TCSI Integration

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TCSI (Tertiary Collection of Student Information) is a new system that has replaced the Higher Education Provider Client Assistance Tool (HEPCAT) for all education providers.

The information that displays in the aXcelerate interface displays directly from TCSI. The intention of this area of the system is to link data from TCSI to matching records in the aXcelerate system.

Reports

 

VET Student Loans

 

TCSI

 

Tip: You will need to get TCSI access tokens to be able to connect to TCSI and enable the integration in aXcelerate. For more information, please refer to the TCSI Access link on the TCSI support site. For help and assistance with connecting and configuring TCSI, please contact TCSI.Support@humanservices.gov.au.

Enable the TCSI Integration

PRODA is the authentication method for TCSI and facilitates the secure access to government services online. Once you have gotten access to TCSI, you can enter your credentials into the Settings tab in the VSL area of aXcelerate. Once this is enabled, you will be able to access the TCSI tab in VSL area and view data from TCSI.

Reports

 

VET Student Loans

 

Settings

  1. Enter your Device Activation Code
  2. Enter your Device Name
  3. Enter your PRODA RA organisation name
  4. Click Activate Device
 

Note: For more information on configuring access to TCSI, please refer to the TCSI support site.

Disable the TCSI Integration

If at any point you need to disable the TCSI integration in your account, you can do so from the Settings tab in VSL area. Disabling the integration will not affect the data that exists in your TCSI account, but will stop data from being updated by records in aXcelerate.

Reports

 

VET Student Loans

 

Settings

  1. Click Remove Credentials
  2. Click Ok to confirm deactivation of the account

Link Unit of Study Enrolments to TCSI

Linking Unit of Study Enrolments will match data in TCSI to records in aXcelerate. You can link all records or you can link records individually by clicking the Link icon next to the record. If an aXcelerate record has been linked you will be able to click the View icon to see the matching Unit of Study Enrolment or click the Refresh Icon to update the data in TCSI. Unit of Study Enrolments can also be linked to TCSI and refreshed from the VET Student Loans Modules page of a Student's Class Enrolment.

  1. Click on the Unit of Study Enrolments tab
  2. Customise the filters you would like to apply to the search
  3. Click Search
  4. Click Link All
 

Tip: The criteria for linking Unit of Study Enrolment records between TCSI and aXcelerate is based on: Student, Course, Delivery Location, Enrolment, Unit of Study Code, and Census Date. All fields must match a single Unit of Study Enrolment for the record to be successfully linked. Records that are already linked will be skipped if Link All is selected.

Linking Unit of Study Enrolments will also automatically link any associated Enrolments, Students, Campuses and Courses that are unlinked. For this reason, it is often best to link your Unit of Study Enrolments first.

 

Note: Link All will link all records displayed on the current page and will not affect records on the subsequent pages of the table. You can exclude records that have already been linked by searching for 'Linked Enrolments Only'.

Link Enrolments to TCSI

Linking Enrolments will match data in TCSI to records in aXcelerate. You can link all records or you can link records individually by clicking the Link icon next to the record. If an aXcelerate record has been linked you will be able to click the View icon to see the matching Enrolment or click the Refresh Icon to update the data in TCSI. Enrolments can also be linked to TCSI and refreshed from a Student's Class Enrolment page.

  1. Click on the Enrolments tab
  2. Customise the filters you would like to apply to the search
  3. Click Search
  4. Click Link All
 

Tip: The criteria for linking Enrolment records between TCSI and aXcelerate is based on: Student, Course, and Commencement Date. All fields must match a single Unit of Study Enrolment for the record to be successfully linked. Records that are already linked will be skipped if Link All is selected.

Link All will link all records displayed on the current page and will not affect records on the subsequent pages of the table. You can exclude records that have already been linked by searching for 'Linked Enrolments Only'.

Linking Unit of Study Enrolments will also automatically link any associated Enrolments, Students, Campuses and Courses that are unlinked. For this reason, it is often best to link your Unit of Study Enrolments first.

 

Note: For legacy data imported by TCSI from HEPCAT, commencement dates will be set as the first of the month. For example, a commencement set in aXcelerate as 12 Feb 2018 will be recorded in TCSI as 01 Feb 2018. TCSI has advised that these records do not and should not be updated - unless adjustments are required.

Link Students to TCSI

Linking Students will match data in TCSI to records in aXcelerate. You can link all records or you can link records individually by clicking the Link icon next to the record. If an aXcelerate record has been linked you will be able to click the View icon to see the matching Student or click the Refresh Icon to update the data in TCSI. Students can also be linked to TCSI and refreshed from their Contact Profile by expanding the VET Related Details section on the View tab.

  1. Click on the Students tab
  2. Click Link All
 

Tip: The criteria for linking Student records between TCSI and aXcelerate is based on: Student Identifier, Date of Birth, CHESSN, and USI. All fields must match a single Unit of Study Enrolment for the record to be successfully linked. Records that are already linked will be skipped if Link All is selected.

 

Note: Link All will link all records displayed on the current page and will not affect records on the subsequent pages of the table.

Link Campuses to TCSI

Linking Campuses will match data in TCSI to records in aXcelerate. In aXcelerate Campuses are referred to as Delivery Locations. You can link all records or you can link records individually by clicking the Link icon next to the record. If an aXcelerate record has been linked you will be able to click the View icon to see the matching Delivery Location or click the Refresh Icon to update the data in TCSI. Delivery Locations can also be linked to TCSI and refreshed from the Delivery Location Update page.

