VET Commonwealth Assisted Students HELP Due (VDU) Version Details Version: 6.0 First Year: 2015 Last Year: About The VET Commonwealth Assisted Students (VDU) file, commonly referred to as the "VET HELP Due" submission, reports the personal details, including names, tax file numbers (TFN) and the Commonwealth Higher Education Student Support Numbers () of all students accessing VET FEEHELP assistance. Student details from this file are provided to the Australian Taxation Office (ATO). Timing Timing of submissions is detailed in the for the relevant reporting year. Two VDU files are created and validated in a VET HELP Due submission each year. The first file includes student details for debts incurred between 1 January and 30 June. The second file includes student details for debts incurred between 1 July and 31 December. Submission method The VDU file is the only file in a VET HELP Due submission. VET HELP Due is different to submissions. The data is not submitted. Instead, information from a validated VET HELP Due submission is provided as a "snapshot" of information in the VET Student and VET Student Revision submissions. The creation of a "snapshot" is an automated process in the . When you report the VET Student or VET Student Revision submissions to the department, TFN data in the snapshots are encrypted to protect the privacy of student’s personal information. You will need to use your encryption key provided by the ATO when you submit data that includes information from the VET HELP Due. Submissions are made using HEPCAT. More information about this process is in the . Structure Information the structure and the elements for the VDU file is in the for the relevant reporting year. One record for each student and course combination is required on the VDU file. Each record must have a unique combination of values for: Student identification code () Course code () Commonwealth Higher Education Student Support Number (CHESSN) (). These elements are the key identifiers for each record on the VDU file. The VDU file also uses these values to identify matching records in a VET Student or a VET Student Revisions submission.
VET Course of Study (VCO) scope Version Details Version: 6.0 First Year: 2015 Last Year: About The VET Course of (VCO) file contains information on all approved courses to be provided for a reporting year. Courses must first be registered in and in the department's prior to being included in the VCO file. Course information on the VCO file is referenced by most data submitted for the VET FEE-HELP Data Collection: VET Student submission, which includes the VET Student Enrolment (VEN), VET Student Load/Liability (VLL) and VET Commonwealth Assisted Students (VDU) files VET Student Revision submission which includes the VET Revised Load Liability (VRL), VET Student Revision (VSR) and VET Commonwealth Assisted Students (VDU) files VET Enrolment Revision submission which includes the VET Enrolment Revision (VER) file VET Unit of Study Completions submission which includes the VET Unit of Study Completions (VCU) file VET Past Course Completions submission which includes the VET Past Course Completions (PS) file. Refer to the scope guidelines for each file for more information about these submissions. Timing Timing of submissions is detailed in the for the relevant reporting year. The VET Course of Study submission must be reported before the first VET Student submission for the year. Submission method The VCO file is the only file included in a VET Course of Study submission. Submissions are made the . More information about this process is in the . Approved courses are listed in the "View" menu in HEPCAT. Structure Information about the structure and elements of the VCO file is in the for the relevant reporting year. The key element in the VCO file is the course code (). This code identifies the course and the submission to related submissions. The course code () is the same as the course code in TGA and in HITS. Reporting new or additional courses for the reporting year New courses and courses that are additional to those already provided to the department can be reported on an additional VET Course of Study submission at any time during the year.
The VET Student Load/Liability (VLL) file contains records of student load (equivalent full time student load or and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the VET Student submission. All eligible students are required to be reported whether or not they access VET FEEHELP assistance. The VLL file can also include student records omitted from a previous VET Student submission due to administrative error. The Revised VET Student Load/Liability (VRL) file enables providers to revise previously reported student load liability data. This file is used in the VET Student Revision submission. For more information see . Timing Timing of submissions is detailed in the for the relevant reporting year. There are up to four deadlines for each reporting year which depend on the census dates for unit(s) of study offered by a provider. Data can be submitted at any time after a census date. A provider may submit more than one submission for a period. The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date. Submission method The VLL file is one of files incorporated in the VET Student submission. The other files are the: (in a validated HELP Due submission). When reporting a VET Student submission it is recommended that you read the VEN and VDU file scope guidelines in conjunction with these scope guidelines. Similarly, when revising data, the VRL file is one of three files incorporated in a VET Student Revision submission. See Revisions below for more information. Submissions are made using the . More information about this process is in the . Structure Information about the structure and elements included in the VLL/VRL files is in the for the relevant reporting year. Each record in the VLL file must have a unique combination of values for: Student identification code () Course code () Unit of code () Unit of study census date () Commonwealth Higher Education Student Support Number (CHESSN) (). These elements are the key identifiers for a student's unit of study. A record to be revised will be matched on these elements.