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Objective

This page will only be used for the interim period between the HEPCAT and the implementation of TCSI and only by institutions who have not completed their 2020 reporting e.g. those who have late units, summer school or trimester 3.

The purpose of the Student HEIMS Edit page is to assist our users to validate HEIMS Reporting related errors with ease. In addition, this page has a very similar layout compared with the content on the new Student TCSI Edit page that we are about to release for the TCSI project.


The Student HEIMS Edit page streamlines the processes of validating the values of HEIMS reportable fields. It consolidates the HEIMS reportable fields from both the Student Edit Details page and Edit Course Enrolment details page.
The Student HEIMS Edit is a temporary page designed to assist you in this transitional period before the TCSI project goes live. Once the TCSI project goes from TCSI read-only mode to TCSI write mode, this page will no longer be used.

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Section 2: Student Details

ELEMENT

FIELD NAME

READ-ONLY/ENABLE EDITINGREADONLY/EDITABLE

WHERE TO MAKE CHANGES

NOTE

E313

Student No

Read-only

Student > Student Details > Edit Details

E403

Given Names

Read-only

Student > Student Details > Edit Details

E402

Family Name

Read-only

Student > Student Details > Edit Details

E315

Gender

Read-only

Student > Student Details > Edit Details

E488

CHESSN No

Read-only

Student > Student Details > Edit Details

E416

Tax file Number

Read-only

Student > Student Details > Edit Details

E314

DOB

Read-only

Student > Student Details > Edit Details

-

Overseas Student

Enable editingEditable

Student > Student Details > Edit Details (International Students Only)This field will determine what selection options are available in the Course Enrolment

USI Student Number

Read-only

Student > Student Details > Edit Details

E319

In what country is your SEMESTER residence

Enable editingEditable

Student > Edit Student Details > Edit HEIMS Details

If Australia then HEIMS E319 Postcode

Enable editingEditable

Student > Edit Student Details > Edit HEIMS Details

Copy E319 Value from Address

Enable editing Editable

(TICK)

Depends on your institution, whether you are editing student’s address from

  • Edit Student Details screen (click on show hidden fields)

  • Edit Student Contact Info screen (click on RESIDENTIAL)

E320

In what country is your PERMANENT home residence

Enable editingEditable

Student > Edit Student Details > Edit HEIMS Details

If Australia then HEIMS E320 Postcode

Enable editingEditable

Student > Edit Student Details > Edit HEIMS Details

Copy E320 Value from Address

Enable editing Editable (TICK)

Depends on your institution, whether you are editing student’s address from

  • Edit Student Details screen (click on show hidden fields)

  • Edit Student Contact Info screen (click on BILLING)

E346

Country Of of Birth

Enable editing

Student > Edit Student Details > Edit HEIMS DetailsEditable

-

Citizenship

Read-only

Student > Student Details > Edit Personal Details

Year Arrived in Australia

Editable

Language Spoken At home

Editable

E316

Are you of Australian Aboriginal or Torres Strait Islander descent

Enable editing

Student > Edit Student Details > Edit HEIMS Details

Editable

E386

Do you have any disability, impairment or long-term medical condition

Enable editing

Student > Edit Student Details > Edit HEIMS DetailsEditable

Type of Disability / impairment

Editable

Would you like to receive advice on support services

Editable

Section 3: Course Enrolment Details

...

ELEMENT

FIELD NAME

READ-ONLY/ENABLE EDITINGEDITABLE

WHERE TO MAKE CHANGESNOTE

Program Enrolment internal Paradigm Id

Read-only

-

Course code

Read-only

Student > Course Enrolment > Course Details

E534

Start Date

Read-only

Student > Course Enrolment > Course Details

-

Expected End Date

Read-only

Student > Course Enrolment > Course Details

-

Enrolment Status

Read-only

Student > Course Enrolment > Course Details

-

Agent

Read-only

Student > Course Enrolment > Course Details

-

Funding Type

Read-only

Student > Course Enrolment > Course Details

E358

HEIMS Resident Indicator

Enable editingEditable

(Allow to Copy value from Course enrolment page)

Student > Course Enrolment > Course > HEIMS INFORMATION

E329

HEIMS Mode of Attendance

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATIONEditable

E327

Student Admission

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATIONEditable

E493

Highest Level of Education prior to enrolment

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Editable

E572

Year Left School

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATIONEditable

Suburb Name

E369

Tertiary Entrance Score

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

*If student has an entrance score, enter the score into the following fieldEditable

