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Overview

Objective

Upon completion of this KB the User will be able to produce and validate the Enrolment File (EN) 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

All Fields Marked with * are required to produce a compliant Enrolment file

...

  • Elicos
  • Postgraduate
  • Undergraduate
  • VET
  • Secondary
  • Non-Award

...

  • Applied
  • Completed
  • Confirmed
  • Deferred
  • Enrolled
  • Exempt
  • Incomplete
  • Internal Offered
  • Provisional
  • Withdrawn

...

Overview

Objective

Upon completion of this KB the User will be able to produce and validate the Enrolment File (EN) 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

All Fields Marked with * are required to produce a compliant Enrolment file

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
Submission Year*Enter the Year the submission is for e.g 2018
Period NumberSelect the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
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  • Withdrawn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 Student StatusSelect all of the (E490) Student Status Codes to be reported to HEIMS
HEIMS Revision NumberSelect this number only if producing a EN revision file
Output to DESTPAC (Do not Tick for HEPCAT)
Report Mode
  • Non-Checking Mode
  • Non-Interactive Mode (Files will be emailed)
  • On Screen Summary Mode
  • On Screen Full details Mode

Enrolment File 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

Student > Course Enrolment > Course

Date of Birth

E314

21-28

8

Numeric

Student >Student details > Edit Details

Gender code

E315

29

1

Alphanumeric

Student >Student details > Edit Details

Aboriginal and Torres Strait Islander code

E316

30

1

Numeric

Student >Student details > Edit Details

Location code of term residence

E319

31-35

5

Alphanumeric

Student >Student details > Edit Details

Location code of permanent home residence

E320

36-40

5

Alphanumeric

Student >Student details > Edit Details

New basis for admission to current course

E327

41-42

2

Numeric

Student > Course Enrolment > Course

Type of attendance code

E330

43

1

Numeric

Student > Course Enrolment > Course

Country of birth code

E346

44-47

4

Numeric

Student >Student details > Edit Details

Year of arrival in Australia

E347

48-51

4

Alphanumeric

Student >Student details > Edit Details

Language spoken at home code

E348

52-55

4

Numeric

Student >Student details > Edit Details

Credit offered value

E565

56-59

4

Numeric

Student > Course Enrolment > Course

Credit/status Higher Education Provider code

E566

60-63

4

Numeric

Student > Course Enrolment > Course

Tertiary entrance score

E369

64-66

3

Numeric

Student > Course Enrolment > Course

Disability

E386

67-74

8

Numeric

Student >Student details > Edit Details

Previous RTS EFTSL

E460

75-78

4

Numeric

Student >Student details > Edit Details

Separation status of Higher Degree Research students

E465

79

1

Numeric

Student >Student details > Edit Details

Commencing location code of permanent home residence

E476

80-84

5

Alphanumeric

Student >Student details > Edit Details

Name of suburb/town/locality for the student

E486

85-111

27

Alphanumeric

Student >Student details > Edit Details

Overseas student fee

E500

112-116

5

Numeric

Course > Edit details

Highest educational participation prior to commencement

E493

117-122

6

Alphanumeric

Student >Student details > Edit Details

Scholarship code

E487

123-124

2

Numeric

Student > Course Enrolment > Course

Commonwealth Higher Education Student Support Number (CHESSN)

E488

125-134

10

Alphanumeric

Student >Student details > Edit Details

Reporting Year / Period

E415

135-139

5

Numeric

Data input when report is generated

Credit used value

E560

140-143

4

Numeric

Student > Course Enrolment > Course

Details of prior study for which credit was offered

E561

144-147

4

Numeric

Student > Course Enrolment > Course

Field of education of prior VET study for which credit was offered.

E562

148-151

4

Numeric

Student > Course Enrolment > Course

Level of education of prior VET study for which credit was offered.

E563

152-154

3

Numeric

Student > Course Enrolment > Course

Type of provider where VET study was undertaken

E564

155-156

2

Numeric

Student > Course Enrolment > Course

Year Left School

E572

157-160

4

Alphanumeric

Student > Course Enrolment > Course

Filler 50 spaces

N.A.

161-210

50

Alphanumeric

N/A

Highest educational attainment of parent/guardian 1

E573

211-212

2

Alphanumeric

Student > Course Enrolment > Course

Highest educational attainment of parent/guardian 2

E574

213-214

2

Alphanumeric

Student > Course Enrolment > Course

Filler 4 spaces

N.A.

215-218

4

Alphanumeric

N/A

Higher degree by research end‑user engagement code

E593

219-228

10

Numeric




Implications

This report is Part 2 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.

...

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

...