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Objectives
This article outlines the workflows on how to
update the HEIMS password for your institution, and
update the eCAF password, and
request an eCAF and fetch an eCAF status.
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Apply for HEIMS Web Service credentials
Update your HEIMS Web Service password stored within Paradigm
Complexity:
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Assumptions
The User has the minimum required sufficient security level to access the system tabParadigm System menu
The User has an understanding that making changes within this section has system wide implications.understands the implications of securely handling government credentials
The User has an understanding of the Australian Tertiary Education System / VET Sectorknows the difference between their eCAF API credentials and their HEIMS Web Service credentials
Key terms and concepts
The HEIMS system and the eCAF system are systems that are completely separate systems and are independent of each other. Both systems are external to Paradigm and outside its scope of control. Each system supports a separate function. The username for one system may be the same as the username for the other system, but they have no correlation with each other. The only thing that these external systems have in common, is that they are supported from the same helpdesk.Paradigm stores the username and password information for each of the systems, but that information must first be requested and/or updated via accessing each of those system. To clarify, you need to get or set the external system password and then we can store it in Paradigmlogin integration allows Paradigm to integrate with the relevant government systems on behalf of a provider to perform tasks such as allocating or retrieving a CHESSN, or querying the current loan balance of a given student.
To maintain a high level of security HEIMS requires the password to be updated every 28 days and it expires after 28 days. We recommend that you set a recurring reminder to reset the password every 28 days, using your preferred calendar application. This will help to ensure that the password does not expire.
It is important to recognise that the eCAF credential is not related to a HEIMS Web Service credential. Even if the username is the same, the two systems are distinct and not connected. The only point of similarity between the eCAF and HEIMS Web Service systems are that they are supported from the same government help-desk.
HEIMS Fields
Field name | Brief Overview |
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Username | This is the username for your Institution to log into the HEIMS system. Paradigm uses this to login to the HEIMS system via API to obtain student data |
Current Password | The Old (expiring) password |
New Password | New Password that meets the password policy outlined below |
Confirm password | Repeat the password to confirm that it is identical to the New Password |
Last updated HEIMS login | The date that the HEIMS password was last updated |
Implications
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| Note |
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Be AdvisedEach provider is required to update their HEIMS password at least every 28 days. Failure to update a password within this time-frame will result in the expiry of that credential. To test if an account is active attempt to log into the following website: https://app.heims.education.gov.au/HeimsOnline/MyAccount.aspx |
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NoteWe recommend that you set a recurring reminder to reset the password every 28 24 days, using your preferred calendar application. This will help to ensure that the password does not expire. |
The requirements to change the password are:
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assist you to avoid interruptions to service that arise when a credential is expired by the government due to the 28 day condition. |
To help users meet their HEIMS Web Service password obligations, the date of the last password reset event is displayed via the user interface. The password requirements are as follows:
A minimum of 8 characters
At least one numeric character
At least one special character
At least one uppercase character
The password must be different to the previous 10 passwords used
The system records when the password was last changed to help with setting reminders.
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Workflow
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| title | 4. How to Request eCAF and Fetch eCAF Status |
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Be advisedA student who has applied for an eCAF must have at least one Unit enrolment, and the census date for that unit enrolment must be in the future (the census date must be tomorrow or later, and cannot be today). |
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Load a Student record
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On the Student summary screen, click the Actions button in the Course enrolment section
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click the ‘Edit Course Enrolment’ option
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This will open a new eCAF edit page that draws information from student details, course enrolment and unit enrolment records.
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Make sure that the eCAF Type and Citizenship fields are completed in the course enrolment HEIMS section.
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Check that the HEIMS Census Date has been set
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When all fields have been set correctly, click on the Request eCAF button.
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The system sends data to the government, which will then send an email to your student
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You can return to this page and click on the Fetch eCAF status button from time to time, to check the eCAF Student Status shown at the top of the screen
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The eCAF Remote ID number is the unique identification number from the eCAF system
Further Reading
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