PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook

(AUS) Managing CHESSN Data Storage

This section provides an overview of Commonwealth Higher Education Student Support Number (CHESSN) data as it is used within PeopleSoft Enterprise Campus Solutions and discusses how to store CHESSN data.

Understanding CHESSN Data

CHESSN is a number assigned by HEIMS that uniquely identifies each student who receives Commonwealth assistance. All Commonwealth supported students or students who receive any Higher Education Loan Programme (HELP) assistance (HECS-HELP, FEE-HELP, OS-HELP) must have a CHESSN. The government uses the unique identifier to manage and monitor the Commonwealth assistance entitlements of students as defined by Higher Education Support Act 2003. The CHESSN allocated to a student is a life long identifier, therefore, except for exceptional circumstances, once a student is allocated a CHESSN, it will remain with them for life. Equally, an individual (student) must have only one active CHESSN.

Higher Education Providers (HEPs) can provide to HEIMS the data required for CHESSN allocation in one of the following ways:

In XML format sent to HEIMS through a web service channel (for allocation of one or many students).
Typed directly into a HEIMS web browser screen available to HEPs. This method is typically reserved for the request for allocation of a small number of CHESSNs.

The data sent through either of the above two methods provides information about students, such that HEIMS can provide a provisional CHESSN. The information provided by the HEP to HEIMS will also be used to identify, with high probability, a unique individual so as to prevent and minimize the probability of allocating multiple CHESSNs per student.

A CHESSN becomes active within HEIMS only when a record for the student is received in the Load-Liability file (LL file). The HEP informs students of their CHESSN through the Commonwealth Assistance Notice (CAN) service. The CAN service is a part of the HELP loans processing feature and is documented in the PeopleSoft Enterprise Campus Solutions Student Financials PeopleBook.

See Creating Commonwealth Assistance Notices.

Storing CHESSN Data

PeopleSoft provides the CHESSN Data component (SCC_CHESSN_AUS) through which you can record and store important CHESSN information for individual students. The component can be used preliminarily to store data for each student that you send to HEIMS for the CHESSN allocation process. Once HEIMS allocates provisional CHESSNs, you can record each student's CHESSN number with a Provisional status. Later, when students enroll, you send HEIMS the student's records in a Load-Liability (LL) file. Upon receiving the LL file, HEIMS updates the CHESSN status to Active for all reported students. You can then update the status in your system.

See (AUS) Managing CHESSN Data Storage.

This section discusses how to:

Enter CHESSN data.
Enter CHESSN Year 12 data.
Enter CHESSN previous HEP data.

Note. In addition to manually entering CHESSN data in the CHESSN Data component for students with newly assigned provisional or active CHESSNs, you can receive previously assigned CHESSN numbers for students by way of TAC (Tertiary Admissions Centre) loads. CHESSN values appear on the Personal Data page in the TAC suspense and TAC posting components.

See (AUS) Managing Tertiary Admissions Centre Data Loads.

Pages Used to Store CHESSN Data

Page Name	Definition Name	Navigation	Usage
CHESSN	SCC_CHESSN_AUS	Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN	Record CHESSNs, SLE usage, and remaining FEE-HELP balance for a student.
CHESSN Year 12	SCC_YR12_AUS	Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN Year 12	Record Year 12 information for a student.
CHESSN Previous HEP	SCC_HEP_AUS	Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN Previous HEP	Record previous HEP attendance information for a student.
Student CLS Details	SCC_CLS_AUS	Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, Student CLS Details	Record entitlement information for CLS.

Entering CHESSN Data

Access the CHESSN page (Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN).

CHESSN Data

Student Consent

Enter a value regarding the student's consent for releasing his or her information to HEIMS for CHESSN allocation. Choices are: Consent Denied, Consent Received, and Consent not yet sought.

HEIMS Entitlement Data

Entitlement Request	Select this check box if the data is the result of an HEIMS entitlement request.
CHESSN	Enter the student's assigned CHESSN. The system verifies the CHESSN number that you enter against the ISO 7064 Algorithm specified by the Department of Education, Employment and Workplace Relations (DEEWR).
CHESSN Status	HEIMS assigns a status of Active, Provisional, or Suspended to each CHESSN. The CHESSN status is Provisional until a student is reported through the LL file as enrolled with their account settled, at which time HEIMS updates the status to Active. Enter the appropriate value in this field.
Comments	Enter any comments regarding this record.

