STAJ2080 - Export HE eCAF Details

This job exports course enrolment records for eligible students to the Government eCAF Portal using the government's Application Programming Interfaces (APIs). It also opens submitted eCAF records for revision on the Government eCAF Portal if required. It precedes the Import HE eCAF Details job (STAJ2090) which imports records from the Government eCAF Portal.

When accessed and run from the main menu, the job will perform bulk processing based on the parameters selected on the form. The job is also called via Student Connect applications ECAF and SAHLP-PRTL to perform immediate processing for an individual when this feature is enabled for the eCAF Type in the Maintain eCAF Configuration form (ENRF02A0) (i.e. the Immediate Transfer “To Government” check box is selected).

Parameters Tab

• eCAF Type
• Person ID
• Person ID Group
• Export New Enrolments check box
• Export Updated Enrolments check box
• Revise Submitted eCAFs check box

Rules/Notes:

eCAF Types

• The eCAF Type (FEE-HELP, FEE-HLP-NU, HECS-HELP, SA-HELP) is enabled if it has been configured to integrate with the Government eCAF Portal via ENRF02A0.

Export New Enrolments check box

• If this check box is selected, the job will export enrolment records for eligible students to the Government eCAF Portal. Note that in the context of the eCAF system, an enrolment record describes the initial set of student data that is used to pre-populate parts of a student's eCAF application form. Once the student has submitted the application, it then becomes an eCAF record.
• Eligibility is processed in Student Connect applications ECAF and SAHLP-PRTL. Once the student is deemed eligible and they submit their details in Student Connect, a Student eCAF Completion record is created. Student eCAF Completion records will have a component in the Key column that is set to ‘Y’ when the Govt eCAF Portal indicator is configured in ENRF02A0, so only new eCAFs are flagged for transfer to the Government eCAF Portal.

Export Updated Enrolments check box

• If this check box is selected, the job will update previously exported enrolment records on the Government eCAF Portal if there has been a change in certain enrolment data (as specified in the table below). This is because the government requires records to be updated if any of the student’s details are incorrect as of Census Date (for example, the student has moved address).

Revise Submitted eCAFs check box

• If this check box is selected, the job will open submitted eCAFs for revision on the Government eCAF Portal. Records are flagged for revision when:
  • A student selects the Revise button in Student Connect applications ECAF and SAHLP-PRTL (if they need to change their payment intention or add their TFN); or
  • A staff member selects the 'Open eCAF for Revision' check box in the Maintain eCAF Transaction Details form (ENRF3700); or
  • An update to enrolment data (on a submitted eCAF) occurs prior to or on Census Date. In this scenario, the job will also export the updated enrolment record once the record is under revision on the Government eCAF Portal.
• The student will receive an email notifying them that their eCAF has been opened for revision.
• When the student logs back into the Government eCAF Portal, it will advise them if there have been changes to their enrolment data.
• If the student does not resubmit the revised eCAF within 2 weeks, it will revert back. The onus is on the institution to check the audit history of each revised eCAF on the Portal, and follow-up with the student to ensure that any incorrect/incomplete data is updated within 6 weeks post the Census Date.
  

ecafType

HECS-HELP, FEE-HELP, FEE-HLP-NU or SA-HELP

initialEmailAddress

PERSON_GOVT_EMAIL_ADDR_V.EMAIL_ADDR

A change in this field before the student has submitted the eCAF (prior to or on Census Date) will trigger an enrolment data update. (The government does not allow or require this email address to be revised on a submitted eCAF.)

An additional custom source trigger (TRG_PE_AR_U_ETDTL) has been created to capture changes to the email address. It will need to be modified by clients to align the email address type with the email address used in PERSON_GOVT_EMAIL_ADDR_V.

givenNames

USI_PERSONAL_DETAILS.FIRST_NAME if it exists.
Otherwise PERSON.GIVEN_NAMES

A change in this field (prior to or on Census Date) will trigger an enrolment data update.

familyName

USI_PERSONAL_DETAILS.FAMILY_NAME if it exists.
Otherwise PERSON.SURNAME

A change in this field (prior to or on Census Date) will trigger an enrolment data update.

hasOneName

If the Given Names is NULL and the Surname is populated in the SMS, set this field to ‘true’, otherwise set to ‘false’.

A change in this field (prior to or on Census Date) will trigger an enrolment data update.

middleNames

USI_PERSONAL_DETAILS.MIDDLE_NAME if it exists.
Otherwise Values after first space in PERSON.GIVEN_NAMES

A change in this field (prior to or on Census Date) will trigger an enrolment data update.

dateOfBirth

PERSON.BIRTH_DT

A change in this field before the student has submitted the eCAF (prior to or on Census Date) will trigger an enrolment data update.

