Overview
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Field Name | Description | Sample Data |
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ECAF | Electronic Commonwealth Assistance Form, More commonly known as Fee-Help Form or HECS-HELP form | |
FEE-HELP | Fee-Help is a loan Scheme that assists eligible students to pay all or part of their tuition fees. This loan is subject to 25% Government loading | For more information on Fee-Help click here |
HECS-HELP | HECS-HELP is a loan scheme to help Commonwealth Supported students to pay their student contribution amounts through and loan or upfront discounts. This loan has no Government loading | |
API | Application Programming Interface. Part of a server that receives and requests and sends responses. Here it is a programmed link between Paradigm and the HEIMS / Government E-CAF System | Login details received from the Government to link Paradigm to the E-CAF portal |
HEIMS Census date | The date after which a student incurs a debt for the unit(s) of study in which they have been enrolled This date can not be set less than 20% of the duration of the teaching period as outlined in the HESA and AIP | |
HITS provider code | Each provider is given a Unique 4 digit identifying code that is used in HEPCAT / HITS, this data is stored in the provider tab in Paradigm. | |
Element Numbers | Unique identifiers of required data / questions asked by the Government in order to provide accurate data on Students, Courses, units and providers. These are used with in Paradigm and HEPCAT to help in ensuring data integrity across all providers. A full list can be viewed | A full list of these can be viewed here. Each Element number refers to a data field within Paradigm. However not every field has an elements. These fields contain non-reportable data. |
HEIMS Course code | E307 - The code assigned by the provider to uniquely identify a course of Study. This code is used in HEPCAT reporting | |
CHESSN Number | A commonwealth Higher Education student number (CHESSN) is a 10 digit number provided by the Australian Government to all students who are in receipt of either HECS-HELP or FEE-HELP. It is a unique number that remains with the student regardless of if they change institutions. This means that HELP debts can be tracked to ensure that the student does not exceed their allocation. |
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Please note: A Student must be enrolled into a unit of study with a Census date in the future before an eCAF can be submitted to the Government. Students must return the completed form Prior to the census date to be a valid form / enrolment. |
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How to Submit an eCAF for completion
- Load a Student record
- Click the Action button on the right hand side next to the course that the student is applying for a HELP loan.
- Select the Edit Course enrolment option
- Once the record has loaded press the action button on the right hand side of the course of study that the student is applying for a HELP loan.
- Select the “Online eCAF submission” option
- All of the previously completed fields will load into the options on the screen. If anything has been missed or is incorrect go back and correct it prior to proceeding any further. Ensure that the eCAF Academic suitability has been selected and that the relevant documentation is held in the students file as it is a requirement for entry criteria transparency.
- Click the Request eCAF button.
- The student is then sent an email invitation with an encrypted Passkey to complete the the HELP form.
- Students will require their Passkey, and valid TFN to complete the form.
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How to Retrieve an eCAF
- Load a student record
- Click on the Action button on the right hand side next to the course that the student is applying for a HELP loan.
- Select the Edit Course enrolment option
- Once the record has loaded press the action button on the right hand side of the course of study that the student is applying for a HELP loan.
- Select the Online eCAF submission option
Press the Fetch eCAF Status button.
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If the student has completed the form a green bar will appear with an eCAF Remote ID number
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How to Enable the Paradigm eCAF integration
Paradigm has the capability of submitting an electronic eCAF on behalf of a student. This functionality requires a specific type of access to the eCAF website called "API System Access". Providers wishing to implement a direct integration between Paradigm and the government eCAF site must complete the following form:
https://docs.education.gov.au/documents/government-ecaf-api-system-access-request-form
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Note that the completed form should be emailed to HEenquiries@education.gov.au |
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After successfully completing all of the steps you will receive a final set of access credentials from the government. These should be forwarded to the Silverband support team as per the instructions above. We will then ensure your site is directed to use the live eCAF system and ready to be used in a production capacity.
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How to Reset an eCAF API password
In the event that you forget the eCAF API password then you must request assistance from the HEIMS Helpdesk (https://heimshelp.education.gov.au/support/contact). The password you receive from the HEIMS Helpdesk is temporary and must be changed before it can be used within Paradigm. Please visit https://ecaf.education.gov.au/provider and enter the API username and the temporary password. The eCAF site will then request you to enter a new password. This new password must then be confirmed with the Silverband support team to ensure that the Paradigm to government eCAF integration is fully operational.
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