Unit enrolment packet

Version Details

Version
1.00
Years
2021

The unit enrolment packet is used to report a student’s enrolment in units of study. Each unit enrolment packet must be linked to an established course admission packet.

Scope

Providers are required to report a unit enrolment packet for each occasion that a student enrols in a unit of study with the provider where:

  • the provider delivers teaching resources
  • the provider sets or charges student contributions or tuition fees
  • the unit of study is wholly work experience in industry, or
  • the unit of study is undertaken by a domestic student as part of a formal overseas exchange program and will count as credit towards a course with the provider and for which the overseas provider is not charging tuition fees,

except for units of study:

  • undertaken by overseas students in Australia as part of a formal exchange program where the student is not being charged tuition fees by the provider
  • for English language intensive courses for overseas students (ELICOS)
  • for which the cost of resources are met by another Australian provider
  • involving work experience undertaken as a requirement of a course but which does not meet the definition of work experience in industry or does not count as credit towards the course's total credit requirements
  • leading to the award of a higher doctorate
  • for cross-institutional programs where the provider is not meeting the cost of the resources for the unit of study (these unit enrolments are to be reported by the provider that is meeting the cost of the resources)
  • where the student has been granted an exemption or deferral
  • undertaken by a domestic student as part of a formal overseas exchange program that will not count as credit towards a course with the provider.

Initial reporting requirement

Element

Required reporting

Deadline

*UID15: Course admission resource key or

E313/E307/E534: Unique course admission combination

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E354: Unit of study code

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E464: Discipline code

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E622: Unit of study year-long indicator

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E489: Unit of study census date

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E600: Unit of study commencement date

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E355: Unit of study status code

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E601: Unit of study outcome date

Required for all in-scope unit enrolments

Within 7 days of the student enrolling in a unit of study

*E337: Work experience in industry code

Required for all in‑scope unit enrolments that are WEI

Within 7 days of the student enrolling in a unit of study

*E551: Summer and winter school code

Required for all in‑scope unit enrolments that are a summer or winter school unit

Within 7 days of the student enrolling in a unit of study

E660: Delivery location – country code

Required for all in-scope unit enrolments

Within 14 days of the census date

E329: Mode of attendance code

Required for all in-scope unit enrolments

Within 14 days of the census date

E490: Student status code

Required for all in-scope unit enrolments

Within 14 days of the census date

E477: Delivery location – postcode

Required if the unit enrolment will be delivered in Australia

Within 14 days of the census date

E392: Maximum student contribution code

Required if student is Commonwealth supported for the unit of study

Within 14 days of the census date

E446: Remission reason code

Required if unit of study is remitted for the student

Within 7 days of the unit of study being remitted

^E339: EFTSL

Required if provider does not report AOUs

Within 7 days of the student enrolling in a unit of study

E384: Amount charged

Required if provider does not report AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E381: Amount paid upfront

Required if provider does not report AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E529: Loan fee

Required if provider does not report AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E558: HELP loan amount

Required if provider does not report AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

Extension: AOU for reporting multiple values:

#E333: Academic organisational unit code

Required if provider reports AOUs

Within 7 days of the student enrolling in a unit of study

^E339: EFTSL

Required if provider reports AOUs

Within 7 days of the student enrolling in a unit of study

E384: Amount charged

Required if provider reports AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E381: Amount paid upfront

Required if provider reports AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E529: Loan fee

Required if provider reports AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

E558: HELP loan amount

Required if provider reports AOUs and the student is enrolled in the unit of study at the end of the census date

Within 14 days of the census date

*These elements must be reported together when a unit enrolment packet is created

#AOU (E333) must be reported in the AOU extension packet when it is created

^EFTSL (E339) must be reported either in the main unit enrolment packet or the AOU extension when the enrolment packet is created.

Uniqueness

There cannot be multiple unit enrolment packets with the same combination of values for:

  • student (UID8 or E313)
  • unit of study code (E354)
  • unit of study census date (E489)

A student can study the same unit of study more than once, so long as the the commencement and outcome dates do not overlap.

For providers that use AOUs, each unit enrolment packet must also have a unique value for the academic organisational unit code (E333).

Reporting notes

Providers that use academic organisational units (AOUs) are able to report each unit enrolment with multiple fractional values for EFTSL (E339), amount charged (E384), amount paid upfront (E381), loan fee (E529) and HELP loan amount (E489). These fractional values are then summed by the system to the calculate total values for the unit enrolment. A provider reporting AOU extensions must only report the above elements (E339, E384, E381, E529 and E489) in the AOU extension and leave the totals blank in the unit enrolment packet.

Each unit enrolment packet must only contain units of study that contribute to the academic requirements of the course indicated by the course admission identifier (UID15 or combination of E313/E307/E534). Where a student is undertaking units of study with the provider that cannot be counted as credit towards the course or units of study undertaken after the academic requirements of the course have been met, the unit enrolment is to be reported for a separate course admission that identifies the course as a non-award course.

Revising data

A provider can update or correct any data already in a unit enrolment packet after the initial packet is reported, as per the following table.

Element

Revisions required

UID15: Course admission resource key or

E313/E307/E534: Unique course admission combination

Corrections only

E354: Unit of study code

Corrections only

E464: Discipline code

Corrections only

E622: Unit of study year-long indicator

Corrections only

E489: Unit of study census date

Corrections only

E600: Unit of study commencement date

Corrections only

E355: Unit of study status code

Update to current value

E601: Unit of study outcome date

Update to current value

E337: Work experience in industry code

Corrections only

E551: Summer and winter school code

Corrections only

E660: Delivery location – country code

Corrections only

E329: Mode of attendance code

Update to current value until the census date. Then corrections only, with value to be correct as at the unit of study census date (E489)

E490: Student status code

Update to current value until the census date. Then corrections only, with value to be correct as at the unit of study census date (E489)

E477: Delivery location - postcode

Corrections only. Value is to be correct as at the unit of study census date (E489)

E392: Maximum student contribution code

Corrections only. Value is to be correct as at the unit of study census date (E489)

E446: Remission reason code

Update to current value

E339: EFTSL

Corrections only. Value is to be correct as at the unit of study census date (E489)

E384: Amount charged

Corrections only. Value is to be correct as at the unit of study census date (E489)

E381: Amount paid upfront

Corrections only. Value is to be correct as at the unit of study census date (E489)

E529: Loan fee

Corrections only. Value is to be correct as at the unit of study census date (E489)

E558: HELP loan amount

Corrections only. Value is to be correct as at the unit of study census date (E489)

E333: Academic organisational unit code

Corrections only. Value is to be correct as at the unit of study census date (E489)

E339: EFTSL

Corrections only. Value is to be correct as at the unit of study census date (E489)

E384: Amount charged

Corrections only. Value is to be correct as at the unit of study census date (E489)

E381: Amount paid upfront

Corrections only. Value is to be correct as at the unit of study census date (E489)

E529: Loan fee

Corrections only. Value is to be correct as at the unit of study census date (E489)

E558: HELP loan amount

Corrections only. Value is to be correct as at the unit of study census date (E489)

TCSI Data Entry file upload

Unit enrolments and AOUs are updated on the Unit enrolment file available for download on the Unit enrolment group page.