Overview
The student course enrolment is one of the key data information in your business or institution that needs a lot of management or configuration. This knowledge article will give you information about this feature, information to make sure that you are compliant to government reporting, and how-to guides to help with your student course enrolment data processes.
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| title | This section will display a table with Course Enrolment Details Required by the Education Sector. |
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| colour | Red |
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| title | mandatory info |
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Course Enrolment Details Required by the Education Sector
This Required Fields table shows which details must be provided in order to create an operationally compliant record for Government reporting purposes. Field Name | Minimal System Required Fields | Operational Fields | AVETMISS | HEIMS Fee-HELP & HECS-HELP | HEIMS PIR | HEIMS HDR | International |
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Course Name (E308) | X | X | X | X | X | X | X |
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Course Code (307) | X | X | X | X | X | X | X |
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Start Date (E328) |
| X | X | X | X | X | X |
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End Date |
| X | X | X |
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Full/Part Time (E329) |
| X | X | X | X |
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Funding Type |
| X | X | X |
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Fee Type (E585) |
| X | X | X | X |
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Contact Mode (E330) |
| X | X | X | X | X | X |
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Enrolment Status (E490) | X | X | X | X | X | X | X |
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Home Institution |
| X | X | X | X | X | X |
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Commencing Course Identifier |
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Concession Type Identifier |
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Funding Source - National |
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Funding Source - State |
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| X |
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Study Reason Identifier |
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| X |
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HEIMS Student Status (E490) |
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| X | X | X | X |
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HEIMS HELP Eligibility |
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Student Admission |
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| X | X | X | X |
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Tertiary Entrance Score (E369) |
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| X | X |
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HEIMS Request Indicator |
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| X |
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| X |
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HEIMS Contribution Indicator |
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| X |
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| X |
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HEIMS Mode Of Attendance (E330) |
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| X | X | X | X |
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HEIMS Type Of Attendance |
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| X | X | X | X |
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HEIMS Residence Indicator |
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| X | X | X | X |
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Year Left School |
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Highest Educational Attainment Of Parent 1 |
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Highest Educational Attainment Of Parent 2 |
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| X |
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Implications
NOTE: DATA Accuracy and Reporting
Clean, up to date, and accurate data makes reporting to any interested parties easier. It can be very time consuming trying to report data that isn’t accurate or complete. Errors can accumulate making it almost impossible to provide the required data. Please ensure that when entering data into the system – that it is entered in a clean, accurate and timely manner.
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| title | 6. How To Transfer a Course Enrolment Record to a Different Student Record |
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How to | Status |
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| colour | Purple |
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| title | transfer |
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a Course Enrolment Record to a Different Student Record
NOTE: Please read carefully the Implications section above before transferring a course enrolment record. Based on the assumption, that you have a student record [e.g. student course enrolment record created in error] with a course enrolment record that you want to merge with a different student record: Decide which student number will be the RECEIVER, and which student number has the course enrolment records you want to migrate as the SOURCE. Load the SOURCE student record.
Load the Student Record for your SOURCE student number. | Info |
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INFO: You can follow the same instructions as above on how to load the student’s record “ Load a Student Record.” |
Transfer Course from the SOURCE to the RECEIVER.
Once the SOURCE student record has now been loaded, [If you followed the steps above, you should be able to now see the COURSE ENROLMENT LIST Form section], if not choose Student > Course Enrolment > Course on the side menu. It will then load the COURSE ENROLMENT LIST Form section of your SOURCE student. In the COURSE ENROLEMNT LIST Form section, click the ACTIONS button associated with the course you want to transfer. Select the Transfer Course To Person option.
After clicking the Transfer Course To Person button, the page will reload, scroll down the page and look for the STUDENT SEARCH Form section. Complete the search details to locate the RECEIVER student record [as you have decided prior to commencing this workflow]. Click the SEARCH STUDENT button after filling out the RECEIVER student details. After clicking the SEARCH STUDENT button, a search result will display below the STUDENT SEARCH Form section. Verify the RECEIVER students details and then click the TRANSFER TO STUDENT button, to transfer the course record.
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INFO: After completing these steps, the RECEIVER student record decided above, will now also contain both the SOURCE course enrolment AND any associated SOURCE unit enrolment records. |
Steps to Confirm:
Load the RECEIVER student's record Navigate to the Student > Course Enrolment > Course option in the menu. The COURSE ENROLMENT LIST section at the top of the page will show you a list of all course enrolments for this student. Load the Student Record for your SOURCE student number. Navigate to the Student > Student Details > Edit Details > Personal Details option in the menu. In the PERSONAL DETAILS Form section, click the drop-down for Status and change the value to Deleted, to prevent adding future course enrolment records to this student number. Click the SAVE STUDENT button.
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