ATTACHMENT A
Release 20 Changes to HEPCAT Validations
1.
Student Enrolment and Enrolment Revisions (EN/ER) and VET Student Enrolment
and VET Enrolment Revisions (VEN/VER) Files
1.1
Validations Added
Validation
Rule Name
8246
The 1st and 8th characters of Disability must be 0,
1 or 2
The 1st and 8th characters of E386 (Disability)
must be 0, 1 or 2.
8247
The 2nd to 8th character of Disability must be 0 if
the 1st character is 0 or 2
If the 1st character of E386 (Disability) is 0 or 2,
then the 2nd to 8th character must be 0.
8248
At least one of characters 2 to 7 of Disability must
be 1 if the 1st character is 1
If the 1st character of E386 (Disability) is 1, then
at least one of characters 2 to 7 must be 1.
1.2
Rule Description
Validations Updated
Validation
Old Rule Name
New Rule Name
Old Rule Description
New Rule Description
If the first character of
E386 (Disability) is 1,
then the 8th character
must be 1 or 2
If the 1st character
E386 (Disability) is 1,
then the 8th character
must be 1 or 2.
1604
The 8th character of
E386 (Disability) must
be 1 or 2 if the first
character is 1
The 8th character of
Disability must be 1 or
2 if the first character is
1
1686
The 2nd to 7th
characters of E386
(Disability) must be 0
or 1
The 2nd to 7th
characters of Disability
must be 0 or 1
2.
Student Load Liability and Revised Load Liability (LL/RL) and VET Student Load
Liability and Revised VET Load Liability (VLL/VRL) Files
2.1
Validation Added
Validation
8253
Rule Name
The student status code is invalid for a higher
education student
Rule Description
E490 (Student Status Code) must be 110, 111,
112, 201, 202, 203, 220, 230, 231, 232, 233, 250,
260, 261, 262, 270, 271, 301, 302, 303, 304, 305,
310, 311, 320, 330, 340 or 341.
3.
Student Load Liability (LL) and Revised Load Liability (RL) Files
3.1
Validations Added
Validation
8256
Attachment A
Rule Name
The student status code is not valid for a New
Zealand citizen at the Unit of Study Census Date
Rule Description
If E358 (Citizen/Resident Indicator) is 2 and E489
(Unit of Study Census Date) is < 01/01/2016, then
E490 (Student Status Code) must be 112, 203,
260, 261, 262, 270, 271, 301, 302, 303, 304, 305,
320 or 330.
1
Validation
Rule Name
Rule Description
8274
The student status code is not valid for a New
Zealand citizen at the Unit of Study Census Date
If E358 (Citizen/Resident Indicator) is 2 and E489
(Unit of Study Census Date) is > 31/12/2015
onwards, then E490 (Student Status Code) must
be 201, 202, 203, 220, 230, 231, 232, 233, 250,
260, 261, 262, 270, 271, 301, 302, 303, 304, 305,
320, 330, 340 or 341.
8259
The student status code 230 is only valid for
citizenship status of 1 or 8
If E490 (Student status code) is 230 and E489
(Unit of Study Census Date) is < 01/01/2016, then
E358 (Citizen/resident indicator) must be 1 or 8.
8271
The student status code 230 is only valid for
citizenship status of 1, 2 or 8
If E490 (Student status code) is 230 and E489
(Unit of Study Census Date) is > 31/12/2015
onwards, then E358 (Citizen/resident indicator)
must be 1, 2 or 8.
3.2
Validation Updated
Validation
Old Rule
Name
New Rule Name
Old Rule
Description
New Rule
Description
Old
Error
Type
New
Error
Type
7566
E464
(Discipline
code) is
invalid
The Discipline Code
is invalid for a
Commonwealth
Supported student
If E490 (Student
status code) = 110,
111, 112, 201, 202,
203, 250, 260, 261
or 262, then E464
(Discipline code)
must be one of the
valid 6 digit Field of
Education
Classification codes
in ACCVAL table,
and cannot be
'000000'
If E490 (Student
Status Code) is 110,
111, 112, 201, 202,
203, 250, 260, 261
or 262, then E464
(Discipline Code)
must be a valid
Field of Education
Classification that is
not '000000'.
Warning
Fatal
4.
Student Load Liability (LL) File
4.1
Validations Added
Validation
Rule Name
Rule Description
8262
A BOTP student must be enrolled in a non-award
course and not have a citizenship indicator of 2, 4
or 5
If E490 (Student Status Code) is 233 and E489
(Unit of Study Census Date) is < 01/01/2016, then
any record matching on E307 (Course code) must
have a E310 (Course Of Study Type Code) of 50
and E358 (Citizen/resident indicator) must NOT
be 2, 4 or 5.
8272
A BOTP student must be enrolled in a non-award
course and not have a citizenship indicator of 4 or
5
If E490 (Student Status Code) is 233 and E489
(Unit of Study Census Date) is > 31/12/2015
onwards, then any record matching on E307
(Course code) must have a E310 (Course Of Study
Type Code) of 50 and E358 (Citizen/resident
indicator) must NOT be 4 or 5.
Attachment A
2
5.