  1. Click on the Delivery Locations tab
  2. Click Link All
 

Tip: The criteria for linking Delivery Location records between TCSI and aXcelerate is based on Delivery Location Code. New Records will be created when a match is not found. Records that are already linked will be skipped if Link All is selected.

Link All will link all records on the current page, not on subsequent table pages. You can link records individually by clicking the link icon next to a record.

 

Note: As campuses are a new object for TCSI, legacy data imported from HEPCAT by TCSI will not have any campus data.

Link Courses to TCSI

Linking Courses will match data in TCSI to records in aXcelerate. You can link all records or you can link records individually by clicking the Link icon next to the record. If an aXcelerate record has been linked you will be able to click the View icon to see the matching Course or click the Refresh Icon to update the data in TCSI. Qualifications can also be linked to TCSI and refreshed from the Qualification Update page.

  1. Click on the Courses tab
  2. Click Link All
 

Tip: The criteria for linking Course records between TCSI and aXcelerate is based on Course Code. New Records will be created when a match is not found. Records that are already linked will be skipped if Link All is selected.

 

Note: Link All will link all records on the current page, not on subsequent table pages. You can link records individually by clicking the link icon next to a record.

View TCSI Notifications

TCSI Notifications are used to provide updates about potential data conflicts that may have already been reported. For example, a student without an TFN will not generate any errors when recorded in TCSI. However, if a TFN is then provided later which has already exceeded the loan amount for a course they are enrolled in, this would generate a notification. You will be able to see the status, creation date, category and what the notification is related to. Click the View icon to see more information about the notification.

  1. Click on the Notifications tab
  2. Customise the filters you would like to apply to the search
  3. Click Search
  4. Click the View icon to see more information about the notification
 

Tip: Enable the Current Only filter to only show notifications that have a status associated with being an active issue e.g Open, Outstanding, In Progress, Unread.

View TCSI Errors

The Errors tab of the TCSI interface will show errors and warnings associated with matched records in your account. Click the View icon to see more information about the error or warning. You can also click the Refresh Icon to attempt to update the data in TCSI. Errors that have a code with 'AX' at the beginning are additional validation added in by our system. All other error codes come directly from TCSI.

  1. Click on the Errors tab
  2. Customise the filters you would like to apply to the search
  3. Click Search
  4. Click the View icon to see more information about the error or warning
 

Tip: Click Retry Records in Error to refresh all records that appear on the current page.

 

Note: You can view errors or warnings for particular records while on other tabs of the TCSI interface by clicking the error or warning icon next to the associated record.

Refresh TCSI Data

The Refresh tab of the TCSI interface allows the update of all linked records that require an update, match any records that have not been linked to an aXcelerate record and refresh any records that have a warning or error. You can also click the Plus icon next to an unlinked record to attempt to match it or the Refresh icon to individually refresh a record.

  1. Click on the Errors tab
  2. Customise the filters you would like to apply to the search
  3. Click Search
  4. Click Refresh All
 

Tip: When new records are matched, the same linked criteria will be used according to the type of record it is (Courses, Students, Enrolments, Unit of Study Enrolments, Campuses). More information about the linking criteria for each type can be found in each section in this article regarding linking a record type.

View Full TCSI Details

There are multiple places in the system where you will be able to directly view the data recorded in TCSI. This is an advanced view that will display in a window and show the values for the relevant object pulled directly from the TCSI API. To view these details, look for the search icon:

  • Next to each record in the various tabs under the TCSI report section
  • Next to the Update TCSI button in the various update pages
 

Tip: Effective dates for student citizenship records can be both viewed and updated from the Contact View page. Look for the TCSI edit link next to the contact's current citizenship value.

Delete TCSI Records

Users with delete permissions will be able to delete data in TCSI, but only if the record is linked to an aXcelerate record.

  1. Navigate to the relevant aXcelerate record, such as a contact view or enrolment status page.
  2. Locate the TCSI section, which includes the Update TCSI button and icons to view errors
  3. Click the Delete icon to remove this record in TCSI
 

Note: TCSI will not let you delete records that are attached to other records. For example, you cannot delete a student record if a course admission record exists for that student in TCSI.

 

Warning: An aXcelerate record linked to TCSI cannot be deleted until the TCSI record has been deleted.

Deleting the record in TCSI will automatically unlink the aXcelerate record, and the system will expect to create a new record in TCSI if the aXcelerate record is not removed or set as not reportable.

Configure Qualification TCSI Fields

Configuring these fields will make the course able to be recorded in TCSI. The fields will be pre-populated if they have been filled out in the standard fields above this section.

Courses

 

Qualifications

  1. Update a Qualification
  2. Enable the VET Student Loans Flag
  3. Enter the EFTSL
  4. Set the Course Duration
  5. Select the Effective From Date
  6. Click Submit
 

Tip: The Effective From Date determines the period in which the qualification has been valid for accepting enrolments. There are no other requirements around this field at this stage besides enrolments into this course needing to be within the Effective date range. By default this value will be 01/01/2010 or the date of the earliest dated Class enrolment for this Qualification in the system.

 

Note: To mitigate conflicts with duplicate Course Codes, courses that share the same Course Code will use the same TCSI fields.

Configure Delivery Location TCSI Fields

Configuring these fields will make the course able to be recorded in TCSI. The fields will be pre-populated if they have been filled out in the standard fields above this section.

Courses

 

Delivery Location

  1. Update a Delivery Location
  2. Enable the Save as TCSI Campus setting
  3. Select the Effective From Date
  4. Click Submit
 

Tip: The Effective From Date determines the period in which the qualification has been valid for accepting enrolments. There are no other requirements around this field at this stage besides enrolments using this delivery location needing to be within the Effective date range. By default this value will be 01/01/2010.

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