edith cowan university functional requirements...

Edith Cowan University

Functional Requirements Specification

National Benchmarking System

NATBES Project - FRS Release 1.1 7 May 2007

Commercial in Confidence

This document is the property of Edith Cowan University. All information contained within this document is of a propriety nature. The information may only be revealed to a person who is authorised to receive the information and should be treated as strictly “Commercial in Confidence”.

FUNCTIONAL REQUIREMENTS SPECIFICATION NATBES

NATBES FRS V1 1(20070507).doc Page iii of 63 Release 1.1

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NATBES FRS V1 1(20070507).doc Page iv of 63 Release 1.1

Table of Contents

1. Introduction .................................................................................................................................... 5

2. System Build Methodology......................................................................................................... 6

3. Technical Environment................................................................................................................ 7 3.1. Recommended Hardware ................................................................................................. 7 3.2. Recommended Software ................................................................................................... 8 3.3. Domain Name ..................................................................................................................... 8

4. Design Standards.......................................................................................................................... 9 4.1. Screen Standards ............................................................................................................... 9 4.2. Menu Standards ................................................................................................................. 9 4.3. Screen Standards ............................................................................................................... 9 4.4. On-line Help Standards ..................................................................................................... 9

5. System Processes ...................................................................................................................... 10 5.1. Registration Process ........................................................................................................ 10 5.2. Login Process ................................................................................................................... 13 5.3. Data Query Process ......................................................................................................... 14 5.4. Data Warehouse Process ............................................................................................... 24

6. Measures ....................................................................................................................................... 25 6.1. Standard Measures .......................................................................................................... 25 6.2. Special Measures ............................................................................................................. 25

7. Data Suppression Rules............................................................................................................ 27

8. Data Model .................................................................................................................................... 28

9. Database Schema ....................................................................................................................... 30

10. Data Transformation Rules....................................................................................................... 57

11. Audit Logs..................................................................................................................................... 59

12. Data File Layouts......................................................................................................................... 60 12.1. Course of Study Data File ............................................................................................... 60 12.2. Student Enrolment Data File........................................................................................... 61 12.3. Past Course Completions File ........................................................................................ 62 12.4. Student Study Load Data File......................................................................................... 63


NATBES FRS V1 1(20070507).doc of 63 Release 1.1

1. Introduction

The purpose of this document is to provide the reader with a detailed understanding of the systems processes, business procedures, physical screen and report layouts required for developing and implementing a National Benchmarking System. The following points will be addressed within this document:

• System Build Methodology

• Technical Environment

• Design Standards

• System Processes

• Data Suppression Rules

• Data Model

• Database Schema

• Data Transformation Rules

• Logging

• DEST Data File Layouts



2. System Build Methodology

The methodology used for the System Architecture and Construction phase for Edith Cowan University is the APT Methodology. The APT Methodology is a full life cycle Methodology which incorporates all the phases in the development and system acquisition life cycle along with additional phases addressing the management of IT facilities. Each phase of the Methodology includes detailed activity networks and task lists.

The APT Methodology is fully aligned with, and able to support, Quality Management Systems compliant to ISO 9001 and IEEE 1298. The APT Methodology has a strong project management focus with a complete phase dedicated to the initiation, planning, control and reviewing of projects.



3. Technical Environment

Edith Cowan University has a standard operating environment for both Servers and Desktop computers. The NATBES system shall meet the corporate consistency requirements by conforming to the basic technology architecture.

The target technical environment will be selected from one of three options:

Option 1

• Win 2003 operating system;

• IIS Web Server;

• SQL Server 2005 Database with OLAP;

• ASP.NET

Option 2

• Linux operating system;

• Apache Web Server;

• Oracle 10G Database with OLAP;

• ASP.NET

Option 3

• SuperSTAR Suite developed by Space Time Research;

Options 1 and 2 will be evaluated and trialled by the Project Team who will determine which option suits the application best. The evaluation matrix of these two options is available in Appendix A. Option 3 has been eliminated from the evaluation as it is cost prohibited.

3.1. Recommended Hardware

A dedicated server will be purchased and configured with the preferred environment. Specifications for this server will be agreed upon by the Manager, Strategic Information Services, and the Manager, Information Delivery Systems.

The recommended hardware requirements for the NATBES server are: • Processor with a speed of xx GHz or higher; • xx GB or more memory; • RAID or SAN (utilized for application data) with xxx GB raid storage.



3.2. Recommended Software

In addition to the software from the selected option, the following additional software is required on the server: • Microsoft Access; • Microsoft Excel; • Microsoft Data Access Components (MDAC) version 2.8, and client driver

for the selected database (SQL Server or Oracle);

The client software required is: • Internet Explorer version 6 or higher; • FireFox version 1 or higher; • MacIntosh computers will be supported.

3.3. Domain Name

A domain name of natbes.ecu.edu.au will need to be registered with the Australian domain name registry. The designated server will need to be configured so that the domain name points to the correct IP address.



4. Design Standards

4.1. Screen Standards The NATBES system will follow ECU’s standard user interface to ensure a consistent look and feel with existing University systems. All graphics used shall meet and follow ECU’s development standards and guidelines. The web development standards documentation will be provided by the University.

4.2. Menu Standards The NATBES system will follow ECU’s current menu standards to insure a consistent look and feel with existing University systems. All graphics used shall meet and follow ECU’s development standards and guidelines. The web development standards documentation will be provided by the University.

4.3. Screen Standards The screen item standards will follow existing University development standards and guidelines. The web development standards documentation will be provided by the University.

4.4. On-line Help Standards On-line help is outside the scope of this project.



5. System Processes

5.1. Registration Process

All users that require access to the NATBES system will be required to register electronically on the system before being allowed access to the NATBES information.

The registration process is as follows:

1) On-line registration.

The user will be asked to fill out an on-line registration form. This will include the allocation and confirmation of a password. The user’s login will be based on their e-mail address.

The following user information is mandatory when registering on NATBES: • User’s First Name; • User’s Last Name; • Organisation that User belongs to; • User’s contact phone number (country code + area code + phone

number); • Country that user currently resides in; • User’s e-mail address; • A password allocated by the user. The password must conform to

standard ECU password standards.



It requires that user’s password must be 6 or more characters in length The password must contain at least one letter and one non-alpha character (numbers or punctuation) except full colon : and must not be the same as user’s login ID.

Additionally the user’s mobile phone contact number can be provided if available.

2) Accept Terms and Conditions

Once the registration form has been completed, the user must accept the terms and conditions of using the NATBES site before their registration form is submitted for processing.

The NATBES terms and conditions are:

- The data provided in the National Benchmarking Datasets "NATBES" are collected by the Department of Education, Science and Training and therefore are subject to Commonwealth laws. ECU in obtaining and providing this information via NATBES are distributing it for use for statistical purposes only. Any effort to determine the identity of any student represented in the data is prohibited and is in breach of the terms of Use.

- ECU has implemented rules and safeguards to prevent the identification of individuals and all activity related to the use of NATBES is recorded.

- ECU has applied suppression rules to prevent individual cohorts less than 10 Enrolments and 5 EFTSL.

- Users of NATBES agree that:

1) the data in this dataset will be used for statistical purposes only;

2) no attempt will be made to identity any person, and if discovered inadvertently, advise ECU of any such discovery;

3) Not link this dataset with individually identifiable data from other datasets.

3) Notification of Registration

Once the registration form has been completed and submitted, the NATBES system will e-mail the user a Registration Notification e-mail including a link to NATBES which must be clicked to activate their account. A notification e-mail will also be sent to the NATBES administrator who can review the request. The administrator will have the capability to reject a registration request by disabling the account if the user intentionally breaches the terms and conditions for using NATBES.



4) Activation of Account

Once the user has received the Registration Notification e-mail, they must activate their account by clicking on the activation link located in the e-mail.

5) Login

Once the user’s account has been activated a user can login anytime to NATBES and query the information using the NATBES query wizard.



5.2. Login Process

The user will be required to Login to the system each time they want to request information from NATBES. The Login ID and password must be provided. The user’s Login ID is their e-mail address they registered with and the password is the password they allocated at registration.

If the user has not previously registered they can click on the “Apply for access to the system” hyperlink to be directed to the registration process.

If the user cannot remember their password they can request it to be e-mailed to them by clicking on the “Forgotten your password?” hyperlink.

