TCSI Unit of Study Outcome Codes Guide
This guide outlines the TCSI Course Outcome Codes for VET Student Loans (VSL) reporting. Use these codes to accurately report unit of study outcomes in TCSI, ensuring compliance and correct loan processing.
| Code | Description | When to Use |
|---|---|---|
| 1 | Withdrawn | Student formally withdraws from the unit at any time (including before census date). Use for all non-medical withdrawals or where reasons are not collected. Also applies to VET students transferred under tuition assurance. |
| 2 | Failed | Student did not meet requirements (e.g., did not pass). Report with outcome date as the last day of engagement. |
| 3 | Completed | Student has successfully met all requirements (e.g., passed assessments). Report with outcome date as the last day of engagement (e.g., end of semester/exam period). |
| 4 | In Progress | Not Started – In Progress or Status Not Determined. |
| 5 | RPL | Recognition of Prior Learning |
| 6 | Withdrawn for medical reasons | Student withdraws citing medical issues (any type/severity, with or without evidence). Use regardless of timing; overrides code 1 for medical cases. |
TCSI Course Outcome Codes Guide
This guide outlines the TCSI Course Outcome Codes (E599) for VET Student Loans (VSL) reporting. Use these codes to report the overall outcome of a student’s enrolment in an approved VSL course. Update the course outcome code and date (E592) in the course admission packet via TCSI Data Entry, API, or file uploads when the student’s engagement with the course ends.
| Outcome Code | Description | When to Use | Key Notes |
|---|---|---|---|
| 1 – Completed | Student has fully met all requirements of the course. | Use when the provider determines the student is eligible for the qualification award (e.g., all units passed, assessments met). Report with course outcome date (E592) as the eligibility date (not graduation date). | Triggers final VSL loan processing and qualification issuance. No further study in this course required. |
| 2 – Withdrawn | Student formally discontinues the course without transferring or completing a related course. | Use when the student notifies the provider they are stopping study in the course entirely (no related course involvement). | Student may incur VSL debt for enrolled units past census dates unless remitted. Update course outcome date to withdrawal date. Create new admission packet for any related course. |
| 3 – Enrolment Cancelled | Provider terminates the student’s course enrolment. | Use for provider-initiated withdrawal due to lack of progress, academic failure, or disciplinary reasons. | No student-initiated action; provider decision only. May impact VSL debt based on unit-level reporting. Document reasons for audit. |
| 4 – Approved Leave | |||
| 5 – Transfer to Complete a Related Course | Student transfers without further study, leading to automatic completion of a related course. | Use when the student stops the current course but qualifies for completion of a related course (e.g., nested or equivalent) without additional work. | No ongoing study needed for the related course. Update outcome date accordingly. |
| 6 – Transfer to Continue a Related Course | Student transfers to a related course requiring further study to complete it. | Use for transfers like from a combined degree to a single related degree, or pass to honours, where more study is needed. | Student does not complete the original course; create new course admission packet for the related course. VSL debt may carry over or adjust based on units. |
Key Guidance for Staff
- Difference from Unit Outcomes: Unit outcomes (e.g., codes 1-8) track individual unit statuses. Course outcomes apply to the entire course admission and are reported when the overall course engagement ends. Both must align for accurate VSL reporting—e.g., all units completed before coding course as “1”.
- Reporting Triggers: Update when the student finishes the course, withdraws, or transfers. Always include E592 (course outcome date) for completions or terminations. For ongoing students, leave blank or use “continuing” status if applicable.
- VSL Implications: Completions finalize loans; withdrawals/transfers may require unit-level reviews for debt remission (e.g., special circumstances). Incorrect codes can delay payments or cause ATO audits.
- Documentation: Retain evidence (e.g., student notifications, provider decisions) for transfers, cancellations, or remissions. For related courses, ensure new packets link correctly without revising old course identifiers.
- Non-VSL Students: Not reported in TCSI unless part of other collections (e.g., PIR). Focus on VSL-eligible approved courses.
- Deadlines and Process: Report changes by the 7th of the month after the outcome date. Use TCSI validations to check errors; resolve dependencies (e.g., unit enrolments) first.
- Accuracy is Critical: Use the correct outcome code in TCSI to avoid validation errors or compliance issues with the ATO. Incorrect codes can delay VSL payments or trigger audits.
- Census Date Matters: For codes like 3 (Withdrawn) and 8 (Special Circumstances), the timing relative to the census date determines whether a VSL debt is incurred. Always verify the census date in TCSI.
- Documentation: Maintain records for withdrawals (especially post-census) and special circumstances to support remission applications or audits.
- TCSI Updates: Use the aXcelereate to report or update outcome codes. Check for error codes and resolve promptly.
- Non-VSL Students: Outcome codes are only required for VSL-eligible students in approved courses. Non-VSL student data isn’t required in TCSI unless part of other collections (e.g., TEQSA PIR).
- Deadlines: Report outcomes by the 7th of the month following the census date or completion to ensure timely VSL processing.
Additional Notes
- Validation Checks: TCSI enforces strict validations. For example, you cannot report a “Completed” (1) status if assessments are incomplete, or delete a unit enrolment with a reported outcome unless dependencies are resolved.
- Support Resources: Refer to the TCSI Support site (https://tcsi.gov.au/) for detailed code definitions, error resolution, or API/file upload guidance. Contact TCSI Support for complex cases.
- Training Tip: Train staff to check student communications and enrolment records before assigning codes, especially for withdrawals or special circumstances, to ensure compliance with VSL rules.
Additional Notes
- Validation and Errors: TCSI requires unique course identifiers (E307); do not revise for transfers—create new packets. Completions exclude certain course types (e.g., non-award).
- Support Resources: Consult the TCSI Support site (https://www.tcsisupport.gov.au/) for full E599 specifications, mapping tables, or examples. Contact TCSI helpdesk for case-specific advice, especially transfers or remissions.