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Setting Up for Collecting Applications and Offers Data

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

To meet the DIISRTE 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.

Page Name

Definition Name

Navigation

Usage

Profile

SSR_DEEWR_AO_PRFL

select Set Up SACR, then select Product Related, then select Student Records, then select Enrollment Reporting Codes, then select AUS Regulatory Report Setup, then select Applications & Offers Profile, then select Profile

Define key parameters to determine the selection of applicants to be included in the Applications & Offers data collection.

Element Mapping

SSR_DEEWR_AO_ELEMP

select Set Up SACR, then select Product Related, then select Student Records, then select Enrollment Reporting Codes, then select AUS Regulatory Report Setup, then select Applications & Offers Profile, then select Element Mapping

Define program action and reason combinations to define the scope of each of the files in the Applications & Offers data collection and assist in determining the value to report for elements 723 and 701.

Element 710 is reported by identifying the test ID and component that captures an International Baccalaureate score.

Element Defaults

SSR_DEEWR_AO_ELEDF

select Set Up SACR, then select Product Related, then select Student Records, then select Enrollment Reporting Codes, then select AUS Regulatory Report Setup, then select Applications & Offers Profile, then select Element Defaults

Specify either a constant or default value for a subset of elements in the Applications and Offers data collection.

Where applicable, a constant value is reported for all records in the file. A default value is reported if there is no data found.

Funding Source

SSR_DEEWR_FUND_SRC

select Set Up SACR, then select Product Related, then select Student Records, then select Enrollment Reporting Codes, then select AUS Regulatory Report Setup, then select Funding Source, then select Funding Source

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.

Element 702 Mapping

SSR_DEEWR_E702_MAP

select Set Up SACR, then select Product Related, then select Student Records, then select Enrollment Reporting Codes, then select AUS Regulatory Report Setup, then select Element 702 Map, then select Element 702 Mapping

Map the year 12 result type codes for Element 702 to the applicable state code.

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

Image: Profile page

This example illustrates the fields and controls on the Profile page. You can find definitions for the fields and controls later on this page.

Profile page

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

Field or Control

Definition
Application Center, Admit Type, and Application Method

Select a value in these fields if applicants included within the scope of the data collection are identifiable by an application centre, admit type, or application method on the admissions application.
Citizenship and Course of Study Type Code

The Applications and Offers Data Collection requirements include specific citizenship and course of study type values within scope. You must select all the required values for DIISRTE Citizenship Element 358 and DIISRTE Course of Study Type Element 310 that are applicable to the scope of the collection.

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

Image: Element Mapping page

This example illustrates the fields and controls on the Element Mapping page. You can find definitions for the fields and controls later on this page.

Element Mapping page

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:

Image: Element Mapping page: File Scope Mapping, Program Action tab

This example illustrates the fields and controls on the Element Mapping page: File Scope Mapping, Program Action tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: File Scope Mapping, Program Action tab

Image: Element Mapping page: File Scope Mapping, Application Status tab

This example illustrates the fields and controls on the Element Mapping page: File Scope Mapping, Application Status tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: File Scope Mapping, Application Status tab

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.

Field or Control

Definition
Application Status

Values are:

EX: Excluded

OF: Offered

NO: Not Offered

CO: Conditional

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:

Applicant Data

What is Reported

01 Jul 2009 APPL

An application exists and therefore the applicant is considered in scope and is reported in the Applicant Details and Preference Details files.

No APPL row exists in the file scope mapping: because no match is found, the applicant is not reported in the Offer Details file.

01 Jul 2009 APPL

02 Jul 2009 ADMT/29

03 Jul 2009 DEIN

05 Jul 2009 MATR

15 Jul 2009 PLNC

16 Jul 2009 DATA

Working backwards from 16 Jul, no match exists until the ADMT row. The process stops searching when it finds this match. Action reason 29 is irrelevant because, in the file scope mapping, ADMT has no related action reason.

In file scope mapping, program action ADMT has an OF application status: the applicant is therefore reported in the Applicant Details, Preference Details, and Offer Details files.

01 Jul 2009 APPL

02 Jul 2009 ADMT/29

03 Jul 2009 MATR

15 Jul 2009 DISC/DEAT

Working backwards from 15 Jul, the process finds a match on the 15 Jul row and stops searching.

In the file scope mapping, DISC/DEAT has an application status of EX: the applicant is not reported in any file.

Element 723 Mapping

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

Image: Element Mapping page: Element 723 Mapping, Program Action tab

This example illustrates the fields and controls on the Element Mapping page: Element 723 Mapping, Program Action tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: Element 723 Mapping, Program Action tab

Image: Element Mapping page: Element 723 Mapping, E723 Response Code tab

This example illustrates the fields and controls on the Element Mapping page: Element 723 Mapping, E723 Response Code tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: Element 723 Mapping, E723 Response Code tab

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:

Image: Element Mapping page: Element 701 Mapping, Program Action tab

This example illustrates the fields and controls on the Element Mapping page: Element 701 Mapping, Program Action tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: Element 701 Mapping, Program Action tab

Image: Element Mapping page: Element 701 Mapping, E701 Application Status tab

This example illustrates the fields and controls on the Element Mapping page: Element 701 Mapping, E701 Application Status tab. You can find definitions for the fields and controls later on this page.

Element Mapping page: Element 701 Mapping, E701 Application Status tab

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.

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

Image: Element Defaults page

This example illustrates the fields and controls on the Element Defaults page. You can find definitions for the fields and controls later on this page.

Element Defaults page

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 DIISRTE Equivalent values where relevant:

Element

DIISRTE Equivalent

314: Date of Birth

19010101

316: Aboriginal & Torres Strait Islander Code

9

348: Language Spoken at Home

9999

493: Highest Educational Participation Prior to Commencement

090000

702: Year 12 Result Type Code

10

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.

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

Image: Funding Source page

This example illustrates the fields and controls on the Funding Source page. You can find definitions for the fields and controls later on this page.

Funding Source page

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.

Field or Control

Definition
Funding Source

This user-defined code indicates the category of the place that the student is offered.

The Funding Source field appears on the AUS Student Program, Application Regional, Program Addition, and Quick Admit-Program/Plan pages.
Sector Code

The sector code represents DIISRTE Element 724. If the funding source is relevant to the Applications and Offers data collection, enter a value in this field. If not, the field can be blank. You can map multiple funding source values to a single sector code for reporting purposes.

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

Image: Element 702 Mapping page

This example illustrates the fields and controls on the Element 702 Mapping page. You can find definitions for the fields and controls later on this page.

Element 702 Mapping page

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.

Field or Control

Definition
Element 702 Code

Enter the Australian Year 12 result type code values for DIISRTE Element 702 and map each value to the relevant state.

You do not have to enter codes for values that are not directly attributable to a State, for example, International Baccalaureate.

The Element 702 code that is reported to DIISRTE is based on the value in the State field on the CHESSN Year 12 page, if the student attended year 12 in the year that is designated as current for the DIISRTE Applications and Offers Data collection—the year immediately prior to the reference year for which you run the Applications and Offers process.

See Generating the Applications and Offers Files.