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
Complexity:
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Page Contents
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Assumptions
The user has entered required data to generate the Load Liability 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
Load Liability Fields
All Fields Marked with * are required to produce a compliant Load Liability file
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Field Name
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Brief Overview
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Institution*
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Select the Institution(s) that the report is being submitted for. If Multiple select as many as required
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HEIMS Report*
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From the Drop down field select the Collection Year that the report is for
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Submission Year*
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Enter the Year the submission is for e.g 2018
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Period Number
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Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
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Submission Number*
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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
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Course Level*
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Elicos
Postgraduate
Undergraduate
VET
Secondary
Non-Award
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HEIMS Census Date*
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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.
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Census Date From
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Census Date To
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Unit Enrolment Status*
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Applied
Completed
Confirmed
Deferred
Enrolled
Exempt
Incomplete
Internal Offered
Provisional
Withdrawn
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HEIMS Revision Number
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Select this number only if producing a LL revision file
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Report Mode
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Non-Checking Mode
Non-Interactive Mode (Files will be emailed)
On Screen Summary Mode
On Screen Full details Mode
Load Liability Flat File Structure
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Element Name
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E-Number
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Position within the Flat file
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Width or no of Characters
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Data Type
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Location Within Paradigm
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Student identification code
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E313
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1-10
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10
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Alphanumeric
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Student >Student details > Edit Details
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Course code
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E307
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11-20
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10
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Alphanumeric
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Student > Course Enrolment > Course
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Course of study commencement date
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E534
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21-26
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6
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Alphanumeric
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Student > Course Enrolment > Course
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Academic organisational unit code
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E333
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27-29
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3
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Alphanumeric
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Provider > Edit Details
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Equivalent Full‑Time Student Load
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E339
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30-39
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10
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Numeric
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Units > Unit Details > Edit details
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Unit of study code
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E354
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40-49
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10
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Alphanumeric
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Units > Unit Details > Edit details
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Unit of Study Census date
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E489
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50-57
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8
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Alphanumeric
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Units > Scheduled Unit details > Edit Schedule
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Discipline code
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E464
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58-63
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6
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Numeric
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Units > Unit Details > Edit details
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Mode of attendance code
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E329
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64-64
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1
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Numeric
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Student > Course Enrolment > Course
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Postcode or overseas country code location of Higher Education/VET provider campus/delivery location
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E477
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65-69
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5
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Alphanumeric
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Citizen/resident indicator
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E358
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70-70
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1
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Numeric
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Student > Course Enrolment > Course
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Maximum student contribution indicator
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E392
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71-71
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1
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Numeric
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Student > Course Enrolment > Course
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Student Status code
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E490
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72-74
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3
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Numeric
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Student > Course Enrolment > Course
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Total amount charged
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E384
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75-82
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8
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Numeric
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Student > Academic record > Edit
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Amount paid up front
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E381
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83-90
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8
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Numeric
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Student > Academic record > Edit
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Loan fee
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E529
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91-98
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8
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Numeric
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Student > Academic record > Edit
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Commonwealth Higher Education Student Support Number (CHESSN)
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E488
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99-108
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10
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Alphanumeric
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Student >Student details > Edit Details
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Work experience in industry indicator
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E337
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109-109
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1
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Numeric
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Unit > Unit Details > Edit Details
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Permanent resident eligibility for HELP assistance
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E390
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110-110
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1
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Numeric
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Student > Course Enrolment > Course
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Summer and Winter school indicator
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E551
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111-111
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1
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Numeric
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Units > Scheduled Unit details > Edit Schedule
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Unit of study HELP Debt
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E558
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112-119
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8
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Numeric
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Student > Course Enrolment > Units
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Filler 50 spaces
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N.A.
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120-169
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50
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Alphanumeric
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N/A
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Filler 1 space
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N.A.
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170-170
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1
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Alphanumeric
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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
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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.
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Objective
This article outlines all elements on the Student Load (LL) file in details, LL file scope and structure. It aims to assist you to understand LL file, so you know how to produce the file from Paradigm and import it into HEPCAT, follow by validating your data.
Complexity:
| Status | ||||
|---|---|---|---|---|
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Page Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
Assumptions
The user has entered required data to generate the Load Liability 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
The Student Load Liability (LL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the Student submission.