The About NATBES “Display Version information” hyperlink displays NATBES system version and copyright information.

Each time a registered user has logged into NATBES their login count and last time logged in information is recorded for audit trails.



5.3. Data Query Process To retrieve data from NATBES the user must use the Data Query wizard to generate a query to retrieve information from the data warehouse. The following steps are used to generate the query:

1. Select Dataset

The user selects the dataset that they wish to retrieve information from. This is achieved by selecting the following:

A) Submission Type; B) Dataset – either a Data File or Special Measure; C) Reference Year/s.

The first choice the user makes is to select the submission type by clicking the appropriate radio button.

A) Full Year Submission – This dataset is a collection of full year information for a given reference year/s.

B) Submission 1 – This dataset is a collection of student course and unit enrolments data with census dates between 1 January and 31 March of the selected reference year/s, or with semester = 1, 3 and 5.

The default submission type is Full Year Submission.

The user then selects from the available datasets for the submission type. The following datasets are available to select:

A) Student Enrolments – student profile and enrolment information; B) Study Load - student load and student liability for all units of study

undertaken by students enrolled at an Australian Higher Education Provider;

C) Course Completions - data about each student who completed the academic requirements of an award course in the year prior to the Collection Year;

D) Access Count - a special measure that provides a count of the number of Commencing Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home residence address which is not an overseas address;



E) Participation Count – a special measure that provides a count of the number of Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home address which is not an overseas address;

F) Student Progress Rate - a special measure that provides the percentage of student unit passes compared with overall unit enrolments for each year;

G) Student Retention Rate - a special measure that provides the ratio between the number of students in current year's submission one who were in the same submission the previous year (re-enrolling students), and the number of students enrolled at the time of the previous year's submission minus those who graduated in the previous year;

H) Student Attrition Rate - a special measure that provides the opposite ratio of student retention rate;

Note that the Course Completions dataset is not available for Submission 1.

The user then has the option to select a range of reference years, or to pick reference years from a list by selecting the appropriate reference year option. The default is “pick from list” and current reference year. Initially NATBES will hold 2001-2006 data.



2. Select Institution/s

The user will select a single institution, or pick from a filtered list of institutions based from the following options:

A) Pre-defined Group; B) HEP1 or HEP2; C) State; D) Student Enrolment/Load size.

The default is to pick from a filtered list of HEP1 institutions.

If a single institution is selected then the user proceeds to step 3 otherwise the user picks institutions from the generated filtered list.



The user must select at least ONE institution from the filtered list to proceed to the next step. The user can select “All” to instantly select all Institutions listed.

NOTE - If FIVE or fewer institutions are selected the Data wizard will individually list each one, otherwise the Data wizard will list the filtered list query.



3. Select Measure and Dimensions

The user will select from a predefined list of dimensions and where applicable a standard measure. A maximum of five dimensions can be selected. The list of available dimensions is dependant on the selected Dataset.

The Student Enrolments and Course Completions only have one standard measure – Bodies which is always selected. The Student Load dataset has the option of two standard measures and the user must select one.

If the selected dataset is a special measure then only dimensions need to be selected.

The list of available standard measures and dimensions for each Dataset is as follows:

A) Student Enrolments Standard Measure Bodies Course Enrolments

Dimensions Aboriginal Torres Strait Islander Attendance Mode Attendance Type Campus Citizen Resident Status Commencing Country



Commencing Post Code Commencing Student Country of Birth Course Code Course Commencement Date Course Load Course Title Course Type Disability Enrolment Year Exemption Institution Field of Education (Broad) Field of Education (Narrow) Field of Education (Detailed) Gender Highest Qualification Home Country Home Language Home Post Code Institution Major Course Indicator New Admission Status New to Higher Education Flag Participation Age Prior Exemption Scholarship Type School Leaver Suburb/Town/Locality Term Country Term Post Code Tertiary Entrance Score Year of Arrival

B) Student Load Standard Measures Load Unit Count

Dimensions Academic Organisational Group Attendance Mode Campus Country Campus Post Code Citizen Resident Status Commencing Student Discipline Code EFTSL Industry Semester (pre 2005) Student Status Summer School Unit Code Unit Census Date Unit Completion Status



C) Course Completions

Standard Measure Bodies Course Enrolments

Dimensions Aboriginal Torres Strait Islander Attendance Mode Attendance Type Citizen Resident Status Combined Course Country of Birth Course Code Course Commencement Date Course Load Course Title Course Type Disability Field of Education (Broad) Field of Education (Narrow) Field of Education (Detailed) Gender Home Language Institution Participation Age Scholarship Type Specialisation Year of Arrival

D) Access Count – Special Measure

Dimensions The same as A) Student Enrolments E) Participation Count – Special Measure

Dimensions The same as A) Student Enrolments F) Student Progress Rate – Special Measure

Dimensions The same as B) Student Load G) Student Retention Rate – Special Measure

Dimensions The same as A) Student Enrolments H) Student Attrition Rate – Special Measure

Dimensions The same as A) Student Enrolments



4. Select Dimension Specific Values

Of the dimensions selected, the user can then select all values or pick a specific value. For example if the Aboriginal Torres Strait Islander dimension is selected the user can specify from - All, Neither, Aboriginal origin, Torres Strait Islander origin, Aboriginal and Torres Strait Islander origin, or No information values.



5. Select Sort Sequence

Of the measure/s and dimensions selected, the user will determine the primary, secondary and tertiary orders for sorting. Note - Benchmarking metrics are based on primary sort key and selected dimensions:

Only up to three sorts can be selected excluding the default measure (e.g. Bodies).



6. Select Method of Extraction

The user now can specify the method of extraction. The following methods will be made available:

A) Onscreen Table B) Download File

- CSV file - Excel Pivot Table - Access Database

Once all steps in the wizard have been completed and if the query passes data suppression rules then the query will be generated and the results made available to the user. If the query fails data suppression rules then a data suppression notification message will be displayed (see section 7 – Data Suppression Rules). If no results are returned due to no data then a notification message will also be displayed.

All executed queries will be logged for audit trial purposes.



5.4. Data Warehouse Process The NATBES data warehouse will be populated with data on a regular basis from extracts provided by DEST. The general NATBES system processes can be described as follows:

1. Order data from DEST

Data extracts will be provided to the university on a regular basis from DEST via physical media. These extracts are prepared in an agreed format with DEST (see section 12 - Data Files).

Two extracts a year will be provided:

A) Submission 1 - this data includes records with census dates between 1 January and 31 March for a given reference year or with semester = 1, 3 and 5. Course, student enrolment, and study load data is provided at this time.

B) Full Year - this data includes full year records for a given reference. Course, course completions, student enrolment, and study load data is provided at this time.

2. Prepare databases

Each year some database housekeeping tasks will be need to be undertaken prior to loading the DEST data. These tasks are as follows:

A) Archive last reference year - the previous reference year database will be archived. This will enable the ability for users to query data at a point in time if requested.

B) Prepare new reference year – lookup tables are updated with the latest information and any previous year data that requires transformation to new formats is transformed.

3. Import Data into NATBES

Once the extract files have been received from DEST and the database prepared, some data transformation will take place (see section 10 – data transformation) to put the data in a format that can be used by NATBES. The transformed data will then be loaded into the NATBES database via import tools supplied by the selected database.

DEST File

NATBES Database Data transformation



6. Measures

A number of statistical measures for benchmarking and their data requirements are described as follows:

6.1. Standard Measures Three standard measures: • Bodies – Unique student head count • Course Enrolments - The number of Student Course Enrolments or

Course Completions • A student enrolled in a combined course has more than one

course Field of Education. To calculate combined course enrolments by Field of Education, it is required by DEST that the number of enrolments in each required Field of Education will be counted once. However, the total number of enrolments in this course will be calculated based on one enrolment per student.

• Load – The unit EFTSL value

6.2. Special Measures Five special measures: • Access count • Participation count • Student Progress Rate • Student Retention Rate • Student Attrition Rate

A) Access Count

This measure is to provide a count of the number of Commencing Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home residence address which is not an overseas address.

B) Participation Count

This measure is to provide a count of the number of Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home address which is not an overseas address.

C) Student Progress Rate This measure is to provide the percentage of student unit passes compared with overall unit enrolments for each year. Students included are Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home residence address which is not an overseas address.



