(AUS) Setting Up DEST Reporting

This chapter provides an overview of Australian government reporting and discusses how to:

Set up Department of Education, Science, and Training (DEST) reporting codes.
Set up Higher Education Contribution Scheme (HECS) liability in Student Records.

See Also

(AUS) Generating Government Reports

Understanding Australian Government Reporting

This section discusses:

The government departments that require higher education reporting.
Calculating equivalent full time student load (EFTSL).

Prerequisites

In order to generate required government reports, in addition to the setup covered in this chapter, you must set up these tables:

Field of Study AUS
Field of Education AUS
Discipline Group Table AUS
AOU Code Table AUS
Program Code Table AUS
Program Type Table AUS
Level/Load Rules Table

See Setting Up Reporting Codes.

See (AUS) Defining Level Dependent Load Rules.

See (AUS) Setting Up Australian Academic Programs.

The Government Departments that Require Higher Education Reporting

DEST requires all institutions in Australia that receive funding from the Commonwealth government to provide annual statistical reports about enrollments, courses, academic organizational units, HECS liabilities, unit of study completions, and course completions for students.

The Australian Tax Office (ATO) also requires institutions to provide information about students and their debts that are to be recovered through the national taxation system. In a simple process for institutions, all returns are forwarded to DEST, which forwards the necessary information to the ATO.

Centrelink, a Commonwealth services delivery agency that delivers services on behalf of other Commonwealth government departments (one of which is DEST), requires institutions to provide regulatory reports on enrollments that Centrelink then uses to conduct enrollment checks of students receiving Youth Allowance, Austudy, ABSTUDY, and Newstart allowances and supplements.

See Also

(AUS) Generating Government Reports

Calculating EFTSL

EFTSL is a measure of the study load, for one year, of a student undertaking a course of study on a full time basis.

To enable DEST to make accurate comparisons between institutions, student loads must be universally expressed in EFTSL values. One EFTSL is the amount of study that a full time student is expected to take in one year.

DEST requires that institutions report EFTSL values for each student, each year. A student’s total EFTSL for a year is equal to the sum of EFTSL values for each term for which the student is enrolled in that year. The student’s total EFTSL value for each term is the sum of the EFTSL for each class in which the student is enrolled in that term. The EFTSL value for each class is determined by dividing the number of units for each class in which the student is enrolled that term by the total annual units for that program of study.

This example illustrates the calculation of EFTSL values for a student for two terms:

Example Class	Term	Units
Accounting 101	1	15
Economics 101	1	15
English 201	1	15
Music 105	1	15
		Total term units: 60
Engineering 201	2	30
Economics 102	2	15
Laws 201	2	15
		Total term units: 60
		Total annual units for program of study: 120

To calculate the EFTSL for each class, the number of units for each class is divided by the annual units for the program of study:

Accounting 101 EFTSL = [15 units for the class] / [120 units for the annual program of study] = 0.125

Engineering 501 EFTSL = [30 units for the class] / [120 units for the annual program of study] = 0.25

This table lists the EFTSL for each class in the example:

Class	EFTSL
Accounting 101	0.125
Economics 101	0.125
English 201	0.125
Music 105	0.125
Engineering 201	0.25
Economics 102	0.125
Laws 201	0.125
Total Annual EFTSL	1.00

Note. For classes that are offered on an annual basis, the EFTSL value must be split so that it represents the load attributed to the class in each term. For example, an annual class that is assigned 30 units might have an EFTSL of 0.25. The term EFTSL for the class would be 0.125 for a two-term year.

The term total units do not need to be equal for each term. For example, if the annual load is 120, you could have 75 units from the first term and 45 units for the second term.

Setting Up DEST Reporting Codes

This section provides an overview of DEST reporting codes and discusses how to:

Set up institution codes.
Set up DEST country codes.
Map country codes to DEST country codes.
Set up DEST language codes.
Map language codes to DEST language codes.
Set up DEST citizenship and residency codes.
Set up DEST citizenship and residency mapping.
Set up DEST processing.

