Generating the Student Data Files that Allow Revision

This section discusses how to:

  • Load the DIISRTE work records.

  • View the DIISRTE work records.

  • Generate the DIISRTE Student Data files.

  • Define completion percentage in joint degree programs for past course completions.

  • Generate the Annual File extracts.

  • View Past Course Completion records.

  • Date-Stamp records as submitted.

  • Extract TFN data.

Page Name

Definition Name

Navigation

Usage

Process Work Records

SSR_RC_DEST_WT

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Process Work Records > Process Work Records

Generate the DIISRTE work records for Enrollment, OS-HELP, SA-HELP, and Scholarships reporting.

View Enrollment Records

SSR_DEST_WRK_HDR

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > View Enrollment Records

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by EMPLID > View Enrollment Records

View the Enrollment work records that the system used to generate the DIISRTE reporting extracts.

View Units of Study

SSR_DESTWRK_UNT

Click the Units of Study link on the View Enrollment Records page.

View units of study data.

View OS-HELP Records

SSR_DEST_WRK_OS

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > View OS-HELP Records

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by EMPLID > View OS-HELP Records

View the OS_HELP work records that the system used to generate the DIISRTE reporting extracts.

View SA-HELP Records

SSR_DEST_WRK_SA

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > View SA-HELP Records

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by EMPLID > View SA-HELP Records

View the SA_HELP work records that the system used to generate the DIISRTE reporting extracts.

View Scholarship Records

SSR_DEST_WRK_SS

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > View Scholarship Records

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by EMPLID > View Scholarship Records

View the Scholarship work records that the system used to generate the DIISRTE reporting extracts.

Process Run History

SSR_DEST_WRK_HST

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > Process Run History

  • Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by EMPLID > Process Run History

Confirm work records processing.

Run Student Data Files

SSR_RC_DEST1

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run Student Data Files > Run Student Data Files

Generate the Student Data files - Enrollment Load/Liability, Commonwealth Assisted Students, Scholarships, OS-HELP, SA-HELP - for submission to DIISRTE.

Student Completion Percentage

SSR_DEST_COMPL

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Student Completion Percentage

Define the completion percentage for past course completion for DIISRTE reporting.

Run Annual File Extracts

SSR_RC_DEST2

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run Annual File Extracts > Run Annual File Extracts

Generate the DIISRTE Course of Study, Past Course Completions, and Unit of Study Completions files.

View PS Records

SSR_DEST_PS_HDR

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Course Completion Records > View PS Records

View records extracted for the Past Course Completions file.

View Completion Data

SSR_PSWRK_UNT

Click the Completion Details link on the View PS Records page.

View data extracted for the Past Course Completions file.

Process Run History

SSR_DESTPS_WRK_HST

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Course Completion Records > Process Run History

Confirm the processing for the Past Course Completions extract.

Submission Processing

SSR_DEST_RC_ST

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Submission Processing > Submission Processing

Enter the parameters to run the Submission Processing process. This process assigns a submission date to the work records submitted to DIISRTE.
Run TFN Extract

SSR_RC_TFN_EXTRACT_GBL

Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run TFN Extract

Extract TFN data in the TR or TL file format for selected groups of students. Run the report by parameters, population selection or student.

Access the Process Work Records page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Process Work Records > Process Work Records).

Field or Control

Definition
Reference Year

Select the year for which you are running the report.

Note: You can select only the years that you have set up on the Reporting Set Up page.

See Setting Up DIISRTE Reporting Codes
First or Second Half Year

Select which half of the year you are reporting.
Census Start Date and Census End Date

The system enters the census start and end dates based on the reference year.
CAS Indicator (Commonwealth Assisted Students indicator)

When using the CAS Indicator to distinguish between Commonwealth and Non-Commonwealth assisted students, the Process Work Records process references the Commonwealth Assisted check box on the Liability Status page:

Commonwlth Asstd Students Only (Commonwealth assisted students only): The process finds records for which the check box is selected.