D) Student Retention Rate

This measure is to provide the ratio between the number of students in current year's submission one who were in the same submission the previous year (re-enrolling students), and the number of students enrolled at the time of the previous year's submission minus those who graduated in the previous year. Students included are Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home residence address which is not an overseas address.

E) Student Attrition Rate This measure is the opposite of student retention rate and is used to measure the attrition rate of student enrolled from one year to the next. Students included are Australian citizens, New Zealand citizens and students with a Permanent Resident status who have a permanent home residence address which is not an overseas address.



7. Data Suppression Rules

To ensure that no confidentiality of privacy rules have been breached when retrieving data from NATBES a number of data suppression rules will be applied to each query result set . The following data suppression rule will be applied:

• No unique or potential unique identification of any load or enrolment will be possible. For example, if through a query a dimensional view, a single enrolment is identified, then a Data Suppression rule will come into action. The threshold for this rule will be agreed with DEST and will be proposed triggered at 10 enrolments or 5 EFTSL. Where the rule is activated the, user will be advised, either via a message of via data aggregation.



8. Data Model NATBES Submission 1 - Entity Relationships diagram

Reference Tables AOU_Group Attendance _Mode Citizen_Resident Commencing_New Discipline_Code Industry Liability_Status Post_Code Semester Student_Status Summer_School Unit_Status

enrolment_id unit_study reference_year aou_group campus_country campus_postcode citizen_resident commencing_new discipline_code attendance_mode semester student_status liability_status summer_school eftsu unit_study_census_date unit_completions_status industry

Submission1_Student_Study_Load

enrolment_id student_id course_id reference_year aborig_torres campus_location citizen_resident commencing_country commencing_postcode commencing_new date_of_birth major_course country_birth disability enrolment_year exempt_institution gender qualification_high language_home home_country home_postcode term_country term_postcode attendance_mode suburb_town_locality new_admission new_higher_education participation_age prior_exemption scholarship_type school_leaver submission_year tertiary_entrance_score attendance_type year_arrival nesb

Submission1_Student_Enrolment

Reference Tables Aborig_Torres Age_Group Attendance _Mode Attendance_Type Campus_Locaction Citizen_Resident Commencing_New Country Disability Language Major_Course New_Admission New_Higher_Education Qualification_High Post_Code Scholarship_Type School_Leaver

course_id course course_of_study institution reference_year combined_course course_name course_load course_type field_of_education field_of_education_supp special_course

Submission1_Course

Reference Tables Combined_Course Course_Type Field_of_Education Institution Special_Course



NATBES Full Year - Entity Relationships diagram

Reference Tables Aborig_Torres Age_Group Attendance _Mode Attendance_Type Citizen_Resident Country Disability Language Overseas_Indicator Scholarship_Type Student_Status Summer_School Unit_Status

Fullyear_Course_Completionss

Reference Tables AOU_Group Attendance _Mode Citizen_Resident Commencing_New Discipline_Code Industry Liability_Status Post_Code Semester Student_Status Summer_School Unit_Status

enrolment_id unit_study reference_year aou_group campus_country campus_postcode citizen_resident commencing_new discipline_code attendance_mode semester student_status liability_status summer_school EFTSL unit_study_census_date unit_completion_status industry

Fullyear_Student_Study_Load

enrolment_id student_id course_id reference_year aborig_torres campus_location citizen_resident commencing_country commencing_postcode commencing_new date_of_birth major_course country_birth disability enrolment_year exempt_institution gender qualification_high language_home home_country home_postcode term_country term_postcode attendance_mode suburb_town_locality new_admission new_higher_education participation_age prior_exemption scholarship_type school_leaver submission_year tertiary_entrance_score attendance_type year_arrival nesb

Fullyear_Student_Enrolment

Reference Tables Aborig_Torres Age_Group Attendance _Mode Attendance_Type Campus_Locaction Citizen_Resident Commencing_New Country Disability Language Major_Course New_Admission New_Higher_Education Qualification_High Post_Code Scholarship_Type School_Leaver

course_id course course_of_study institution reference_year combined_course course_name course_load course_type field_of_education field_of_education_supp special_course

Fullyear_Course Reference Tables Combined_Course Course_Type Field_of_Education Institution Special_Course

student_id course_id reference_year aborig_torres citizen_resident date_of_birth country_birth disability gender language_home attendance_mode participation_age primary_course_record scholarship_type specialisation attendance_type year_arrrival



9. Database Schema * NOTE * All primary keys are indicated in bold text.

Table: Aborig_Torres This reference table stores Aboriginal and Torres Strait Islander lookup information.

Name Type Size Nulls Description aborig_torres

Numeric 1 N A code which identifies whether or not the student identifies herself or himself as being of Aboriginal and/or Torres Strait Islander descent

Description varchar 250 N Description of aboriginal and torres strait islander code value 2 - Neither Aboriginal nor Torres Strait Islander origin 3 - Of Aboriginal origin 4 - Of Torres Strait Islander origin 5 - Of Aboriginal and Torres Strait Islander origin 9 - No information

Table: Associated_Group This reference table stores HEP Associated Group lookup information.

Name Type Size Nulls Description associated_group

Numeric 6 N The HEP associated group that a Institution belongs to

Description varchar 250 N Description of associated group value 1 - Australian Technology Network 2 - Group of Eight 3 - Innovative Research Universities 4 - Innovative Research Universities/ Regional Universities 5 - Regional Universities 6 – Other (not is above)

Table: Attendance_Mode This reference table stores Attendance Mode lookup information.

Name Type Size Nulls Description attendance_mode

Numeric 1 N A code which identifies the mode of attendance by which the student undertakes a unit of study.

Description varchar 250 N Description of attendance mode value 1 - Internal Mode of Attendance at an on-shore or off-shore campus 2 - External Mode of Attendance at an on-shore or off-shore campus 3 - Multi-modal Mode of Attendance 4 - Completed course for which ALL units of study have been completed either solely through the Open Universities



Australia (OUA) or through the OUA and another Higher Education Provider. 5 - Award granted on the basis of submission of original work which is not the result of supervised candidature within the Higher Education Provider. 9 - No information

Table: Attendance_Type This reference table stores Attendance Type lookup information.

Name Type Size Nulls Description attendance_type

Numeric 1 N A code which identifies whether a student is classified as being a full-time or part-time

Description varchar 250 N Description of attendance type value 0 - For OUA and non-higher degree research student use only 1 - Full-time attendance 2 - Part-time attendance 9 - No information

Table: AOU_Group This reference table stores Academic Organisational Unit Group lookup information.

Name Type Size Nulls Description aou_group

Numeric 4 N A code which identifies the academic organisational unit group to which an academic organisational unit providing a unit of study or part of a unit of study is classified

Description varchar 250 N Description of academic organisational unit group value

Table: Campus_Location This reference table stores Campus Location Indicator lookup information.

Name Type Size Nulls Description campus_location

Numeric 1 N A code which indicates the location of the campus a student is undertaking a course through.

description varchar 250 N Description of campus location indicator value 1 - Student is undertaking course through a program of studies conducted by a campus in Australia 2 - Student is undertaking course through a program of studies conducted by an off-shore campus

Table: Citizen_Resident This reference table stores Citizen/Resident lookup information.

Name Type Size Nulls Description citizen_resident

Numeric 1 N A code indicating a student's citizenship and residence status.



description varchar 250 N Description of citizen resident indicator value 1 - Australian citizen (including Australian citizens with dual citizenship) 2 - New Zealand citizen or a diplomatic or consular representative of New Zealand, a member of the staff of such a representative or the spouse or dependent relative of such a representative, excluding those with Australian citizenship. (Note: includes any such persons who have Permanent Resident status) 3 - Students with Permanent visa other than Permanent humanitarian visa 4 - Student has a temporary entry permit or is a diplomat or a dependent of a diplomat (except New Zealand) and resides in Australia during this unit of study 5 - Not one of the above categories and student is residing outside Australia during the unit of study 8 - Students with permanent humanitarian visa 9 - No information

Table: Combined_CRS This reference table stores Combined Course of Study Indicator lookup information.

