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Application Details (AD) scope

Version Details

Version: 5.1
First Year: 2014
Last Year: 2014

About

The Application Details (AD) file comprises data records for applications for admission to a higher education undergraduate award course submitted through a tertiary admission centre (TAC) or directly to a Table A or B higher education provider (provider).

The data reported provides a “profile” of the applicant (e.g. date of birth, gender, home location).

Each application should have a single record in the AD file. However, the same individual may have multiple applications (e.g. through multiple TACs or direct applications at other providers). Providers need only submit data from applications made directly to them if they have authorised applications made through a TAC to be submitted by that TAC.

The name and address details reported are those current as at the reference date (which may differ from those obtained when the application was submitted if they have been updated by an applicant).

The secondary qualification details are included for an applicant’s principal Australian Year 12 qualifications if attempted within or outside Australia in the current year (i.e. in the year when the most recent group of Australian school-leavers completed Year 12) as identified under Australian Year 12 result type code (element 702).

Only one qualification is to be reported in cases where an application is made by an individual with more than one current Australian Year 12 qualification.

Who is required to report it?

All Table A or B providers who receive direct applications and all TACs.

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Timing

The reference and submission dates are advised by the Australasian Conference of Tertiary Admission Centres (ACTAC). The due dates for these submissions are usually released by ACTAC in the September prior to the reporting year and will be detailed in the reporting schedule when they become available.

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Submission method

Providers submit applications and offers data using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT User Guide Part 2.

The AD file is one of three files in the Application Details submission. The others files are the Preference Details (PD) and the Offer Details (OD). For more information about these files refer to their respective scope and structure guidelines.

TACs submit applications and offers data using HEIMS Web Services. For more information refer to the Data requirements - Tertiary Admissions Centres.

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Structure

Information about the structure and elements in the AD file is in the structure guidelines for the relevant reporting year.

Some data elements are discretionary. Discretionary elements should be reported unless the provider does not collect data on them.

Providers must submit data for mandatory elements - generic or ‘no information’ values should be submitted in exceptional cases only.

For providers, coding notes included on the data element guidelines clarify if an element is mandatory or discretionary. For TACs this information is included in Appendix C of the Web Service Interface Technical Specifications.

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Matching records

For each Application Details submission, for each record (i.e. valid application) included on the AD file there must be one or more associated records on the PD.

In relation to the OD file, for each AD record there may be:

  • no offer made (i.e. zero records) or
  • one or several OD records, identified by matched values for:
    • Application identification code (element 700) and
    • your submitter or provider code.

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Records to be included

Valid applications are applications from domestic applicants (element 358 - Citizen/resident indicator) with at least one current preference for a Commonwealth supported place in a higher education undergraduate award course (element 724 - Sector code and element 310 Course of study type code).

Include one data record for each unique valid application as identified by the application identification code (element 700).

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Special cases

Where an applicant has at least one valid application, their preferences in the following courses may also be reported for:

  • bridging, enabling or non-award courses on the Course of study type code (element 310)
  • postgraduate courses on the Course of study type code (element 310)
  • domestic fee-paying undergraduate courses on the Sector code (element 724)
  • courses offered in the vocational, education and training sector on the Sector code (element 724).

Applications containing preferences for courses from non-commencing students are valid if the application is processed through a TAC or if it is a direct application to a provider from an applicant who:

  • is transferring from another institution
  • is transferring across courses in different narrow fields of education (ASCED Level II)
  • is transferring from a single to a double degree
  • has deferred starting their course or is required to re-register following a period of lapsed enrolment.

The data collection may include applications that cannot be processed because:

  • the fees and charges have not been paid
  • the applicant has not signed or indicated acknowledgement of the declaration
  • the application has missing or insufficient documentation.

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Exclusions

Do not include data records for applications that:

  • are from international (overseas full fee-paying) applicants – Citizen/resident indicator (element 358)
  • are from people whose citizenship/residency status is unknown at the time of application – Citizen/resident indicator (element 358)
  • contain no valid preferences (even if the applicant has earlier received an offer for a CSP in a higher education undergraduate award course which is no longer listed as a preference)
  • contain preference(s) for course(s) only for intakes after the intake for the commencing period nearest to the reference date
  • have been cancelled by an institution because they are duplicates, the applicant is known to be deceased, the applicant has falsified documentation, or other administrative reasons
  • are prospective applications or expressions of interest from people who have not (yet) formally lodged or submitted an application
  • are registrations for non-commencing students following periods of lapsed enrolment, leave of absence or deferment where students are not required to submit an application in order to register.

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More information

For more information about terms used in these guidelines see the glossary.


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