Higher Education Providers are required to assess a student’s loan amount and any associated loan fee for students who have a HECS-HELP, FEE-HELP or SA-HELP liability as at the Census Date for a unit. FINJ6240 is run in Callista to create a snapshot of the Loan Scheme Student Status for a Student Course Attempt.

The Unit Status Snapshot tab in ENRF3110 is populated when this job is run. It is the Student Status value from there that is used to derive the Student Status (E490) for reporting to TCSI in the unit enrolment data group.

The FINJ6240 job considers the declared Student Status along with any Unit Payment amount received at the time of running the snapshot. A Student Status snapshot is not recorded for a student if a TFN (or a TFCN) and/or an active or provisional 62 is required but has not been recorded.
It is possible to record a Snapshot for all Student Statuses for a selected Loan Scheme and it is possible to draw down a loan amount for all appropriate loan schemes or just an individual loan scheme.
Where a student is enrolled in units with different census dates, it is possible to specify which units to include in the Student Status snapshot and Loan Draw Down by entering the Unit Census Date into the parameter form.

This function identifies if a student is eligible for a Government Loan based on their Student Status for the unit, their payment activity and the payment activity of any sponsor. When analysing the payment activity.

Eligibility for government discounts is only considered for Census dates with particular time ranges See Student Status 202 and 203 below.
For a full list of government student statuses (E490) refer to the TCSI Support website - https://www.tcsisupport.gov.au/.

The Student Status value for students with commonwealth supported places is assigned as follows:

• Student Status 201 is assigned to students:
  • Who are enrolled in a Commonwealth supported place
  • Who pay all or part of the student contribution via a HECS‑HELP loan. This includes where, at the time the Loan Drawdown is processed, the student has either not made any payment or only made a partial payment for their total debt.
• Student Status 204 is assigned to students:
  • Who are enrolled in a Commonwealth supported place
  • Where the student has student unit attempt(s) with a census date between 01/01/2017 and 31/12/2020, or after 1/1/2023
  • At the time the loan drawdown is processed the student has paid their total debt upfront.
• Student Status 202 is assigned to students:
  • Who are enrolled in a Commonwealth supported place
  • Where the student had student unit attempt(s) with a census date before 2017 or in 2021-2022
  • At the time the loan drawdown is processed the student had paid their total debt upfront
  • The student was eligible for a HECS-HELP discount.
• Student Status 203 is assigned to students:
  • Who are enrolled in a Commonwealth supported place
  • Where the student had student unit attempt(s) with a census date before 2017 or in 2021-2022
  • At the time the loan drawdown is processed the student had paid their total debt upfront
  • The student was not eligible for a HECS-HELP discount.

For the following examples, an institution has defined a number of local student statuses in ENRF0162:

• 201 maps to gov value 201
• 202 maps to gov value 202
• 203 maps to gov value 203
• 204-I maps to gov value 201
• 204-E maps to gov value 204

Example 1
The Loan Drawdown process ensures the Student Unit Student Status Snapshot reflects the appropriate deferred or upfront Student Statuses where the total debt has or has not been paid, for all of a student's unit attempts with the same census date.

A student is enrolled in a commonwealth supported course and is studying two units A and B. The census date for these units is 31/04/2023. Student Student status of 204-E is recorded for the Course Student Status in ENRF3110. The student fully pays for their student contribution for unit A but only partially pays off unit B. When FINJ6240 is run the Unit status snapshot value for A is determined to be 204-E and the Unit status snapshot value for B is determined to be 201. When STAJ3000 is run for the Unit enrolment data group the record sent to Tribal Submissions for Unit A is 204 and the record for unit B is 201.

Example 2

A student is enrolled in a a commonwealth supported course and is studying unit C. The census date for this unit is 31/04/2023. Student Student status of 204-E is recorded for the Course Student Status in ENRF3110. The student fully pays for their student contribution for unit C. When FINJ6240 is run the Unit status snapshot value for A is determined to be 204-E . When STAJ3000 is run for the Unit enrolment data group the record sent to Tribal Submissions for Unit A is 204.

