(AUS) Setting Up Government Reporting

This chapter provides an overview of Australian government reporting and discusses how to:

• Set up Department of Education, Employment and Workplace Relations (DEEWR) reporting codes.

• Set up for collecting Applications and Offers data.

• Set up Higher Education Contribution Scheme (HECS) liability in Student Records.

• Set up Centrelink reporting.

See Also

(AUS) Generating Government Reports

Understanding Australian Government Reporting

This section discusses the government departments that require higher education reporting.

Prerequisites

In order to generate required government reports, in addition to the setup covered in this chapter, you must set up these tables:

• Field of Study AUS

• Field of Education AUS

• Discipline Group Table AUS

• AOU Code Table AUS

• Program Code Table AUS

• Program Type Table AUS

• Level/Load Rules Table

See Setting Up Reporting Codes.

See (AUS) Defining Level Dependent Load Rules.

See (AUS) Setting Up Australian Academic Programs.

The Government Departments That Require Higher Education Reporting

DEEWR requires all institutions in Australia that receive funding from the Commonwealth government to provide statistical reports about programs offered, student enrollments and academic load, student liabilities under the Higher Education Loan Program (HELP), Commonwealth scholarships, enrollment and program completions, and application data.

The Australian Tax Office (ATO) also requires institutions to provide information about students and their HELP debts that are to be recovered through the taxation system. In a simple process for institutions, all returns are forwarded to DEEWR, which forwards the necessary information to the ATO.

Centrelink, an Australian Government Statutory Agency, requires institutions to provide continuous reporting about a student's study circumstances for all students in receipt of a Centrelink Payment.

See (AUS) Generating Government Reports.

Setting Up DEEWR Reporting Codes

This section provides an overview of DEEWR reporting codes and discusses how to:

• Set up institution codes.

• Set up DEEWR country codes.

• Map country codes to DEEWR country codes.

• Set up DEEWR language codes.

• Map language codes to DEEWR language codes.

• Set up DEEWR citizenship and residency codes.

• Set up DEEWR citizenship and residency mapping.

• Set up DEEWR processing.

• Set up level of education codes.

Understanding DEEWR Reporting Codes

To comply with the DEEWR reporting requirements, you use special DEEWR codes when reporting data. You map these DEEWR codes to the codes used in the PeopleSoft Campus Solutions system. In most cases, you need to set up the DEEWR codes only once. If DEEWR codes change, you must change the DEEWR setup to reflect those changes.

In some cases, the DEEWR codes are delivered as translate values for fields. It is important that you do not change these translate values unless there is a change in the DEEWR code.

Pages Used to Set Up DEEWR Reporting Codes

Setting Up Institution Codes

Access the DEEWR Institution Code page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Institution Code, DEEWR Institution Code).

These codes are provided by DEEWR. Set up codes for all your institutions, and for institutions from which you receive transfer students.

Setting Up DEEWR Country Codes

Access the DEEWR Country Code Table page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Country Code Table, DEEWR Country Code Table).

Setting up the country codes for DEEWR reporting requires that you enter the DEEWR country codes into your system, then map each DEEWR country code to the appropriate country code defined in the system. Map country codes to DEEWR country codes on the DEEWR Country Table page.

Mapping Country Codes to DEEWR Country Codes

Access the DEEWR Country Table page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Country Table, DEEWR Country Table).

Note. Set up DEEWR country code values on the DEEWR Country Code Table page.

Setting Up DEEWR Language Codes

Access the DEEWR Language Code Table page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Language Code Table, DEEWR Language Code Table).

Setting up the language codes for DEEWR reporting requires that you enter the DEEWR language codes into your system, then map each DEEWR language code with the appropriate language code in the system. Map language codes to DEEWR language codes on the DEEWR Language Table page.

Mapping Language Codes to DEEWR Language Codes

Access the DEEWR Language Table page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Language Table, DEEWR Language Table).

Note. Set up DEEWR language code values on the DEEWR Language Code Table page.

Setting Up DEEWR Citizenship and Residency Codes

Access the DEEWR Citizen/Res Indicator page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Citizen/Res Indicator, DEEWR Citizen/Res Indicator).

DEEWR citizenship and residency codes are provided by DEEWR. Map citizenship codes to DEEWR citizen/resident codes on the DEEWR Citizen/Resident Mapping page.

Setting Up DEEWR Citizenship and Residency Mapping

Access the DEEWR Citizen/Resident Mapping page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Citizen/Resident Mapping, DEEWR Citizen/Resident Mapping).

Note. Set up DEEWR citizenship and resident code values on the DEEWR Citizen/Res Indicator page.

Setting Up DEEWR Processing

Access the DEEWR Reporting Setup page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Reporting Setup, DEEWR Reporting Setup).

