Purpose

To export data for students who are receiving VSL loans, from Callista SMS to the Government eCAF Site

SubSystem

Statistics

For VET students to continue to receive a VET student loan, they are required to demonstrate to the government that they are continuing with their studies.
To do this they must complete a survey (engagement and progression form) accessed via the Government-provided eCAF System.

Before the student can complete the survey their education provider must enter their details into the eCAF system. This can be achieved by manual and bulk upload processes or by automatic uploads using the eCAF API via the STAJ2040 job.

In STAJ2040, APIs are used to create an interface between the eCAF system and the Callista SMS and details for students who are receiving VSL loans are transferred from Callista SMS to the Government eCAF Site using the web services via an automatic process.

A Progression Survey is triggered via an automatic process for students based on the following criteria:

• Student is currently receiving or will receive a VSL student loan
• Student has an eCAF enrolment record available in eCAF Portal
• Student has discontinued their studies and did not complete a progression survey in the last 4 months.

If an eCAF ID does not exist for a student course attempt, the export process will first fetch the eCAF ID from eCAF Portal, save it in the Callista database and then export data for the Progression survey.

Progression Survey invitations are triggered once this data is uploaded to the eCAF Portal. The eCAF Portal allows 14 days for students to complete the survey upon receiving an invitation. On completion of Progression Survey or expiry of allocated time, the status and outcome are updated in the eCAF Portal. Following this, another job, STAJ2050 can be used to import data back from the eCAF Portal. This populates the Progression Survey T-list item in ENRF3000.

STAJ2040 is only available to VET sector and cross sector institutions.

STAJ2040 is accessed via the main menu.

No parameters exist for this job.
On running the STAJ2040 job, a message box will appear with the following warning message. 'No parameters exist for this job. Do you wish to schedule the job to run as soon as possible?'

Configuration

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

Processing

• Get configuration details by calling the stap_prc_ecaf_config function.
• Create an s_log record of type ‘ECAF-P-EXP’ to facilitate creation of s_log_entry records during processing.
• Process student course attempts with the following:
  • Exclude from Progression Survey_indicator not selected in ENRF3000.
  • Exported to eCAF indicator is selected in ENRF3000.
  • Student Course Attempt status = ENROLLED or DISCONTIN with the Discontinued Date within the last 4 months.
  • The current Student Status recorded in ENRF3110 maps to a government value between 401 and 410 and the recorded status has the Vet Student Loan Eligible indicator selected in ENRF0162.
  • Student record not exported before and Student Status start date more than 4 months old or
    Student record has not been exported in the last 4 months, or the last survey was during the last 4 months but has a status of ‘Expired’.
  • Deceased indicator within Callista is not selected.
  • If the SCA eCAF iD is null, the export process first retrieves an eCAF iD from the eCAF portal and populates this field in ENRF3000.
    If we do not get an ecaf_id then an error is logged in s_log_entry with log_type = ECAF-P-EXP and a message that ‘The student has no record in the Government eCAF site.’
• Call eCAF Portal API (PORT /ecafs/{id}/progressions) with id = student course attempt's ecaf_id to do the export for all the records that satisfy the above conditions.
• If the job completes successfully (Response Code = 200), read the results into a JSON list to get:
  • number (i.e. progression number),
  • status (i.e. progression status),
  • outcome,
  • creationDate,
  • dueDate,
  • submittedDate,
  • lastModifiedDate.
• If the job fails(Response Code = 400, 401, 403, 404, 429 or 500), then a record is inserted into the S_LOG_ENTRY table with log_type ECAF-P-EXP and a message to say the thingo could not be exported.