Overview
Objective
Upon completion of this KB the User will be able to produce and validate the Load Liability File (LL) ready for import into HEPCAT
Assumptions
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- 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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Load Liability Flat File Structure
Element Name | E-Number | Position within the Flat file | Width or no of Characters | Data Type | Location Within Paradigm |
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Student identification code | E313 | 1-10 | 10 | Alphanumeric | Student >Student details > Edit Details |
Course code | E307 | 11-20 | 10 | Alphanumeric | Student > Course Enrolment > Course |
Course of study commencement date | E534 | 21-26 | 6 | Alphanumeric | Student > Course Enrolment > Course |
Academic organisational unit code | E333 | 27-29 | 3 | Alphanumeric | Provider > Edit Details |
Equivalent Full‑Time Student Load | E339 | 30-39 | 10 | Numeric | Units > Unit Details > Edit details |
Unit of study code | E354 | 40-49 | 10 | Alphanumeric | Units > Unit Details > Edit details |
Unit of Study Census date | E489 | 50-57 | 8 | Alphanumeric | Units > Scheduled Unit details > Edit Schedule |
Discipline code | E464 | 58-63 | 6 | Numeric | Units > Unit Details > Edit details |
Mode of attendance code | E329 | 64-64 | 1 | Numeric | Student > Course Enrolment > Course |
Postcode or overseas country code location of Higher Education/VET provider campus/delivery location | E477 | 65-69 | 5 | Alphanumeric | |
Citizen/resident indicator | E358 | 70-70 | 1 | Numeric | Student > Course Enrolment > Course |
Maximum student contribution indicator | E392 | 71-71 | 1 | Numeric | Student > Course Enrolment > Course |
Student Status code | E490 | 72-74 | 3 | Numeric | Student > Course Enrolment > Course |
Total amount charged | E384 | 75-82 | 8 | Numeric | Student > Academic record > Edit |
Amount paid up front | E381 | 83-90 | 8 | Numeric | Student > Academic record > Edit |
Loan fee | E529 | 91-98 | 8 | Numeric | Student > Academic record > Edit |
Commonwealth Higher Education Student Support Number (CHESSN) | E488 | 99-108 | 10 | Alphanumeric | Student >Student details > Edit Details |
Work experience in industry indicator | E337 | 109-109 | 1 | Numeric | Unit > Unit Details > Edit Details |
Permanent resident eligibility for HELP assistance | E390 | 110-110 | 1 | Numeric | Student > Course Enrolment > Course |
Summer and Winter school indicator | E551 | 111-111 | 1 | Numeric | Units > Scheduled Unit details > Edit Schedule |
Unit of study HELP Debt | E558 | 112-119 | 8 | Numeric | Student > Course Enrolment > Units |
Filler 50 spaces | N.A. | 120-169 | 50 | Alphanumeric | N/A |
Filler 1 space | N.A. | 170-170 | 1 | Alphanumeric | N/A |
Implications
This report is Part 3 of 3 for the Student Submission file set.
The set are the Enrolment (EN), Load Liability (LL) and Help Due (DU). The 3 reports must be validated in this order.
- DU
- EN
- LL
Once all three have been validated HEPCAT automatically embeds a snapshot of the data from the DU file into the set. The DU file is never submitted to the department unless specifically requested.
The data for this report is from the students application data. It is imperative that data entry is accurate and formatted in a consistent manner to ensure a minimum number of errors in the reports.
This data is to be reported via HEPCAT by the reporting deadlines associated with each census date.
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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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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