E490

HEIMS Student Status

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Editable

E392

HEIMS Contribution Indicator

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Editable

E565

HEIMS Credit Offered

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Click on the blue button

Read ℹ for more information

Editable

E560

HEIMS Credit Used

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Click on the blue button

Read ℹ for more informationEditable

E561

HEIMS Credit Basis

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Editable

E564

HEIMS Provider Type Details

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATIONEditable

E566

HEIMS Credit Institution

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Only applicable for Higher Education Fee-Help provider

Editable

E563

HEIMS Level Details

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATIONEditable

E562

HEIMS Field Details

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Editable

E573

Highest Educational Attainment 1

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Only applicable for Higher Education Fee-Help providerEditable

E574

Highest Educational Attainment 2

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Only applicable for Higher Education Fee-Help providerEditable

E593

HDR end-user engagement code

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

If the course type on the base course selected as ‘Research’, other options in the drop-down menu will be available.Editable

E591

HDR Thesis Submission Date

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

Most of providers do not have HDR students.

*HDR stands for Higher degree by researchEditable

E575(VET)

Study Reason Identifier

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

*Only applicable for VET Fee-Help studentEditable

E576(VET)

Labour Force Status Identifier

Enable editing

Student > Course Enrolment > Course > HEIMS INFORMATION

*Only applicable for VET Fee-Help studentEditable

Workflow

These instructions assume that the student record has been created and the student has been enrolled into a Course of study.

...

Expand
title1. How to validate the Student HEIMS edit page.

  1. Load the Student record

  2. Click on the Course Enrolment option in the side menu

  3. Click on the Student HEIMS Edit option in the side menu

  4. Click on the Edit icon next to the course to be validated

  5. The HEIMS edit page has now been loaded.

  6. Scroll down to the Student Detail section

  7. The first 7 fields (Student number, Given names, Family name, Gender, CHESSN number, TFN and DOB are read only and the data is taken from the student edit details page.

  8. Click on the Overseas student drop box and select the required option (Yes or No)

  9. Check the What country is your Semester residence? drop box and update if required

  10. Check the If Australia, then HEIMS E319 postcode update if required

  11. Check the In what Country is your Permanent home residence? drop box and update if required

  12. Check the If Australia, then HEIMS E320 postcode, update if required

  13. Check the Country of Birth drop box, update if required

  14. Check the Are you of Australian Aboriginal or Torres Strait Islander descent? Select the required option.

  15. Check the Do you have any disability, impairment or long-term medical condition? If you click No, all of the types are defaulted to no and are not active. If you click Yes, the types become active and you are required to select a type. An additional question also becomes active, does the student want to receive advice on support services?

  16. Scroll down to the Course Enrolment details section

  17. The first 6 fields (Course, Start date, Expected End date, Enrolment status, Agent, and Funding type) are read only and are taken from the Course Enrolment page.

  18. Check the HEIMS resident indicator, update if required.

  19. Check the HEIMS Mode of Attendance, update if required.

  20. Check the Student admission, update if required.

  21. Click the Highest Level of Education prior to enrolment drop box and select the required option.

  22. If the required option has a year component a Year drop box will appear and requires a year to be selected.

  23. Click on the Year Left School drop box and select the required year

  24. Click on the Tertiary Entrance Score drop box and select the required option, if a score is required a data field will appear.

  25. Check the HEIMS Student Status, update if required.

  26. Check the HEIMS Contribution Indicator, update if required.

  27. Check the HEIMS Credit Basis. If no credit was offered the next four fields (HEIMS Provider type details, HEIMS credit institution, HEIMS Level Details and HEIMS Field details) all require not input as they are defaulted to no credit offered. If, however, credit is offered the input is required in all of the fields.

  28. Check the Highest Educational Attainment 1 & 2, update if required.

  29. Check the HDR end-user engagement code. If the course doesn't have a postgraduate research component it will be defaulted to Not a HDR student, this is based on the course the student is enrolled into.

  30. Click the Validate Values button.

  31. Scroll back up and check any fields that have been missed or have a red X next to them.

  32. Update any required fields and click the Validate Values Values button.

  33. Click on the Save Details button

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