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ADMF32W0 - Maintain Person CHESSN Details (TCSI) (TCSI Configuration)

Purpose This form retrieves and displays CHESSN and Entitlement details for a student.
Subsystem Admissions
Normally Run By Administration Specialist
Anticipated Frequency As required
Structure Blocks Person
CHESSN Details
Tabs Entitlement Details
More CHESSN Details
Entitlement Position
Buttons Find Person (ADMF1211)
Retrieve Entitlements

 

Commonwealth Higher Education Student Support Number (CHESSN)
A CHESSN is a unique 10-digit number allocated to a student by the government. It is an important identifier used to monitor and manage the student's Commonwealth assistance. Prior to 2021, CHESSNs were allocated/validated by the government's Higher Education Information Management System (HEIMS), however from 2021 this process may be performed by the government's Tertiary Collection of Student Information (TCSI) system.
TCSI or HEIMS?
The appearance and functionality of ADMF32W0 depends on whether Callista has been set up to integrate with HEIMS or TCSI. This help page describes the appearance and functionality of ADMF32W0 when Callista is configured to integrate with TCSI. If your institution is integrating with HEIMS, you should refer to ADMF32W0 (HEIMS).
To switch from HEIMS to TCSI derivation of CHESSNs and entitlements, an administrator must set the CLOSED_IND to 'Y' for the HEIMS record in the S_CHESSN_CRTN_MTHD table and the TCSI record to 'N' in that table.

CHESSNs are required by:

  • 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.

Sourcing CHESSNs and Entitlements Information from TCSI
A student's information is reported to the government via Tribal Submissions when the student is included in the HE Students Data Group via STAJ3000 (HE) or the VSL STUDENT Data Group via STAJ4000. For more information refer to the TCSI Statistics help page.

For students requiring a CHESSN but without one, it will be allocated by the government when certain baseline data is included in the HE Students Data Group or the VSL Students Data Group that is reported to the government. The baseline data includes the following:

  • Student identification code (E313) - PERSON.PERSON_ID
  • Date of birth (E314) - PERSON.BIRTH_DT
  • Student family name (E402) - PERSON.SURNAME
  • Student given name first (E403) - PERSON.GIVEN_NAMES
  • Student given name others (E404) - PERSON.GIVEN_NAMES

These details are displayed and may be updated in forms such as ADMF1213, ADMF3000 and ENRF3000.
In some cases, a student’s Tax File Number (TFN) may also be required to allocate a CHESSN. The TFN may be recorded (but not displayed) in ENRF3110 or ENRF3240.

Once a provider has reported the ‘baseline’ data for a student to the government (via STAJ3000 or STAJ4000) a process is triggered for the government to automatically find or allocate a CHESSN for the student. The government TCSI Notifications facility is used to signify that the CHESSN is available for retrieval. The allocated CHESSN can then be retrieved from Edge via the TCSI CHESSN Retrieval job (ADMJ3950).

Where a student already has a CHESSN recorded in ADMF32W0 with an ACTIVE status, it is validated when the student is reported to TCSI as part of the HE STUDENTS Data Group or VSL STUDENTS Data Group (element 488).
The CHESSN lookup process will be re-executed by the government each time an institution reports or amends any of the following for a student:

  • Baseline data
  • TFN or CHESSN
  • Loan record or Commonwealth Scholarship.

See CHESSN Statuses below for information relating to CHESSN statuses and the sequence of CHESSN records displayed on this form.

Lamps

Note: Lamps will only appear against records with a NOT_APPLIC or PROVISIONL status.
If the student data for the person has not been transferred to Tribal Edge, the NOT REQUESTED lamp is set.
If the student data has been submitted to Tribal Edge and is awaiting a CHESSN to be allocated/validated, the REQUESTED lamp is set. The CHESSN can then be retrieved via ADMJ3950.

Student Entitlements

Student Entitlement information is also displayed in this form. These values are recalculated when the Retrieve Entitlements button is clicked, or the ADMJ3920 (Batch Entitlement Request) job is run.

ADMF32W0 can be accessed from the main menu, or via the CHESSN button in ADMF3000 or ENRF3000.
For a record of changes recorded for a student in ADMF32W0 refer to the Person CHESSN Detail History form (AUDF3192).

 

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)
  • Validation Date

Tabs

The Entitlement Details tab contains:

HELP

  • Last TCSI Entitlements Update Date
  • Lifetime Loan Limit
  • Usage
  • Available Balance
  • Available Status
  • Pending Balance
  • Pending Status

OS-HELP

  • Allocation
  • Usage
  • Balance
  • Status

  • Student Status Code
  • Study Period Commencement

The More CHESSN Details tab contains:

  • Invalid/Inactive Reason
  • Comments

The Entitlement Position tab contains:

  • Include Deleted Positions check box
  • Entitlement (LOV)
  • Entitlement Context
  • Entitlement Status
  • Outcome Type
  • Entitlement Balance
  • Outcome Text
  • As At Date:
  • Logical Delete Date

Buttons

  • Retrieve Entitlements
    The button will be enabled if the selected CHESSN record has a status of ACTIVE.

