eBECAS - submiting VSN Student files and processing Batch returns

The purpose of this documentation is to provide details on setting up and using the VSN features in eBECAS. eBECAS provides integrated reporting to obtain Student VSN numbers and submit returns.

Setup of VSN

1. Go to eBECAS - Utilities - Setup Configuration - Setup - Options

Enable the VSN option as per above.

2. Go to eBECAS - Faculties

Each faculty that has Courses that enrols students with a VSN number, needs to have the VSR enabled and Provider id specified.

Student Search

One of the immediate changes you will see (after you logout and back in) is you can now search by VSN student number. You can also show the VSN number in the search grid (right click grid title, select field chooser and drag the VSN number to the column you want it displayed for the student.

Student Details

Student Details show the VSN if there is one, and the status of the VSN.

VSN Status

The VSN number can be entered if known and confirmed. The status for the VSN are: N/A, Request New VSN, Unknown VSN, Confirm VSN and Verified.

Initially all students in eBECAS are set with a status of N/A. You can leave this status or enter the VSN number. The number entered will have some basic checking. If the number is not valid on input, please do not enter a number and change the status to Confirm VSN.

Displaying previous VSN Student File returns

eBECAS generates a Student File which you can load and sent to the VSN team on the VSR website. When processing is complete by the VSR Victorian State Government department, you download the processed batch file and import the file into eBECAS which updates the student VSN's.

To display the previously generated VSR files, please go to eBECAS - Main - Utilities - Victoria Student Register. Press search and all previously generated Student files and loaded batch returns are listed, with the student count.

You can see the student details for the return, by highlighting and "double clicking" the return line.

Generating a new VSN Student File for VSR

Usually you will be asked to submit a New Student file each month. Press New, and the following screen is displayed. If there is no Provider number listed on this screen, you have not specified the provider number for any Faculties. Ignore the Transactions per Batch, this field is not used, and will be removed in a future release.

Please select your Provider Code, and period for the generated Student File. Press ok. A message will show "Finished generating batch".

Press Search again to refresh the display of Student files. You should now see a new VSR entry with the status of preparing.

You can display the students listed, by highlighting a batch, and "double clicking" which displays the batch view.

Generating a new VSN Student File export for VSR

To export the file that will be used to load for the VSR website, highlight the batch and press Export.

The file generated can be placed in any folder you specify. The file name is provider code-request number.csv in this case 1234567-5.csv

Loading the VSN Student File export to VSR

Go to the VSN website, and use the account and password to login. You will be given the website, account and password for your College by the VSN team. Select the option to submit / load the training file you have just generated.

Loading the processed VSN Student File from VSR into eBECAS

When the training file has been processed, the batch file can be generated and loaded back into eBECAS to load the processed VSN numbers. Press the import file option. Locate the file downloaded from the VSN, the data will be loaded into eBECAS.