Non Cmwlth Asstd Stdnts Only (non-Commonwealth assisted students only): The process finds records for which the check box is not selected.

All Students: The process finds all records that meet the other parameter selections regardless of whether the check box is selected or cleared.
Scholarship Group

Select the scholarship group value to indicate the scholarship records that you want to report to DIISRTE.

The Scholarship Group field allows you to cater to the different reporting deadlines for continuing and commencing scholarship holders. For example, if you want to report new scholarship holders first, then use the Scholarship Group field to select Commencing Only students.

Values for this field are Commencing Only and Commencing and Continuing. To exclude scholarships from processing, do not select any value.
Scholarship From Date and Scholarship To Date

Use the Scholarship From Date and Scholarship To Date fields to specify a date range applicable to the selection of commencing scholarship holders.

For CAS Indigenous Payments, the accept date on the Commonwealth Scholarship Page is relevant to this date range.

Students commencing a commonwealth scholarship other than CAS indigenous payments must have an enrollment record in Student Records with a census date within the range of the scholarship from and to dates.

See Setting Up DIISRTE Reporting Codes.

Access the Work Records by Period or View Work Records by EMPLID components to view DIISRTE work records.

Viewing Enrollment Records

Access the View Enrollment Records page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Work Records by Period > View Enrollment Records).

Click the Units of Study link to access the View Units of Study page and view class and financial data.

Viewing Units of Study

Access the View Units of Study page (click the Units of Study link on the View Enrollment Records page).

Each type of record to be reported (Class Enrollment, OS-HELP, SA-HELP, Scholarships) includes a submitted column. If the Submitted field is blank, the DIISRTE Submission process has not been run for this work data and the student and related data will be output to the corresponding flat file extract if the process is run. If a date value exists in the Submitted field, the record is available for revision. Only submitted data can be revised.

Access the Run Student Data Files page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run Student Data Files > Run Student Data Files).

Use this page to generate the Enrollment, Load/Liability, Commonwealth Assisted Students, Scholarships, OS-HELP, SA-HELP, and Commonwealth Scholarships flat file extracts.

Most of the fields on this page are the same as the fields on the Process Work Records page—refer to the documentation about that page.

Field or Control

Definition
File Path

Enter the path where you want the system to save the file.

The file path must end with a backslash (\).

Access the Student Completion Percentage page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Student Completion Percentage).

Use this page to set up the Completion Percentage (E578) and Joint Degree Partner Higher Education Provider Code (E579) elements for an academic program or plan to be used in DIISRTE reports. This page gives you the option to create a record to identify the institution code and completion percentage for students studying joint degrees with partner institutions.

Field or Control

Definition
Institution Code

This field indicates the four-digit institution code that identifies the joint degree partner institution. If you use the value 0000, this indicates the degree is not a joint degree.
Percent

This field indicates the percentage of course completion in a joint degree program that is recognized by a provider. The default value is 100, which indicates that the student is not studying a joint degree.

Access the Run Annual File Extracts page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run Annual File Extracts > Run Annual File Extracts).

Use this page to generate the Past Course Completion extract: when you click Run, select the DEEWR Past Course Completion process. You also run the DEEWR Course of Study File process and the DEEWR Unit of Study Completion process from this page.

Only Past Course Completion reporting has DIISRTE revision requirements.

Use the View Past Course Completion Records (SSR_DEST_PS_WRK) component to view records and data extracted for the Past Course Completions file.

Viewing Completion Records

Access the View PS Records page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Course Completion Records > View PS Records).

Click the Completion Details link to access the View Completion Data page and confirm the data elements returned in the extract.

Viewing Completion Data

Access the View Completion Data page (click the Completion Details link on the View PS Records page).

Field or Control

Definition
Joint Degree Partner

This field displays the four-digit institution code of the joint degree partner institution recognized by the provider. Records will only exist for students that have a joint degree. For students with no joint degree, the default value 0000 is displayed.
Completion Percent

This field displays a code that indicates the percentage of course completion in a joint degree program recognized by the provider. Records will only exist for students that have a joint degree. If multiple records exist for the Student Program and Joint Degree Partner (institution code), the Completion Percent field displays the sum of the percentages. For students with no joint degree, the value 100 is displayed.

