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Overview


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Upon completion of this KB the user will be able to produce and validate the Past Course Completions File (PS) ready for import into HEPCAT

Assumptions

  • The user has entered required data to generate the Campus File
  • The user has an understanding of Element numbers required in HEPCAT reporting / Paradigm
  • The user has access to HEPCAT to import and validate the HEIMS reports

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Past Course Completion Flat File Structure

Element Name

E-Number

Position within the Flat file

Width or no of Characters

Data Type

Location Within Paradigm

Student identification code

E313

1-10

10

Alphanumeric

Student > Student Details > Edit details

Course code

E307

11-20

10

Alphanumeric


Date of birth

E314

21-28

8

Alphanumeric

Student >Student details > Edit Details

Gender code

E315

29-29

1

Alphanumeric

Student >Student details > Edit Details

Aboriginal and Torres Strait Islander code

E316

30-30

1

Numeric

Student >Student details > Edit Details

Citizen/resident indicator

E358

31-31

1

Numeric

Student > Course Enrolment > Course

Course commencement date

E328

32-37

6

Alphanumeric

Student > Course Enrolment > Course

Mode of attendance code

E329

38-38

1

Numeric

Student > Course Enrolment > Course

Type of attendance code

E330

39-39

1

Numeric

Student > Course Enrolment > Course

Specialisation code

E463

40-45

6

Numeric

Course > Search > Edit details

Filler 2 spaces

N.A.

46-47

2

Alphanumeric

N/A

Country of birth code

E346

48-51

4

Numeric

Student > Student details > Edit Details

Year of arrival in Australia

E347

52-55

4

Alphanumeric

Student > Student details > Edit Details

Language spoken at home code

E348

56-59

4

Numeric

Student > Student details > Edit Details

Total exemption granted

E385

60-61

2

Numeric

Student > Course Enrolment > Course

Disability

E386

62-69

8

Numeric

Student > Student details > Edit Details

Scholarship type code

E487

70-71

2

Alphanumeric

Student > Course Enrolment > Course

Commonwealth Higher Education Student Support Number (CHESSN)

E488

72-81

10

Alphanumeric

Student > Student details > Edit Details

Reporting Year and Period Code

E415

82-86

5

Numeric

Data input when report is generated

Variation reason code

E446

87-87

1

Numeric

Student > Course Enrolment > Units

Filler 50 spaces

N.A.

88-137

50

Alphanumeric

N/A

Completion percentage

E578

138-140

3

Numeric

Student > Course Enrolment > Course

Joint Degree Partner Higher Education Provider Code

E579

141-144

4

Numeric


Higher degree by research thesis submission date

E591

145-150

6

Numeric


Higher degree by research completion date

E592

151-156

6

Numeric



Implications

This report is Part 1 of 2 for the Past Course Completions and Unit of Study Completions Submission file set.

Please note that these 2 reports (Unit of Study and Past course completions) must be validated and submitted together.

Unlike the Course of Study and Campus file the order of submission is not critical. The set is the Past Course Completions file (PS) and the Unit of Study Completions file (CU) is submitted no later than close of business 30th of April.

However is your institution is participating in the QILT or GOS data surveys the data will need to be submitted and verified earlier to allow for data selection from these bodies.

Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.

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  1. Click on the  Report tab on the side menu 
  2. Click on the HEIMS option in the Side Menu
  3. Click on the Get Report Button next to the Past Course Completions file (PS) section.
  4. Select the required options as outlined above
  5. Click on the Produce report button. 
  6. If the report contains any warnings, corrections to the Student data is required, return to the Students record, correct the data and re run this report.
  7. Once the data is clean with no error messages export the file, then import it into HEPCAT.


Further reading

For more information on File Scope and structures go tohttp://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#navand select the required year and file.

If you not previously submitted data via HEPCAT or need a refresher go to: http://heimshelp.education.gov.au/sites/heimshelp/support/pages/training#content here you will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.

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