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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

...

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.

Complexity:

Status
colourYellow
titleHigh

Page Contents

Table of Contents
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excludePage Contents

Assumptions

  • The user has entered required data to generate the

    Campus

    Student 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 data reported in the Enrolment (EN) file provides a profile of each student (e.g. date of birth, gender, home location, country of birth). This file is used in the Student submission.

Each record provides information for a particular student/course combination for a reporting period. Generally there is only one enrolment record in the EN file for each student. However, where a particular student is undertaking more than one course in the same reporting period there may be more than one record for that student in the EN file.

Fields on produce EN file page

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

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*

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 Status

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

HEIMS Revision Number

Select

Only select this number only

if

you are 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

  • (Super-duper fast)

  • On Screen Summary Mode (Fast Mode

  • On Screen Full details Mode

    • 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

    ...

    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.

    • ) - 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

    -

    -

    1

    1

    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 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

    Higher Education Student submission guidelines

    Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for if there are any changes or updates.

    • Each record in the EN file must have a unique combination of values for:

      These elements are the key identifiers for a student's enrolment record. Enrolment records must also have consistent values for:

      A record to be revised will be matched on these elements.

      All records reported on the EN file must have a matching record on the LL file where the Reporting year and period code (element 415) is equal to the year component of the a Unit of study census date (element 489).


    The EN file is one of three files incorporated in the Student submission. The other files are the:

    • Commonwealth Assisted Students (DU) (in a validated HELP Due submission).

    • Student Load/liability (LL)

    When reporting a Student submission it is recommended that you read the LL and DU file scope guidelines in conjunction with these scope guidelines.

    Workflow

    Warning

    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 transferring into HEPCAT.

    ...

    Expand
    title1. How to generate Student file (EN)

    1. Click on

    ...

    1. the  Report tab on the side menu 

    2. Click on

    ...

    1. the HEIMS option in the

    ...

    1. side menu

    2. Click on the Get

    ...

    1. Report  button next to the Enrolment file (EN) section.

    2. Select the required options as outlined above

    3. Click on the Produce

    ...

    1. report  button. 

    2. If the report contains any warnings, corrections to the Enrolment data is required, return to the Students record, correct the data and re run this report.

    3. Once the data is clean with no error messages export the file, then import it into HEPCAT.

    Further reading

    For Click here 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 .

    You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.

    Filter by label (Content by label)
    cqllabel in ( "ll" , "enrolment" , "heims" )

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