Name Type Size Nulls Description combined_crs Numeric 1 N A code which indicates if a course is a

combined course of study description varchar 250 N Description of combined course of study

indicator value 0 - Course is not a combined course of study 1 - Course is a combined course of study

Table: Commencing_New This reference table stores Commencing Student Indicator lookup information.

Name Type Size Nulls Description commencing_new Numeric 1 N A code indicating that the student is a

commencing student description varchar 250 N Description of commencing student

indicator value 1 - Commencing student 2 - Not a commencing student

Table: Country This reference table stores Country lookup information.

Name Type Size Nulls Description country Numeric 4 N Country Code title varchar 150 N Country Title



Table: Course_Type This reference table stores Course of Study Type lookup information.

Name Type Size Nulls Description course_type Numeric 2 N A code which indicates the type of higher

education course course_type_group Numeric 2 N A code which indicates the type group

that this course belongs to description varchar 250 N Description of course of study type value

01 - Higher Doctorate 02 - Doctorate by research 03 - Master's by research 04 - Master's by coursework 05 - Postgraduate Qualifying or Preliminary (for Master's, Doctorate or Higher Doctorate) 06 - Graduate Diploma/ Postgraduate Diploma (pass or honours) involving new academic, professional or vocational area 07 - Graduate Diploma/ Postgraduate Diploma (pass or honours) extending skills and knowledge in a professional area previously studied 08 - Bachelor's Graduate Entry 09 - Bachelor's Honours 10 - Bachelor's Pass 11 - Graduate Certificate 12 - Doctorate by coursework 13 - Associate degree 20 - Advanced Diploma (AQF terminology)/Diploma (pre-AQF terminology) 21 - Diploma (AQF terminology)/ Associate Diploma (pre-AQF terminology) 22 - Other undergraduate award course 30 - Enabling course 41 - Cross-provider program for undergraduate courses at home Higher Education Provider 42 - Cross Provider program for postgraduate courses at home Higher Education Provider 50 - Non-award course (including Bridging for overseas trained professionals) 60 - Open learning undergraduate studies 61 - Open learning postgraduate studies

Table: Course_Type_Group This reference table stores Course of Study Group Type lookup information.



Name Type Size Nulls Description course_type_group Numeric 2 N A code which indicates the type group

that this course belongs to description varchar 250 N Description of course of study type group

value 01 - Higher Degree Research 02 – Postgraduate Coursework 03 – Undergraduate and Others 04 – Cross-institution and non-award

Table: Disability This reference table stores Disability code lookup information.

Name Type Size Nulls Description disability_number Numeric 1 N Character number in disability code disability_code Numeric 1 N Code value in disability code description varchar 250 N Description of disability code value

1st character 0 - Student did not indicate the existence of a disability, impairment or long term medical condition 1 - Student indicated that she/he has a disability, impairment or long term medical condition 2- Student indicated that she/he does not have a disability, impairment or long term medical condition 2nd character 0 - Student did not indicate she/he has a hearing disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has a hearing disability 3rd character 0 - Student did not indicate she/he has a learning disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has a learning disability 4th character 0 - Student did not indicate she/he has a mobility disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has a mobility disability 5th character 0 - Student did not indicate she/he has a visual disability



1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has a visual disability 6th character 0 - Student did not indicate she/he has a medical disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has a medical disability 7th character 0 - Student did not indicate she/he has an other disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he has an other disability 8th character 0 - Student did not indicate that she/he has a disability 1 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he would like to receive advice on support services, equipment and facilities 2 - Student indicated that she/he has a disability, impairment or long term medical condition and that she/he does not wish to receive advice on support services, equipment and facilities

Table: Discipline_Code This reference table stores Discipline Code lookup information.

Name Type Size Nulls Description discipline_code Numeric 6 N A code which uniquely identifies the

discipline to which a unit of study is classified by the Higher Education Provider

description varchar 250 N Description of discipline code value Table: Field_of_Education This reference table stores Field of Education Code lookup information.

Name Type Size Nulls Description field_of_education Numeric 6 N A code which identifies the field of

education to which the course is classified funding Numeric 2 N Funding Cluster ID description varchar 250 N Description of field of education code

value



Table: Fullyear_Course This table stores Full Year Course of Study records for a given reference year.

Name Type Size Nulls Description course_id

Auto 8 N System generated course ID that uniquely identifies a course

course (element # 307)

VarChar 10 N A code which uniquely identifies each course within a Higher Education Provider (HEP)

institution (element # 306)

Numeric 4 N A code which uniquely identifies the Higher Education Provider

reference_year (element # 550)

Numeric 4 N The year to which the data relates

combined_course (element # 455)

Numeric 1 N A code which indicates if a course is a combined course of study

course_name (element # 308)

VarChar 72 N The full name of the course

course_load (element # 350)

Numeric 2 N The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study 00 - Non-award course, cross-provider program or OUA unit 01-99 - EFTSL value expressed in tenths (e.g. 4.5 is coded “45”)

course_type (element # 310)

Numeric 2 N A code which indicates the type of higher education course

field_of_education (element # 461)

Numeric 6 N A code which identifies the field of education to which the course is classified 000000 - Non-award course , BOTP, or OUA unit 010000-129999 Field of education code

field_of_education_supp (element # 462)

Numeric 6 N A code which identifies the supplementary field of education to which a Combined Course is classified

special_course (element # 312)

VarChar 2 N A code which identifies courses of special interest to DEST

Table: Fullyear_Course_Completions This table stores Full Year Course Completion records for a given reference year.

Name Type Size Nulls Description student_id (element # 313)

VarChar 10 N A code which uniquely identifies the student within the Higher Education Provider and remains constant from year to year

course_id




aborig_torres (element # 316)


citizen_resident Numeric 1 N A code indicating a student's citizenship



(element # 358) and residence status. country_birth (element # 346)

Numeric 4 N A code representing the country of birth of a student 1199-9299 – use country lookup table 9998 - No information on country for student who was born outside Australia 9999 - No information on whether born in Australia or not

comencement_date (element # 328)

Numeric 6 N A code which indicates the month and year in which the student commenced the current course for the first time YYYYMM format

disability (element # 386)

Numeric 8 N An eight-character code indicating responses to three questions about disabilities

gender (element # 315)

VarChar 6 N The sex of a student Male or Female

language_home (element # 348)

Numeric 4 N A code indicating use of a language other than English at the student's permanent home residence

attendance_mode (element # 329)


participation_age (element # 929)

Numeric 2 N Age calculated at 31 December in the year prior to the reference year

scholarship_type (element # 487)

VarChar 2 N A code which identifies the scholarship type code

specialisation (element # 463)

Numeric 6 N A code which identifies a specialisation within a course for which the academic requirements have or will be completed by a student or a group of students

attendance_type (element # 330)


year_arrival (element # 347)

VarChar 4 N The year in which a student not born in Australia first arrived in Australia 0000 - Student never arrived in Australia 0001 - Student was born in Australia 1900-9999 Student not born in Australia and year of arrival in YYYY format A998 - Student not born in Australia and no information on year of arrival A999 - No information on whether student was born in Australia or not

Table: Fullyear_Student_Enrolment This table stores Full Year Student Enrolments information for a given reference year.

