How to Generate VSL Reports for Submission to TCSI

How to Generate VSL Reports for Submission to TCSI

Overview

VET Student Loans is a program that helps eligible students to enrol into approved VET Courses. 

All VET Student Loan (VSL) providers (‘providers’) that are approved under the VET Student Loans Act 2016 are required to report data for the VSL Data Collections.

A data collection contains multiple data groups, and those groups contain multiple data packets that contain multiple data elements. A data element is a piece of information formatted in a particular way. 

Data can be reported through the following options: 
  1. an application programming interface (API) solution that sends data from an SMS to the TCSI (The Tertiary Collection of Student Information) database
  2. TCSI Data Entry, an internet portal to upload files and uses a webform to submit your data to the TCSI database. 

In the SMS, VSL data packets can be generated ready for upload to the TCSI Data Entry portal. The TCSI Data Entry Portal allows you  to report without needing an API solution. 

In this tutorial, we will show you how to generate your VSL Report as well as provide details on the different data elements contained within your data packets and data groups. 
Important Note: The VSL fields and VSL Reporting function is available in the SMS as part of the Maximise package and is a BETA RELEASE . Please contact Support if you would like to use this feature. 

To ensure that your generated VSL Report is complete, please ensure that your VSL-related fields have been completed. Refer to this tutorial to learn more How to set up your Program Instances for VET Student Loans. 

Step Tutorial

Generating your VSL Report file

Step 1. To generate your VSL Report file, go to Settings > Details > VSL Reporting. 



Step 2. Click the VSL Reporting button. This will open the VSL Reporting modal. Select your Data Group. 



Each data group is composed of packets or multiple packets that contain information in an Excel file similar to this: 






The Data groups and their data packets are listed below with the different data elements: 

  1. Course Group - this generates a Course Packet where it gets all Enrolments that has both the VET Student Collection in Program Instances  and the VSL Enrolment in the student's enrolment wizard, toggled ON. 
    1. The Course group has the following columns and data:
      1. Information type - set to "Course"
      2. E307 Course Code – Program Code
      3. E308 Course Name – Program Name
      4. E350 Course of Study Load – Calculated Total EFTSL of all related Student Units
      5. E596 Standard Course Duration - Calculated Enrolment Duration in years rounded to 2 decimal places. (e.g., 3 months, calculated value = 0.25)
      6. E609 Course Effective From Date – Enrolment Start Date in YYYY-MM-DD format
      7. E610 Course Effective To Date – Enrolment End Date in YYYY-MM-DD format

  1. Campuses Group - generates a Delivery Location Packet which is used to report on the delivery locations from which provider deliver their units. 
    1. The Campuses Group has the following columns and data: 
      1. Information Type – set to “Delivery Location”
      2. E627 Delivery Location Street Address – Location Street Number and Street Name
      3. E678 Delivery Location Suburb – Location Suburb
      4. E630 Delivery Location State – Location State
      5. E660 Delivery Location Country Code – Country Identifier
      6. E477 Delivery Location Postcode – Location Postcode
      7. E609 Campus Effective From Date – Campus Effective From Date in YYYY-MM-DD format

  1. Students Group - has 3 Packets which are: Student Packet, Citizenship Packet and Disability Packet. These are used to report data related to students. 
    1. Student Packet has the following column and data: 
      1. Information Type – set to “Student”
      2. E313 Student Identification Code – Student Number. Previous Student Number if available. Otherwise, RTO Student Prefix + Student Number is used
      3. E314 Date of Birth – Student Date of Birth in YYYY-MM-DD format
      4. E402 Student family name – Student's surname
      5. E403 Student given name first – Student's First name
      6. E404 Student given name others – Student's Middle Name
      7. E410 Residential Address Street – Student Address' Street Number + Street Name
      8. E469 Residential address suburb – Student Address' Suburb
      9. E470 Residential address state – Student Address' State
      10. E658 Residential Address country code – Country Identifier for the related Student Address' Country
      11. E320 Residential Address Postcode – Student Address' Postcode
      12. E416 Tax File Number – Student's Tax File Number
      13. E488 CHESSN – Student's CHESSN
      14. E584 Unique Student Identifier – Student's USI
      15. E315 Gender Code – Student's Gender Code (M, F, or X)
      16. E316 Aboriginal and Torres Strait Islander Code – Student's Indigenous Status and will have the following data
      17. E346 Country of Birth Code – Country identifier related to the Student's Country of Birth
      18. E347 Year of Arrival in Australia – Student's Year of Arrival in Australia
      19. E348 Language Spoken at Home – Main Language Identifier for the related Student's Main Language Spoken at Home
      20. E572 Year Left School – Student's Year highest school (for Reporting State = WA)
      21. E612 Level left school – Populate using Student's Highest School Year Completed
      22. E319 Term address postcode – same as E320 Residential Address Postcode
      23. E661 Term Address Country Code – same as E658 Residential Address country code
    2. Each Student will have an additional row for the Citizenship Packet which has the following column and data:
      1. Information Type – set to "Citizenship" after each “Student” row
      2. E358 Citizen resident code - Student's Citizen Resident Code
      3. E609 Citizenship Effective From date - Student's Citizenship Effective From Date in YYYY-MM-DD format
    3. Each Student will have an additional row for the Disability Packet which has the following column and data:
      1. Information Type – Set as "Disability" after “Citizenship” row
      2. E615 Disability code – Student's Disability. If Student has multiple Disabilities set, only the first one will be displayed.
      3. E609 Disability Effective From date – Populate Student's Disability Effect From Date in YYYY-MM-DD format
      4. E610 Disability Effective To date – Populate Student's Disability Effective To Date in YYYY-MM-DD format

