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Objective

The article outlines all elements on the Student Enrolment (EN) file in details, EN scope and file structure. It aims to assist you to understand the EN file, so you can produce the file from Paradigm and upload it to HEPCAT.

...

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 2019

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*

  • 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  • Withdrawn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 Status

Select all of the (E490) Student Status Codes to be reported to HEIMS

HEIMS Revision Number

Only select this number only you are producing a EN revision file

Report Mode

  • Non-Checking Mode (Super-duper fast)

  • On Screen Summary Mode (Fast Mode) - Preferred mode

Enrolment 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

Comment

E313

Student identification code

Student

Student No.

studentNumber

Student > Student Details > Edit details

TEXT

N/A

10

N/A

E307

Course code

Base Course

Id

eduProgramId

Courses > Edit Details

TEXT

N/A

10

N/A

E314

Date of birth

Student

DOB

birthDate

Student > Student Details > Edit details

DATE

N/A

8

N/A

E315

Gender code

Student

Gender

gender

Student > Student Details > Edit details

SELECT

N/A

1

N/A

E316

Aboriginal and Torres Strait Islander code

Student

DEST_316

destE316

Student > Student Details > Edit details

SELECT

9 - No information

1

N/A

E319

Location code of semester/term residence

Student

DEST_319

destE319

Student > Student Details > Edit details

POSTCODE

99999 - No information on location of residence​

5

N/A

E320

Location code of permanent home residence

Student

DEST_320

destE320

Student > Student Details > Edit details

POSTCODE

99999 - No information on location of residence​

5

N/A

E327

Basis for admission to current course

Course Enrolment

Student Admission

destE327

Student > Course Enrolment > Course

SELECT_LONG

01 - Not a commencing student

2

YES

If commencement year < submission year, then return 01 - Not a commencing student;

Otherwise, return the code that reflects the selection you chose.

if($commencement_year < $submission_year){
return '01';
else return $survey_program_enrolment_dtls->data_fields

E330

Type of attendance code

Course Enrolment

HEIMS Type of Attendance

destTypeOfAttendance

Student > Course Enrolment > Course

SELECT-

-

1

1N/A

YES

Full-time status determined by comparing a loading of either 0.375 or 0.75 to the sum of EFTSL for the supplied census dates.

NOTE: for the PS file element 330 is sourced directly from the HEIMS 330 field on the course enrolment record

E346

Country of birth code

Student

DEST_346

destE346

Student > Student Details > Edit details

SELECT

0000

4

N/A

E347

Year of arrival in Australia

Student

DEST_347

destE347

Student > Student Details > Edit details

YEAR

A999

4

N/A

E348

Language spoken at home code

Student

DEST_348

destE348

Student > Student Details > Edit details

SELECT

9999

4

N/A

E565

Credit offered value

Course Enrolment

HEIMS Credit Offered

destE565

Student > Course Enrolment > Course

TEXT

0000

4

N/A

E566

Credit/status Higher Education Provider code

Course Enrolment

HEIMS Credit Intitution

destE566

Student > Course Enrolment > Course

SELECT

0000

4

N/A

E369

Tertiary entrance score

Course Enrolment

Tertiary Entrance Score

destE369

Student > Course Enrolment > Course

SELECT_TERT

001

3

N/A

E386

Disability

Student

DEST_386

destE386

Student > Student Details > Edit details

MULTI_SELECT

00000000

8

N/A

E460

Total Previous RTS EFTSU

Student

DEST_460

destE460

Student > Student Details > Edit details

TEXT

0000

4

N/A

E465

Separation Status code

Student

DEST_465

destE465

Student > Student Details > Edit details

SELECT

9

1

N/A

E476

Commencing Location

Student

DEST_476

destE476

Student > Student Details > Edit details

LOCATION

00001

5

N/A

E486

Name of Town/Locality for the student

Student

DEST_486

destE486

Student > Student Details > Edit details

TEXT

null

27

N/A

E500

Overseas student tuition fee

-

-

-

-

TEXT

00000

5

YES

This is a complicated derived field.