Name Type Size Nulls Description



enrolment_id

VarChar 10 N A System generated ID that uniquely identifies the student course combination for a given year

student_id (element # 313)


course_id






campus_location (element # 459)

Numeric 1 N A code which indicates the location of the campus a student is undertaking a course through

citizen_resident (element # 358)


commencing_country (element # 476)

Numeric 4 N The country code of a student's permanent home residence in their last year of secondary school for Domestic school leaver undergraduate commencers

commencing_postcode (element # 476)

Numeric 4 N The Australian postcode of a student's permanent home residence in their last year of secondary school for Domestic school leaver undergraduate commencers 0000 if not applicable

commencing_new (element # 922)

Numeric 1 N A code indicating that the student is a commencing student

major_course (element # 331)

Numeric 1 N An indicator of whether or not the student is concurrently enrolled in more than one higher education course within the institution and if so whether the course is the major course or a minor course

country_birth (element # 346)

Numeric 4 N A code representing the country of birth of a student



enrolment_year (element # 546)

Numeric 4 N The year to which the enrolment record relates

exemption_institution (element # 368)

Numeric 4 N A code indicating the Higher Education Provider or type of Higher Education Provider where the studies for which the exemption or status was granted were undertaken 0000 - Not a commencing student 0001 - Commencing student but no exemption granted 1000-8000 - Higher Education Provider code for a commencing student and exemption was granted on the basis of prior higher education studies undertaken



at that Higher Education Provider in Australia 8001 - A commencing student for whom exemption was granted on the basis of prior VET studies undertaken at a VET Higher Education Provider in Australia 8002 - A commencing student for whom exemption was granted on the basis of studies at an education Higher Education Provider outside Australia 8003 - A commencing student for whom exemption was granted on the basis of work experience inside or outside Australia 8004 – A commencing student for whom exemption was granted on the basis of other 8005 – 9999 - Higher Education Provider code for a commencing student and exemption was granted on the basis of prior higher education studies undertaken at that Higher Education Provider in Australia


Char 1 N A code which identifies the sex of a student

qualification_high (element # 535)

Numeric 2 N A code which indicates the student's highest qualification completed prior to the first enrolment in the course



home_country (element # 320)

Numeric 4 N The country code of a student's permanent home residence

home_postcode (element # 320)

Numeric 4 N The Australian postcode of a student's permanent home residence 0000 if not applicable

term_country (element # 319)

Numeric 4 N The country code for the residence in which the student lives during the semester or term, as most recently advised prior to the reference date

term_postcode (element # 319)

Numeric 4 N The Australian postcode for the residence in which the student lives during the semester or term, as most recently advised prior to the reference date 0000 if not applicable



suburb_town_locality (element # 486)

VarChar 27 Y Name of suburb/town/locality for the student

new_admission (element # 327)

Numeric 2 N A code which identifies the main criterion used by the Higher Education Provider in granting the student admission to the current course

new_higher_education Numeric 1 N A code which indicates whether a student



(element # 924) is a commencing student or not, and whether the student had commenced or completed a higher education course prior to the first enrolment in the current course

age_group (element # 929)

Numeric 2 N Age calculated at 31 December in the year prior to the reference year then grouped

prior_exemption (element # 367)

Numeric 2 N Commencing student; percentage of the course’s requirements over all its stages, for which exemption was granted by the reference date in the first year of enrolment


Numeric 2 N A code which identifies the scholarship type code

school_leaver (element # 925)

Numeric 1 N A code which indicates whether a student is classified by the Department as a school leaver

submission_year (element # 415)

Numeric 4 N The submission year to which data relates

tertiary_entrance_score (element # 369)

Numeric 3 N A code indicating the tertiary entrance score obtained by a student commencing an undergraduate award 001 - Not a student commencing an undergraduate award course 030-100 - Tertiary entrance score (reported as a common index – see coding notes) for a student commencing an undergraduate award course and who meets both these criteria:

A) is a domestic student; and B) completed the major Year 12 examination in the current year or prior year in any Australian State/Territory

998 - A student commencing an undergraduate award course who meets the above two criteria but for whom no tertiary entrance score is available 999 - A student commencing an undergraduate award course but who does not meet the above criteria




VarChar 4 N The year in which a student not born in Australia first arrived in Australia 0000 - Student never arrived in Australia 0001 - Student was born in Australia 1900–9999 - Student not born in Australia and year of arrival in Australia and year of arrival in YYYY format A998 - Student not born in Australia and year of arrival in Australia and no information on year of arrival A999 - No information on whether student



was born in Australia or not Table: Fullyear_Student_Study_Load This table stores Full Year Student records reporting student load for units of study undertaken by students who were enrolled at Australian Higher Education Provider for a given reference year.

Name Type Size Nulls Description enrolment_id


unit_study (element # 354)

VarChar 10 N A code which uniquely identifies a unit of study

aou_group (element # 335)


campus_country (element # 477)

Numeric 4 N The overseas country code location of the campus of the Higher Education Provider where the student is studying this unit

campus_postcode (element # 477)

Numeric 4 N The Australian postcode location of the campus of the Higher Education Provider where the student is studying this unit 0000 if not applicable





discipline_code (element # 464)

Numeric 6 N A code which uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider



Semester (pre 2005) (element # 353)

Char 1 Y A code which identifies the semester in which the student load being reported for a unit of study or part of a unit of study occurs

student_status (element # 490)

Numeric 3 N A code which indicates the student status for a unit of study

liability_status (element # 380)

Numeric 2 N A code which indicates the student liability status for a unit of study

summer_school (element # 551)

Numeric 1 N A code indicating if a unit of study is a full-fee summer school unit of study

EFTSL (element # 931)

Numeric 7 N The total EFTSL value for the reference year, aggregated from a number of students' records

unit_study_census_date (element # 489)

Numeric 8 N A code which indicates the month, year and day which is the Census date of the Unit of Study YYYYMMDD

unit_status (element # 355)

Numeric 1 N A code which identifies whether a student has completed, failed, withdrawn from, will



commence later in the year or is still in the process of completing a unit of study

industry (element # 369)

Numeric 1 N An indicator of whether a unit of study consists wholly of work experience in industry

Table: Funding_Cluster This reference table stores Work Funding Cluster Indicator lookup information.

Name Type Size Nulls Description funding Numeric 2 N Funding Cluster ID description varchar 250 N Description of funding cluster value

01 – Law 02 - Accounting, Administration, Economics, Commerce 03 – Humanities 04 - Mathematics, Statistics 05 - Behavioural Science, Social Studies 06 - Computing, Built Environment, Health 07 - Foreign Languages, Visual and Performing Arts 08 - Engineering, Science, Surveying 09 - Dentistry, Medicine, Veterinary Science 10 – Agriculture 11 – Education 12 - Nursing

Table: Industry This reference table stores Work Experience Industry Indicator lookup information.

Name Type Size Nulls Description industry Numeric 1 N An indicator of whether a unit of study

consists wholly of work experience in industry

description varchar 250 N Description of work experience industry indicator value 0 - Student is not undertaking work experience in industry or student is undertaking work experience in industry where learning and performance is directed by the provider 1 - Student is undertaking work experience in industry where learning and performance is not directed by the provider, but support is received from the provider 2 - Student is undertaking work experience in industry where learning and performance is not directed by, and support is not received from, the provider



Table: Institution This reference table stores Institution lookup information.

Name Type Size Nulls Description institution Numeric 4 N A code which uniquely identifies the

Higher Education Provider title varchar 250 N Institution title provider_group char 1 N Which HEP provider group does the

Institution belong to A – Group A B – Group B

associated_group numeric 6 N Associated Group ID that Institution belongs to

state varchar 3 N A code which uniquely identifies the State/Territory or other area in which the institution is located

Table: Language This reference table stores Language lookup information.

Name Type Size Nulls Description language Numeric 4 N A code indicating use of a language other

than English at the student's permanent home residence

title varchar 150 N Language title Table: Liability_Status This reference table stores Liability Status translation to Student Status lookup information.

Name Type Size Nulls Description liability_status Numeric 2 N A code which identifies, for an enrolment

in a course, in a semester, the exempt status; the liability status for the Higher Education Contribution Scheme (HECS); the status for the Open Learning Deferred Payments Scheme (OLDPS); the status for the Postgraduate Education Loans Scheme (PELS); the status for Bridging for Overseas Trained Professionals Loan Scheme (BOTPLS). Not used after 2004

student_status Numeric 3 N A code which indicates the student status for a unit of study

Table: Major_Course This reference table stores Major Course Indicator lookup information.

Name Type Size Nulls Description major_course Numeric 1 N An indicator of whether or not the student

is concurrently enrolled in more than one higher education course within the institution and if so whether the course is the major course or a minor course

description varchar 250 N Description of major course indicator value 1 - Enrolled in only one higher education



course at the institution 2 - Enrolled in more than one higher education course at the institution and the course is the major course 3 - Enrolled in more than one higher education course at the institution and the course is the minor course

Table: New_Admission This reference table stores New Admission lookup information.

Name Type Size Nulls Description new_admission Numeric 2 N A code which identifies the main criterion

used by the Higher Education Provider in granting the student admission to the current course

description varchar 250 N Description of new admission value 01 - Not a commencing student 29 - Other basis 31 - A higher education course (Australian or overseas equivalent; complete or incomplete) 33 - Secondary education undertaken at school, VET or other Higher Education Provider (Australian or overseas equivalent) 34 - A VET award course other than a secondary education course (Australian or overseas equivalent; complete or incomplete) 36 - Mature age special entry provisions 37 - A professional qualification

Table: New_Higher_Education This reference table stores New to Higher Education Indicator lookup information.

