(AUS) Generating Government Reports

This chapter provides discusses how to:

Generate Department of Education, Science and Training) (DEST) reports.
Generate Centrelink reports.

Generating DEST Reports

This section provides an overview of the DEST reports and the file generation process and discusses how to:

Load the DEST work records.
View the DEST work records.
Generate the DEST LL, EN, OS, SS, and DU reports.
Generate the Course of Study file.

Understanding DEST Reports

Following is a list of the reports or submissions that must be sent to DEST during a collection year:

Student Load/Liability (LL) file.

This file contains information about records that report student load and student liability for all units of study undertaken by students enrolled at a higher education provider. One file may be provided to DEST up to nine times in each of the half-year collection periods.
Student Enrollment (EN) file.

This file contains information on the characteristics of the students. Each record in the file provides information for a particular Student/Course combination from the Student Load/Liability file.

Institutions must provide a Student Enrollment file to DEST with each Student Load/Liability file.
OS-HELP Loan (OS) file.

This file contains information about students who are in receipt of an OS-HELP loan. Up to nine OS-HELP files may be provided to DEST in each of the half-year collection periods.

For each record in a submission of the OS-HELP file, there must be a matching record on the matching submission of the HELP Due File.
Commonwealth Learning Scholarship (SS) file.

This file contains records of all students who had a Commonwealth Accommodation Scholarship (CAS) or a Commonwealth Education Costs Scholarship (CECS) at any time.

For each half-year collection period, the Commonwealth Learning Scholarship file must contain one or two records for each record in the EN file that has a scholarship type of 3, 4, or 5. All type 5 scholarships will have two records.
HELP Due (DU) file.

This file contains details about student loans that are to be recovered through the taxation system, as well as personal details for the students who have the loans.

Higher education providers provide the HELP Due file to DEST at multiple times during each half-year period. DEST aggregates the data in these files to produce the file that they send to the Australian Taxation Office (ATO) once during each half-year period.
Course of Study (CO) file.

This file contains information about all courses provided by a higher education provider and undertaken by the students for whom data are collected in the Student Enrollment, Student Load/Liability, OS-HELP Loan, Commonwealth Learning Scholarship, and HELP Due files.

This file is supplied to DEST once, in the first half of the collection year.

Understanding the File Generation Process

Before you generate the DEST files, run the Load DEST Work Tables process (SRDESTWT) to populate the work tables with the student data based on the criteria you entered on the DEST Work Records - LL,OS page. You can then view the data in the work tables and make any necessary adjustments to the data. When you run the DEST reports, the SQRs get the reporting data from the work tables.

After you submit the DEST reports, run the Stamp DEST Work Records process (SRDESTST) to populate the submission date field on the work tables. The DEST reports are run against the records that have not yet been submitted from the work tables.

To generate the files for submission to DEST, run each of these SQR processes from the DEST LL,EN,OS,SS,DU run control page:

SRDESTDU (HELP Due file)
SRDESTEN (student enrollment file)
SRDESTLL (load/liability file)
SRDESTOS (OS-HELP loan file)
SRDESTSS (Commonwealth Learning Scholarship file)

To generate the course of study file, run the SRDESTCO SQR from the DEST CO run control page.

Pages Used to Generate DEST Reports

Page Name	Object Name	Navigation	Usage
DEST Work Records - LL,OS	SSR_RC_DEST_WT	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, DEST Work Records - LL,OS, DEST Work Records - LL,OS	Set the parameters with which to run the SRDESTWT SQR that populates the DEST work tables. After you submit the DEST reports, run the SRDESTST SQR that date stamps the records in the work tables.
View DEST LL,DU Work Records	SSR_DEST_WRK_HDR	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, View DEST LL,EN,OS Work Recs, View DEST LL,DU Work Records	View the DEST Load/Liability file and the HELP Due file data.
View DEST OS Work Records	SSR_DEST_WRK_OS	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, View DEST LL,EN,OS Work Recs, View DEST OS Work Records	View the DEST OS-HELP Loan file data.
View DEST SS Work Records	SSR_DEST_WORK_SS	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, View DEST LL,EN,OS Work Recs, View DEST SS Work Records	View the Commonwealth Learning Scholarship file data.
Process Run History	SSR_DEST_WRK_HST	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, View DEST LL,EN,OS Work Recs, Process Run History	View the run dates and times for the DEST processes.
DEST LL,EN,OS,SS,DU	SSR_RC_DEST1	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, DEST LL,EN,OS,SS,DU, DEST LL,EN,OS,SS,DU	Generate the Student Load/Liability, Student Enrollment, OS-HELP Loan, Commonwealth Learning Scholarship, and HELP Due files.
DEST CO	SSR_RC_DEST2	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, DEST CO, DEST CO	Generate the DEST Course of Study file.

Loading the DEST Work Records

Access the DEST Work Records - LL,OS page.

Reference Year

Select the year for which you are running the report.

Note. You can select only the years you have set up on the DEST Set Up page.

First or Second Half Year

Select which half of the year you are reporting.

Census Start Date and Census End Date

The system enters the census start and end dates based on the reference year.

CAS Indicator (Commonwealth Assisted Students indicator)

Select which group of students you want the system to include in the report:

All students.

Commonwealth assisted students only.

Non-commonwealth assisted students only.

Viewing the DEST Work Records

Access the View DEST LL,EN,OS Work Records component.

Generating the DEST LL, EN, OS, SS, and DU Reports

Access the DEST LL,EN,OS,SS,DU page.

Most of the fields on this page are the same as the DEST Work Records - LL,OS page.

File Path

Enter the path where you want the system to save the file.

