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Student Record Return: Entry Profile Entity

If you select the Include Student Entities check box on the Create Extract Data page, the Create Extract process creates a Entry Profile entity. The process creates a Entry Profile entity for each Instance entity if either the Instance.COMDATE is within the reporting period or if the Include Entry Profile check box is selected on the Entry Profile page. The process creates a single Entry Profile entity using the same key structure as the Instance record.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

ACCESS

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Scotland

  • Either EntryProfile.QUALENT2 = 44 or 45 or EntryProfile.QUALENT3 = X00 or X01

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

ARTICLN

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Scotland

  • Entry Profile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

  • Related Instance.REDUCEDI = 00 or 04

  • Related Course.COURSEAIM = M22, M26, M28, H00, H11, H16, H18, H22, H23, I00, I11, or I16

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

CARELEAVER

Field Derivation Rule: Derive a value if one of the following sets of conditions is met. Otherwise, do not derive a value and leave the field blank.

Set

Conditions

Set 1

  • Country = England, and

  • Instance.REDUCEDI = 00, 01 or 04, and

  • Course.COURSEAIM begins with H (except for H50, H60, H61, H62, H78 or H81), I (except I60, I61 or I81), J or C or is M22, M26, M28, M71, or M88, and

  • Instance.FUNDCODE = 1 or 7 or null, and

  • Instance.COMDATE is greater than 2013-07-31, and

  • Instance.EXCHANGE is not 4, G or Z, and

  • Course.TTCID is not F

Set 2

  • Country = England, and

  • Instance.REDUCEDI = 08, and

  • Course.COURSEAIM begins with H (except for H50, H60, H61, H62, H78 or H81), I (except I60, I61 or I81), J or C or is M22, M26, M28, M71, or M88

Set 3

  • Country = Scotland, and

  • Instance.REDUCEDI = 00, 01 or 04, and

  • Course.COURSEAIM begins with H, I, J or C or is M22, M26, M28 or M88, and

  • EntryProfile.DOMICILE = XF, XG, XH, XI or XK, and

  • Instance.COMDATE is greater than 2013-07-31

Set 4

  • Country = Northern Ireland, and

  • Instance.REDUCEDI = 00, 01, or 04, and

  • Course.COURSEAIM beings with H, I, J or C or is M22, M26, M28, M71 or M88, and

  • EntryProfile.UCASAPPID exists, and

  • Instance.COMDATE is greater than 2013-07-31

Set 5

  • Country = Wales, and

  • Course.COURSEAIM beings with H, I, J or C or is M22, M26, M28, M71 or M88, and

  • EntryProfile.UCASAPPID exists, and

  • Instance.COMDATE is greater than 2013-07-31

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Pages Used:

Page

Page Element

Residency Self-Report select (Campus Community, then select Personal Information (Student), then select Identification (Student), then select Residency Data, then select Residency Self-Report)

State

Country

Entry Profile

DOMICILE

Nationality select (Records and Enrollment, then select HESA Reporting, then select Codes and Mappings, then select Code Mappings, then select Nationality)

HESA Domicile

Area of Permanent Residence select (Set Up SACR, then select Product Related, then select Recruiting and Admissions, then select UCAS, then select Mappings, then select Area of Permanent Residence)

HESA Code

Field Derivation Rule: Include for all Entry Profile entities.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Select the Residency Self-Report record with the latest Date Reported before the Instance.COMDATE. If no record is found, then select the record with the earliest Date Reported date on or after Instance.COMDATE.

    If a Residency Self-Report record is found and the Country value is not GBR, retrieve the related two-character code (COUNTRY_2CHAR) from the Country table (PS_COUNTRY_TBL). If the mapping to a HESA Domicile exists on the Nationality page for the Campus Solutions country code, use the mapped HESA Domicile value; otherwise, use the COUNTRY_2CHAR value.

  3. If the Residency Self-Report record is found, the Country value is GBR, and a State value exists, select the country and state values. If a mapping exists on the Area of Permanent Residence page between a HESA country code and the selected country and state values, use the mapped HESA Country code. If no mapping is found, log an error message and derive XK.

