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.
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.
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)
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.
For more information about terms used in this document please refer to the Glossary.
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:
- 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.
- 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.
- 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.
- 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.
- 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.
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:
- Units of study and
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).
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 1Where 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.
- 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.
- Units of study which will not be counted for credit towards the course enrolled in at the reporting Higher Education Provider.