Understanding DEST Reporting Codes

To comply with the DEST reporting requirements, you use special DEST codes when reporting data. You map these DEST codes to the codes used in the PeopleSoft Campus Solutions system. In most cases, you need to set up the DEST codes only once. If there are changes in DEST codes, you must change the DEST setup to reflect those changes.

In some cases, the DEST codes are delivered as translate values for fields. It is important that you do not change these translate values unless there is a change in the DEST code.

Pages Used to Set Up DEST Reporting Codes

Page Name	Object Name	Navigation	Usage
Undergrad Institution Code (undergraduate institution code)	SSR_INST_DEST	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Institution Code, Undergrad Institution Code	Define undergraduate institution codes.
DEST Country Code Table	SSR_CNTRY_TB2_DEST	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Country Code Table, DEST Country Code Table	Define DEST country codes.
DEST Country Table	SSR_CNTRY_TBL_DEST	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Country Table, DEST Country Table	Map country codes to DEST country codes.
DEST Language Code Table	SSR_LANG2_DEST	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Language Code Table, DEST Language Code Table	Define DEST language codes.
DEST Language Table	SSR_LANG_DEST	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Language Table, DEST Language Table	Map language codes to DEST language codes.
DEST Unit Status Indicator	SSR_DEST_ELEM_355	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Unit Status Indicator	Define unit status indicators for DEST element 355.
DEST Unit Status Mapping	SSR_MAP_355	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Unit Status Mapping	Map grades to the unit status indicators defined on the Unit Status Indicator page.
DEST Citizen/Res Indicator (DEST citizenship/residency indicator)	SSR_DEST_ELEM_358	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Citizen/Res Indicator, DEST Citizen/Res Indicator	Define DEST citizen/resident codes.
DEST Citizen/Resident Mapping	SSR_MAP_358	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Citizen/Resident Mapping, DEST Citizen/Resident Mapping	Map citizenship codes to DEST citizen/resident codes.
DEST Setup	SSR_DEST_SETUP	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes, DEST Reporting AUS, DEST Setup, DEST Setup	Set up basic processing information for DEST and Centrelink reporting. Important! Only the institutions and reference years that you set up on this page will be available for selection when you run the various DEST reports.

Setting Up Institution Codes

Access the Undergrad Institution Code page.

These codes are provided by DEST. Set up codes for all of your institutions, as well as for any institutions from which you receive transfer students.

Setting Up DEST Country Codes

Access the DEST Country Code Table page.

Setting up the country codes for DEST reporting requires that you enter the DEST country codes into your system, then map each DEST country code to the appropriate country code defined in the system. Map country codes to DEST country codes on the DEST Country Table page.

Mapping Country Codes to DEST Country Codes

Access the DEST Country Table page.

Note. Set up DEST country code values on the DEST Country Code Table page.

Country	Select a PeopleSoft defined country code.
DEST Country Code	Enter the equivalent DEST defined country code.

Setting Up DEST Language Codes

Access the DEST Language Code Table page.

Setting up the Language codes for DEST reporting requires that you enter the DEST Language codes into your system, then map each DEST Language code with the appropriate language code in the system. Map language codes to DEST language codes on the DEST Language Table page.

Mapping Language Codes to DEST Language Codes

Access the DEST Language Table page.

Note. Set up DEST language code values on the DEST Language Code Table page.

Language Code	Select a PeopleSoft defined language code.
DEST Language Code	Enter the equivalent DEST language code.

Setting Up DEST Citizen and Resident Codes

Access the DEST Citizen/Res Indicator page.

DEST citizenship and residence codes are provided by DEST. Map citizenship codes to DEST citizen/resident codes on the DEST Citizen/Resident Mapping page.

Setting Up DEST Citizen and Resident Mapping

Access the DEST/Resident Mapping page.