You will need to check the following fields are filled out correctly:

  • HEIMS census date (E489) filled out at the scheduled unit level

  • The unit enrolment withdraw date is greater than the census date or withdraw date is null

  • Select the unit enrolment status from the drop down

  • HEIMS Variation reason is null or the code is not equal to 4

  • Unit_enrolment_HEIMS E490 field has selected either ‘310’ or ‘311’.

sum (unit_fee) as fees
FROM edu_unit_enrolment e, edu_scheduled_unit u
WHERE
AND u.dest_census_date in (".create_csv_list_from_array($census_date).")
AND (e.withdrawal_date > u.dest_census_date OR e.withdrawal_date is null)
AND (e.enrolment_status_id in (".create_csv_list_from_array($unit_enrolment_status)."))
AND e.edu_scheduled_unit_id = u.edu_scheduled_unit_id
AND (e.dest_variation_reason::Integer <> 4 OR e.dest_variation_reason is null)
AND e.dest_e490 in ('310', '311')";

E493

Highest educational attainment prior to commencement

Course Enrolment

Highest Level of Education prior to enrolment

destE493

Student > Course Enrolment > Course, HEIMS info

SELECT_YEAR

090000

6

N/A

If student is set as ‘Yes’ in the overseas field on the Student Edit screen, or values 310 or 311 for element 490, then return ‘000000'.

E487

Scholarship-Type

Course Enrolment

HEIMS Scholarship Type

scholarshipType

Student > Course Enrolment > Course, HEIMS info

SELECT

00

2

N/A

E488

Commonwealth Higher Education Student Support Number (CHESSN)

Student

CHESSN No

chessenNo

Student > Student Details > Edit details

TEXT

ZZZZZZZZZZ

10

N/A

E415

Reporting year and period code

Reports

Submission Year

Period Number

submission_year

period_no

Reports/HEIMS

INPUT

00000

5

N/A

E560

Credit used value

Course Enrolment

HEIMS Credit Used

destE560

Student > Course Enrolment > Course

TEXT

0000

4

N/A

E561

Details of prior study for which credit was offered

Course Enrolment

HEIMS Credit Basis

destE561

Student > Course Enrolment > Course

SELECT

0000

4

N/A

E562

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

Course Enrolment

HEIMS Field Details

destE562

Student > Course Enrolment > Course

SELECT

0000

4

N/A

E563

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

Course Enrolment

HEIMS Level Details

destE563

Student > Course Enrolment En330rolment > Course

SELECT

000

3

N/A

E564

Type of provider where VET study was undertaken

Course Enrolment

HEIMS Provider Type Details

destE564

Student > Course Enrolment > Course

SELECT

00

2

N/A

E572

Year left school

Course Enrolment

Year Left School

destE572

Student > Course Enrolment > Course

SELECT

0001

4

YES

If student is set as ‘Yes’ in the overseas field on the Student Edit screen, or has a value of 310 or 311 for element 490, then return ‘0000'.

If course enrolment start date smaller than the reporting year, return ‘0001’,

Otherwise, return the code that reflects the selection you chose.

if($commencement_year < $submission_year){
return '0001';
}else{
return $survey_program_enrolment_dtls->data_fields[

N.A.

Filler

-

-

destFA50

-

ASCII_FILLER

-

50

-

E573

Highest educational attainment of parent/guardian 1

Course Enrolment

Highest Educational Attainment 1

destE573

Student > Course Enrolment > Course

SELECT

99

2

YES

If course enrolment start date earlier than the reporting year, return ‘01’,

Otherwise, return the code that reflects the selection you chose.

if($commencement_year < $submission_year){
return '01';
}else{
return $survey_program_enrolment_dtls->data_fields

E574

Highest educational attainment of parent/guardian 2

Course Enrolment

Highest Educational Attainment 2

destE574

Student > Course Enrolment > Course

SELECT

99

2

YES

If course enrolment start date earlier than the reporting year, return ‘01’,

Otherwise, return the code that reflects the selection you chose.

if($commencement_year < $submission_year){
return '01';
}else{
return $survey_program_enrolment_dtls->data_fields

N.A.

Filler

-

-

destFA4

-

ASCII_FILLER

-

4

-

E593

Higher degree by research end.user engagement code

Course Enrolment

HDR end-user engagement code

hdrEngagementCode

Student > Course Enrolment > Course

MULTI_SELECT

00

10

N/A

...