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Overview


This is a section of the whole KB, by having this section, user will be able to jump to the any part of KB with a click.

Note that this you can create dot point as sub headings under each sections and they will show up in this table as sub links.

Objective

This is the a short description of the content of the KB, it gives user an idea of what they will be able to achieve with all the information from this KB.

Assumptions

This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KB.

Key terms and concepts

In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explained.

It is recommended to use table for convenience when it is appropriate.

Implications

This section of the KB will explain what potential issues or problems users can come across and why they happen.

Workflow

This section explains the exact workflow of how a task/process should be conducted.

It is recommended to divide the task into sub headings.

Further reading

This section of the KB contains links to any further related information that would be helpful for the purpose  understanding this topic.

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Objective

Upon completion of this KB the User will be able to produce and validate the Commonwealth Assisted Student File (DU) ready for import into HEPCAT

Assumptions

  • The user has Admin access 
  • 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

Key terms and concepts


Field NameBrief Overview
Institution*Select the Institution(s) that the report is being submitted for. If Multiple select as many as required
HEIMS Report*From the Drop down field select the Collection Year that the report is for
Period NumberSelect the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
Submission Year*Enter the Year the submission is for e.g 2018
Submission Number*Within Each Period multiple submissions can be made, select the submission number next in the sequence remembering that the first one for each new year is 1. A Submission will be allocated a number from 3 pieces of data e.g. 2018 1.2 - meaning 2018, period one submission 2
Course Level*
  • Elicos
  • Postgraduate
  • Undergraduate
  • VET
  • Secondary
  • Non-Award
HEIMS Census Date*Select the Census date that the EN report is for, Multiple dates can be selected as long as they fall within the Correct reporting period.
Census Date From
Census Date To
Unit Enrolment Status*
  • Applied
  • Completed
  • Confirmed
  • Deferred
  • Enrolled
  • Exempt
  • Incomplete
  • Internal Offered
  • Provisional
  • Withdrawn
HEIMS Revision NumberSelect this number only if producing a DU revision file
Report Mode
  • Non-Checking Mode
  • Non-Interactive Mode (Files will be emailed)
  • On Screen Summary Mode
  • On Screen Full details Mode


Implications

This report is Part 1 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.

Warning

Reports should never be altered directly in the flat file as the structure of the file can inadvertently altered and Corrupted. The files will then not import into HEPCAT. The preferred method of Silverband is to update the information directly in Paradigm and then re - export the reports for transfering into HEPCAT.


Workflow

  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 Commonwealth Assisted File (DU) 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.