Note. Set up DEST citizenship and resident code values on the DEST Citizen/Res Indicator page.

Citizenship Status	Select a PeopleSoft defined citizenship status code.
DEST Citizen/Resident Code	Enter the equivalent DEST citizen/resident code.

Setting Up DEST Processing

Access the DEST Setup page.

Note. For each new collection year, you must access this page and enter a new reference year row.

DEST University Code

Enter your institution's DEST university code.

This code is used in the file name for your submissions.

ID

Enter the ID for your institution's DEST contact.

Note. Make sure this individual has a BUSN and FAX phone number entered in his or her contact record. The individual's name, phone, and fax numbers are reported on the Due file (DU) in the second registration identity record in elements 424 (contact name), 425 (contact telephone), and 426 (contact facsimile number).

Reference year

Enter the collection year.

First Half Year DEST Report Submission Number and Second Half Year DEST Report Submission Number

The process that stamps the work tables increments these numbers by one each time that it runs.

The submission numbers are used to generate file extensions for the DEST reports (for example, HX4888EN.A11). The first digit of the .A11 extension is the half year, so this will be one or two. The second digit is the submission number, which can go from one to nine as multiple submissions are made during the half year period.

Setting Up HECS Liability in Student Records

This section provides an overview of HECS liability in Student Records and discusses how to:

Define cohort year.
Set up HECS band IDs.
Map liability status codes.
Map work experience to HECS liability codes.
Set up aggregated EFTSL values.

Understanding HECS Liability in Student Records

The HECS is an equitable way of ensuring that students contribute to the cost of their higher education. HECS provides a loan to students that is interest free, with deferred income contingent repayment. The purpose of HECS in the system is to determine how much of the tuition a student should pay, and then to collect the payments. To do this, HECS Band IDs must be associated with courses so that when a student enrolls, the system can calculate their contributions based on the HECS Band and their level/load (EFTSL). HECS Band IDs are associated with academic subjects, but you can override them at the course catalog level. All of the HECS processing (tuition calculation) occurs in the Student Financials application.

Pages Used to Set Up HECS Liability

Page Name	Object Name	Navigation	Usage
Cohort Year	SSR_COHORT_YR_AUS	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes AUS, DEST Reporting AUS, Cohort Year, Cohort Year	Define the cohort years that your institution will use to group students for HECS liability.
HECS Band ID Setup	SSR_HECS_BAND_AUS	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes AUS, DEST Reporting AUS, HECS Band ID Setup, HECS Band ID Setup	Set up the HECS Band IDs that you will assign to classes and that Student Financials will use to set up the band fees.
Map Liability Status	SSR_HECS_MAP_TO	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes AUS, DEST Reporting AUS, Map Liability Status, Map Liability Status	Map pre-2005 two-digit liability codes to the new three-digit liability codes.
Map Work Exp to Liability (map work experience to liability)	SSR_WORK_EXP_MAP	Set Up SACR, Product Related, Student Records, Enrollment Reporting Codes AUS, DEST Reporting AUS, Map Work Exp to Liability, Map Work Exp to Liability	Map the default liability status for courses to the liability status that reflects the enrollment for a work experience in industry (WEI) class. The system will override the default status from term activation at the time of enrollment.
Aggregated EFTSL	SSR_EFTSU_AGG	Set Up SACR, Foundation Tables, Reporting Codes, Aggregated EFTSL AUS, Aggregated EFTSL AUS	Define the aggregated EFSTL values that will be available on the Academic Program Australia page.

Defining Cohort Years

Access the Cohort Year page.

A cohort year designates a group of students that all begin a particular course of study the same year.

Setting up cohort years enables your institution to specify the student contribution amounts and tuition fees for the student cohorts according to the guidelines in the Higher Education Support Act of 2003.

Cohort Year

Enter the years in which your institution wants to group students.

(AUS) Entering HECS Data

Adding or Updating Quick Enrollment Requests

Setting Up HECS Band IDs

Access the HECS Band ID Setup page.