Note. For each new collection year, you must access this page and enter a new reference year row.

Address Usages

DEEWR Submission Counter

Setting Up Level of Education Codes

Access the DEEWR Level of Education VET page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, DEEWR Level of Education VET, DEEWR Level of Education VET).

Use this page to enter values for DEST Element 563 – Level of Education for Prior VET Study.

These values are then available in the Level of Education field on the Transfer Course Entry page, if the school type assigned to the credit has a DEST Credit Basis of 0200 Credit Offered for Prior VET Study.

Setting Up for Collecting Applications and Offers Data

This section provides an overview of Applications and Offers Data Collection and discusses how to:

• Set up an Applications and Offers profile.

• Set up Applications and Offers element mapping.

• Set up Applications and Offers element defaults.

• Set up funding source codes.

• Set up Element 702 mapping.

Understanding Applications and Offers Data Collection

To meet the DEEWR Applications and Offers Data Collection requirements, you use the Applications and Offers (SSR_DEEWR_AO) process.

The process generates three files— Applications Details, Preference Details, and Offer Details.

An applicant is included in the data collection only if an admissions application exists for the applicant. The Preference Details file includes a record for each program within collection scope for which an applicant has applied. The Offer Details file includes only those programs for which an applicant has been made an offer—it can therefore contain zero records.

The scope of Applications and Offers Collection Data requirements excludes certain categories of application, for example:

• Cancelled by an institution as duplicates, or because the applicant is known to be deceased or has falsified documentation, or for other administrative reasons.

• Registrations for non-commencing students following periods of lapsed enrollment, leave of absence, or deferment.

See Generating the Applications and Offers Files.

Pages Used to Set Up Applications and Offers Profile Parameters

Setting Up an Applications and Offers Profile

Access the Profile page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Applications & Offers Profile, Profile).

Use this page to define key selection parameters relevant to the data collection.

Setting Up Applications and Offers Element Mapping

Access the Element Mapping page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Applications & Offers Profile, Element Mapping).

Use this page to determine the value of a number of elements that must be reported and to further refine the scope of the collection by excluding a subset of applicants and distinguishing between preferences and offers.

File Scope Mapping

Here are examples of the Program Action and Application Status tabs:

Use these tabs to set up combinations of program action and reason(s) that affect:

• Whether the applicant is included in or excluded from the data collection.

• If included, whether the applicant is reported in Application Details and Preference Details file but not in the Offer Details file.

Enter an Application Status value only for program actions and (optional) reasons that are relevant to the collection scope.

An example of a program action that does not require a mapping is DATA (Data Change). A program action of DATA is typically used to change an attribute on the application or program that is not relevant to the scope of the collection.

An example of mappings is:

• Discontinued/Deceased–Excluded

• Admit–Offered

• Reconsideration–Not Offered

• Conditional–Conditional

When you run the Applications and Offers (SSR_DEEWR_AO) process from the Applications and Offers File page, the process uses the file scope mapping as follows:

1. The process selects an application based on the criteria on the Profile setup page and the admit term(s) that you enter on the Applications and Offers File run control page.

2. The process uses program action and reason data from either the admissions application (if not matriculated) or the academic program/plan stack and tries to map to the program action and reason data in the File Scope Mapping group box.

   The process searches in descending effective date and sequence order, as at the reference date on the run control page.

   The process checks each effective dated row until a match is found, at which point it stops searching, or until all rows are processed.

3. If the applicant's program action and reason maps to a program action and reason in the File Scope Mapping group box (first tab), the process uses the application status (second tab) to determine whether the data is included or excluded from scope, and if included, whether the data for that program is output to the Offer Details file.

   If no mapping is found between the applicant's program data and the data in the File Scope Mapping group box, the applicant is considered in scope for the Application Details and Preference Details files (because the applicant has an admissions application) but not the Offers Details file.

If you enter a program action without an action reason, all applicants with the specified program action are associated with the mapped application status, regardless of reason.

Note. Because the Applications and Offers process uses descending effective date order, any program action that rescinds an offer must be mapped to an application status of NO (Not Offered) to ensure the program is not included in the offer file. An example is the RECN (Reconsidered)–NO (Not Offered) row in the example page.

The CO (Conditional) application status in the example page has an equivalent meaning to NO. You do not have to enter a row for a conditional offer unless it might rescind a previous offer row. You can map the action reason(s) used for conditional offer to either NO or CO. The CO value is for transparency only.

Here are some examples of how the Applications and Offers process matches and reports data, using the data that appears in the Element Mapping page example:

Element 723 Mapping

Here are examples of the Program Action and E723 Response Code tabs:

That data that you set up here determines the value that is reported for Element 723 if the applicant is not enrolled in the reported program.

If the applicant is enrolled, a value of 1 (Accepted the offer) is reported regardless of the setup.