  1. Course Admissions Group - has 3 packets which are Course Admission Packet, Basis for Admission Packet and Course Prior Credit Packet. These are used to report data related to the Student's course Admission. 
    1. Course Admission Packet has the following column and data:
      1. Information Type – set to "Course Admission"
      2. E313 Student Identification Code – Student Number. Previous Student Number if available. Otherwise, RTO Student Prefix + Student Number is used
      3. E307 Course Code – Program Code
      4. E534 Course of Study Commencement Date – Enrolment Start Date in YYYY-MM-DD format
      5. E330 Type of Attendance Code – Student's Enrolment Type of Attendance
      6. E620 Highest Attainment Code – Student's Prior Education Code (reports the lowest value if multiple prior education)
      7. E575 Study Reason Code – Enrolment's Study Reason (reported as 99 if blank in the AVETMISS tab, otherwise reported as 05)
      8. E576 Labour force status code – Labour Force Code of the related Student's Labour Force Status
      9. E599 Course Outcome Code – Enrolment's VSL Course Outcome
      10. E592 Course Outcome Date - reported as blank if not Completed, otherwise reported with the latest Activity End Date from all Units in the related Enrolment.
    2. After Course Admission row, Basis for Admission is added set to the Enrolment and has the following column and data.
      1. Information Type – set to "Basis For Admission"
      2. E327 Basis for Admission Code – Student's Basis for Admission
    3. After Basis for Admission row, Course Prior credit is added for student enrolments with Credit Used Value and Credit Basis code with the following column and data:
      1. Information Type – set to "Course Prior credit"
      2. E560 Credit Used Value – Enrolment's Credit Used Value
      3. E561 Credit Basis Code – Enrolment's Credit Basis

  1. Unit Enrolments Group - contains Unit Enrolment Packet and is used to report data related to Student's Unit Enrolments and Loans. 
    1. Has the following columns and data: 
      1. Information Type – set to "Unit Enrolment"
        1. E313 Student Identification Code – Student Number. Previous Student Number if available. Otherwise, RTO Student Prefix + Student Number is used
        2. E307 Course Code – Program Code
        3. E534 Course of Study Commencement Date – Enrolment Start Date
        4. E354 Unit of Study Code – Unit Code
        5. E489 Unit of Study Census Date – Unit's VSL Census Date
        6. E625 Delivery Location Code – Delivery Location Identifier for the related Program Instance Location
        7. E464 Discipline Code – Unit's Subject Field of Education Id
        8. E622 Unit of Study Year Long Indicator
        9. E600 Unit of Study Commencement Date - uses Unit's Actual start date if available, otherwise uses Proposed Start Date. 
        10. E355 Unit of Study Status Code – Unit of Study Status Code
        11. E601 Unit of Study Outcome Date - uses the Unit's Actual End date if available, otherwise Proposed End Date is used. 
        12. E619 Course Assurance Indicator
        13. E329 Mode of Attendance Code – Code from Unit's Mode of Attendance
        14. E490 Student Status Code – Student Status Code
        15. E446 Remission Reason Code – Code of Remission Reason
        16. E339 EFTSL – Unit's EFTSL value
        17. E384 Amount Charged – Unit's Amount Charged
        18. E381 Amount Paid Upfront – Unit's Amount Paid Upfront
        19. E529 Loan Fee – Unit's Loan Fee
        20. E558 HELP Loan Amount – Unit's HELP Loan Amount
          E577 Recognition of prior learning code – Unit's Recognition of prior learning code


Step 3. Once the Data Group is selected, click Generate. This will download an Excel file containing the Packets in the selected Group. 

The downloaded file is now ready to be uploaded to TCSI Data Entry for your VSL Reporting. 

The VSL Reporting feature in the SMS allows you to generate packets within data groups that can be used for submission to TCSI Data Entry to meet your VET Student Loans reporting requirements. 

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