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 CHESSNs where duplicates have been identified and the government 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 CHESSNs must:
    • Have 10 characters
    • Have no leading zeros
    • Confirm with the CHESSN check digit validity algorithm
    • Be numeric only, no alpha characters
  • Only an eligible person can have an Active or Provisional CHESSN
  • All CHESSNs must be cross-validated to Citizenship and Status Codes when entered
  • The Validation Date Must be NULL for INVALID and NOT_APPLIC statuses
  • The 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
  • Cannot create a NOT_APPLIC CHESSN if a PROVISONL or ACTIVE CHESSN exists for a person.
  • Gender Code must be 'M' or 'F' or 'X'
  • If the Country Code is 1101, then the Postcode must not be NULL, but in the range of 0001 to 9999
  • Postal Address must be present .

On the Entitlement Position tab, when the Include Deleted Positions check box is selected, Entitlement Position records that are logically deleted are included in the query.

The Entitlement Position tab can be queried but contains display only data.


Real Time Entitlements retrieval:

  • Entitlement calculations for the person are performed.
  • Entitlement Position is updated and entitlement warnings are generated if the Person Entitlement Position Outcome is CRITICAL or WARNING.

Rules/Notes:

 

CHESSN Statuses

A sequence of CHESSN records may be displayed in ADMF32W0. The order of the sequence is indicated by the Number value for the record (the first record is 1) and a status is displayed for each record in the sequence. Multiple CHESSN records usually occurs when duplicates have been identified. Note: A person can have only one ACTIVE or PROVISIONL CHESSN at any one time, and a CHESSN can only be allocated to one student. All records that are marked with a status of NOT_APPLIC in ADMF32W0 will be processed by the ADMJ3290 job.So to ensure that a person chessn record gets picked up for processing, even if there are no external notifications received for the person, those records should be marked with NOT_APPLIC status, so that they will get picked up by the job.

The CHESSN status values are:

Upon receipt of a CHESSN from TCSI, CHESSN record(s) are updated in ADMF32W0 as follows:

  1. If the person does not have a CHESSN recorded already, then it is recorded for them with status ACTIVE.
  2. If the person already has this CHESSN recorded with ACTIVE status, then nothing is changed.
  3. If the person already has this CHESSN recorded but its status is not ACTIVE, it is changed to ACTIVE.
  4. If the person has a different CHESSN recorded with a status other than INVALID, it is changed to INVALID.
  5. If another person has the CHESSN recorded and it is ACTIVE or if the CHESSN is recorded for another person with a PROVSIONL /INACTIVE status along with a validation date, then an error is logged and no updates occur (this has to be investigated and sorted out manually).
  6. If another person has the CHESSN recorded with any status other than INVALID and it is not validated, then the status of that record is changed to INVALID.

Note: Actions 4-6 will act in combination with other actions.

Sample CHESSN records from ADMF32W0

A. No CHESSN recorded for this student - awaiting allocation from TCSI


B. CHESSN recorded manually and awaiting validation from TCSI.

C. CHESSN allocated by TCSI

D. CHESSN recorded manually, found to be invalid and superseded by a CHESSN allocated by TCSI.

Once the CHESSN is allocated from TCSI for a student and available in Edge, the default Edge configuration does not allow this value to be overwritten.
Hence, if you update or delete the TCSI-allocated CHESSN record later in SMS (via ADMF32W0 or a backend script), this change will not be reflected in Edge after the S2E transfer.

Last Modified on 12-Mar-2021 11:15 AM

History Information

Release Version Project Change to Document
21.0.0.3, 22.0.0.3, 22.1.0.3 & 23.0.0.0 2466 TCSI CHESSN and Entitlements Changes throughout page to describe new TCSI-based processing
21.0.0.3, 22.0.0.3 & 22.1.0.2 2462 TCSI Government Release 1 Added TCSI element references
20.0.0.1 2262 - Compliance Updated references to SLE.
17.1 2055 - Gender Diversity Changed 'Sex' field label to 'Gender'.
12.0 1456 - SLE Usage

Included details relating to the Entitlement Position and the Next Year Fee Help tab.
11.0.0.0.0.0 1505 - Heims Entitlement Changes 2008 Updated Entitlement Details fields and removed Glossary.
10.1 1340 -DIISRTE 2007 Pt 2 Added OS-HELP details to form structure and glossary
9.1.0.0.0.0 1230 - DIISRTE 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