Example 3

A student who was eligible for a discount is enrolled in a a commonwealth supported course and is studying unit D. The census date for this unit is 31/04/2022. Student Student status of 204-E is recorded for the Course Student Status in ENRF3110. The student fully pays for their student contribution for unit C. When FINJ6240 is run the Unit status snapshot value for A is determined to be 204-E . When STAJ3000 is run for the Unit enrolment data group the record sent to Tribal Submissions for Unit A is 202.

This function uses the Census Date for a unit when assessing a student’s Loan Amount. If run more than once this function considers any later payments from a student or a sponsor. A Loan cannot be used to pay off Retention Fees.
In addition to a Loan Amount, a Loan Fee for FEE-HELP loans for Undergraduate Courses is calculated as per the Loan Fee rule. This function applies the Loan Fee rule and records the Loan Fee amount in the Fee Assessment table.
The Loan Scheme LOV does not display Loan Schemes that have a System Transaction Type of OSHELPLOAN, BOTPLSLOAN or PELSLOAN.
Note: This job will not process future Census Dates.

For VET Student Loans:
To be eligible for a VET Student Loan the SCA must have a course version that is VET Student Loan eligible (CRSF1210) and a student status that is eligible for VET Student Loans (ENRF0162).
Loan amounts are capped to values recorded for the Course Version in CRSF12L0. If the Person Payment Schedule job (FINJ6111) is run for the SCA, this determines the Loan Cap that applies and records this in ENRF3000.
FINJ6240 uses the value in ENRF3000 as the loan cap and records a loan transaction record in the Fee Assessment table up to the amount and taking into account any previous loan amounts Any loan amounts that exceed the Loan Cap are logged to the exception report.

USI and Processing

• If this job is run for a commencing student who has a course commencement date on or after 01/01/2021 with a Government Student Status that the USI indicator is selected for in ENRF0161, then it will check if the student has a verified USI recorded in the system.

• If the student has a verified USI recorded in the system, loan fee transaction records and a loan snapshot of the Loan Scheme student status for the Student Unit Attempts (SUAs) will be created.
• If the student does not have a verified USI recorded in the system but has a USI exemption applied (i.e., has an Exempt Date in the PERSON_USI table in the database), loan fee transaction records and a loan snapshot of the Loan Scheme student status for the SUAs will be created.
• If the student does not have a verified USI recorded in the system and does not have a USI exemption applied, loan transaction fee records will not be created, the snapshot process will not be initiated, and a validation error will display.

• If this job is run for a census date that is on or after 01/01/2023, for a continuing student who has a course commencement date earlier than 01/01/2021,with a Government Student Status that the USI indicator is selected for in ENRF0161, then it will act in the same way as described for the commencing student above.
• If this job is run for SA-HELP, the job will only check that the student has a verified USI or USI Exemption in the database (it does not look at the USI indicator in ENRF0161).

This job is accessed via the main menu.

The Process Student Loan Schemes block contains:

Parameter Tab

• Report Level (POP)

Select either ...

• Log Creation Date (LOV)

Or a combination of the following parameters ...

• Effective Date
• Fee Assessment Period (LOV)
• Census Date
• Person ID
• Person ID Group (LOV)
• Course Code
• Fee Category (LOV)
• Loan Scheme (LOV)
• Use Retro Date (check box)

  Buttons

  • Calendar
  • Find Person (ADMF1211)
  • Find Course (ADMF1220)

Rule/Notes:

The following fields are Mandatory:

• Report Level
• Fee Assessment Period
• Person ID Group (allows % (ALL option)
• Fee Category and (allows % (ALL) option)
• Loan Scheme (does not allow % (ALL) option)

Validations (including Information in report) include:

