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STUDENT LOAD LIABILITY (LL) AND REVISED STUDENT LOAD LIABILITY (RL) (2012-)

Higher Education Providers (HEPs) approved under the Higher Education Support Act 2003 (HESA), must report data for all domestic and overseas students enrolled or undertaking a course of study leading to a higher education award at the institution.

The Student Load/Liability (LL) 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.

TIMING

Timing of submissions is shown in the Timing Matrix for the relevant year which is available from the HEIMSHELP website. 

The LL File is reported as part of the Student Submission. The Student Enrolment (EN) File and data from a validated Commonwealth Assisted Students (DU) File is also included in the Student Submission.

STRUCTURE

Information about the structure and the elements that are included in the LL Submission can be found in the structure document for the relevant reporting year. This is available on the HEIMSHELP website.

Each record in the LL File must have a unique combination of values for:

  • Student Identification Code (E313)
  • Commonwealth Higher Education Student Support Number (CHESSN) (E488)
  • Course Code (E307)
  • Academic Organisational Unit (AOU) Code (E333)
  • Unit of Study Code (E354) and
  • Unit of Study Census Date (E489)

 

Note:   If details for a unit of study cannot be attributed to a single AOU (E333), the load must be split and reported in separate records. These records will have the same value for the key identifying elements listed above. Values such as EFTSL (E339), Amount Paid up Front (E381) and Total Amount Charged (E384) must be apportioned to each AOU.
The LL File is to contain details of any unit of study undertaken by a student who was enrolled at an Australian Higher Education Provider (Onshore or Offshore) subject to the requirements set out in Attachment A.

 

REVISIONS TO STUDENT LOAD/LIABILITY DATA

Load liability data that has been reported to DEEWR in a previous Student Submission can be revised through the Student Revisions (SR) Submission.

REVISED STUDENT LOAD/LIABILITY (RL) FILE

The Revised Student Load Liability File is one of the two files incorporated in the Students Revisions (SR) Submission. The other is the Student Revisions (SR) File.

The SR Submission also references theCommonwealth Assisted Students (DU)Submission.

The Student Revisions (SR) Submission scope document provides detailed information on the revisions process. 
 

For more information about terms used in this document please refer to the Glossary.

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ATTACHMENT A

TYPES OF UNITS OF STUDY TO BE INCLUDED ON THE STUDENT LOAD/LIABILITY (LL) FILE

Units of study in any of the following categories must be included in the LL File:

  1. Units of study undertaken by a student enrolled at the Higher Education Provider in:
  • an award course
  • an enabling course
  • a non-award course
  • a cross-institutional program where the program is a required component of an award course or enabling course at another Higher Education Provider.
  • Units of study which are wholly work experience in industry.
  • Units of study which were omitted from a previous submission due to special circumstances, administrative error or change in study program.
  • Revisions to units of study previously reported, but not of the type reported in the Student Revisions Submission.
  • Units of study for which the reporting Higher Education Provider provides the teaching resources, including:
    • those undertaken at the reporting Higher Education Provider in connection with an enrolment at the reporting Higher Education Provider in an award course, enabling course or cross-institutional program; or
    • those in connection with an enrolment at the reporting Higher Education Provider in an award course or enabling course, but the units;
      • are undertaken at another Australian Higher Education Provider; and
      • resources for the program are provided by the reporting Higher Education Provider; or
    • those undertaken in connection with an enrolment at another Australian Higher Education Provider in an award or enabling course, but the units:
      • are undertaken at the reporting Higher Education Provider as a cross-institutional program; and
      • resources for the program are provided by the reporting Higher Education Provider.
  • Units of study undertaken by an overseas student who has come to Australia as an Exchange student or Study Abroad student, but is being charged a tuition fee by the Australian Higher Education Provider.
  • Units of study undertaken at a non-Australian Higher Education Provider by an Australian exchange student as part of a formal exchange program (including Co-tutelle) arranged between the Australian Provider and the non-Australian overseas Higher Education Provider for the student and for whom:
    • the units of study will be counted as credit towards an award course at the Australian Higher Education Provider;
    • tuition fees are not charged by the non-Australian overseas Higher Education Provider; and
    • resources are not provided by the Australian Higher Education Provider.
  • Units of study undertaken by domestic students with a third party provider where:
    • The student is enrolled in the unit or course of study with an eligible higher education provider;
    • The higher education provider is responsible for accrediting the unit or course of study as a higher education award;
    • The tuition fee or student contribution amount for the unit is set and charged by the higher education provider.
  • Units of study undertaken by overseas students with a third party provider where:
    • the student is enrolled in the unit or course of study with an eligible higher education provider;
    • the higher education provider is responsible for accrediting the unit or course of study as a higher education award;
    • the fees charged to overseas students in respect of their course must be sufficient to recover the full average costs of providing the course.