Course of Study (CO) File
5.1
Validation Updated
Validation
Old Rule Description
New Rule Description
1121
If the file is being validated for Open Universities
Australia (OUA - 3037) OR if E310 (Course of study
type code) is coded 01, 41, 42 or 50 then E350
(Course of study load) must be coded 00
OTHERWISE All characters of E350 must be
numerals (i.e. 0 to 9) AND VAL (E350) must be
greater than zero.
If the file is being validated for Open Universities
Australia (OUA - 3037) OR if E310 (Course of study
type code) is coded 01, 41, 42 or 50, then E350
(Course of study load) must be 00, else E350 must
be greater than zero.
6.
Past Course Completions (PS) File
6.1
Validations Added
Validation
Rule Name
8249
The 1st and 8th characters of Disability must be 0,
1 or 2
The 1st and 8th characters of E386 (Disability)
must be 0, 1 or 2.
8250
The 2nd to 8th character of Disability must be 0 if
the 1st character is 0 or 2
If the 1st character of E386 (Disability) is 0 or 2,
then the 2nd to 8th character must be 0.
8251
At least one of characters 2 to 7 of Disability must
be 1 if the 1st character is 1
If the 1st character of E386 (Disability) is 1, then
at least one of characters 2 to 7 must be 1.
6.2
Rule Description
Validations Updated
Validation
Old Rule Name
New Rule Name
Old Rule Description
New Rule Description
7442
E386 8th char. Must be
1 or 2 if 1st char. is 1
The 8th character of
Disability must be 1 or
2 if the first character is
1
If the first character of
E386 (Disability) is 1,
then the 8th character
must be 1 or 2
If the 1st character
E386 (Disability) is 1,
then the 8th character
must be 1 or 2.
7444
Invalid value in 2nd to
7th character of E386
The 2nd to 7th
characters of Disability
must be 0 or 1
7.
SA-HELP (SA) File
7.1
Validations Added
Validation
Rule Name
Rule Description
8263
The citizenship indicator is invalid for SA-HELP at
the HELP Debt Incurral Date
If E527 (HELP Debt Incurral Date) is < 01/01/2016,
then E358 (Citizen/Resident Indicator) must be 1
or 8.
8260
The citizenship indicator is invalid for SA-HELP
E358 (Citizen/Resident Indicator) must be 1, 2 or
8.
8273
The citizenship indicator is invalid for SA-HELP at
the HELP Debt Incurral Date
If E527 (HELP Debt Incurral Date) is > 31/12/2015
onwards, then E358 (Citizen/Resident Indicator)
must be 1, 2 or 8.
Attachment A
3
8.
VET Student Enrolment (VEN) and VET Enrolment Revisions (VER) Files
8.1
Validation Added
Validation
8244
Rule Name
A student must have the same Unique Student
Identifier (USI) for all records in the same course
9.
VET Student Enrolment (VEN) File
9.1
Validations Added
Validation
Rule Name
Rule Description
If there are matching records on E313 (Student
ID), E307 (Course Code) and E415 (Reporting
year/period) is > or = 2016 then the value for
E584 (Unique Student Identifier) must be the
same
Rule Description
8239
The Unique Student Identifier (USI) is invalid.
E584 (Unique Student Identifier) must be blank
(null) or a value which passes the Department’s
USI checking algorithm.
8240
From 1 January 2016 the Unique Student
Identifier (USI) should not be blank.
If E415 (Reporting Year/Period) is > or = 2016 the
E584 (Unique Student Identifier) should not be
blank (null)
8241
The Unique Student Identifier (USI) is not
required when reporting year is before 2016
If E415 (Reporting year/period) is < 2016, then
E584 (Unique Student Identifier) should be null.
[Note: the department does not store USI values
prior to 2016]
10.
VET Enrolment Revisions (VER) File
10.1
Validations Added
Validation
Rule Name
Rule Description
8242
The Unique Student Identifier (USI) is not
required when reporting year is before 2016
If E415 (Reporting year/period) < 2016, then E584
(Unique Student Identifier) cannot be revised.
8243
The Unique Student Identifier (USI) is invalid
E584 (Unique Student Identifier) must be a value
which passes the Department’s USI checking
algorithm.
11.
VET Student Load Liability (VLL) and VET Revised Load Liability (VRL) Files
11.1
Validations Added
Validation
Rule Name
Rule Description
8252
The citizenship indicator is invalid for a VET
student
E358 (Citizen/Resident Indicator) must be 1, 2 or
8.
8269
The citizenship indicator is invalid for a VET
student
If E489 (Unit of Study Census Date) is <
01/01/2016, then E358 (Citizen/Resident
Indicator) must be 1 or 8.
8270
The citizenship indicator is invalid for a VET
student
If E489 (Unit of Study Census Date) is >
31/12/2015 onwards, then E358 (Citizen/Resident
Indicator) must be 1, 2 or 8.
Attachment A
4
11.2
Validation Updated
Validation
Old Rule Name
New Rule Name
Old Rule Description
7452
E490 (Student status
code) not valid for VET
The student status
code is invalid for a VET
student
If Provider is a VET
Provider, E490 (Student
status code) must be
401, 402, 403, 404,
405, 406, 407, 408,
409, 410, 501, 502,
503, 504, 505, 506,
507, 508, 509 or 510.
Attachment A
New Rule Description
E490 (Student status
code) must be 401,
402, 403, 404, 405,
406, 407, 408, 409,
410, 501, 502, 503,
504, 505, 506, 507,
508, 509 or 510.
5