• Error if Person ID is not a valid ID
• Error if both Person ID and Person ID Group are populated
• Ensure the Course Code is valid for the person
• Error if Course Code is not a valid code
• Error if Date entered is not a Census Date
• Error if Census Date is greater then the System Date
• Error if the student does not have a Tax File Number or Tax File Certificate Number where the capture Tax File Number information check box is set for the students Government Student Status
• Error if the student does not have a provisional or active CHESSN record, where the capture CHESSN information check box is set for the students Government Student Status
• Information if Loan Scheme record has been logically deleted since last run
• Information if Payment received or Debt incurred since last loan draw down run
• The Student Status of a new student is not mapped to a Government Student Status
• Error if trying to update Fee Ass due to a record locking conflict
• Error is no Unit Student Status entry applicable to the census date parameter
• Information if Loan Scheme has been drawn down
• Information if a snapshot has occurred and the Student Status did not change
• Information if a snapshot existed and didn't require changing
• Warning if a snapshot occurred and the Student Status was updated
• The Effective Date cannot be greater than the Current Date
• The Effective Date must be between the Fee Period Start Date Alias and the End Date Alias (or Retro Date alias, if 'Use Retro Date' is selected ) for a Fee Type to be processed
• The System Data must be between the Fee Period Start Date Alias and the Retrospective Date Alias
• Loan Transaction records cannot be inserted if the latest Effective Date for matching Fee Assessment records is greater than the Effective Date for the Loan Transaction record.
• Information if a loan transaction is not created where debt is fully paid/or expected to be paid by the student and/or the sponsor.
• Information if a loan transaction is not created for a student's unpaid sponsor debt if the 'Maintain Sponsor Debt During Loan Draw Down' check box is selected in FINF1R00.
• SA-HELP loan transactions are not created where a Tax File Certificate Number, but no Tax File Number, is recorded for an SA-HELP application in ENRF3240. In this case, a message to this effect is generated in Exception Report for this job.

When the report is run, the Total Students for Fee Category appears at the end of each Fee Category (before the next Fee Category starts).

The Total Student Exceptions reported appear at the end of the report.

An example of a Process Student Loan Scheme Report is shown below.

Rule/Notes:

The Effective Date parameter provides the ability to select/change the Effective Date within this job. See the title 'Effective Date Examples' below for further details.

Fees are unit based, so all fee processing and snapshots are completed for a specific Unit Offering Option.

When a Census Date parameter is selected, only the students with a Unit Offering Option with a Teaching Period Census Date equal to the parameter selected are shown.

If no Census Date input parameter is populated, then the job processes all past Census Dates in the Fee Period and does NOT process future Census Dates in the Fee Period.

If a Teaching Period has multiple Census Dates, then the job only utilises the Census Date with the earliest absolute value.

When determining the correct Student Unit Student Status Record to snapshot, it is the one active as at Census Date for the Unit.

All payments received (up until the run of the job) should be taken into consideration, even if after the Census Date.

All errors, warnings and information messages are inserted into the log table. When the Exception Report is run it will only extract the appropriate errors or messages as required by the Report Level Parameter.

A summary of the total count for all types of messages (error, warning, information) is displayed at the end of the report.

If the Log Creation parameter is entered, all other parameters are ignored. In this scenario the Loan Draw Down and snapshot process does not occur. However the report will run extracting records for the specified Log Creation Date.

If the Loan Scheme has a System Transaction Type of ‘HCSHLPLOAN’ then the reported Student Status should be determined for each combination of Student Course Attempt and Census Date. Multiple Units can have the same Census Date. The Teaching Calendar of the Unit Offering Option is used to determine the Census Date. Units with the same Census Date will be considered as a group and the same Student Status will be reported for each of the Units in that group. If the student has not paid in full for any one unit in the group then the Student Status will be reported as deferred. If the student has paid each unit in full then the Student Status will be reported as upfront.

If the Loan Scheme does not have a System Transaction Type of ‘HCSHLPLOAN’ then the Student Status is determined for each unit separately.