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Objective

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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

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The Commonwealth Assisted Students (DU) file, commonly referred to as the "HELP Due"
submission, reports the personal details, including names, tax file numbers (TFN) and
Commonwealth Higher Education Student Support Numbers (CHESSN) of all Commonwealth assisted
students. This article provides the workflow on how to produce DU file in Paradigm, and export it to HEPCAT. The challenge is to check all the required elements and validate you data in HEPCAT.

Complexity:

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title	EXPERT

Page Contents

Table of Contents

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Assumptions

The user has entered required data to generate the Campus File
The user has read the Commonwealth Assisted Students – HELP Due (DU) scope on heimshelp website
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

Commonwealth assisted students are:

all Commonwealth supported students who pay their contributions up front, defer their
contribution through HECS-HELP or are contribution exempt
students who access FEE-HELP assistance
students who access OS-HELP assistance
students who access SA-HELP assistance

Student details from this file are provided to the Australian Taxation Office (ATO).

Commonwealth Assisted File Fields

All Fields Marked with * are required to produce a compliant Commonwealth Assisted Student file

Field Name	Brief Overview
Institution

*

Select the Institution

(s) that the report is being submitted for. If Multiple select as many as requiredHEIMS Report*

who actually owns the course. Leave it un-select if it is not applicable.
*HEP Provider	A provider that is submitting the reports to HEPCAT
*HEP Contact	A contact person from your institution
*HEIMS Report	From the Drop down field select the Collection Year that the report is for
Period Number	Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
*Submission Year

*

Enter the reporting Year

the

of your submission is for, e.g

2018

2019

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 2Course Level*

Elicos

Postgraduate

Undergraduate

VET

	Two DU files are created and validated in a HELP Due submission each year. The first file includes student details for debts incurred between 1 January and 30 June. The second file includes student details for debts incurred between 1 July and 31 December.
*Course Level	Postgraduate Undergraduate Secondary Non-Award
*HEIMS Census Date

*

(E489)	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

*

The system has already defaulted on some status

Applied
Completed
Confirmed
Deferred
Enrolled
Exempt
Incomplete
Internal Offered
Provisional
Withdrawn

HEIMS Revision Number

Select

Only select this number

only

if you are producing a DU revision file.
Report Mode	Non-Checking Mode Non-Interactive Mode (Files will be emailed) On Screen Summary Mode (Fast Mode) - recommended 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

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(Show all output per student)

Commonwealth Assisted Students File Structure

Note

Be advised

One record for each student and course combination is required on the DU file. Each record must
have a unique combination of values for:

Student identification code (element 313)
Course code (element 307)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488).

Element	Element Name	Paradigm Entities	Paradigm Internal Field Names	Default Paradigm field labels	Paradigm Menu Location	Field Type	Width	Derived Field
E313	Student identification code	Student	Student No.	studentNumber	Student > Student Details > Edit details	TEXT	10	N/A
E416	Tax file number	Student	Tax File Number	socialSecurityNumber	Student > Student Details > Edit details	TEXT	11	N/A
E314	Date of birth	Student	DOB	birthDate	Student > Student Details > Edit details	DATE	8	N/A
E315	Gender code	Student	Gender	gender	Student > Student Details > Edit details	SELECT	1	N/A
E307	Course code	Base Course	Id	eduProgramId	Courses > Edit Details	TEXT	10	N/A
E405	Student title	Student	Title	personalTitle	Student > Student Details > Edit details	TEXT	15	N/A
E402	Student surname	Student	Family Name	lastName	Student > Student Details > Edit details	TEXT	30	N/A
E403	Student given name - first	Student	Given Name	firstName	Student > Student Details > Edit details	TEXT	15	N/A
E404	Student given name - others	Student	Middle Name	middleName	Student > Student Details > Edit details	TEXT	30	N/A
E406	Postal address - part 1	Student	Street Number	streetNumber	Student > Student details > Edit Contact info (Billing)	TEXT	38	N/A
E407	Postal address - part 2	Student	Street Name	streetName	Student > Student details > Edit Contact info (Billing)	TEXT	38	N/A
E466	Postal address suburb/town	Student	City	city	Student > Student details > Edit Contact info (Billing)	TEXT	27	N/A
E467	Postal address state code	Student	State	stateProvinceGeoId	Student > Student details > Edit Contact info (Billing)	SELECT	3	N/A
E409	Postal address - postcode	Student	Post Code	postalCode	Student > Student details > Edit Contact info (Billing)	POSTCODE	4	N/A
E468	Postal address country name	Student	Country	countryGeoId	Student > Student details > Edit Contact info (Billing)	Select	20	N/A
E410	Address of permanent home residence - part 1	Student	Street Number	streetNumber	Student > Student details > Edit Contact info (Residential)	TEXT	38	N/A
E411	Address of permanent home residence - part 2	Student	Street Name	streetName	Student > Student details > Edit Contact info (Residential)	TEXT	38	N/A
E469	Residential address suburb/town	Student	City	city	Student > Student details > Edit Contact info (Residential)	TEXT	27	N/A
E470	Residential address state	Student	State	stateProvinceGeoId	Student > Student details > Edit Contact info (Residential)	SELECT	3	N/A
E413	Address of permanent home residence - postcode	Student	Post Code	postalCode	Student > Student details > Edit Contact info (Residential)	POSTCODE	4	N/A
E471	Residential address country name	Student	Country	countryGeoId	Student > Student details > Edit Contact info (Residential)	TEXT	20	N/A
N.A.	Filler	-	-	-	-	ASCII_FILLER	9	N/A
E488	Commonwealth Higher Education Student Support Number (CHESSN)	Student	CHESSN No.	chessenNo	Student > Student Details > Edit details	TEXT	10	N/A

Higher Education Student submission guidelines

The Student submission includes data from three files; the Student enrolment (EN) file, the Student load liability (LL) file and the Commonwealth Assisted Students - HELP due (DU) file.

All higher education providers are required to report this submission.

Commonwealth Assisted Students DU file needs to upload and validate in HEPCAT first
EN = Course Enrolment
LL = Unit Enrolment

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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Workflow

Warning

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

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How to produce Commonwealth Assisted Student (DU) file

Click on
the Report tab
the Report tab on the side menu
Click on
the HEIMS
the HEIMS option in the
Side Menu
side menu
Click on the Get Report
Button
button next to the edit Commonwealth Assisted File report (DU)
section
.
Select
Fill out the required options as outlined above
Click on the Produce
report button
Report button.
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.
Once the data is clean with no error messages export the file, then import it into HEPCAT.

Further

...

Reading

Commonwealth Assisted Students – HELP DUE (DU) file structure

Higher Education Student - 2018 submission guidelines

Versions Compared

Old Version 2

New Version Current

Key

Objective

Objective

Assumptions

Page Contents

Assumptions

Key terms and concepts

Commonwealth Assisted File Fields

Implications

Commonwealth Assisted Students File Structure

Be advised

Higher Education Student submission guidelines

Workflow

Warning

How to produce Commonwealth Assisted Student (DU) file

Further

Reading

Page Comparison

Versions Compared

Old Version 2

New Version Current

Key

<span class="diff-html-changed" data-a11y-before="Start of changed content" data-a11y-after="End of changed content" id="changed-diff-0">[data-colorid=</span>

Objective

Objective

Assumptions

Page Contents

Assumptions

Key terms and concepts

Commonwealth Assisted File Fields

Implications

Commonwealth Assisted Students File Structure

Be advised

Higher Education Student submission guidelines

Workflow

Warning

How to produce Commonwealth Assisted Student (DU) file

Further

Reading