Purpose

Enables production of the Commonwealth Learning Scholarship file for submission to DEST

SubSystem

Statistics

This process creates the Commonwealth Learning Scholarship (SS) File.

The file contains, for each half year, records of all students who had a Commonwealth Accommodation Scholarship (CAS) and/or a Commonwealth Education Costs Scholarship (CECS), at any time up until the Scholarship is reported with a Government Scholarship Status of 3 (Terminated).

The process stores the records in the Government Scholarship Snapshot table and then writes them out to the Commonwealth Learning Scholarship file. Any errors or warnings are reported in the System Log Entry table (s_log_entry) along with a message number which corresponds to the reason for the error.

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

This job is accessed via the main menu.

The Create Commonwealth Learning Scholarship File contains:

Tab

Parameters

• Submission Year
• Submission Number
• Start Date (view only)
• End Date (view only)

Rules/Notes:

Submission Year and Submission Number are Mandatory.

Validations include:

• A student reported with a Government Scholarship Status of 1 (Current), must have a record with a matching value for CHESSN, concatenated with the Student Identification Code in the Student Enrolment File, for the Submission Period, which has a Government Scholarship Type of 3, 4, or 5
• Students reported with a Government Scholarship Status of 1, are reported with a Termination Code of 0
• Students reported with a Government Scholarship Status of 3, are reported with a Termination Reason Code of 1, 2, 3, or 4
• A CHESSN must have a status of Provisional with a HEIMS Validated Date, or a status of ACTIVE
• If a student has both a CECS and a CAS record in the Submission Period and one has a Government Termination Reason Code of 1 (Course Complete) or 3 (Unsatisfactory Academic Progress), then the Government Scholarship Termination Code for the other record must be the same.
• If, for the previous submission, the student scholarship was reported with a CLS Status Code of 1 (Current) and is now 3 (Terminated), then the Termination Reason Code must be specified.

Submission Year:
Must exist as a Government Submission Control record and must have a System Submission Type of 'SCHLSHP' and

Submission Number:
Same as above.

To create a Commonwealth Learning Scholarship file select:

The process will extract records from the Government Scholarship Snapshot and PERSON_CHESSN table to create the Commonwealth Learning Scholarship file. The file is created to DEST specifications.

Errors will be logged to the S_LOG_ENTRY table, enabling users to query the results. A new System Log Type, 'CL_SCHLSHP' is used to record the detail.

A Government Scholarship Snapshot record will be created for each Student Scholarship identified. The Snapshot includes:

• One record for a Scholarship with a Government Scholarship Type of 3 (CECS). (The Government CLS Code must equal 1 (Commonwealth Education Costs Scholarship )).
• One record for a Scholarship with a Government Scholarship Type of 4 (CAS). (The Government CLS Code must equal 2 (Commonwealth Accommodation Scholarship)).
• Two records for a Scholarship with a Government Scholarship Type of 5 (BOTH) including:
  • One where the Government CLS Code must equal 1 (Commonwealth Education Costs Scholarship).
  • One where the Government CLS Code must equal 2 (Commonwealth Accommodation Scholarship).

Once created, the file will be stored in the 'KEEP' directory as defined in the S_JOB_CONTROL table.

The file name will be HX1234YY.AXNNN:

• ‘HX’ always present
• 1234 represents the Institution Code, i.e. 3030
• YY represents the file acronym (i.e. ‘SS’ for Commonwealth Learning Scholarship)
• ‘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 represents the submission number.

The file must be sorted in ascending order of CHESSN.

Rules/Notes:

Government Scholarship Type values applicable to the process are:

• 00 - Not a Scholaship
• 03 - Commonwealth Education Costs Scholarship (CECS) only
• 04 - Commonwealth Accommodation Scholarship (CAS) only
• 05 - Both Commonwealth Education Costs Scholarship (CECS) and Commonwealth Accommodation Scholarship (CAS)

Government Commonwealth Learning Scholarship (CLS) Code values are:

• 1 - Commonwaelth Education Costs Scholarship
• 2 - Commonwealth Accommodation Scholarship

Government Scholarship Status values are:

• 0 - Student is not in receipt of a Commonwealth Learning Scholarship
• 1 - Student has a Current Commonwealth Learning Scholarship
• 2 - Student has Deferred Commonwealth Learning Scholarship
• 3 - Student has Terminated Commonwealth Learning Scholarship

Governement CLS Termination Reason Code values are:

• 0 - Scholarship active
• 1 - Course complete/Batchelor or higher level Award completed
• 2 - Full Scholarship period consumed
• 3 - Unsatisfactory Academic progress
• 4 - No longer eligible

If the Government Scholarship Type is 3 (CECS), then the Government CLS Code will be set to 1 (Commonwealth Education Costs Scholarship ).

If the Government Scholarship Type is 4 (CAS), then the Government CLS Code will be set to 2 (Commonwealth Accommodation Scholarship ).

If the Government Scholarship Type is 5 (BOTH), then two records will be created for the student, one with the Government CLS Code set to 1 (Commonwealth Education Costs Scholarship) and one with the Government CLS Code set to 2 (Commonwealth Accommodation Scholarship).