STAJ2070- Import OS-HELP Loan Student Information Details

Purpose	To import OS-HELP eCAF student information from the eCAF Portal to Callista SMS
SubSystem	Statistics
Normally Run By	Statistics specialist
Anticipated Frequency	On demand, when the files are required for statistics processing.
Structure	No parameters

This job imports to Callista SMS, the OS-HELP eCAF student information from the Government eCAF Site, that has been submitted by the student, via the eCAF Portal.

The import function calls two web services to perform the following:

Retrieve the enrolment data from the Government eCAF site
Update the processing status of the student enrolment record on the Government eCAF site.

The records are only processed from the Government eCAF site where the Processed indicator is N and the status is 'StudentSubmitted' and the data matches a student in the Callista SMS.

STAJ2070 interacts with the Government Web Services and manages authentication when calling the API. It also manages the response details to record audit details and process error details appropriately - processing details are described below. Note: The names of eCAF data elements are shown in italics in this page.

The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.

The imported data includes Tax File Number information which is checked to ensure it matches existing data in Callista, or where the student does not have TFN information, it is uploaded for the student.

If the student’s OS-HELP application has been submitted successfully within the eCAF Portal, the ENRF3900 Status is updated automatically to APPROVED, if not it is updated to APRVL-PEND.

STAJ2070 is available to HE, VET and cross sector institutions.

This job is accessed via the main menu.

Parameters

No parameters

Notes

No parameters exist fro this job. The following message displays:

'No parameters exist for this job. Do you wish to schedule the job to run as soon as possible?'
Selecting “Yes” will schedule the job to run immediately.
Selecting “No” will not run the job nor schedule the job to run.

In the flow chart above, it can be seen that students whose details have been successfully exported to the eCAF Portal (via STAJ2060), will need to submit an OS-HELP eCAF application which contains all the data required by HEIMS. This is the 'OS-HELP application form' referred to in the Processing Overview below.

System Configuration

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

Processing Overview

The basic processing steps for STAJ2070 are as follows:

Set up logging and get eCAF communication configuration.
Request list of eCAF OS-HELP records ready for import from the eCAF site.
Loop through the list and process information from each eCAF OS-HELP record which has been retrieved from the eCAF site.
When all forms from the list are processed or skipped, create the job summary.

Initial set up

Retrieve the connection details needed to connect to the eCAF web service.
Create single institution status values that map to the system external study loan status values of ‘APPROVED’ and ‘APRVL-PEND’.

List OS-HELP forms that are ready to be imported from eCAF

Request the eCAF OS-HELP web service to list all OS-HELP application forms that have been submitted by students but have not been processed
This information is converted into JSON Objects for individual processing.

Import details from each eCAF OS-HELP form

For each eCAF OS-HELP application form imported, the following occurs:

Information from the JSON object is extracted to be checked against existing OS-HELP information in the Callista SMS. If a matching Callista record is not found, an error is logged and the process skips to the next form in the list.
The 'type' of OS-HELP record being imported is determined, so it can be matched to the Student Course External Study Loan record. These records must have the OS-HELP Exported to eCAF indicator selected in ENRF3900.
'Types' of OS-HELP are described in terms of their Student Statuses. These map to Government values of 240 or 241 or a 241/242 combination, and are associated with Loan Schemes in FINF1S00.

If the eCAF osStudyType is 'NotInAsia' then it should match a single status 240 record in ENRF3900 with:

Status = ECAF-READY
Study Period Commencement Date = eCAF commencesOn value
Loan Scheme mapping to a 240 Student Status in FINF1S00.
Loan Amount = eCAF amount

If the eCAF osStudyType is ‘InAsia’ and there is NO date in the eCAF field asianLanguageCommencesOn then it should match a single status 241 record in ENRF3900 with:

Status = ECAF-READY
Study Period Commencement Date = eCAF commencesOn value
Loan Scheme mapping to a 241 Student Status in FINF1S00.
Loan Amount = eCAF amount

When the student’s citizenship is set to ‘NewZealandCitizen’ and the answers to the 5 questions below are ‘true’,then the NZ Citizen indicator and HELP Eligible NZ Citizen indicators are selected in the Student Course External Study Loan record for the student in ENRF3900:

Does the student hold a Special Category Visa (SCV) or did the student formerly hold a SCV and now has a Permanent Visa (on the pathway to Australian citizenship)?? (newZealandSpecialCategoryVisaHolder)

