Purpose

To import the VET Student Loans Eligible Student Status information as a new Student Status record in the Record Student Status (ENRF3110) form.

SubSystem

Statistics

This job imports a student's VET Student Loans Eligible Student Status information as new Student Status records in the Record Student Status (ENRF3110) form. It also imports the eCAF ID used in Progression Surveys for VET students, if one isn't already recorded for the student (ENRF3000).
It follows the STAJ2020 job, which exports the course enrolment data for VET Student Loans eligible students to the Government eCAF Site.

The STAJ2030 job calls two web services to perform the following functions:

• To retrieve the enrolment data from the Government eCAF site
• To update the processing status of the student enrolment record on the Government eCAF site

All the records that are imported from the Government eCAF site have a status = UNPROCESSED. The following fields are imported from the Government site for the VET Student Loans students using the API provided by the Department:

• Tax File Number
• Recorded Date
• Applied for a TFN
• eCAF ID

A new Student Status record, with a Start Date of the Recorded Date, is created for the student based on this data. The student status is determined based on the Funding Source and the training organisation of the Student Course Attempt (SCA). Any current Student Status record is end-dated with yesterday's date.

This job is only available to VET sector and cross sector institutions.

No parameters exist for this job.

This job is accessed via the main menu.

Configuration

• For the system configuration required to connect with the eCAF Portal refer to eCAF Portal Configuration.

Initial Processes

• Errors are raised if configuration details are not set up correctly . (See Errors below).
• An S_LOG record of type ECAF-IMP is created to facilitate creation of S_LOG_ENTRY records during processing or any errors or warnings generated. (See Errors and Warnings below).

Processing each student - Student Status related (ENRF3110)

• The tax file number, 'applied for a TFN' value, the submitted date, the course code and the person_id are retrieved.
• If the eCAF details for a student were manually created on the eCAF site (rather than uploaded using STAJ2020), then the course code entered on the site will need to match the course code of the student's Course Attempt.
• If the Student Course Attempt is not found, a warning is generated (see below) and the record is not processed.
• If the funding source = 13 or 20,  the student status is set to 401.
  If funding source = 11 or 15, the student status is based on state. i.e.
  • VIC=403
  • NSW=404
  • QLD=405
  • SA=406
  • WA=407
  • TAS=408
  • NT=409
  • ACT=410
  The state is derived from the active, local Institution. If one of the states above is not derived, a warning is generated (see below) and the record is not processed.
• If the student status cannot be derived, a warning is generated (see below) and the record is not processed.
• If a Student Status record already exists it is end-dated to yesterday.
• If the student is a New Zealand Citizen, the Help Eligible NZ Citizen checkbox is ticked.
• If eCAF returns that the student has applied for a Tax File Number, the tax file number and tax file number collected date will be NULL, and a
  warning will be generated (see below), however the record will still be processed.
• The eCAF web service is called to mark the record as processed in the eCAF system.
• An s_log_entry is logged: 'The Student Status information of ' || v_person_id || '|' || v_course_cd || ' has been successfully transferred to the Record Student Status.'

Processing each student - eCAF ID (ENRF3000)

• If a record corresponding to the Student Course Attempt is not found in the Government eCAF site, log an error.
• If the eCAF ID is null for the SCA, retrieve the eCAF ID for the student from the Government eCAF site.
• If the eCAF ID is populated for the SCA, do nothing.
• If the eCAF ID in the government eCAF site is different to the one for the SCA, log an error.

When the job completes successfully

• The following is output to the job run log: 'STAJ2030 completed successfully. X successfully imported records. X records with errors.'
  
• Successfully imported records will have had a student status record created and had their eCAF updated to PROCESSED. 
• Records with problems have an S_LOG_ENTRY record created with a ‘warning’ why they haven’t had a student status record created (see Warnings below). The eCAF for these records will not be marked as PROCESSED, and will need to have issues addressed before rerunning the job.

Errors that may be generated for this job:

• ECAF Interface endpoint not configured. Please check configuration in GENF5000.
• ECAF Interface username not configured. Please check configuration in GENF5000.
• ECAF Interface password not configured. Please check configuration in GENF5000.
• Unable to determine if proxy is used for ECAF Interface. Please check configuration in GENF5000.
• Proxy Server not configured. Please check configuration in GENF4600.
• Oracle Wallet not defined. Check configuration in GENF4710.

Warnings that may be generated for this job:

• The eCAF studentIdentificationNumber|courseOfStudyCode combination does not match a valid person_id|course_cd in the Student Course Attempt table.
• The Student Status information of ' || v_person_id || '|' || v_course_cd || ' cannot be exported to the Record Student Status. The Funding Source is missing.
• The Student Status information of ' || v_person_id || '|' || v_course_cd || ' cannot be exported to the Record Student Status. The State of the Institution of Enrolment is missing.
• The Student Status information of ' || v_person_id || '|' || v_course_cd || ' cannot be exported to the Record Student Status. A default, VET Student Loans help eligible student status cannot be derived.
• The student ' || v_person_id || '|' || v_course_cd || ' has applied for a Tax File Number but has not yet provided it. The Tax File Number must be provided by census date.