Student status reason
ID:
DERP0032
Technical name:
studentStatusReason
Jurisdiction:
Grouping:
Reporting obligations:
Part A
Classification:
Y
USI transcript:
Y
Definition
Highlights the reason for a student being in a specific status during their training.
Context
It is used to understand the factors influencing enrolment and completion rates.
Guidelines
Not all student statuses in various states require a reported reason. Valid values for subject and program enrolments are: successful completion- student meets all requirements of training: unsuccessful completion - student fails one or more requirements in training assessment; formal withdrawal - student notifies withdrawal before completing all assessment criteria; informal withdrawal - student discontinues without notifying the training organisation; RTO closed - reported when the training organisation ceases operations during ongoing training. This is reported instead of 'formal withdrawal' or 'informal withdrawal' to reflect circumstances beyond the student's control. For subject enrolments, the various statuses are: recognition of prior learning (for student status 'commenced') - assessing existing competencies acquired through formal, non-formal or informal learning: credit transfer applied - administrative process exempting students from unit enrolment, based on previously completed subjects. Where training organisations have been approved by the SA Department to do so, a Student status reason of 'waiting third-party assessment' can be reported in this field for payment purposes. The valid combinations of reporting student status, Student status reason and student activity dates are available in the student state transitions table.
Classification Name
| Classification name | Description | Value |
|---|---|---|
| Credit transfer applied | Indicates that a training credit has been applied for a subject previously completed by a student and includes application for mutual recognition granted. | Credit transfer applied |
| Deferral post-commencement | Indicates that a student has deferred their training post commencement, with the intention of returning to complete. | Deferral post |
| Deferral pre-commencement | Indicates that a student has deferred their training prior to commencement, with the intention of returning to complete. | Deferral pre |
| Formal withdrawal | Indicates that a student has engaged in some learning activity, and has then notified the training organisation of their withdrawal before completing all of the assessment criteria. | Formal withdrawal |
| Informal withdrawal | Indicates that a student has engaged in some learning activity and then ceased attending or submitting assessments (i.e. discontinues) without notifying the training organisation. | Informal withdrawal |
| Not applicable | Used only when a student has become deceased. | Not applicable |
| RTO closed | It is used only when a RTO has closed. | RTO closed |
| Successful completion | Verifies that a student has been assessed and satisfies all of the requirements for the item of training. | Successful completion |
| Unsuccessful completion | Verifies that a student has attempted all of the requirements for the assessment and has been assessed as not competent, or as not satisfying one or more of the requirements for the item of training. | Unsuccessful completion |
Business Rules
| Rule ID | Business rules | Corrective actions | Jurisdiction | Grouping |
|---|---|---|---|---|
| BRDG00066 | When a program enrolment has been reported with a Student status reason of 'RTO closed', there cannot be a new subsequent program enrolment reported with the same training organisation identifier, and a later student activity date. | This program enrolment record involves a training organisation that has previously been reported as being closed. Correct the details on this record to ensure that the training is being delivered by an active training organisation. |
National | Program enrolment |
| BRDG00072 | If a program enrolment student status is 'concluded", then a valid Student status reason is required, unless the program enrolment is marked as superseded by another program enrolment. | This program enrolment record is 'concluded' but no Student status reason has been provided. Update the Student status reason or correct the student status if this is incorrect. If the program enrolment has been superseded by another program enrolment, ensure the two enrolments have been linked and both records provided to NCVER. |
National | Program enrolment |
| BRDG00073 | 'Not applicable' is only permitted as a Student status reason when the program enrolment student status is 'concluded' and student is deceased. | The 'not applicable' Student status reason can only be selected when the student is deceased and the program enrolment record student status is 'concluded'. Correct the Student status reason or update the deceased indicator with the correct value. |
National | Program enrolment |
| BRDG00120 | If a subject enrolment is marked as 'RTO closed', its corresponding program enrolment must also be marked with the same Student status reason if the concluded date is the same as the subject enrolment conclusion. | The program enrolment record must have a Student status reason as 'RTO closed' when a subject enrolment record has this Student status reason and where the program enrolment concluded date matches the subject enrolment concluded date. Update the program enrolment record Student status reason. |
National | Subject enrolment |
| BRDG00121 | If a program enrolment is marked as 'RTO closed', all corresponding subject enrolments must also be marked with the same Student status reason if the concluded date is the same as the program enrolment conclusion. | The subject enrolment record must have a Student status reason as 'RTO closed' when a program enrolment record has this student status reason and where the subject enrolment concluded date matches the program enrolment concluded date. Update the subject enrolment record Student status reason. |
National | Program enrolment |
| BRDG00154 | When a subject enrolment has been reported with a Student status reason of 'RTO closed', there cannot be a new subsequent subject enrolment reported with the same training organisation identifier, student UID, and a later student activity date. | This subject enrolment record has been provided after a previously provided record indicates that the training organisation has closed. Update this student's subject enrolment record, otherwise contact NCVER Client Support for assistance. |
National | Subject enrolment |
| BRDG00160 | Student status reason may only be 'Not Applicable' if the student is deceased. | The 'not applicable' Student status reason can only be selected for the subject enrolment record when the student is deceased. Correct the Student status reason or update the deceased indicator with the correct value. |
National | Subject enrolment |
| BRDG00161 | Student status reason must be reported against student status of 'concluded', unless the subject enrolment is listed as superseded by another subject enrolment. | The Student status reason has not been provided for a 'concluded' student status where the subject enrolment record has not been superseded by another subject enrolment record. Add the Student status reason. If the subject enrolment record has been superseded, ensure that the superseding enrolment is linked to the superseded enrolment and both enrolments have been provided. |
National | Subject enrolment |
| BRDG00301 | Only one instance of Student status reason must be reported against a student status in a program enrolment. | This rule will be triggered by the API validation service. Only one value will be retrieved. The SMS is required to supply this information. |
National | Program enrolment |
| BRDG00302 | Only one instance of Student status reason must be reported against each student status for a subject enrolment. | This rule will be triggered by the API validation service. Only one value will be retrieved. The SMS is required to supply this information. |
National | Subject enrolment |
| BRDQ00114 | The most recent data submission has identified that the proportion of subject enrolment records by Student status reason with the student status of 'commenced' or 'concluded' has changed more than expected when compared with the corresponding period 12 months ago. | The most recent data submission has identified that the proportion of subject enrolment records by Student status reason for students who have commenced or concluded training has changed more than expected when compared with the same reporting period last year. Please contact NCVER Client Support to discuss. |
National | Subject enrolment |
| BRDQ00158 | The most recent data submission has identified that the proportion of VET Information Standard subject enrolment records by Student status reason with the student status of 'commenced' or 'concluded' has changed more than expected when compared with the proportion of equivalent AVETMISS subject enrolment records for the same period last year. | The most recent data submission has identified that the proportion of VET Information Standard subject enrolment records by Student status reason for students who have 'commenced' or 'concluded' training has changed more than expected when compared with the proportion of AVETMISS subject enrolment records for the same period last year. Please contact NCVER Client Support to discuss. |
National | Subject enrolment |
Technical Information
| Length | Type | Permitted value |
|---|---|---|
| Alphanumeric | Not applicable |