Name Type Size Nulls Description new_higher_education Numeric 1 N A code which indicates whether a student

is a commencing student or not, and whether the student had commenced or completed a higher education course prior to the first enrolment in the current course

description varchar 250 N Description of new to higher education indicator value 0 - Overseas student 1 - Not a commencing student 2 - A commencing student who had never commenced a higher education course prior to the first enrolment in the current course 3 - A commencing student who had commenced and completed all the requirements of a higher education course prior to the first enrolment in the current course 4 - A commencing student who had



commenced but not completed all the requirements of a higher education course prior to the first enrolment in the current course 9 - A commencing student but no information on prior higher education course

Table: Qualification_High This reference table stores Highest Qualification completed prior to commencement lookup information.

Name Type Size Nulls Description qualification_high Numeric 2 N A code which indicates the student's

highest qualification completed prior to the first enrolment in the course

description varchar 250 N Description of highest qualification completed prior to commencement value 00 - Overseas student 01 - Not a commencing student 02 - Higher education postgraduate course 03 - Higher education bachelor course 04 - Higher education diploma or associate diploma course 05 - TAFE award course (excl. Diploma or associate diploma) 06 - TAFE - other award course 07 - Complete some other qualification or certificate of attainment or competence completed after completing secondary education at school or TAFE 08 - Completed some other qualification or certificate of attainment or competence but had not completed secondary education at school or TAFE 09 - Completed secondary education at school or TAFE after other qualification or certificate of attainment or competence 10 - Completed secondary education at school or TAFE and has no other qualification or certificate of attainment or competence 11 - Other

Table: Postcode This reference table stores Australian Post Code lookup information.

Name Type Size Nulls Description postcode_id Auto 4 N System generated Post Code Unique

Identifier postcode Numeric 4 N Post Code number title varchar 250 N Post Code title



Table: Scholarship_Type This reference table stores Scholarship Type lookup information.

Name Type Size Nulls Description scholarship_type Numeric 2 N A code which identifies the scholarship

type code description varchar 250 N Description of scholarship type value

00 - Not a scholarship indicated below. 01 - Australian Postgraduate Award (APA) Scheme funded by DEST 02 - International Postgraduate Research Scholarship (IPRS) Scheme 03 - Commonwealth Education Costs Scholarships (CECS) only 04 - Commonwealth Accommodation Scholarships (CAS) only 05 - Both Commonwealth Education Costs Scholarships (CECS) and Commonwealth Accommodation Scholarships (CAS) 06 - Indigenous Staff Scholarship

Table: School_Leaver This reference table stores School Leaver lookup information.

Name Type Size Nulls Description school_leaver Numeric 1 N A code which indicates whether a student

is classified by the Department as a school leaver

description varchar 250 N Description of school leaver value 0 - Overseas student 1 - Not a commencing student 2 - A commencing student who had completed a qualification higher than final secondary education at school or elsewhere 3 - A commencing student who had completed final year of secondary education in the reference year or the year prior to the reference year 4 - A commencing student who had completed final year of secondary education earlier than the year prior to the reference year 8 - Other commencing students 9 - A commencing student who had completed final year of secondary education but no information on year of completion

Table: Semester (pre 2005) This reference table stores Semester lookup information.




Semester (pre 2005) Char 1 N A code which identifies the semester in which the student load being reported for a unit of study or part of a unit of study occurs

description varchar 250 N Description of semester value 1 - Standard 1st semester. The Semester in which census date of 31 March is used. 2 - Standard 2nd semester. The Semester in which census date of 31 August is used. 3 - Non-standard semester. Is a Semester which commences after 31 August and finishes after 31 December and has a census date between 1 September and 30 March. 4 - Non-standard semester. Is a Semester which commences after 31 March and has a census date between 1 April and 30 August. 5 - Non-standard semester. Is a Semester which commences after 31 August and finishes before 1 January and has a census date between 31 August and 31 December. D - Student load occurs in the study period commencing December of the year prior to the Collection Year J - Student load occurs in the study period commencing June of the Collection Year M - Student load occurs in the study period commencing March of the Collection Year S - Student load occurs in the study period commencing September of the Collection Year

Table: Special_Course This reference table stores Special Course lookup information.

Name Type Size Nulls Description special_course VarChar 2 N A code which identifies courses of special

interest to DEST description varchar 250 N Description of special course value

00 - Not a course of special interest 15 - An Australian Maritime College Special Course 21 - A general nursing course required for initial registration 22 - A course providing initial teacher training 23 - A course leading to provisional registration as a medical practitioner

Table: State This reference table stores State lookup information.



Name Type Size Nulls Description state varchar 3 N A code which uniquely identifies the

State/Territory or other area in which the institution is located

title varchar 150 N Title of state ACT - Australian Capital Territory MUL - Multi-State (Australian Catholic University) NSW - New South Wales NT - Northern Territory OS - Overseas QLD – Queensland SA - South Australia TAS - Tasmania VIC – Victoria WA - Western Australia

Table: Student_Status This reference table stores Student liability Status lookup information.

Name Type Size Nulls Description student_status Numeric 3 N A code which indicates the student liability

status for a unit of study description varchar 250 N Description of student status value

110 - Deferred all or part of student contribution through HECS-HELP 111 - Paid full student contribution up-front with HECS-HELP discount 112 - Paid full student contribution up-front without HECS-HELP discount 201 - Deferred all or part of the student contribution through HECS-HELP 202 - Paid the full student contribution up-front with the HECS-HELP discount 203 - Paid the full student contribution up-front without the HECS-HELP discount 220 - Deferred all or part of the tuition fee through FEE-HELP 220 - Deferred all or part of the tuition fee through FEE-HELP 230 - Deferred all or part of Award or Enabling course tuition fee through FEE-HELP 231 - Deferred all or part of Employer reserved place tuition fee through FEE-HELP 232 - Deferred all or part of OUA tuition fee through FEE-HELP 233 - Deferred all or part of BOTP tuition fee through FEE-HELP 240 - Received loan through OS-HELP 250 - A domestic student holding a Commonwealth-funded, merit-based, undergraduate HECS-exemption scholarship for disadvantaged students



260 - Student in a Commonwealth supported place with an Exemption scholarship (no student contribution to be charged) 261 - A domestic student enrolled in an enabling course (i.e. bridging or supplementary programme) 262 - Student undertaking Work Experience in Industry (WEI) where learning and performance is not directed by, and support is not received from, the provider and for which a student contribution cannot be charged 270 - Student in a non-Commonwealth supported place with an Exemption scholarship (no tuition fee to be charged) 271 - Student undertaking Work Experience in Industry (WEI) where learning and performance is not directed by, and support is not received from, the provider and for which a tuition fee cannot be charged 301 - A domestic student enrolled in a non-award course (other than an Enabling course) 302 - Paid full Award or Enabling course tuition fee 303 - Paid full tuition fee - for Employer reserved place 304 - Paid full OUA tuition fee 305 - Paid full BOTP tuition fee 310 - A fee-paying overseas student who is not sponsored under a foreign aid program, and including students with these awards: IPRS (International Postgraduate Research Scheme); SOPF (Special Overseas Postgraduate Fund); Australian-European Awards Program; and the Commonwealth Scholarship and Fellowship Plan 311 - A fee-paying overseas student who is sponsored under a foreign aid program. Includes those with Australian Development Cooperation Scholarships (ADCOS) and any other Australian foreign aid program for which students are enrolled in Higher Education Providers by the Australian Agency for International Development (AusAID) 320 - A domestic student who received a research HECS exemption prior to 1 September 2000 and continues studying on a student contribution exempt basis under the Research Training Scheme (RTS) as a pre-2001 student. Include



internal transfers/upgrades/downgrades (as defined under Element 465) (see coding notes) 330 - A domestic student enrolled under the Research Training Scheme (RTS) from 1 September 2000 (see coding notes) 340 - A Commonwealth funded VET student enrolled in an Australian Maritime College Special Course 341 - A non-Commonwealth funded VET student in an Australian Maritime College Special Course

Table: Submission1_Course This table stores Submission 1 Course of Study records for a given reference year.