See Defining Completion Percentage in Joint Degree Programs for Past Course Completions.

This table describes the DIISRTE data elements that populate the fields on this tab.

Field

DIISRTE Data Element

Course Code

307

CHESSN

488

Commencement Date

328

Attendance Mode

329

Attendance Type

330

Specialisation Code

463

Exemption Granted

385

Scholarship Type

487

Joint Degree Partner

579

Completion Percent

578

Select the Student Data tab:

The DIISRTE Submission process populates the date in the Submitted field.

This table describes the DIISRTE data elements that populate the fields on this tab.

Field

DIISRTE Data Element

Birthdate

314

Birth Country

346

Year Arrival

347

Gender

315

Language

348

ATSI Code

316

Citizenship

358

Disability

386

Submitted

Indicates the date the completion record was submitted to DIISRTE, populated by the Submission process. A blank value indicates data has not yet been confirmed as submitted.

Viewing Process Run History

Access the Process Run History page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > View Course Completion Records > Process Run History).

This page confirms the processing for the Past Course Completions extract by indicating the number of records reported and or stamped by the Submission process. The Records Processed field includes any past course completion revisions reported.

Access the Submission Processing page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Submission Processing > Submission Processing).

Records Submitted

In the Records Submitted group box select the check box applicable to the records that you have submitted. You can select multiple check boxes.

Field or Control

Definition
Enrollments

If you select this check box and run the process, the system changes the submitted date from blank to the current system date for the unit of study and academic organization (AOU) records relevant to the Load Liability, Enrollment, and Commonwealth Assisted Students files.
Scholarships

If you select this check box and run the process, the system changes the submitted date from blank to the current system date for the scholarship work records that belong to the reference year and reporting period. The system also stamps as submitted any scholarship revision records for the same reference year and half-year period that are not stamped as submitted.
OS-HELP

If you select this check box and run the process, the system changes the submitted date from blank to the current system date for the OS-HELP work records that belong to the reference year and reporting period.
SA-HELP

If you select this check box and run the process, the system changes the submitted date from blank to the current system date for the work records that belong to the reference year and reporting period identified.
Past Course Completion

Select this check box to allow date-stamping of Past Course Completion records that have been submitted to DIISRTE.

The First or Second Half Year run parameter is not applicable to past course completions; the system updates records with a submitted date based on the reference year parameter only for this annual extract.

The process date-stamps originally reported completion records for the reference year indicated and revised completion records less than or equal to the reference year indicated.

Use this page to extract student Tax File Number (TFN) data using parameters, population selection or by students, to verify student TFN information before submitting periodic report data. This process does not populate the work tables.

Access the Run TFN Extract page (Records and Enrollment > Enrollment Reporting > AUS Regulatory Reporting > Student Data Collection > Run TFN Extract).

Image: Run TFN Extract page

Extract student TFN data using parameters, population selection or student IDs.

Run TFN Extract page

Field or Control

Definition
Select Option

Select an option by which to extract the TFN data—parameters, population selection, or student ID. Based on the selected option, the system prompts you for further details.

  • Parameters: Use parameters similar to those used by other reporting functionality such as Process Work records— Reference Year, First or Second Half Year, Census Start and End Dates, CAS Indicator. See Loading the DIISRTE Work Records for information on parameter values.

  • Population Selection: Select students based on your own query.

  • Student: Generate a report for individual Student IDs.
File Type

Select whether to generate a TFN Revision (TR) or TFN Lookup (TL) file.
File Path

Enter a location to save the generated TFN file.
Increment Revision Number

Select to increment the Revisions Submission Number on the Reporting Setup page after the process completes successfully.
Unverified TFN

Select the check box to extract information only for unverified TFN numbers.