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ADMF32W0 - Maintain Person CHESSN Details

Purpose

This function enables the storage and validation of Person CHESSN details and the submission of real-time requests for CHESSN allocation or retrieval from the HEIMS database
Subsystem Admissions
Normally Run By Administration Specialist
Anticipated Frequency As required daily as long as the limit is not exceeded on retrieving real-time CHESSNs
Structure Blocks Person
CHESSN Details
Tabs Entitlement Details
More CHESSN Details
Buttons Find Person (ADMF1211)
Retrieve CHESSN

 

This form records and validates CHESSN's (Commonwealth Higher Education Student Support Number). This function enables the storage and validation of Person CHESSN details and the submission of real-time requests for CHESSN allocation or retrieval from the HEIMS database.

For a Glossary of Terms, see the end of this document.

CHESSN's are mandatory for:

  • Applicants applying for Commonwealth Support Places
  • Australian or New Zealand Citizens and Holders of an Australian permanent Visa applying for Undergraduate courses, Graduate entry degrees, Honours programs, some Postgraduate Course work programs and Courses offered in joint degree arrangements
  • Students with Commonwealth Learning Scholarships
  • Students seeking access to Commonwealth assistance

This excludes:

  • Research Courses supported by Research Training Schemes
  • International Studies
  • Domestic full fee paying students

Note: Creating a record in the person_chessn table implies that consent has been given by the student to transfer person details to HEIMS.

CHESSN records will require maintenance from time to time as a result of predefined events. The following are events that could trigger maintenance of a person's CHESSN:

  • A person changes their Citizenship Code
  • A person is found to have multiple Person ID's in either
    • The institution's SMS
    • HEIMS
  • A person discontinues a course before incurring load
  • A person changes their financial arrangments for a unit of study
  • A student defers or takes intermission from a course before incurring load and has a provisional CHESSN
  • CHESSN activation
  • CHESSN anomalies.

Lamps ‘REQUESTED’/‘NOT RECORDED’. These lamp will display:

  • ‘NOT RECORDED’ When a person has a PERSON_CHESSN record but the CHESSN has not yet been obtained
  • ‘REQUESTED’ when the person’s record is included in a current request to HEIMS. A current request indicates that the person data has been collected and sent to HEIMS, but a response has not been received and processed . For example, a HEIMS_TRANSACTION record exists where the HEIMS request has a STATUS that does not equal COMPLETED or FAILED.

For further information see Person CHESSN Detail History (AUDF3192), Batch CHESSN Allocation Results (ADMJ3910), or CHESSN Allocation Report (ADMR3910).

This form is accessed through the main menu, or through; ADMF3000, via the CHESSN button, or through ENRF3000, via the CHESSN button after querying a student.

 

The Person block contains:

  • Person ID
  • Sex
  • Date Of Birth

    Button

The CHESSN Details block contains:

  • Number
  • CHESSN
  • Date CHESSN Recorded
  • Creation Method
  • Status (LOV)
  • HEIMS Validation Date

    Button

  • Retrieve CHESSN
    The button will be enabled if:
    • The selected CHESSN record has a status of NOT_APPLIC or PROVISIONL (without a Validation date)
      AND
      The person does not have an outstanding batch CHESSN Allocation request
      OR
    • The person has no CHESSN records. For example, a new CHESSN record will be inserted when the button is selected
      OR
    • The person has only INVALID and/or INACTIVE CHESSN records. A new CHESSN record will be inserted when the button is selected.