Name Type Size Nulls Description course_id


course (element # 307)

VarChar 10 N A code which uniquely identifies each course within a Higher Education Provider (HEP)

institution (element # 306)

Numeric 4 N A code which uniquely identifies the Higher Education Provider



combined_course (element # 455)

Numeric 1 N A code which indicates if a course is a combined course of study

course_name (element # 308)

VarChar 72 N The full name of the course

course_load (element # 350)

Numeric 2 N The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study 00 - Non-award course, cross-provider program or OUA unit 01-99 - EFTSL value expressed in tenths (e.g. 4.5 is coded “45”)

course_type (element # 310)

Numeric 2 N A code which indicates the type of higher education course

field_of_education (element # 461)

Numeric 6 N A code which identifies the field of education to which the course is classified 000000 - Non-award course , BOTP, or OUA unit 010000-129999 Field of education code

field_of_education_supp (element # 462)

Numeric 6 N A code which identifies the supplementary field of education to which a Combined Course is classified

special_course (element # 312)

VarChar 2 N A code which identifies courses of special interest to DEST

Table: Submission1_Student_Enrolment This table stores Submission 1 Student Enrolments information for a given reference year.




enrolment_id


student_id (element # 313)


course_id






campus_location (element # 459)

Numeric 1 N A code which indicates the location of the campus a student is undertaking a course through



commencing_country (element # 476)

Numeric 4 N The country code of a student's permanent home residence in their last year of secondary school for Domestic school leaver undergraduate commencers

commencing_postcode (element # 476)

Numeric 4 N The Australian postcode of a student's permanent home residence in their last year of secondary school for Domestic school leaver undergraduate commencers 0000 if not applicable



date_of_birth (element # 314)

Numeric 8 N The day, month and year of birth of the student YYYYMMDD

major_course (element # 331)

Numeric 1 N An indicator of whether or not the student is concurrently enrolled in more than one higher education course within the institution and if so whether the course is the major course or a minor course

country_birth (element # 346)

Numeric 4 N A code representing the country of birth of a student



enrolment_year (element # 546)

Numeric 4 N The year to which the enrolment record relates

exempt_institution (element # 368)

Numeric 4 N A code indicating the Higher Education Provider or type of Higher Education Provider where the studies for which the exemption or status was granted were undertaken 0000 - Not a commencing student 0001 - Commencing student but no exemption granted 1000-8000 - Higher Education Provider



code for a commencing student and exemption was granted on the basis of prior higher education studies undertaken at that Higher Education Provider in Australia 8001 - A commencing student for whom exemption was granted on the basis of prior VET studies undertaken at a VET Higher Education Provider in Australia 8002 - A commencing student for whom exemption was granted on the basis of studies at an education Higher Education Provider outside Australia 8003 - A commencing student for whom exemption was granted on the basis of work experience inside or outside Australia 8004 – A commencing student for whom exemption was granted on the basis of other 8005 – 9999 - Higher Education Provider code for a commencing student and exemption was granted on the basis of prior higher education studies undertaken at that Higher Education Provider in Australia


VarChar 1 N The sex of a student Male or Female

qualification_high (element # 535)

Numeric 2 N A code which indicates the student's highest qualification completed prior to the first enrolment in the course



home_country (element # 320)

Numeric 4 N The country code of a student's permanent home residence

home_postcode (element # 320)

Numeric 4 N The Australian postcode of a student's permanent home residence 0000 if not applicable

term_country (element # 319)

Numeric 4 N The country code for the residence in which the student lives during the semester or term, as most recently advised prior to the reference date

term_postcode (element # 319)

Numeric 4 N The Australian postcode for the residence in which the student lives during the semester or term, as most recently advised prior to the reference date 0000 if not applicable



suburb_town_locality (element # 486)

VarChar 27 Y Name of suburb/town/locality for the student

new_admission Numeric 2 N A code which identifies the main criterion



(element # 327) used by the Higher Education Provider in granting the student admission to the current course

new_higher_education (element # 924)

Numeric 1 N A code which indicates whether a student is a commencing student or not, and whether the student had commenced or completed a higher education course prior to the first enrolment in the current course

participation_age

Numeric 2 N Age calculated at 31 December in the year prior to the reference year

prior_exemption (element # 367)

Numeric 2 N Commencing student; percentage of the course’s requirements over all its stages, for which exemption was granted by the reference date in the first year of enrolment


Numeric 2 N A code which identifies the scholarship type code

school_leaver (element # 925)

Numeric 1 N A code which indicates whether a student is classified by the Department as a school leaver

submission_year (element # 415)

Numeric 4 N The submission and year to which data relate

tertiary_entrance_score (element # 369)

Numeric 3 N A code indicating the tertiary entrance score obtained by a student commencing an undergraduate award 001 - Not a student commencing an undergraduate award course 030-100 - Tertiary entrance score (reported as a common index – see coding notes) for a student commencing an undergraduate award course and who meets both these criteria:

A) is a domestic student; and B) completed the major Year 12 examination in the current year or prior year in any Australian State/Territory

998 - A student commencing an undergraduate award course who meets the above two criteria but for whom no tertiary entrance score is available 999 - A student commencing an undergraduate award course but who does not meet the above criteria




VarChar 4 N The year in which a student not born in Australia first arrived in Australia 0000 - Student never arrived in Australia 0001 - Student was born in Australia 1900–9999 - Student not born in Australia and year of arrival in Australia and year of arrival in YYYY format A998 - Student not born in Australia and



year of arrival in Australia and no information on year of arrival A999 - No information on whether student was born in Australia or not

Table: Submission1_Student_Study_Load This table stores Submission 1 Student records reporting student load for units of study undertaken by students who were enrolled at Australian Higher Education Provider for a given reference year.

Name Type Size Nulls Description enrolment_id


unit_study (element # 354)

VarChar 10 N A code which uniquely identifies a unit of study



aou_group (element # 335)


campus_country (element # 477)

Numeric 4 N The country code location of the campus of the Higher Education Provider where the student is studying this unit

campus_postcode (element # 477)

Numeric 4 N The Australian postcode of the campus of the Higher Education Provider where the student is studying this unit 0000 if not applicable





discipline_code (element # 464)

Numeric 6 N A code which uniquely identifies the discipline to which a unit of study is classified by the Higher Education Provider



semester (element # 353)

Char 1 Y A code which identifies the semester in which the student load being reported for a unit of study or part of a unit of study occurs

student_status (element # 490)

Numeric 3 N A code which indicates the student status for a unit of study

liability_status (element # 380)

Numeric 2 N A code which indicates the student liability status for a unit of study

summer_school (element # 551)

Numeric 1 N A code indicating if a unit of study is a full-fee summer school unit of study

EFTSL (element # 931)

Numeric 7 N The total EFTSL value for the reference year, aggregated from a number of



students' records unit_study_census_date (element # 489)

Numeric 8 N A code which indicates the month, year and day which is the Census date of the Unit of Study YYYYMMDD

unit_status (element # 355)

Numeric 1 N A code which identifies whether a student has completed, failed, withdrawn from, will commence later in the year or is still in the process of completing a unit of study

industry (element # 369)

Numeric 1 N An indicator of whether a unit of study consists wholly of work experience in industry

Table: Summer_School This reference table stores Summer School lookup information.

Name Type Size Nulls Description summer_school Numeric 1 N A code indicating if a unit of study is a full-

fee summer school unit of study description varchar 250 N Description of summers school value

1 - Unit of study is NOT a full-fee summer school unit of study 2 - Unit of study is a full-fee summer school unit of study

Table: Unit_Status This reference table stores Unit Status lookup information.

Name Type Size Nulls Description unit_status Numeric 1 N A code which identifies whether a student

has completed, failed, withdrawn from, will commence later in the year or is still in the process of completing a unit of study

description varchar 250 N Description of unit status value 1 - Withdrew without penalty 2 – Failed 3 - Successfully completed all the requirements 4 - Unit of study to be commenced later in the year or still in process of completing or completion status not yet determined

Table: User This table stores User Registration information.

Name Type Size Nulls Description email varchar 50 N User E-mail password varchar 10 N User Password first_name varchar 50 N User Name last_name varchar 50 N User Name organisation varchar 150 N User Organisation phone varchar 30 N User Phone Number mobile varchar 30 Y User Mobile Number country Numeric 4 N User Country Code



login_count Numeric 4 N Number of times User has logged in last_login Numeric 4 N Timestamp of last time User logged in.