  4. If a Residency Self-Report record is found, the Country value is GBR, and a State value does not exist, derive XK.

  5. Use default.

  6. Derive as NULL ERROR.

Note that some Campus Solutions country codes are invalid for HESA reporting. Use the Nationality page to map the valid HESA codes with the Campus Solutions country codes.

Return: Student Record

Entity: Entry Profile

Pages Used:

Page

Page Element

Biographical Details select (Campus Community, then select Personal Information (Student), then select Add/Update Person, then select Biographical Details)

Marital Status

Entry Profile

MARSTAT

Marital Status select (Records and Enrollment, then select HESA Reporting, then select Codes and Mappings, then select Code Mappings, then select Marital Status )

HESA Marital Status

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Northern Ireland

  • EntryProfile.DOMICILE = XG (Northern Ireland)

  • Related Instance.REDUCEDI = 00 or 04

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Select the Marital Status value from the Biographical History record. Use the mapping on the Marital Status page to derive the HESA Martial Status code.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

NEWENT

Field Derivation Rule: Derive a value if the following conditions are met:

  • Related Instance.REDUCEDI = 00

  • Related Course.COURSEAIM begins with D, E, L, M, H, I, J, or C

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Do not derive a value and leave the field blank.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

NIDEPEND

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Northern Ireland

  • EntryProfile.DOMICILE = XG (Northern Ireland)

  • Related Instance.REDUCEDI = 00 or 04

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

PARED

Field Derivation Rule: Derive a value if the following conditions are met:

  • EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

  • Related Course.COURSEAIM = M22, M26, M28, H00, H11, H16, H18, H22, H23, I00, I11, I16, J10, J16, J20, J26, J30, C20, or C30

  • Related Instance.REDUCEDI = 00 or 04

  • If Country = Northern Ireland or Wales, then EntryProfile.UCASAPPID value should exist

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

PGCECLSS

Field Derivation Rule: Derive a value if the following conditions are met:

  • Related Instance.REDUCEDI = 00 or 04

  • Related Course.COURSEAIM = M71 or H71

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant.

  2. Derive from the Entry Profile page.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

PGCESBJ

PGCESBJ2

PGCESBJ3

Field Derivation Rule: Derive a value if the following conditions are met:

  • Related Instance.REDUCEDI = 00 or 04

  • Related Course.COURSEAIM = M71 or H71

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Use constant to create a single PGCESBJ field.

  2. Derive from the Entry Profile page.

  3. Use default to create a single PGCESBJ field.

  4. Derive a single PGCESBJ field as NULL ERROR.

Note: The system can derive up to three values. Each of the values is included as a separate PGCESBJ field in the XML file.

Return: Student Record

Entity: Entry Profile

Pages Used:

Page

Page Element

Addresses select (Campus Community, then select Personal Information (Student), then select Biographical (Student), then select Addresses/Phones, then select Addresses)

Postal

Entry Profile

POSTCODE

Field Derivation Rule: Derive a value if the following conditions are met:

  • EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

  • Related Instance.REDUCEDI = 00, 01, 04, 07 or 08

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Select the address record with the country code of GBR whose effective date is most recent and falls prior to Instance.COMDATE. The record must have an address type that matches the address type mapped with POSTCODE in the HESA Types page. Derive the post code from this record. If multiple valid addresses are found with the same effective date then one will be randomly picked.

    If no addresses are found prior to COMDATE, then select the earliest effective dated record with an effective date on or after COMDATE (that is, closest to COMDATE) that has an Address Type that corresponds with those defined as the Address Types for POSTCODE in the HESA Return Setup record. If multiple valid addresses are found with the same effective date then one will be randomly picked

    If the country of the selected address is one of the UK-related codes, the postcode is derived.

    The following country codes are considered as UK-related for the purposes of this derivation: GBR (United Kingdom), XF (England), XG (Northern Ireland), XH (Scotland), XI (Wales), XK (UK not otherwise specified), XL (Channel Islands not otherwise specified), GG (Guernsey), GGY (Guernsey), JE (Jersey), JEY (Jersey), IM (Isle of Man), or IMN (Isle of Man).

