined country of birth is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	346	person statistics or country code - government country code mapping	Student Enrolment File.
YR_ARRIVAL	the year of arrival in Australia of a student born overseas	347	person statistics	Student Enrolment File.
HOME_LANGUAGE_CD	the code of a language other than English spoken in the student's home	-	person statistics
GOVT_HOME_LANGUAGE_CD	the government language code to which the institution defined home language code is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	348	person statistics or language code - government language code mapping	Student Enrolment File.
PRIOR_UG_INST	the code of the institution from which the student received their last qualification	-	person statistics
GOVT_PRIOR_UG_INST	the government institution code to which the institution defined institution code (above) is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	356	person statistics or institution - government institution mapping	Student Enrolment File. From 1999, this element is no longer required by DEST. It remains in the file and is ignored.
PRIOR_OTHER_QUAL	prior educational qualifications of the student	366	person statistics	Student Enrolment File.
PRIOR_POST_GRAD		359		Student Enrolment File.
PRIOR_DEGREE		360		Student Enrolment File.
PRIOR_SUBDEG_NOTAFE		361		Student Enrolment File.
PRIOR_SUBDEG_TAFE		362		Student Enrolment File.
PRIOR_SECED_TAFE		364		Student Enrolment File.
PRIOR_SECED_SCHOOL		365		Student Enrolment File.
PRIOR_TAFE_AWARD		363		Student Enrolment File.
PRIOR_STUDIES_EXEMPTION	percentage of course from which student has been granted exemption by virtue of approved advanced standing	367	If not a commencing student or if a commencing student and no exemption granted then value is 00, otherwise, the value of '% of Course Requirements Granted' in student's advanced standing record. If the value is greater than 99, this field is set to 99.	Student Enrolment File.
EXEMPTION_INSTITUTION_CD	the code of the institution from which most of the student's advanced standing accrued	-	major exemption institution from student's advanced standing record
GOVT_EXEMPTION_INSTITUTION_CD	the government institution code to which the institution defined exemption institution code (above) is mapped, or if no mapping exists, the institution value is used (it will be a valid DEST value)	368	major exemption institution from student's advanced standing record or institution code - government institution code mapping	Student Enrolment File.
ATTENDANCE_MODE	the attendance mode of the student's course attempt	-	Derived Value
GOVT_ATTENDANCE_MODE	the government attendance mode to which the institution defined attendance mode (above) is mapped	329	attendance mode - government attendance mode mapping	Student Enrolment File.
ATTENDANCE_TYPE	the attendance type (e.g. part-time) of the student	-	Derived Value
GOVT_ATTENDANCE_TYPE	the government attendance type to which the institution defined attendance type (above) is mapped	330	attendance type - government attendance type mapping	Student Enrolment File.
COMMENCEMENT_DT	the commencement date of the student's course attempt	328	student course attempt	Student Enrolment File.
MAJOR_COURSE	indicates whether or not this course attempt is the student's major course	331	Derived Value	Student Enrolment File.
TERTIARY_ENTRANCE_SCORE	student's tertiary entrance score	369	student's admission application, Australian secondary education score, or mapping of score to Government Score (in ADMF02W1)	Student Enrolment File.
BASIS_FOR_ADMISSION_TYPE	the basis for admission of the student to a course	-	student's admission course application basis for admission type. If none is found, student course attempt basis for admission type. If neither is found, NULL.
GOVT_BASIS_FOR_ADMISSION_TYPE	the government basis for admission type to which the institution defined basis for admission type (above) is mapped	327	basis for admission type - government basis for admission type mapping	Student Enrolment File.
GOVT_DISABILITY	the disabilities recorded against a student, coded as per DEST specifications	386	Derived Value	Student Enrolment File.
CAMPUS_LOCATION	the code representing an Australian (1) or Overseas (2) campus location	459	Derived from campus location address. If an Australian postcode exists (1), if only an overseas code (2), default is (1)	Student Enrolment File.
PREV_RTS_EFTSU	EFTSU from Research training scheme in previous course	460	Previous RTS EFTSU value in RESF3211
SEPARATION_STATUS	The separation status of a student enrolled in a higher degree.	465	Derived Value
UPDATE_WHO	user running the government submission snapshot job	-	username
UPDATE_ON	the date this record was updated (created)	-	System date

