Overview
HEIMS questions are mandated questions
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that are required for government reporting. Paradigm gives you the option to customise allowable option details based on your business or institution's needs. This knowledge article will provide instructions on how you can search HEIMS questions, and edit its options.
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Workflow
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You have the minimum required level to access the system tab and an understanding that making changes within this section has system wide implications;
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| title | Key Terms and Concepts |
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Key Terms and Concepts
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You have an understanding of Government reporting requirements and Element numbers; and
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You have an understanding of the Australian Tertiary Education System.
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HEIMS
Higher Education Information Management System
HEIMS QuestionPre-determined questions that are required for Government reporting. These questions have pre-determined answers that comply with formatting requirements.
Element NumbersEach question has an Element number attached to it to ensure the correct question is asked in the correct format. These can be |
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referenced on the HEIMS website.
Government reportingSubmission of student data to the Government via HEPCAT / TCSI. This data for |
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students can be personal data, enrolment data, completion data, etc.
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| title | HEIMS QUESTION DETAILS Form Fields |
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Field name | Description |
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Question Id | Question Id or Element number | Question Type | Select option, date field, text field | Question Name | The names assigned to questions by HEIMS | Defined By | Who Defined this Element number - DEST / HEIMS | Define Date | Date the Element was established | Question Code | What type of data is this question about | Description | A brief description of this element numbers role | Field Width | The Maximum number of Character for this data | Pre-defined Value | Default answer for this field |
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| title | Example Code Option: Maximum student contribution code (E392) |
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What you can editThe only fields you are able to edit are Custom Description, Visible, and Order Field Name | Brief Description |
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Custom Description | If you set a custom description, this will appear rather than the defined HEIMS text. When editing this to override the existing HEIMS description, you must ensure the answer does not lose its meaning for the code. | Visible | This determines if the option will appear in the list for the HEIMS question. A special note when editing an option is, if the option is of type label (these appear in bold) these are parent options. If when you set these, the children of that option also take the same value as the parent for visibility. You can always set individual children options manually (i.e. one by one). | Order | This controls the order in which the options will appear in the select box. |
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Implications
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BE ADVISED: The questions within this section of the system are Government mandated questions. The questions and answers have predetermined values and must only be updated if they have been updated by HEIMS. Altering questions and answers within this section can |
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affect your government reporting results. |
NOTE:
If the Government adds additional answers that haven't been previously included, these will be added by the
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Workflow
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| 1. Search a HEIMS Question |
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Search a HEIMS Question/Code| Info |
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INFO: HEIMS Questions/Code can be searched for by Question Id ( e.g. Element number - E390) or Question Type (e.g. Fee-HELP, Completion) or Question Name (e.g. School) If you know the exact Question Id or a keyword of the question that you want to search, you can do so by typing in the Question Id field [if you know the exact Id or a part of it], Question Name field or Question Type and click the SEARCH QUESTION button after. However, if you want to search for all the questions [to be displayed], just click the SEARCH QUESTION button. |
, , Choose the System menu > Search HEIMS Question> Click the SEARCH QUESTION button. Image Modified
A list of all the questions/code options that you’ve specified will appear below, you can still narrow down your search by typing more filter keywords in the Filter Box or to any of the Question Id, Question Name, or Question Type fields above. Image Modified Once you’ve found the question that you’re looking for, open the question details by clicking the Question Id [in blue hyperlink] under the first column. Image Modified
An EDIT QUESTION DETAILS |
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section will then appear below, showing all the details of that question type that you’ve searched. If a question that you are trying to search has options on it, an OPTIONS ASSOCIATED WITH QUESTION |
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section will also appear below. These options will include both current and archived (retired) responses |
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to this question.  Image Modified
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Edit a HEIMS Question/Code Pre-Defined ValueNOTE: The only field you can edit for HEIMS Questions is its Pre-defined Value field. You need to do this if you want a question to have a default answer.  Image Modifiedback to top |
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Edit a HEIMS Question/Code Options Headers Code Options Headers Image AddedTo edit the header, click the EDIT button (pencil icon) on the right, and an EDIT QUESTION OPTION DETAILS section will appear. What you can edit:  Image AddedCustom Description – Enter your own naming convention here if you want to change the default Visible – Set this field to Hidden if you want to remove the heading from the drop-down Order – Change the order number to whichever order you want the header to appear in the drop-down
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| title | 4. Edit a HEIMS Question/Code Option |
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Edit a HEIMS Question/Code Option Image Added Follow the same instructions as above on how to “ Search HEIMS Question”, to search for the question option/code that you want to edit. Once you’ve found your question/code and all the options associated with it, click the 📝 EDIT button on the right of the question option, to edit.  Image Modified
After clicking the 📝 EDIT button, an EDIT QUESTION OPTION DETAILS Form will appear below. Refer to the guide below in editing the form:
NOTE: The only fields you can edit are Custom Description, Visible and Order. If the government adds additional answers that haven't been previously included, these will be added by the development team [Silverband].  Image Modified Custom Description – This will appear rather than the defined HEIMS text if you’ll edit this field. When editing this to override the existing HEIMS description, you must ensure the answer does not lose its meaning for the code. Visible – This determines if the option will appear in the list for the HEIMS question. NOTE: A special note when editing an option is, if the option is of type label (these appear in bold) these are parent options. If when you set these, the children of that option also take the same value as the parent for visibility. You can always set individual children options manually (i.e. one by one).
Click the SAVE QUESTION button, to apply changes.back to top |
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Related Pages
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Further reading
https://heimshelp.dese.gov.au/he-student-data-collection
https://heimshelp.dese.gov.au/dictionary
https://heimshelp.dese.gov.au/resources/glossary
https://heimshelp.dese.gov.au/
Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading
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