Downloadable Standard ETQA data file examples 

The following links point to downloadable examples for Standard ETQA type data submissions (these examples are specific to the CHE).

  1. Example Edu.Dex data files

Simple examples of what the Edu.Dex data files should look like (these examples are specific to the CHE).
Example.CHED.Data.Files.zip 

Contents

File61 – Person (Learner) data CHED-DEMO61Export.dat
File63 – Learner Qualification Enrolment data CHED-DEMO63Export.dat
File65 – Staff data CHED-DEMO65Export.dat
File66 – Journal Publication data CHED-DEMO66Export.dat
File67 – Person Journal Publication data CHED-DEMO67Export.dat
File68 – Student FTE data CHED-DEMO68Export.dat

  1. Example CHE Provider Database (Microsoft Access)

A simple example of the possible data structures that can be implemented for a provider level information system (Example data used is dummy data with CHE type lookup codes).
Example.CHED.Provider.DB.zip

Data tables: 

Data tables: 

Data61_PersonTable that stores data relating to the person (learner or staff member)
Data63_LearnerQualificationTable that stores data relating to the learner’s enrolment on a qualification
Data64_LearnerCourseTable that stores data relating to the learner’s enrolment/achievement on a unit standard
Data65_StaffEmploymentTable that stores data relating to the staff member’s employment
Data66_JournalPublicationTable that stores data relating to the journal publications of the institution
Data67_PersonJournalPublicationTable that stores data relating to the learner or staff member’s contributions to journal publications
Data68_StudentFTETable that stores data relating to the learner’s FTE values

Lookup tables:

All tables that have a prefix “Lookup_” are lookup tables used by each of the data tables. Lookup tables that will need to be maintained on a regular basis are 

Lookup_Course
Lookup_Provider
Lookup_Qualification

Export Examples:

Note that these exports do not include the implementation of the header record required for each file:

File61 Person information

  1. Go to the Queries desktop, right click on the EduDex_File61Extract query, select Export and then Text file.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File61Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File63 Learner qualification enrolment information

  1. Go to the Queries desktop, right click on the EduDex_File63Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File63Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File64 Learner unit standard/course enrolment/achievement information

  1. Go to the Queries desktop, right click on the EduDex_File64Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File64Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File65 Staff employment information

  1. Go to the Queries desktop, right click on the EduDex_File65Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt. 
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File65Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File66 Journal publication information

  1. Go to the Queries desktop, right click on the EduDex_File66Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File66Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File67 Person journal publication information

  1. Go to the Queries desktop, right click on the EduDex_File67Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File67Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.

File68 Student FTE information

  1. Go to the Queries desktop, right click on the EduDex_File68Extract query, select Export.
  2. Enter a valid name for the learner file (see file specification for naming standard) and click on Ok. Do not make the extension for the file .dat at this stage (this would generate a MS Access error), leave the extension as .txt.
  3. On the Export Text Wizard screen select the Advanced button, on the Export Specification screen select the Specs… button, select the EduDex_File68Extract Export Specification and click on the Open button – this takes you back to the Export Specification screen.
  4. Click on the OK button – this takes you back to the Export Text Wizard screen.
  5. Click on Finish and the Close.
  6. Remember to change the file extension from .txt (see item b above) to .dat before submitting the file to Edu.Dex for data validation.
  1. Example CHE Provider Excel File (Microsoft Excel)

Simple example of what the Edu.Dex data looks like in MS Excel (Example data used is dummy data with CHE type lookup codes).
Example.CHED.Provider.Files.xls.zip

Export Examples:

Note that these exports do not include the implementation of the header record required for each file:

File61 Person (Learner) Information

  1. Go to the File61 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile61 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File61Export.txt.

File63 Learner Qualification Enrolment Information

  1. Go to the File63 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile63 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File63Export.txt

File64 Learner Unit Standard/Course Enrolment/Achievement Information

  1. Go to the File64 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile64 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File64Export.txt.

File65 Staff Employment Information

  1. Go to the File65 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile65 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File65Export.txt.

File66 Journal Publication Information

  1. Go to the File66 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile66 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File66Export.txt.

File67 Person Journal Publication Information

  1. Go to the File67 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile67 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File67Export.txt.

File68 Student FTE Information

  1. Go to the File68 worksheet.
  2. Select View, Macros, View Macros, select the ExportFile68 macro and click on Run.
  3. The file will be exported to your “My Documents” directory as File68Export.txt.

 

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