Scheduled Validations

Records come into scope for being checked by SVs when the relevant trigger date is reached. This trigger date will be a set number of days before the deadline date for reporting. For example, the deadline for Unit enrolment data is 14 days after the census date. Completeness checks for Unit enrolment records will commence 7 days before the census date. This establishes a 'lead-in' of 21 days.

Within the diagram, there is a trigger date, then after 7 days is a census date, and then after 14 days is a deadline date.

Once a record reaches a trigger date, that record and all records that are linked to it will be subject to the relevant scheduled validation rules.

Where a record fails a scheduled validation check, a message will be placed on the provider's notification table to indicate what data is missing or is inconsistent. Once a provider supplies the necessary information to resolve the SV error, then the message will be deleted from the notifications table so that at any point in time, the notification table will only have scheduled validation messages that relate to data that is still incomplete or inconsistent. That is, SV messages will only appear on the notifications table by exception. If there are no SV messages on the provider's notifications table, this means that the system has not identified any incomplete or inconsistent records for that provider.

System generated scheduled validations are executed overnight. For example, if the trigger date for a record is 24 March, the relevant scheduled validation will be executed overnight (between 6pm, 24 March and 6am and 25 March) so that the results of the scheduled validation are available for action by users from 6am, 25 March.

If a provider amends a record that has been subject to a scheduled validation, the re-execution of scheduled validations will also occur overnight. So, if the record was amended before 6pm on 28 March, the results of the re execution will be available from 6am on 29 March, at the latest.

Once a student reaches a census date for a particular unit enrolment, they incur a financial liability, and certain business processes are triggered, particularly where the student is Commonwealth assisted for the unit enrolment.

The deadline for reporting a range of debt and demographic data to TCSI is 14 days after the census date. The system will trigger the scheduled validations associated with each Unit enrolment record seven days before the E489: Unit of study census date. Where a Unit enrolment record is reported late and is not received by TSCI before this deadline, the system will trigger a scheduled validation on the record and its linked records at the next opportunity (that is, that evening).

This event applies to both Higher Education Providers and VET Providers.

It is not possible to check upfront discount calculations using real-time validations. The following SVs are intended to check the consistency of coding for E490: Student Status Code) and the calculation of loan amounts depending on the applicability of discounts.

These checks are triggered 7 days after the census date so that providers receive notifications before loans are potentially finalised and send to the ATO 14 days after the census date.

This event applies to both Higher Education Providers only.

When an OS-HELP debt is incurred, the linked student is considered to be Commonwealth assisted and all information required by that status must be supplied.

This event applies only to Higher Education Providers

Within the diagram, the lead in time for the deadline date is 14 days after the HELP debt incurral date and trigger date.

When a SA-HELP debt is incurred, the linked student is considered to be Commonwealth assisted and all information required by that status must be supplied.

This event applies only to Higher Education Providers

When a Course admission is recorded as being complete, all unit enrolments linked to that course must have an outcome associated with them. The E592: Course Outcome Date that drives this validation can only be populated (based on the real time validations) if the course has actually been completed. This event applies to both Higher Education Providers and VET Providers.

Within the diagram, the lead in time for the deadline date is 7 days after the Course Outcome Date and trigger date.

When a Course admission is recorded as being complete any HDR end-user engagements should be have been ended. While it is the E592: Course Outcome Date that triggers the need to look for HDR end-user engagement records that are still incorrectly active, the deadline date for the reporting of the E610: HDR end-user engagement Effective to date is 31 January of the year after the E592: Course Outcome Date.

This event applies to both Higher Education Providers only

Within the diagram, when a course outcome date is submitted for a completed course admission record, this triggers the need to look for HDR end-user engagement records that are still incorrectly active. After this trigger date, there is a 1 month lead in time to the deadline date.

For Course on campus records, providers are required to supply data before a student is admitted to a course on campus. However, course admissions records in TCSI are linked to a course, rather than a course on campus so it is not possible to establish a trigger point for the scheduled validations that directly reflects the reporting requirements.

Those reporting requirements still stand but the scheduled validations will use 'proxy' trigger and deadline dates. For any course on campus records with a E609: Course on campus Effective from date in the:

• first half of the year, the deadline date for completion of the record will be 30 June of that year
• second half of the year, the deadline date for completion of the record will be 31 December of that year

The trigger point will be one month from those dates, that is, 31 May and 30 November.

Within the diagram, the trigger point will be one month before the deadline dates.

From 2021, providers will be required to report the E598: Commonwealth scholarship amount for students with an active scholarship during the six-month scholarship period.

Within the diagram, the lead in time for the deadline date is 7 days after the trigger date of when the Commonwealth Scholarship amount has been provided for the given reporting year and reporting period.

Within 7 days a student enrolling in a unit of study, the provider is required to report the EFTSL amounts for that unit enrolment. The EFTSL value must be consistent for all students in the same unit of study in the same period, where the unit contributes to the same course of study. Fatal, real-time validation rules prevent the reporting of inconsistent E339: EFTSL where the EFTSL is reported in the main 'unit enrolment' packet. However, a similar real-time validation rule could not be executed where providers report the EFSTL as part of the 'AOU extension' packet because these packets are processed sequentially in TCSI.

This sequential processing means that any real-time rule would be triggered on almost every occasion where the unit enrolment has more than one AOU code. A scheduled validation will be needed to check for this inconsistency at the point after which all EFTSL values for a unit enrolment should have been reported.

There is no enrolment date in so the E600: Unit of study commencement date is used as a trigger for this check.

Within the diagram, the lead in time for the deadline date is 7 days after the trigger date of the Unit of study commencement date.