Note. Fixed HECS is used for students who enrolled before January 1, 1997, and are charged a single rate for all their subject areas.

The HECS Band ID determines the amount of tuition that an institution can charge per course.

The DEST sets up guidelines as to which band a subject should be placed. You associate HECS Band IDs with academic subjects. Courses that fall under that academic subject are automatically assigned the HECS Band ID of the academic subject; however, you can override the HECS Band ID for individual courses if required.

See Also

Defining Course Offerings

(AUS) Entering HECS Data

Mapping Liability Status Codes

Access the Map Liability Status Codes page.

A liability status defines a student's payment options (for example, deferred or pay up front) and is assigned to each student in the term activation component.

The liability status codes are defined by DEST. In 2005, the codes were changed from two-digit to three-digit codes. For historical purposes, your system must maintain the two-digit codes.

Liability Status	Select the two-digit liability status code.
Map to New Liability Status	Select the equivalent three-digit liability status code.

(AUS) Entering HECS Data

Adding or Updating Quick Enrollment Requests

Mapping Work Experience to HECS Liability Codes

Access the Map Work Exp to Liability page.

WEI is work that is done as a part of, or in connection with, a course of study undertaken with a higher education provider (HEP) and the purpose of which is to obtain work experience relevant to the course of study.

The work experience can be a unit of study that is directed or supported by your institution for which the student pays a contribution amount or tuition fees, or it can be work experience not directed or supported by an institution for which the student pays no contribution or fees.

Work Experience Indicator

When setting up a new indicator, select the appropriate value.

The work experience indicators are:

Not Wholly Work Experience: The HEP directs the learning and performance of the student. The work experience is treated as a normal unit, and the student is charged appropriately.
Wholly Work Exp - Exempt: The HEP does not provide direction or support for the work experience, and the unit of study is exempt from student contributions and tuition fees.
Wholly Work Exp with Charge: The HEP supports the learning and performance of the student and may charge the student contribution amounts and tuition fees.

Liability Status

Select a liability status that your institution has entered as a default status for a course.

Map to New Liability Status

Select the equivalent liability status for students who have enrolled in the course for WEI.

Setting Up Aggregated EFTSL Values

Access the Aggregated EFTSL AUS page.

DEST requires that institutions report EFTSL values for each student, each year. A student’s total EFTSL for a year is equal to the sum of EFTSL values for each term for which he or she is enrolled in that year. The student’s total EFTSL value for each term is the sum of the EFTSL for each class in which the student is enrolled in that term. The EFTSL value for each class is determined by dividing the number of units for each class in which the student is enrolled that term by the total annual units for that program of study.

Aggregated EFTSL values are the total number of EFTSL values that a student accumulates while completing a program of study. This value is used to derive the element 350 Course of Study Load on the Course of Study file.

DEST provides the codes for aggregated EFTSL. You must enter the codes (in tenths) into the system so that you can show the equivalent course of study load (program load). For example, the program value of 30 is equal to 3 years EFTSL.

You assign an aggregated EFTSL to each of your programs on the Academic Program AUS page.

DEST University Code	Enter your institution's DEST university code. This code is used in the file name for your submissions.
ID	Enter the ID for your institution's DEST contact. Note. Make sure this individual has a BUSN and FAX phone number entered in his or her contact record. The individual's name, phone, and fax numbers are reported on the Due file (DU) in the second registration identity record in elements 424 (contact name), 425 (contact telephone), and 426 (contact facsimile number).
Reference year	Enter the collection year.
First Half Year DEST Report Submission Number and Second Half Year DEST Report Submission Number	The process that stamps the work tables increments these numbers by one each time that it runs. The submission numbers are used to generate file extensions for the DEST reports (for example, HX4888EN.A11). The first digit of the .A11 extension is the half year, so this will be one or two. The second digit is the submission number, which can go from one to nine as multiple submissions are made during the half year period.