Purpose

To create the Student Enrolment file for submission to DEST

SubSystem

Statistics

The job is run to create an extract file, containing records which provide a 'profile' of the student (e.g. date of birth, sex, home location, ethnicity, educational background).

This job is usually run in conjunction with STAJ0040, STAJ0050 and STAJ0140.

The function creates the extract file based on DEST requirements. The following applies when creating the file:

• Each record must have a unique value for:
  • Element 313 (Student Identification Code), concatenated with
  • Element 488 (Commonwealth Higher Education Student Support Number), concatendated with
  • Element 307 (Course Code)
• File must be sorted in ascending order for E307 (Course Code) within E313 (Student Identification Code) within E300 (Record Type Code).

Related/Dependent Jobs

This job is dependent on the Create Government Submission Snapshot process (STAJ0110) being performed first for the particular submission, .

For insights into Statistics see Understanding HE Statistics (STAINTR3).

This job is accessed from the main menu.

The Create Student Enrolment File block contains:

Tab

Parameters

• Submission Year (LOV)
• System Submission Type (LOV)
• Submission Number (LOV)
• Start Date
• End Date

Rules/Notes:

System Submission Type is used to control data that is included in the snapshot:

• Commonwealth Assisted students only (COM_ASST)
• Non-Commonwealth Assisted students only (N_COM_ASST)
• Both Commonwealth Assisted and Non-Commonwealth Assisted students (BOTH_ASST).

Submission Year, Type and Number are Mandatory fields.

Create Student Enrolment File process

All data is sourced from the GOVT_STUDENT_ENROLMENT table.

These records are stored in the institution specific EN file (with which statistics specialists will be familiar), in a directory specified by the 'KEEP' environment variable. This is a secure directory which users cannot (and do not need to) access.

The process 'Copy Extract Files From Secure Area' (STAJ0120) enables the EN file to be copied from the 'KEEP' directory to an accessible directory, specified by the 'USER' environment variable (refer to your system administrator).

File Naming: The file name will be HX1234YY.AXNNNT:

• ‘HX’ always present
• 1234 representing the Institution Code
• YY representing the file acronym. i.e., ‘EN’ for Student Enrolment
• ‘A’ always present
• X is the submission period (i.e. 1 for 01/01 to 30/06 or 2 for 01/07 to 31/12)
• NNN representing the submission number
• T representing the System Submission Type (C – Commonwealth Supported or N – Non Commonwealth Supported, B for Both Commonwealth Assisted and Non-Commonwealth Assisted).

Rules/Notes:

Output is in the DEST file specification format.