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    TYPES OF RECORDS TO BE EXCLUDED FROM THE LL FILE

    Some types of records are not reported on the LL File. These include records identified below relating to:

    • Students
    • Units of study and
    • Courses

    a) Types of students for who records are to be excluded

    The LL File excludes details for units of study undertaken by:

    • Overseas students who have come to Australia as Exchange students as part of a formal exchange program (including Co-tutelle) arranged between Higher Education Providers, but who are not being charged tuition fees by the Higher Education Provider; and
    • English Language Intensive Courses for Overseas Students (ELICOS) students.

    b) Types of units of study for which records are to be excluded

    The LL File excludes records of the following types:

    • Units of study for which the cost of resources are met by another Australian Higher Education Provider.
    • Units of study involving work experience undertaken as a requirement of a course or a unit of study, but which does not involve planned teaching-learning activities or does not generate credit which counts towards the course's total credit requirements.

    c) Types of courses for which unit of study records are to be excluded

    Records are excluded for students in a course type which on the Course of Study (CO) Submission has a value for the Course of Study Type Code (E310) of Higher Doctorate (01).

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    SPECIAL CASES

    a) Cross-institutional programs

    The definition of cross- institutional programs specifies a number of criteria which must be satisfied for a program of study to be treated as being a cross-institutional.

    Units of study which comprise a cross-institutional program must be included in the file for the one Australian Higher Education Provider. The Higher Education Provider which meets the cost of resources for the Unit of Study is required to report this Unit of Study. Examples are provided below:

    Example 1
    Where Higher Education Provider A pays money or provides other resources to Higher Education Provider B (which conducts the unit of study) the record for the unit of study is to be included in the file for Higher Education Provider A only. In this case the record will not be coded as a cross-provider record, but will simply be treated as a course type being undertaken at Higher Education Provider A.
     
    Where Higher Education Provider A does not pay money or provide other resources to Higher Education Provider B (which conducts the unit of study as a cross-institution program), the unit of study is to be included in the file of Higher education Provider B only, and coded as a cross-provider program.
    In both cases in Example 1, the load for the rest of the student's course (units of study which are undertaken at Higher Education Provider A) is only to be included in the LL File for Higher Education Provider A.
     
    b) Voluntary units, non-required units
     
    In assigning course codes to units of study undertaken as voluntary or non-required units, the following conventions are to apply:
     
    If the unit of study is being undertaken voluntarily by a student after the course completion has been reported, the unit of study is to be assigned a course code through E307 Course code which is applicable to a non-award course.
     
    If the unit of study is being undertaken voluntarily by a student and it cannot be counted as credit towards the course or program being undertaken by the student then it is to be assigned a course code through E307 Course code which is applicable to a non-award course.
     
    c) Exemptions or deferral from units
     
    If a student has been granted an exemption or deferral from a unit of study, the load for the unit of study for this student should not be reported.
     
    d) Units of study of one year duration
     
    Units of study of one year duration, should be reported as single units of study, with a single value for E489 Unit of Study Census Date which is no earlier than 20 per cent into the duration of the unit.
     
    If, however, a Higher Education Provider wishes to restructure year long units of study for reporting purposes, the restructured units of study will be recognised as different units of study, with different values for E489 Unit of Study Census Date and must be treated in accordance with the requirements of HESA.
     
    e) Research course of study
     
    • Fee-paying Research

    Research units of study undertaken on a fee-paying basis should be structured and reported according to the provider’s charging policy for research students.  If the provider charges the students on a half year by half year basis, the units of study should be reported on half yearly, and treated as different units of study, in accordance with the requirements of HESA.  (e.g. a Masters’ by Research course could be treated as four different units of study, each representing a half year over the two years of the course.)

    • Non fee-paying research
    Research units of study undertaken on a non fee-paying basis can be structured in a way that allows them to be reported at regular intervals (e.g. once every half year)  The provider can set the unit of study census date at any time in the half year period, provided the unit of study census date falls at least 20% into the duration of the unit of study.
    f) Australian students studying overseas at a non-Australian Higher Education Provider
     
    Load which is to be reported in the LL File for Australian students studying overseas at a non-Australian Higher Education Provider is defined in Point 4(g)  above. The following types of units of study should not be reported in the Student Load/Liability File for the Australian exchange student overseas:
     
    • Units of study which will not be counted for credit towards the course enrolled in at the reporting Higher Education Provider.
    Where there is load reported in the Student Load/Liability File for the Australian exchange student, E307 Course Code is to indicate the course towards which credit will be counted by the Australian Higher Education Provider.
     
    For units of study undertaken in the Australian Higher Education Provider by an overseas student who has come to Australia as part of a formal exchange program, and that student is paying a tuition fee, then load for that student is subject to the normal requirements for inclusion in submissions of the LL File as fee-paying overseas students.
     

    For more information about terms used in this document please refer to the Glossary on the HEIMSHELP website.

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