GOVT_STUDENT_LIABILITY
Data Element	Description	DEST element	Source	Extract File
SUBMISSION_YR	year and submission number of the current submission		Parameters to the Government Snapshot job (STAJ0110)
SUBMISSION_NUMBER
PERSON_ID	ID number of the student	313	Enrolment Statistics Snapshot	HECS Liability Status File.
COURSE_CD	the course code of the student's course attempt	307	Enrolment Statistics Snapshot	HECS Liability Status File.
VERSION_NUMBER	version of the course being undertaken	-	Enrolment Statistics Snapshot
GOVT_SEMESTER	the government semester for which the record is being reported	353	Derived Value	HECS Liability Status File.
HECS_PAYMENT_OPTION	the student's course attempt HECS payment option		student course attempt
GOVT_HECS_PAYMENT_OPTION	the government HECS payment option to which the institution defined HECS payment option (above) is mapped	380	HECS payment option - government HECS payment option mapping	HECS Liability Status File.
TOTAL_EFTSU	total EFTSU for a student course attempt within a government semester.	379	Derived Value	HECS Liability Status File.
INDUSTRIAL_EFTSU	total EFTSU for a student course attempt within a government semester, calculated from those student unit attempts within the course attempt where the unit version has its industrial indicator selected (CRSF2210).	383	Derived Value	HECS Liability Status File.
HECS_PREXMT_EXIE	The HECS liability calculated for an amount of EFTSU for non-work experience in industry student load	384	Derived Value	HECS Liability Status File.
HECS_AMOUNT_PAID	The amount which has been paid for the Higher Education Contribution Scheme liability for a semester	381	Derived Value	HECS Liability Status File.
TUITION_FEE	Tuition fee charged in respect of an amount of EFTSU being reported	391	Derived Value	HECS Liability Status File.
BIRTH_DT	date of birth of the student	315	student's person record	HECS Liability Status File.
SEX	sex of the student	314	student's person record	HECS Liability Status File.
CITIZENSHIP_CD	the citizenship code assigned to the student	-	person statistics	HECS Liability Status File.
GOVT_CITIZENSHIP_CD	the government code to which the institution defined citizenship code (above) is mapped	358	citizenship code - government citizenship code mapping	HECS Liability Status File.
PERM_RESIDENT_CD	the permanent residency code assigned to the student	-	person statistics	HECS Liability Status File.
GOVT_PERM_RESIDENT_CD	the government code to which the institution defined permanent residency code (above) is mapped	390	permanent residency code - government permanent residency code mapping	HECS Liability Status File.
COMMENCEMENT_DT	the commencement date of the student's course attempt	328	student course attempt	HECS Liability Status File.
DIFFERENTIAL_HECS_IND	the student's differential HECS indicator for the course attempt	392	student course attempt HECS option differential HECS indicator	HECS Liability Status File.
update_who	user running the government submission snapshot job	-	username
update_on	the date this record was updated (created)	-	System date

GOVT_STUDENT_LOAD
Data Element	Description	DEST element	Source	Extract File
SUBMISSION_YR	year and submission number of the current submission	-	Parameters to the Government Snapshot job (STAJ0110)
SUBMISSION_NUMBER		-
PERSON_ID	ID number of the student	313	Enrolment Statistics Snapshot	Student Load File.
COURSE_CD	the course code of the student's course attempt	307	Enrolment Statistics Snapshot	Student Load File.
CRV_VERSION_NUMBER	version of the course being undertaken	-	Enrolment Statistics Snapshot
GOVT_SEMESTER	the government semester for which the record is being reported	353	Derived Value	Student Load File.
UNIT_CD	the unit code of the student's unit attempt	354	Enrolment Statistics Snapshot	Student Load File.
UV_VERSION_NUMBER	the version of the unit being attempted	-	Enrolment Statistics Snapshot
SUA_CAL_TYPE	the teaching period in which the student unit attempt is enrolled	-	Enrolment Statistics Snapshot
SUA_CI_SEQUENCE_NUMBER		-
TR_ORG_UNIT_CD	the organisational unit with teaching responsibility for the unit	333	Enrolment Statistics Snapshot	Student Load File.
TR_OU_START_DT		-		Student Load File.
DISCIPLINE.DISCIPLINE_GROUP_CD	the unit discipline to which the unit belongs	-	unit (version) discipline. A unit may be identified with more than one unit discipline, hence for a given student unit attempt there may be more than one record.
GOVT_DISCIPLINE_GROUP_CD	the government discipline to which the unit discipline (above) is mapped	336	unit discipline - government discipline group mapping	Student Load File.
INDUSTRIAL_IND	the EFTSU value for the unit of study or part of the unit of study is generated by a work experience in industry component	337	unit version	Student Load File.
EFTSU	effective (or equivalent) full-time student unit load for this record	339	Enrolment Statistics Snapshot	Student Load File.
UNIT_COMPLETION_STATUS	A code which identifies whether a student has completed, failed, withdrawn from, will commence later in the year or is still in the process of completing a unit of study	355	Derived Value	Student Load File.
update_who	user running the government submission snapshot job	-	username
update_on	the date this record was updated (created)	-	System date

Updated 11 March 2002