If no mapping is found, a value of 6 (Response unknown/not recorded) is reported.

If you do not enter an action reason for a program action, the process assumes all reasons for the program action.

Element 701 Mapping

Here are examples of the Program Action and the E701 Application Status tabs:

The data that you set up here determines the value that is reported for Element 701.

The minimum recommended setup is for 2 (Applicant Withdrawn), but you can identify values for every program action. If set up a status of 2 only, all other program actions assume the reporting value of 1 (Current Application).

Note. A distinction exists between an applicant withdrawn for the purpose of element 701 and applications that are excluded from data collection. Programs with an E701 status of application withdrawn must be reported. To exclude applicants from all 3 files, assign the relevant program action/reason combinations in the File Scope Mapping group box not in the Element 701 group box.

International Baccalaureate Score

This mapping determines the test score and component relevant to the IB Aggregate score reported at Element 710.

Setting Up Applications and Offers Element Defaults

Access the Element Defaults page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Applications & Offers Profile, Element Defaults).

Defaults are used to assist in the value of some elements that are reported in the Applications and Offers Data Collection. Only a subset of elements can be assigned either a default or constant value, because the concept is not applicable to all elements in the collection.

If you assign a constant value, all records in the data extracts are reported with the same value. If you assign a default value, the value is reported only if no data is found for the student for that particular element. You can assign a default value of blank—a blank value is output to file, highlighting the missing data.

Note. The only element that acknowledges a constant value is E724 Sector Code.

For all elements except Element 724, use the Default Value field to assign a default value to be reported if no data is sourced for the applicant.

This table lists the DEEWR Equivalent values where relevant:

Element 724

Release 9.0 customers can assign either a constant value or a default value if no funding source is assigned to the applicant with a mapping to Sector Code.

Release 8.9 customers must assign a constant value to the profile.

Setting Up Funding Source Codes

Access the Funding Source page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Funding Source, Funding Source).

Use this page to define funding source codes that can be assigned to the applicant or student to record the type of place that the applicant is offered or for which the student is currently enrolled.

Setting up Element 702 Mapping

Access the Element 702 page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Element 702 Map, Element 702 Mapping).

Use this page to map the year 12 result type codes for Element 702 to the applicable state codes.

The Applications and Offers process uses this mapping to report the state in which a student completed or is completing year 12.

See Generating the Applications and Offers Files.

Setting Up HECS Liability in Student Records

This section provides an overview of HECS liability in Student Records and discusses how to:

• Define cohort year.

• Set up HECS band IDs.

• Map liability status codes.

• Map work experience to HECS liability codes.

• Set up aggregated EFTSL values.

Understanding HECS Liability in Student Records

The HECS is an equitable way of ensuring that students contribute to the cost of their higher education. HECS provides a loan to students that is interest free, with deferred income contingent repayment. The purpose of HECS in the system is to determine how much of the tuition a student should pay, and then to collect the payments. To do this, HECS Band IDs must be associated with courses so that when students enroll, the system can calculate their contributions based on the HECS Band and their level/load (EFTSL). HECS Band IDs are associated with academic subjects, but you can override them at the course catalog level. All of the HECS processing (tuition calculation) occurs in the Student Financials application.

Pages Used to Set Up HECS Liability

Defining Cohort Years

Access the Cohort Year page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Cohort Year, Cohort Year).

A cohort year designates a group of students that all begin a particular course of study the same year.

Setting up cohort years enables your institution to specify the student contribution amounts and tuition fees for the student cohorts according to the guidelines in the Higher Education Support Act of 2003.

See Also

(AUS) Entering Australia-Specific Student Program Information

(AUS) Entering HECS Data

Adding or Updating Quick Enrollment Requests

Setting Up HECS Band IDs

Access the HECS Band ID Setup page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, HECS Band ID Setup, HECS Band ID Setup).

Note. Fixed HECS is used for students who enrolled before January 1, 1997, and are charged a single rate for all their subject areas.

The HECS Band ID determines the amount of tuition that an institution can charge per course.

The DEEWR sets up guidelines as to which band a subject should be placed. You associate HECS Band IDs with academic subjects. Courses that fall under that academic subject are automatically assigned the HECS Band ID of the academic subject; however, you can override the HECS Band ID for individual courses if required.

See Also

Defining Course Offerings

(AUS) Entering HECS Data

Mapping Liability Status Codes

Access the Map Liability Status page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Map Liability Status, Map Liability Status).

A liability status defines a student's payment options (for example, deferred or pay up front) and is assigned to each student in the term activation component.

The liability status codes are defined by DEEWR. In 2005, the codes were changed from two-digit to three-digit codes. For historical purposes, your system must maintain the two-digit codes.