Did the student first begin to be usually resident in Australia at least 10 years before the test day? (newZealandBecameResident10YearsBefore)

At that time, was the student a dependent child and have they not ceased being usually resident in Australia since that time? (newZealandEnteredAustraliaAsChild)

Has the student been in Australia for at least a total of 8 out of the 10 years immediately before the test day? (newZealandBeenInAustralia8Of10Years)

Has the student been in Australia for at least a total of 18 months out of the two years immediately before the test day? (newZealandBeenInAustralia18MonthsOfLast2Years)

When the imported Citizenship code differs from the current Citizenship code held in Callista then record a warning record is created in is in S_LOG_ENTRY and the STDNT_CRS_EXTERNAL_STUDY_LOAN.EXTERNAL_STUDY_LOAN_STATUS is set to ‘APRVL-PEND’.
When the imported USI differs from the verified USI held in Callista, then record a warning in S_LOG_ENTRY and set STDNT_CRS_EXTERNAL_STUDY_LOAN.EXTERNAL_STUDY_LOAN_STATUS to ‘APRVL-PEND’.

Processing the Tax File Number (TFN)

In the OS-HELP application form that the student completes in the Government eCAF Portal, they must provide a TFN or evidence they have applied for a TFN via a Tax File Certificate. This choice is included in the imported student's OS-HELP details by the following fields:

taxFileNumber contains a TFN if the student has provided one.
hasAppliedForTaxFileNumber is TRUE if the student has provided evidence that they have applied for a TFN.

Depending on what was recorded in the eCAF form, and the TFN information that already exists in Callista (in ENRF3900); the following processing occurs:

A. If the eCAF taxFileNumber is populated then:

If the TFN is the same as the one in Callista then:
- The Callista External Study Loan Status (in ENRF3900) to set to APPROVED (if incurral date set) or APRVL-PEND (if not set).
If the TFN is not the same as that in Callista then:
- A warning is generated in the job log.
- The Callista External Study Loan Status is set to APRVL-PEND (regardless of any incurral date value).
- The Tax File Number Invalid Date (in ENRF3900) is set to today's date.
If the Tax File Number in Callista is null then:
- The Callista Tax File Number will take the value from eCAF and record a message in the job log.
- The Tax File Number Recorded Date is set to today's date.
- The Callista External Study Loan Status is set to APPROVED (if incurral date set) or APRVL-PEND (if not set).
For all the above:
- Marked as PROCESSED in eCAF.
- Message logged 'The OS-HELP Student Course External Study Loan for {PERSON_ID} and {COURSE_CD} has been successfully transferred and the Status has been updated to {institution value for APRVL-PEND or APPROVED}.

B. If the eCAF hasAppliedForTaxFileNumber is TRUE then:

If the Callista Tax File Certificate Number is populated then:
- The Callista External Study Loan Status (in ENRF3900) to set to APPROVED (if incurral date not set) or APRVL-PEND (if not set)
- Marked as PROCESSED in eCAF
- Message logged: 'The OS-HELP Student Course External Study Loan for <PERSON_ID> and <COURSE_CD> has been successfully transferred and the Status has been updated to <institution-defined status mapped to APRVL-PEND or APPROVED>.'
If the Callista Tax File Certificate Number is not populated then:
- Not marked as PROCESSED in eCAF
- Error logged error: 'Student <PERSON_ID> does not have a Tax File Number or Tax File Certificate Number recorded for Course <COURSE_CD> within the Student Course External Study Loan record.'

Technical Information

Tribal Callista interacts with the Government Web Services to manage all aspects of dealing with an external API, including authentication when calling the API and managing the response details to correctly record audit details and process error details appropriately.
The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.
The version 2(1302B-2017) API for the VET Student Loans eCAF provided by the Government eCAF site is used to import the student status information to the Callista SMS.

Last Modified on 29-Nov-2023 4:26 PM

History Information:

Release Version	Project	Change to Document
25.1, 26.0 & 26.1	2642 - USI and NZ Citizenship	Changed the text for the first question when the student is a New Zealand citizen.
23.1, 24.0, 24.1 & 25.0	2572 - 2022 eCAF changes	References to student status 242 removed and New Zealand citizen info added.
19.1.0.3, 20.0.0.3 & 21.0.0.2	2368 - OS-HELP eCAF	New Online Help page