Fields on produce LL file page
All Fields Marked with * are required to produce a compliant Load Liability file
Field Name | Brief 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 Number | Select 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* |
|
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* |
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HEIMS Revision Number | Select this number only if producing a LL revision file |
Report Mode |
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Load Liability File Structure
Element | Element Name | Paradigm Entities | Paradigm Internal Field Names | Default Paradigm field labels | Paradigm Menu Location | Field Type | Default Paradigm Value | Width | Derived Field | Derived Method |
|---|---|---|---|---|---|---|---|---|---|---|
E313 | Student identification code | Student | Student No. | studentNumber | Student > Student Details > Edit details | TEXT | N/A | 10 | - | - |
E307 | Course code | Base Course | Id | eduProgramId | Courses > Edit Details | TEXT | N/A | 10 | - | - |
E534 | Course of study commencement date | Course Enrolment | Start Date | startDate | Student > Course Enrolment > Course | TEXT | 000000 | 6 | - | - |
E333 | Academic organisational unit code | Provider | Abbrev | abbrevName | Providers> Edit Details | TEXT | N/A | 3 | - | - |
E339 | Equivalent full-time student unit value | Base Unit | EFTSL Load (UGrad) EFTSL Load (PGrad) | ugradEftsuLoad pgradEftsuLoad | Units > Unit Details > Edit Details | TEXT | 0125 | 10 | YES | If program level was set to 'UNDERGRAD', then return the value of EFTSL Load (UGrad) on the base unit level; If program level was set to 'POSTGRAD', then return the value of EFTSL Load (PGrad) on the base unit level. |
E354 | Unit of study code | Base Unit | Unit Id / Unit Code (s) | eduUnitId / eduOtherUnitId | Units > Unit Details > Edit Details | TEXT | null | 10 | - | - |
E489 | Unit of Study Census date | Scheduled Unit | HEIMS Census Date | destCensusDate | Units > Scheduled Unit details > Edit Scheduled | TEXT | 000000 | 8 | - | - |
E464 | Discipline group code | Base Unit | HEIMS Discipline | destDiscipline | Units > Unit Details > Edit Details | TEXT | 000000 | 6 | - | - |
E329 | Mode of attendance code | Course Enrolment | HEIMS Mode of Attendance | destModeOfAttendance | Student > Course Enrolment > Course | SELECT | 1 | 1 | - | - |
E477 | Campus Postcode | Provider | Post Code | postalCode | Providers> Edit Details | TEXT | 99999 | 5 | - | Online short courses offered as part of the Higher Education Relief package must be reported with a value of 8999 for element 477 on the Load Liability (LL) file. Providers reporting a relief course must set this new field to "YES" and also set the HEIMS Course Type (e310) with a value of "Graduate Certificate (11)" or "Other undergraduate award course (22)" The default system logic is to use the postcode from the provider associated with the scheduled unit record. |
E358 | Citizen/resident indicator | Course Enrolment | HEIMS Resident Indicator | destResidentIndicator | Student > Course Enrolment > Course | SELECT_LONG | 1 | 1 | - | - |
E392 | Differential-HECS indicator | Course Enrolment | HEIMS Contribution Indicator | destContributionIndicator | Student > Course Enrolment > Course | SELECT | 0 | 1 | - | - |
E490 | Student Status code | Single unit enrolment | unit_enrolment_destE490 | destE490 | Student > Summary > Edit single Unit enrolment record | SELECT | null | 3 | - | - |
E384 | HECS, OLDPS, PELS, BOTPLS amount prior to exemption | Single unit enrolment | Unit Fee | unit_enrolment_unitFee | Student > Summary > Edit single Unit enrolment record | TEXT | 00000 | 8 | - | - |
E381 | HECS, OLDPS, PELS, BOTPLS amount paid - semester | Single unit enrolment | Upfront Payment | paidUpfront | Student > Summary > Edit single Unit enrolment record | TEXT | 00000 | 8 | - | - |
E529 | Loan fee | Single unit enrolment | HEIMS Loan Fee | destLoanFee | Student > Summary > Edit single Unit enrolment record | TEXT | 00000 | 8 | - | - |
E488 | Commonwealth Higher Education Student Support Number (CHESSN) | Student | CHESSN No. | chessenNo | Student > Student Details > Edit details | TEXT | N/A | 10 | - | - |
E337 | Work experience in industry indicator | Base Unit | HEIMS Work Experience Indicator | destWorkExperienceIndicator | Units > Unit Details > Edit Details | SELECT | 0 | 1 | - | - |
E390 | Permanent resident status | Course Enrolment | HEIMS HELP Eligibility | destEligibility | Student > Course Enrolment > Course | SELECT | 0 | 1 | - | - |
E551 | Summer school indicator | Scheduled Unit | HEIMS Summer School | destE551 | Units > Scheduled Unit details > Edit Scheduled | SELECT | 1 | 1 | - | - |
E558 | Unit of study HELP Debt | Single unit enrolment | Funding Amount | fundingAmount | Student > Summary > Edit single Unit enrolment record | TEXT | 0 | 8 | - | - |
N.A. | Filler | - | - | - | - | ASCII_FILLER | - | 50 | - | - |
N.A. | Filler | - | - | - | - | ASCII_FILLER | - | 1 | - | - |
Higher Education Student submission guidelines
Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.
Each record in the LL file must have a unique combination of values for:
Student identification code (element 313)
Course code (element 307)
Academic organisational unit code (element 333)
Unit of study code (element 354)
Unit of study census date (element 489)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488)
Workflow
| Warning |
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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. |
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Further reading
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Further reading
Click here for more information on File Scope and structures and 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 .
You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.
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