Note: This online help is only relevant for institutions that retrieve CHESSNs from TCSI. For those that retrieve CHESSNs from HEIMS, refer to ADMF32W0(HEIMS) or ADMJ3910.

A CHESSN is a 10 digit number that is a unique, personal identifier allocated to a student that helps the student, their provider and the Australian Government keep up to date with the amount of Commonwealth assistance they have received. The student should only have one active chessn which they use for all their studies. CHESSN records are displayed in ADMF32W0.

Prior to 2021, CHESSNs for students were retrieved from HEIMS via ADMF32W0 (individually) or ADMJ3910 (batch).
During 2021, the retrieval of CHESSNs will transition to TCSI.
To change from HEIMS retrieval to TCSI retrieval, institutions requires a simple setting - set the CLOSED_IND to 'Y' for the HEIMS record in the S_CHESSN_CRTN_MTHD table, and to 'N' for the TCSI record in that table. Prior to changing these settings the data will continue to be retrieved from HEIMS. This job will only proceed, is TCSI CHESSN has been enabled for your institution. TCSI processing involves calls to the Edge APIs. These are configured in SECF0200 – System Edge Configuration and there may be one or two Edge Instances for an Institution. 

CHESSN Retrieval via TCSI

The government uses the following baseline data for CHESSN allocation/retrieval:

• E313 Student Identification Code
• E314 Date of Birth
• E402 Student Family Name
• E403 Student Given Name First
• E404 Student Given Name Others
• E416 Tax file number in some cases

Institutions report student data to Tribal Edge via STAJ3000 (HE) or STAJ4000 (VET). Tribal Edge then submits this data to TCSI. Once the baseline data for a student has been submitted to TCSI, the government will automatically allocate a CHESSN, or find a previously allocated CHESSN for that student. It sends that CHESSN to Tribal Edge along with a TCSI CHESSN ALLOCATED notification.
If a CHESSN exists in ADMF32W0 with an ACTIVE status, this CHESSN will be checked by the government and a notification will be sent back to Tribal Edge.

ADMJ3950 retrieves CHESSN allocations and notifications that have been sent to Tribal Edge from TCSI dating back to the time defined by the parameter entry for this job. When displayed in ADMF32W0, they have a CHESSN creation method of TCSI. ADMJ3950 will not progress unless Callista is configured for TCSI retrieval of CHESSNs - see above.

For each CHESSN received, the citizenship of the student is validated. If the student has a government citizenship code of 4,5 or 9, then an error is generated and the CHESSN is not recorded.

Notifications

There are 2 categories of CHESSN notifications: Chessn Allocation Notifications (CHA) and Chessn Error Notifications (CHE).

For each notification, an EXTERNAL_NOTIFICATION record is created with a notification category of CHESSN. When processed, the EXTERNAL_NOTIFICATION record is copied to the PROCESSED_ EXTERNAL_NOTIFICATION table and the PROCESSED_DT is set to the current date. If the record was processed successfully (or with a warning) then PROCESSING_MESSAGE is set to SUCCESSFUL, or if an error for an individual record occurred but the job kept processing, the PROCESSING_MESSAGE is set to ERROR. Once the PROCESSED_EXTERNAL_NOTIFICATION record is created, the related EXTERNAL_NOTIFICATION record is deleted.

The CHE notifications give details on missing information for the person such as TFN, etc, so in the PROCESSED_EXTERNAL_NTFCTN table, these are displayed for records with the notification type CHESSN and external notification category CHE

TCSI CHESSN error messages are also written to the system log with S_LOG_TYPE = TCSICHESSN with the detail from the notification (creation timestamp, external source and sequence_number). This includes the full NOTIFICATION_TEXT from the EXTERNAL_NOTIFICATION table.

CHESSN Statuses

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, 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 an INVALID status, then the status of that record is changed to INVALID.

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

For more information re CHESSN statuses refer to ADMF32W0.

This job is accessed from the main menu.

Related forms and jobs include:

• Maintain Person CHESSN Details - ADMF32W0
• Transfer HE Government Reporting Data to Edge - STAJ3000
• Transfer VSL Government Reporting Data to Edge - STAJ4000
• Batch Entitlements Request - STAJ3950
• Maintain Entitlements Position - ADMF0300

The block contains:

Parameters Tab

• Process Notifications Since Last Run
• Process Notifications Since:

Only one of the parameters can be specified.