(AUS) Managing Enrollment Feedback

This chapter provides an overview of the Enrollment Feedback process and discusses how to:

• Process enrollment feedback for Queensland Tertiary Admissions Centre (QTAC).

• Process enrollment feedback for South Australian Tertiary Admissions Centre (SATAC).

• Process enrollment feedback for University Admissions Centre (UAC).

• Process enrollment feedback for Victorian Tertiary Admissions Centre (VTAC).

Understanding Enrollment Feedback

Each state in Australia has access to a Tertiary Admissions Centre (TAC) that makes offers of admission on behalf of participating institutions. After TAC makes the offers, each institution becomes responsible for recording all acceptances of offers and all subsequent enrollments.

The four TACs in Australia that make offers are the University Admissions Centre-NSW & ACT (UAC), South Australian Tertiary Admissions Centre (SATAC), Victorian Tertiary Admissions Centre (VTAC), and Queensland Tertiary Admissions Centre (QTAC).

The final phase of the main TAC admissions period is known generically as enrollment feedback and involves the return of statistical information about applicants to the relevant TAC. In this phase, it is verified whether or not those applicants who accepted offers are in fact enrolled at the institution as of the census date of 31 March.

The principal purpose of the Enrollment Feedback file is to collect enrollment information about applicants who have been made an offer of admission through a TAC. The information is used by the TACs, participating institutions, Department of Education Science and Training (DEST), New South Wales Vice Chancellors Committee (NSWVCC), Australian Vice Chancellors Committee (AVCC), and other organizations for statistical purposes and future TAC application processing.

Each TAC has an enrollment feedback file that differs in format and field type; however, three of the TACs just require a file to be created in their own specified format. These files all get processed through different software. The other TAC (QTAC) delivers two files that must have fields appended.

Note. Only students loaded into your system using the TAC Load process (SAD_TACLDANZ) appear on the Enrollment Feedback reports.

Common Elements Used in This Chapter

Processing Enrollment Feedback for QTAC

This section provides an overview of QTAC enrollment feedback processing and discusses how to report enrollment for QTAC.

Understanding QTAC Enrollment Feedback Processing

The final phase of the main QTAC admissions period involves a verification of whether applicants who accepted offers are in fact enrolled as of the census date of 31 March.

Two files are placed in the institution's account on the QTAC FTP server. The account name is identical to that used for the offer files.

As of 31 March, the following information is returned to QTAC:

• Names of individuals who are enrolled or not enrolled.

• Names of individuals who are enrolled in the same QTAC programs or a different QTAC program.

• Names of individuals who are now deferred.

• Names of individuals who are not on the acceptance list.

  These individuals have lapsed offers that have been reinstated by the institution.

• Mode of attendance of each enrolled student.

• Type of attendance of each enrolled student.

• Student identification number of each enrolled student.

The institution may report this information to QTAC in one of two ways—as a bulk update or through the online system.

Reviewing Data Mapping for the QTAC Output File

This table lists the data mapping for the QTAC Enrollment Feedback files:

Page Used to Create a QTAC Enrollment Feedback Report

Reporting Enrollment for QTAC

Access the Enrollment Feedback QTAC page (Records and Enrollment, Enrollment Reporting, Enrollment Feedback QTAC AUS, Enrollment Feedback QTAC).

Processing Enrollment Feedback for SATAC

This section provides an overview of SATAC enrollment feedback processing and discusses how to report enrollment for SATAC.

Understanding SATAC Enrollment Feedback Processing

Your reconciliation should ensure that the enrollment record and the SATAC acceptance record (response codes A & AB) are identical for all students new to each of your programs offered through SATAC.

The basic codes are shown in the following table:

The four distinct phases of the reconciliation process are:

1. SATAC data extract.

   SATAC extracts the most up-to-date applicant information from its database and forwards it to its member institutions around the 31 March census date. Offer data can be then used by the member institution to add or update its information about SATAC applicants.

2. Reconciliation file prepared by institution.

   Each member institution extracts information from its own enrollment records and creates a file of reconciliation data to return to SATAC. This file should contain data about all new course students whose application should be processed by SATAC.

3. SATAC edit, edit correction, and update process.

   SATAC processes the reconciliation file returned from the member institutions in an iterative process. The process begins by running the edit program and reporting any validation errors in the data, then analyzing and correcting those errors (if possible). The next step is rerunning the edit program, reporting any errors, analyzing and correcting errors until all differences in the SATAC database and institutional files can be reconciled, and updating the SATAC database with the correct institutional data.

4. Reconciliation reporting.

   Reports that summarize the results are prepared by SATAC for the member institutions. Any issues that need addressing are highlighted.

Reviewing Data Mapping for the SATAC Output File

The following table lists the data mapping for the SATAC Enrollment Feedback files:

Page Used to Produce a SATAC Enrollment Feedback Report

Reporting Enrollment for SATAC

Access the Enrollment Feedback SATAC page (Records and Enrollment, Enrollment Reporting, Enrollment Feedback SATAC AUS, Enrollment Feedback SATAC).

Processing Enrollment Feedback for UAC

This section provides an overview of UAC enrollment feedback processing and discusses how to report enrollment for UAC.

Understanding UAC Enrollment Feedback Processing

During UAC enrollment feedback processing, the system produces a data set for each offer extended through UAC. Each data set contains the following:

• Enrollment code.

• Student number.

• Attendance type.

• Attendance mode.

Each institution has its own connection to the UAC system and generates its own data set. This data set can be updated in two ways, either through a file upload or manual update. This data set contains all offers for a given institution and also provides several empty columns as placeholders to receive information supplied by the institution.

Reviewing Data Mapping for the UAC Output File

The following table lists the data mapping for the UAC Enrollment Feedback files. The file created is a comma delimited file. Numeric fields should be zero justified.

Page Used to Create a UAC Enrollment Feedback Report

Reporting Enrollment for UAC

Access the Enrollment Feedback UAC page (Records and Enrollment, Enrollment Reporting, Enrollment Feedback UAC AUS, Enrollment Feedback UAC).

Processing Enrollment Feedback for VTAC

This section provides an overview of VTAC enrollment feedback processing and discusses how to report enrollment for VTAC.

Understanding VTAC Enrollment Feedback Processing

Enrollment feedback is also generated for the Victorian Tertiary Admissions Centre (VTAC).

Reviewing Data Mapping for the VTAC Output File

This table lists the data mapping for the VTAC Enrollment Feedback files:

Page Used to Create a VTAC Enrollment Feedback Report

Reporting Enrollment for VTAC

Access the Enrollment Feedback VTAC page (Records and Enrollment, Enrollment Reporting, Enrollment Feedback VTAC AUS, Enrollment Feedback VTAC).