  3. Do not derive a value, leave the field blank and set ReasonForNull = 1.

For steps 1 and 2, the system validates that the derived post code value is in the correct format.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

PREVINST

Field Derivation Rule: Derive a value if the following conditions are met:

  • EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

  • Related Instance.REDUCEDI = 00 or 04

  • Related Course.COURSEAIM = M22, M26, M28, H00, H11, H16, H18, H22, H23, I00, I11, I16, J10, J16, J20, J26, J30, C20, or C30

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

QUALENT2

Field Derivation Rule:

Derive a value if the following conditions are met:

  • Instance.REDUCEDI = 00, 01, or 04

  • Instance.COMDATE is before 01-AUG-2010

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

QUALENT3

Field Derivation Rule:

Derive a value if the following conditions are met:

  • Instance.REDUCEDI = 00, 01, 04 or 09

  • Instance.COMDATE is on or after 01-AUG-2010

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Pages Used:

Page

Page Element

Religious Preference select (Campus Community, then select Personal Information (Student), then select Biographical (Student), then select Personal Attributes, then select Religious Preference)

Religious Preference

Entry Profile

RELIGION

Religion select (Records and Enrollment, then select HESA Reporting, then select Codes and Mappings, then select Code Mappings, then select Religion )

HESA Religion

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Northern Ireland

  • EntryProfile.DOMICILE = XG (Northern Ireland)

  • Related Instance.REDUCEDI = 00 or 04

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Select the religious preference from the personal information record. Use the mapping on the Religion page to derive the HESA Religion code.

    If the HESA religion code mapping does not exist, log an error message and skip to the next step.

  3. Use default.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

SEC

Field Derivation Rule: Derive a value if the following conditions are met:

  • A value for EntryProfile.UCASAPPID exists.

  • EntryProfile.DOMICILE is XF, XG, XH, XI, XK, XL, GG, JE or IM

  • Related Course.COURSEAIM begins with H, I, J, or C or is M22, M26 or M28.

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

SOC2000

Field Derivation Rule: Derive a value if the following conditions are met:

  • A value for EntryProfile.UCASAPPID exists.

  • EntryProfile.DOMICILE is XF, XG, XH, XI, XK, XL, GG, JE or IM

  • Related Course.COURSEAIM begins with H, I, J, or C or is M22, M26 or M28.

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Application Data select (Student Admissions, then select Application Maintenance, then select Maintain Applications, then select Application Data)

External Application Nbr

Entry Profile

UCASAPPID

Field Derivation Rule: Include for all Entry Profile entities.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use the Student Program record of the instance to find the admission application number (ADM_APPL_NBR). Use this admission application number to find the Admissions Data record (PS_ADM_APPL_DATA). Then, from the Application Data page for this record, find the External Application Number. The External Application Number is used to record the UCAS Application Number or Application Code plus Choice Number for UCAS applications.

    If External Application Number exists and is a UCAS number — that is, the number is a 4-character application code that begins UC, plus - , plus single-digit choice number (for example, UC01-1), then the system derives the UCAS number value minus the - and choice elements (for example, UC01). Only values beginning UC are derived. If any other value is found, the derivation step is skipped.

  3. Use default.

  4. Do not derive a value and leave the field blank.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

WELBACC

Field Derivation Rule: Derive a value if the following conditions are met:

  • EntryProfile.DOMICILE = XI (Wales)

  • Related Instance.REDUCEDI = 00 or 04

  • Related Course.COURSEAIM begins with H, I, J or C (that is, not FE)

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. If Country is Wales on the HESA Returns page, derive as NULL ERROR.

  4. If Country is not Wales on the HESA Returns page, do not derive a value and leave the field blank.

Return: Student Record

Entity: Entry Profile

Page Used:

Page

Page Element

Entry Profile

YRLLINST

Field Derivation Rule: Derive a value if the following conditions are met:

  • Country = Scotland

  • EntryProfile.ARTICLN = 1, 2, 3, or 4

Do not derive a value and leave the field blank, if the conditions are not met.

Derivation Steps:

  1. Derive from the Entry Profile page.

  2. Use default.

  3. Derive as NULL ERROR.