The file path must end with a forward slash (\).

Generating the Course of Study File

Access the DEST CO page.

Enter the Academic Institution, Reference Year, and File Path.

Generating Centrelink Reports

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

Generate Centrelink Name and Units File report.
Generate the Centrelink Course of Study Files.

Understanding Centrelink Reporting

Centrelink conducts enrollment checks of students in receipt of student assistance from the Commonwealth in order to independently verify information that has been provided to Centrelink by customers, detect incorrect payments resulting from incorrect or incomplete information provided by recipients, and to assist in the timely detection of discontinuation of study or a reduction in workload. The enrollment checks are conducted by matching Centrelink data against data provided by the institution to determine a student’s enrollment status and workload where applicable.

Centrelink requires the following reports:

Centrelink Name File report.
Centrelink Units File report.
Course of Study File report.

Centrelink requires institutions to send the Student file, Units file, and Course of Study file three times a year: mid-April, mid-July, and mid-November.

The Name File Report

The Centrelink Name File is used by Centrelink to identify customer enrollment status.

The first submission of the Centrelink Name File is due in the second week of April each year, and it contains data records for all enrollments in courses at an institution for which students are enrolled in a course and have started and are attending at least one continuing unit of study at the time of submission. The first submission covers the summer study period and study periods starting from the beginning of the collection year to date of extract in mid-April.

The second submission of the Centrelink Name file is due in the second week of July each year and contains data records for all enrollments in courses at the institution for which students are enrolled in a course and have started and are attending at least one continuing unit of study in the study period that has just finished at the time of submission. The second submission covers the summer study period and study periods that are not reported in the first submission until approximately July 31.

The third submission of the Centrelink Name file is due in the second week of November each year and contains data records for all enrollments in courses at the institution for which students are enrolled in a course and have started and are attending at least one continuing unit of study at the time of submission. The third submission covers all study periods from July 1 to date of extract in mid-November.

Following are the file names for the Name report:

HX<DEST Institution Code>CN.AS1 for the first submission of the file.
HX<DEST Institution Code>CN.AS2 for the second submission of the file.
HX<DEST Institution Code>CS.AS3 for the third submission of the file.

The Unit File Report

The units file is based on the name file. For each given student ID, the units file extracts all units enrolled for this student ID in the current academic year. If the class was withdrawn or discontinued, the system shows the drop date or the effective date of the defer program action on the student program/plan. The units file identifies classes in which a student is enrolled and the related EFTSL for the student's enrollment. The report is organized by term, course code, and student identification code.

The units file has the same data elements as the DEST Student Load file with the addition of a Unit of Study Discontinuation Date field. This field is populated either by PS_ACAD_PROG.EFFDT for deferrals or PS_STDNT_CAR_TERM.WITHDRAW_DATE for withdrawals.

Following are the file names for the units file:

HX<DEST Institution Code>CU.AS1 for the first submission of the file.
HX<DEST Institution Code>CU.AS2 for the second submission of the file.
HX<DEST Institution Code>CU.AS3 for the third submission of the file.

The Course of Study File Report

The Course of Study file identifies all the courses offered for the referenced year at your institution and has the same specifications as the DEST Course of Study file.

The Course of Study file must be included with each Centrelink submission.

Following are the file names for the Course of Study file:

HX<DEST Institution Code>CO.AS1 for the first submission of the file.
HX<DEST Institution Code>CO.AS2 for the second submission of the file.
HX<DEST Institution Code>CO.AS3 for the third submission of the file.

Pages Used to Generate Centrelink Reports

Page Name	Object Name	Navigation	Usage
Centrelink Name/Units Files	SSR_RUN_CTRLNK1	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, Centrelink Name/Unit Files, Centrelink Name/Units Files	Generate the Centrelink name and units files.
Centrelink Course File	SSR_RUN_CTRLNK2	Records and Enrollment, Enrollment Reporting, DEST/Centrelink AUS, Centrelink Course File, Centrelink Course File	Generate the Centrelink course of study file.

Generating Centrelink Name and Unit Files

Access the Centrelink Name/Units Files page.

Academic Institution

Select the Academic Institution for which you are running the report.

DEST University Code

Select the DEST assigned code for the university.

Reference Year Begin Date

Enter the first day of the collection year that you are reporting.

Centrelink Submission

Select the appropriate submission number.

As of Date

Enter the date on which the data is collected.

Output File Path

Enter the path where you want the system to save the file.

Generating the Centrelink Course of Study Files

Access the Centrelink Course File page.

Academic Institution

Enter the academic institution for which you are generating the report.

Centrelink Submission

Select the appropriate submission number.

Output File Path

Enter the path where you want the system to save the file.

Reference Year	Select the year for which you are running the report. Note. You can select only the years you have set up on the DEST Set Up page.
First or Second Half Year	Select which half of the year you are reporting.
Census Start Date and Census End Date	The system enters the census start and end dates based on the reference year.
CAS Indicator (Commonwealth Assisted Students indicator)	Select which group of students you want the system to include in the report: All students. Commonwealth assisted students only. Non-commonwealth assisted students only.

Academic Institution	Select the Academic Institution for which you are running the report.
DEST University Code	Select the DEST assigned code for the university.
Reference Year Begin Date	Enter the first day of the collection year that you are reporting.
Centrelink Submission	Select the appropriate submission number.
As of Date	Enter the date on which the data is collected.
Output File Path	Enter the path where you want the system to save the file.

Academic Institution	Enter the academic institution for which you are generating the report.
Centrelink Submission	Select the appropriate submission number.
Output File Path	Enter the path where you want the system to save the file.