The government does not allow the date of birth to be revised on a submitted eCAF, so institutions will need to liaise with the government to remedy an incorrect date if the student has submitted the eCAF.

gender

PERSON.SEX

A change in this field (prior to or on Census Date) will trigger an enrolment data update.

residentialStreetAddress

PERSON_ADDR_GOVT_PERM_V.PERSON. ADDR_PART_1 concatenate PERSON_ADDR_GOVT_PERM_V. ADDR_PART_2

A change in the residential address (prior to or on Census Date) will trigger an enrolment data update.

An additional custom source trigger (TRG_PA_AR_IU_ETDTL) has been created to capture changes to the address.This trigger will need to be modified by clients so that the address types in it match the address types in PERSON_ADDR_GOVT_PERM_V.

Note that if the student advises of a new address to be effective in the future, an enrolment data update will not be triggered (even if this new address record will be effective as of Census Date).

residentialSuburb

PERSON_ADDR_GOVT_PERM_V. SUBURB_TOWN

Refer to comments for residentialStreetAddress above.

residentialState

POSTCODE_SUBURB_STATE_V

If it is not found in this view, then the State will be derived based on the Postcode (PERSON_ADDR_GOVT_PERM_V.POSTCODE) using the existing procedure STAP_GET_GOVT_STATE.

Refer to comments for residentialStreetAddress above.

residentialPostcode

PERSON_ADDR_GOVT_PERM_V. POSTCODE

Refer to comments for residentialStreetAddress above.

campusName

DESCRIPTION for STUDENT_COURSE_ATTEMPT.LOCATION _CD

studentIdentificationNumber

PERSON.PERSON_ID

uniqueStudentIdentifier

PERSON_USI.PERSON_USI

Unlike the other fields exported, the student can edit the USI on the Government eCAF Portal. Consequently, STAJ2090 will check the value in the eCAF record returned from the government against the value stored in Callista and generate an error if it is not the same.

courseOfStudyCode

STUDENT_COURSE_ATTEMPT.COURSE_CD

courseOfStudyName

COURSE_VERSION.TITLE

censusDate

Derivation of the Census Date for new enrolment records is provided in a custom source object (STAP_GET_ECAF_CENSUS).

It is delivered with Student Unit Attempt (SUA) based logic sourcing the earliest future Census Date based on all the Teaching Periods the student has a SUA with the status of ENROLLED, INVALID, or COMPLETED. However, the custom source nature of the function allows it to be modified by clients to suit other methods of deriving the Census Date.

If the enrolment record is updated, it will use the original Census Date that was derived when the new enrolment was first exported to the Government eCAF Portal.

isBridgingCourse (FEE-HELP/FEE-HELP-NU only)

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for permanent visa holders.

AcademicSuitability (FEE-HELP-NU only)

If Basis for Admission Type mapped to Government Basis for Admission Type of:

• 31/34 ‘AqfCertificate’
• 32/43 ‘Other’
• 40 ‘TertiaryAdmissionsTest’
• 41/42 ‘Year12Certificate’

OtherAcademicSuitability (FEE-HELP-NU only)

If ‘Other’ code in Academic Suitability, Basis for Admission Type Description.

citizenship

If PERSON_STATISTICS.CITIZENSHIP_CD mapped to GOVT_CITIZENSHIP_CD.GOVT_CITIZENSHIP_CD of:

• 1 'AustralianCitizen'
• 2 'NewZealandCitizen'
• 3 'PermanentNonHumanitarianVisa'
• 8 'PermanentHumanitarianVisa'

A change in citizenship prior to or on Census Date will result in an error being logged by the job when updating enrolment records or revising eCAFs. This will assist administrators in identifying citizenship changes that may impact eCAF eligibility.

Note that if the student advises of a new citizenship to be effective in the future, an error will not be triggered (even if this new person statistics record will be effective as of Census Date).

studyingInAustralia

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for Australian citizens and New Zealand citizens

newZealandEnteredAustraliaAsChild

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for New Zealand citizens with a Special Category Visa (SCV)

newZealandBecameResident10YearsBefore

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for New Zealand citizens with a SCV

newZealandBeenInAustralia8Of10Years

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for New Zealand citizens with a SCV

newZealandBeenInAustralia18MonthsOfLast2Years

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for New Zealand citizens with a SCV

newZealandSpecialCategoryVisaHolder

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for New Zealand citizens

australianResidentForDuration

STUDENT_ECAF_COMPLETION.KEY

As captured in Student Connect eCAF applications for visa holders and New Zealand citizens without a SCV