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Edition: 25 November 2000
E.3 SCOPE OF THE QUALIFICATION FILE
3.1 General principles
The Qualification File is
to include records for each of the qualifications
which are referenced through Element 001
(Qualification code) in records in the Student File.
It should be noted that most of the records in
the Qualifications File relate to qualifications. However there may be a few records relating
to programmes which do not lead to a qualification, such as programmes
undertaken by occasional students. For programmes undertaken by occasional
students, different programmes may be reported as separate records in the
file. However, this is not mandatory and
if the institution wishes to do so, a number of different programmes may be
reported in one or in a few "generic" records, even though the nature
of the programmes may differ.
3.2 Number of records in the Qualification
File
There will be one record in
the Qualification File for each particular qualification
referenced through Element 001
(Qualification code) in records in the Student File.
There will be only one record in the
Qualification File for each particular qualification.
If the institution wishes
to do so it may include records in the Qualification File for qualifications
which are not referred to in any record in the Student File.
3.3 Elements to be reported in the
Qualification File
The elements for which data
are to be reported in records in the Qualification File are listed in the
section describing the structure of
the flat ASCII files to be prepared by institutions.
The data in records in the
Qualification File will be linked in the National database to data in records
in the Student File through Element 001 (Qualification code). This relationship is described in section 1.4 in the description of the Scope
of the Student File.
Data in records in the Qualification File will
linked in the National database to data in records in the Course
Registrations File through Element 001 (Qualification code). This relationship is described in section 2.4 of the description of the Scope
of the Course Registrations File.
The data in records in the Qualification File will
also be linked in the National database to data in records in the Qualification CESM File through Element 001 (Qualification code). There will be a "one to
many" relationship between records in the Qualification CESM File and
records in the Qualification File. This
means that there will be only one record in the Qualification File having a
particular value for Element 001 (Qualification code) but there can be (and
usually will be) a number of records in the Qualification CESM File having that
value for Element 001 (Qualification code).
There will be more than one such record in the Qualification CESM File
where the Minister has approved more than one major field of study (indicated
through Element 006 (Major field CESM)) for the qualification, as will usually be the
case.
3.5 Submissions of the Qualification File
There will be at least two, and possibly three submissions of the Qualification
File. The number of submissions will be
the same as the number of submissions for the Student
File.
The dates for the submissions will be the same
as the dates on which the Student File submissions are made.
The first submission file will report data for
all elements in the Qualification File.
The second submission file will be a copy of
the records in the first submission file, with the following changes:
(a) Inclusion of additional records which were inadvertently omitted
from the first submission file.
(b) Deletion of any records which should not have been included
in the first submission file.
(c) Updating of any incorrect information for elements reported
in the first submission file.
(d) Inclusion of records for any qualifications for which
registrations were made in the period 16 September to 31 December of the Collection Year, but for which there
were no related records in the first submission of the file.
The third submission file will only to need be
provided if there is a third submission Student File. In that case this file will be a copy of the
records in the second submission file, with the following changes:
(a) Inclusion of additional records which were inadvertently
omitted from the second submission file.
(b) Deletion of any records which should not have been included
in the second submission file.
(c) Updating of any incorrect information for elements reported
in the second submission file.