See Also

(AUS) Setting Student Term Default Values

(AUS) Entering HECS Data

Adding or Updating Quick Enrollment Requests

Mapping Work Experience to HECS Liability Codes

Access the Map Work Exp to Liability page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, Map Work Exp to Liability, Map Work Exp to Liability).

WEI is work that is done as a part of, or in connection with, a course of study undertaken with a higher education provider (HEP) and the purpose of which is to obtain work experience relevant to the course of study.

The work experience can be a unit of study that is directed or supported by your institution for which the student pays a contribution amount or tuition fees, or it can be work experience not directed or supported by an institution for which the student pays no contribution or fees.

Setting Up Aggregated EFTSL Values

This section provides an overview of EFTSL Calculation and discusses how to set up Aggregated EFTSL values.

Understanding EFTSL Calculation

EFTSL is a measure of the study load, for one year, of a student undertaking a course of study on a full time basis.

To enable DEEWR to make accurate comparisons between institutions, student loads must be universally expressed in EFTSL values. One EFTSL is the amount of study that a full time student is expected to take in one year.

DEEWR requires that institutions report EFTSL values for each student, each year. A student's total EFTSL for a year is equal to the sum of EFTSL values for each term for which the student is enrolled in that year. The student's total EFTSL value for each term is the sum of the EFTSL for each class in which the student is enrolled in that term. The EFTSL value for each class is determined by dividing the number of units for each class in which the student is enrolled that term by the total annual units for that program of study.

This example illustrates the calculation of EFTSL values for a student for two terms:

To calculate the EFTSL for each class, the number of units for each class is divided by the annual units for the program of study:

Accounting 101 EFTSL = [15 units for the class] / [120 units for the annual program of study] = 0.125

Engineering 501 EFTSL = [30 units for the class] / [120 units for the annual program of study] = 0.25

This table lists the EFTSL for each class in the example:

Note. For classes that are offered on an annual basis, the EFTSL value must be split so that it represents the load attributed to the class in each term. For example, an annual class that is assigned 30 units might have an EFTSL of 0.25. The term EFTSL for the class would be 0.125 for a two-term year.

The term total units do not need to be equal for each term. For example, if the annual load is 120, you could have 75 units from the first term and 45 units for the second term.

Setting Up Aggregated EFTSL Values

Access the Aggregated EFTSL AUS page (Set Up SACR, Foundation Tables, Reporting Codes, Aggregated EFTSL AUS, Aggregated EFTSL AUS, Aggregated EFTSL AUS).

DEEWR requires that institutions report EFTSL values for each student, each year. A student's total EFTSL for a year is equal to the sum of EFTSL values for each term for which he or she is enrolled in that year. The student's total EFTSL value for each term is the sum of the EFTSL for each class in which the student is enrolled in that term. The EFTSL value for each class is determined by dividing the number of units for each class in which the student is enrolled that term by the total annual units for that program of study.

Aggregated EFTSL values are the total number of EFTSL values that a student accumulates while completing a program of study. This value is used to derive the element 350 Course of Study Load on the Course of Study file.

DEEWR provides the codes for aggregated EFTSL. You must enter the codes (in tenths) into the system so that you can show the equivalent course of study load (program load). For example, the program value of 30 is equal to 3 years EFTSL.

You assign an aggregated EFTSL to each of your programs on the Academic Program AUS page.

See Also

(AUS) Setting Up Australian Academic Programs

Setting Up Centrelink Reporting

This section discusses how to

• Set up Centrelink.

• Set up the load search/match parameters for CART.

• Set up the Last Cart Request ID.

Pages Used to Set up Centrelink Reporting

Setting up Centrelink

Access the Centrelink Setup page (Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, AUS Regulatory Report Setup, CART Setup, Centrelink Setup).

System Code	Enter the value CART. The system includes this value in the CART Response File Header for the field name System Code.
ABN (Australian Business Number)	Enter the ABN for your academic institution. The system includes this value in the CART Response File Header for the field name Institution ABN.
Centrelink User ID	Enter the User ID that Centrelink allocates for file exchange. The system reports this value in the CART Response File Header for field name User ID.

Setting up the Load Search/Match Parameters for CART

Define search/match rules to verify whether the data in the CART Request file contains a student ID or has an invalid student ID. Define search/match rules to verify whether the student's personal data in the request file is valid.

See Setting Up Search/Match.

Setting up the Last Cart Request ID

The Last CART Request ID field on the SA Features page displays the last CART Request ID that the system assigned to a CART request file. Each request file has a unique request ID. The system automatically increments the Last CART Request ID each time the CART Request File process loads a request file.

If required, reset the Last CART Request ID number. Set a number so that automatic numbering does not create numbers that already exist in the data.

This field appears only if you select the DEST, HECS, Centrelink, TAC check box on the SA Features page.