Ordinary Student Learning Entitlement, Fee-HELP Entitlement, Commonwealth Scholarships, and OS-HELP Entitlement

For each of the applicable entitlement types, enter the following information:

Usage	Enter the amount of this entitlement used by the student. For example, for SLE, enter the of EFTSL (equivalent full time student load) units used by the student. For Fee-HELP, enter the monetary amount of FEE-HELP used by the student. Express the amount in AUS currency or the default currency set for your institution.
Balance	Enter the amount of this entitlement unused by the student.
Limit	Enter the maximum amount of this entitlement allowed for the student.
As At Date	Enter the date when this entitlement data was received from HEIMS. Data is considered confirmed by HEIMS as accurate on the date when your institution receives it.

Entering CHESSN Year 12 Data

Access the CHESSN Year 12 page (Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN Year 12).

Attended Year 12

Enter a value regarding the student's year 12. Choices are: Attended Year 12, Did Not Attend Year 12, and Unknown. If you select Attended Year 12, additional fields appear on the page.

Year 12 Year

Enter the academic year in which the student was enrolled as year 12.

Effective Sequence

If the student attended more than one year 12 organization in the same year, use a unique effective sequence to identify each instance. The system populates this field to 1 by default, and then increments the value each time a new row is added with the same year as an existing row.

Year 12 Student Number

Enter the student's identification number from their year 12 organization.

State

Enter the state in which the student attended year 12.

Use Ext Org ID or School Name

External Org ID	If you have defined schools as organizations, you can select the school using the prompt in this field.
School Name	If you have not defined the school as an organization in your system, enter the school name.

Entering CHESSN Previous HEP Data

Access the CHESSN Previous HEP page (Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CHESSN Previous HEP).

Attended Previous HEP

Enter a value regarding the student's previous HEP attendance. Choices are: Attended Previous HEP, Did Not Attend Previous HEP, and Unknown. If you select Attended Previous HEP, additional fields appear on the page.

HEP Year

Enter the most recent academic year in which the student was enrolled at the HEP.

Effective Sequence

If the student attended more than one HEP in the same year, use a unique effective sequence to identify each instance. The system populates this field to 1 by default, and then increments the value each time a new row is added with the same year as an existing row.

HEP Student Number

Enter the student's identification number from their HEP.

HEP Code

Enter the HEP code for the organization. The HEP Code value is the DEST institution code used for Element 306.

Entering Commonwealth Scholarships and OS-HELP Entitlement Data

Access the CLS and OS-HELP page (Campus Community, Personal Information (Student), Biographical (Student), Personal Attributes, CHESSN Data, CLS and OS-HELP).

Commonwealth Scholarships

Enter the usage, balance, and limit amounts for the each of the applicable scholarship categories.

As At Data	Enter the date when the scholarship data was received from HEIMS. Data is considered confirmed by HEIMS as accurate on the date when your institution receives it.
Usage	Enter the number of payments that have been issued to the student.
Balance	Enter the number of payments remaining for the student.
Limit	Enter the maximum number of payments to which the student is entitled.

OS-HELP Entitlement

Enter the student's OS-HELP entitlement usage, balance, limit, and as at date.

Attended Year 12	Enter a value regarding the student's year 12. Choices are: Attended Year 12, Did Not Attend Year 12, and Unknown. If you select Attended Year 12, additional fields appear on the page.
Year 12 Year	Enter the academic year in which the student was enrolled as year 12.
Effective Sequence	If the student attended more than one year 12 organization in the same year, use a unique effective sequence to identify each instance. The system populates this field to 1 by default, and then increments the value each time a new row is added with the same year as an existing row.
Year 12 Student Number	Enter the student's identification number from their year 12 organization.
State	Enter the state in which the student attended year 12.

Attended Previous HEP	Enter a value regarding the student's previous HEP attendance. Choices are: Attended Previous HEP, Did Not Attend Previous HEP, and Unknown. If you select Attended Previous HEP, additional fields appear on the page.
HEP Year	Enter the most recent academic year in which the student was enrolled at the HEP.
Effective Sequence	If the student attended more than one HEP in the same year, use a unique effective sequence to identify each instance. The system populates this field to 1 by default, and then increments the value each time a new row is added with the same year as an existing row.
HEP Student Number	Enter the student's identification number from their HEP.
HEP Code	Enter the HEP code for the organization. The HEP Code value is the DEST institution code used for Element 306.