Tabs

The Entitlement Details tab contains:

  • Allocation SLE/FEE HELP/CAS/CECS
  • Calculation As At (Date)
  • Usage SLE/FEE HELP/CAS/CECS
  • Balance SLE/FEE HELP/CAS/CECS
  • Retrieval Date

The More CHESSN Details tab contains:

  • Invalid/Inactive Reason
  • Comments

Rules/Notes:

Validations include:

  • A CHESSN can exist for one person only
  • A person can have only one Active or Provisional CHESSN
  • A person can have multiple CHESSN's where duplicates have been identified and HEIMS has indicated the primary CHESSN for Administrative purposes
  • Cannot insert a CHESSN for a student with Government Citizenship Code of 4, 5 or 9
  • System creation method cannot be populated if CHESSN is not populated
  • The format of all recorded CHESSN's must:
    • Have 10 characters
    • Have no leading zeros
    • Confirm with the CHESSN check digit validity algorithm, to be defined by DEST
    • Be numeric only, no alpha characters
  • Only an eligible person can have an Active or Provisional CHESSN
  • All CHESSN's must be cross-validated to Citizenship and Status Codes when entered
  • The HEIMS Validation Date Must be NULL for INVALID and NOT_APPLIC statuses
  • The HEIMS Validation Date must be populated for ACTIVE status
  • Provisional CHESSN can only change to ACTIVE, INVALID or NOT_APPLIC
  • ACTIVE CHESSN can only be changed to an INACTIVE or PROVISIONL Status
  • The status of an INVALID CHESSN can only be changed to NOT_APPLIC
  • An INACTIVE CHESSN can only be changed to an ACTIVE CHESSN
  • A NOT_APPLIC CHESSN can only be changed to a PROVISIONL CHESSN
  • Cannot have a NOT_APPLIC status where CHESSN is populated
  • Status must be NOT_APPLIC where CHESSN is not populated
  • Invalid/inactive reason can only be populated for INACTIVE or INVALID CHESSN statuses
  • Only one PROVISIONL, ACTIVE or NOT_APPLIC CHESSN can exist for each person
  • CHESSN records cannot be updated or deleted if it is included in an outstanding HEIMS CHESSN request
  • Cannot create a NOT_APPLIC CHESSN if a PROVISONL or ACTIVE CHESSN exists for a person.
  • Sex Code must be 'M' or 'F'
  • If the Country Code is 1100, then the Postcode must not be NULL, but in the range of 0001 to 9999
  • Postal Address must be present .

The real-time CHESSN request process:

  • Creates the HEIMS request
  • Validates Request Data
  • Logs-in to HEIMS Web Services
  • Transmits the request to HEIMS
  • Receives HEIMS Response
  • Validates the CHESSN
  • Inserts the CHESSN.

Rules/Notes:

A number is generated in the Number field when entering a CHESSN record.

The number of Real Time requests per day cannot exceed the daily real-time transaction limit. The limit is set up in ORGF0123.

Note: Previous HEP data should only be included where the Institution Code (selected in ADMF32W0) is mapped to a Government Institution Code that has the 'Valid HEP' check box set (in ORGF0115).

 

Glossary of Terms

Title Description
Callista Callista Software Services
CAS Commonwealth Accommodation Scholarship (Student Commonwealth Accommodation Scholarship Limit (Allocation), Usage and Balance)
CECS Commonwealth Education Costs Scholarship (Student Commonwealth Education Costs Scholarship Limit (Allocation), Usage and Balance)
CHESSN Commonwealth Higher Education Supported Student Number
HEIMS Higher Education Information Management System
HEIMSBAC Higher Education Information Management System Business Advisory Committee
HEIMSSAC Higher Education Information Management System Systems Advisory Committee
HEP Higher Education Provider
SLE Student Learning Entitlement
SMS Student Management System
TAC Tertiary Admission Centre

 

 


Last Modified on 10 October, 2006

History Information

Release Version Project Change to Document
9.1.0.0.0.0 1230 - DEST 2007 Added changes to Entitlement Details tab, two validations on Postcode and updated Glossary of Terms with CAS and CECS
9.0.0.0.0.0 1219 - SLE and FEE HELP Balances Added Tabs and Person ID field to CHESSN Details block
8.0.0.0.0.0 1070 - Exceptions to 702 - 2005 Added last 'Note' on HEP