10. Data Transformation Rules

The following data fields received from DEST will require transformation before being loaded into NATBES:

• Submission Year – if the record is a submission 1 record then this record will be stored in the Submission 1 table. If the record is a full year record then this record will be stored in the Full year table.

• Course / Institution – each unique course / institution combination will have a unique identifier (courseID) allocated.

• Course Load – will be converted from numeric integer into numeric double (eg. 45 from DEST will be stored as 4.5 in NATBES).

• Student ID / Course / Institution – each unique student ID / Course / Institution enrolment combination will have a unique identifier (enrolmentID) allocated.

• Concurrent/major course indicator – this field (discontinued in 2005), if a student is concurrently enrolled in more than one course. The enrolled course with the highest enrolled EFTSL will be flagged as major course. The other will be flagged as minor course. Where two or more courses with identical EFTSL, the enrolled course with higher course level will be flagged as major course.

• Commencing Location – this 5 character field will be split into either a country code or postcode depending on the value of the first character.

• Gender – will be stored in the database as MALE or FEMALE.

• Non-English Speaking Background status will be derived based on DEST’s requirements.

• A student will be classified as being of a Non-English Speaking Background if the student whose language spoken at home is a Non-English language and not been born in Australia and have arrived in Australia (not studying from overseas) less than 10 years.

• Postcode Title will contain a number of suburbs’ names if a Postcode represents a number of suburbs.

• Resident Location – this 5 character field will be split into either a country code or postcode depending on the value of the first character.

• Term Location – this 5 character field will be split into either a country code or postcode depending on the value of the first character.

• Campus Postcode – this 5 character field will be stored as a Postcode if the value of the first character is A, otherwise 0000 will be recorded.



• Student Liability Status – this field (discontinued in 2005) will be translated to an appropriate Student Status value.

• Student Retention and Attrition Rates will be calculated as follows:

• pre 2005 data uses submission 1’s data;

• post-2004 uses first half of the reference year’s data.



11. Audit Logs

The following Audit Trail information will be recorded in the NATBES database:

• User Logon Count – how many times has this user logged on to NATBES?

• User Last Logged On Date – when was the last time the user logged into NATBES?

• User IP Address – from which IP address did the user login with?

• User Query information – what query did the user request?

• User Data Suppression Count – How many times has the user breached data suppression rules?



12. Data File Layouts

Two sets of data files are recommended to be obtained from DEST. Each set is required for different statistical measures. These are: File File Set Data Set Course

Student Enrolment

Study Load

Past Course Completions

Unit of Study Completions(d)

Comments

1 Submission 1

required for measures(a)

2 Full Year

required for measures(b)(c)

(a): Student Retention and Attrition Rate (b): Enrolments and Study Load (c): Student Progress Rate (d): Unit of Study Completions file will be required for data collected from 2005 onwards due to HESA. The submission 1’s data includes records with census dates between 1 January and 31 March of reference year or with semester = 1, 3 and 5.

12.1. Course of Study Data File The Course of Study Data File contains records reporting data for all courses to be provided in that reference year.

The layout is as follows:

Element Name Element # Width Data Type Nulls Comments Combined course indicator 455 1 Numeric N Course code 307 10 Alphanumeric N Course of study code 533 10 Alphanumeric N Course name –full 308 72 Alphanumeric N Course of study load 350 2 Numeric N Course type code 310 2 Numeric N Field of education code 461 6 Numeric N Field of education supplementary code 462 6 Numeric N Institution code 306 4 Numeric N Reference year 550 4 Numeric N Special course type code 312 2 Alphanumeric N



12.2. Student Enrolment Data File The Student Enrolment Data File contains a "profile" of the student (e.g. date of birth, gender, home location, country of birth etc) for a given reference year. Each record in the file provides information for a particular Student/Course combination. Usually there will be only one record for each student in the file. However, if a particular student is doing more than one course then there will be more than one record for that student in the file.


Element Name Element # Width Data Type Nulls Comments Aboriginal and Torres Strait Islander code 316 1 Numeric N Campus location indicator 459 1 Numeric N Citizen/resident indicator 358 1 Numeric N Commencing location code of permanent home residence 476 5 Alphanumeric N Commencing student indicator 922 1 Numeric N

Concurrent/major course indicator 331 1 Numeric N Available up to 2004

Country of birth code 346 4 Numeric N Course code 307 10 Alphanumeric N Date of birth 314 8 Numeric N Disability 386 8 Numeric N Enrolment Year 546 4 Numeric N Exemption/status Higher Education Provider Code 368 4 Numeric N Gender code 315 1 Alphanumeric N Highest qualification completed prior to commencement 535 2 Numeric N Institution code 306 4 Numeric N Language spoken at home code 348 4 Numeric N Location code of permanent home residence 320 5 Alphanumeric N Location code of term residence 319 5 Alphanumeric N Mode of attendance code 329 1 Numeric N Name of suburb/town/locality 486 27 Alphanumeric N

New Basis for admission to current course 327 2 Numeric N

Categories changes since 2005

New to higher education indicator 924 1 Numeric N Participation Age 2 Numeric N Prior studies exemption/status 367 2 Numeric N Reference year 550 4 Numeric N Scholarship type code 487 2 Numeric N School leaver indicator 925 1 Numeric N Submission/Year 415 5 Numeric N Tertiary entrance score 369 3 Numeric N Type of attendance code 330 1 Numeric N

Unique student identifier N

To be confirmed with DEST

Year of arrival in Australia 347 4 Alphanumeric N



12.3. Past Course Completions File The Past Course Completions Data File contains data about each student who completed the academic requirements of an award course in the year prior to the Collection Year.


Element Name Element # Width Data Type Nulls Comments Aboriginal and Torres Strait Islander code 316 1 Numeric N Citizen/resident indicator 358 1 Numeric N Country of birth code 346 4 Numeric N Course commencement date 328 6 Numeric N Course code 307 10 Alphanumeric N Disability 386 8 Alphanumeric N Gender code 315 1 Alphanumeric N Institution code 306 4 Numeric N Language spoken at home code 348 4 Numeric N Mode of attendance code 329 1 Numeric N Participation Age 2 Numeric N Primary course record indicator 95 1 Numeric N Reference year 550 4 Numeric N

Scholarship type code 487 2 Alphanumeric Y Available since 2006

Specialisation code 463 6 Numeric N Type of attendance code 330 1 Numeric N Type of enrolment code 918 1 Numeric N



Year of arrival in Australia 347 4 Alphanumeric N



12.4. Student Study Load Data File The Student Study Load Data File contains records that report student load and student liability for all units of study undertaken by students enrolled at an Australian Higher Education Provider for a given reference year.


Element Name Element # Width Data Type Nulls Comments Academic organisational unit group code 335 4 Numeric N Campus postcode 477 5 Alphanumeric N Citizen/resident indicator 358 1 Numeric N Commencing student indicator 922 1 Numeric N Course code 307 10 Alphanumeric N Discipline group code 464 6 Numeric N Institution code 306 4 Numeric N Mode of attendance code 329 1 Numeric N Reference year 550 4 Numeric N

Semester in which the load occurs code 353 1 Alphanumeric N Available up to 2004

Student status code/ Student Liability status code 490/380 3/2 Numeric N

E380 was replaced by E490 since 2005

Summer school indicator 551 1 Numeric Y Available since 2005

Total EFTSU/EFTSL value in aggregate 931 7 Numeric N



Unit of study census date 489 8 Numeric Y Available since 2005

Unit of study code 354 10 Alphanumeric N

Unit of study completion status 355 1 Numeric N Available up to 2004

Work experience in industry indicator 337 1 Numeric N

12.5. Student Unit of Study Completions Data File

The Student Unit of Study Completions Data File contains records that report revised Unit of study completions status for all the units of study undertaken by students in a given reference year.


Element Name Element # Width Data Type Nulls Comments Course code 307 10 Alphanumeric N Institution code 306 4 Numeric N Reference year 550 4 Numeric N



Unit of study census date 489 8 Numeric Y Available since 2005

Unit of study code 354 10 Alphanumeric N Unit of study completion status 355 1 Numeric N

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