Version Details
| Version: | 5.1 |
|---|---|
| First Year: | 2014 |
| Last Year: | 2014 |
About
VET providers (providers) approved under the Opens in a new window: Higher Education Support Act 2003 (HESA) are required to report data for all eligible students in approved VET courses.
The VET Student Load/Liability (VLL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the VET Student submission.
All eligible students are required to be reported whether or not they access VET FEE‑HELP assistance.
The VLL file can also include student records omitted from a previous VET Student submission due to administrative error.
The Revised VET Student Load/Liability (VRL) file enables providers to revise previously reported student load liability data. This file is used in the VET Student Revision submission.
For more information see VET Administrative Information for Providers.
Timing
Timing of submissions is detailed in the reporting schedule for the relevant reporting year.
There are up to four deadlines for each reporting year which depend on the census dates for unit(s) of study offered by a provider. Data can be submitted at any time after a census date. A provider may submit more than one submission for a period.
The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date.
Submission method
The VLL file is one of three files incorporated in the VET Student submission. The other files are the:
- VET Student Enrolment (VEN)
- VET Commonwealth Assisted Students (VDU) (in a validated HELP Due submission).
When reporting a VET Student submission it is recommended that you read the VEN and VDU file scope guidelines in conjunction with these scope guidelines.
Similarly, when revising data, the VRL file is one of three files incorporated in a VET Student Revision submission. See Revisions below for more information.
Submissions are made using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT User Guide Part 2.
Structure
Information about the structure and elements included in the VLL/VRL files is in the structure guidelines for the relevant reporting year.
Each record in the VLL file must have a unique combination of values for:
- Student identification code (element 313)
- Course code (element 307)
- Unit of study code (element 354)
- Unit of study census date (element 489)
- Commonwealth Higher Education Student Support Number (CHESSN) (element 488).
These elements are the key identifiers for a student's unit of study. A record to be revised will be matched on these elements.
Revisions
VET unit of study data that has previously been reported to the department in a VET Student submission can be revised through a VET Student Revision submission.
The VET student revision submission incorporates data from three files:
- VET Revised Student Load Liability (VRL)
- VET Student Revisions (VSR)
- VET Commonwealth Assisted Students (in a validated VET HELP Due submission).
When reporting a Student Revision submission it is recommended that you read the SR and the DU file scope guidelines in conjunction with the LL/RL scope.
Revised data can be submitted at any time. For detailed information on how to revise previously reported VET load liability data see the VET FEE‑HELP revision guides.
More information
For more information about terms used in these guidelines see the glossary.