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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
- The user has Admin access
- The user has entered required data to generate the Campus 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
All Fields Marked with * are required to produce a compliant Enrolment file
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- Elicos
- Postgraduate
- Undergraduate
- VET
- Secondary
- Non-Award
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- Applied
- Completed
- Confirmed
- Deferred
- Enrolled
- Exempt
- Incomplete
- Internal Offered
- Provisional
- Withdrawn
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- Non-Checking Mode
- Non-Interactive Mode (Files will be emailed)
- On Screen Summary Mode
- On Screen Full details Mode
Enrolment File Flat File Structure
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Element Name
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E-Number
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Position within the Flat file
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Width or no of Characters
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Data Type
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Location Within Paradigm
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Student identification code
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E313
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1-10
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10
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Alphanumeric
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Student >Student details > Edit Details
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Course code
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E307
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11-20
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10
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Alphanumeric
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Student > Course Enrolment > Course
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Date of Birth
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E314
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21-28
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8
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Numeric
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Student >Student details > Edit Details
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Gender code
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E315
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29
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1
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Alphanumeric
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Student >Student details > Edit Details
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Aboriginal and Torres Strait Islander code
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E316
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30
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1
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Numeric
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Student >Student details > Edit Details
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Location code of term residence
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E319
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31-35
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5
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Alphanumeric
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Student >Student details > Edit Details
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Location code of permanent home residence
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E320
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36-40
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5
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Alphanumeric
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Student >Student details > Edit Details
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New basis for admission to current course
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E327
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41-42
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2
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Numeric
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Student > Course Enrolment > Course
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Type of attendance code
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E330
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43
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1
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Numeric
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Student > Course Enrolment > Course
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Country of birth code
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E346
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44-47
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4
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Numeric
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Student >Student details > Edit Details
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Year of arrival in Australia
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E347
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48-51
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4
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Alphanumeric
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Student >Student details > Edit Details
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Language spoken at home code
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E348
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52-55
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4
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Numeric
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Student >Student details > Edit Details
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Credit offered value
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E565
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56-59
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4
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Numeric
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Student > Course Enrolment > Course
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Credit/status Higher Education Provider code
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E566
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60-63
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4
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Numeric
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Student > Course Enrolment > Course
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Tertiary entrance score
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E369
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64-66
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3
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Numeric
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Student > Course Enrolment > Course
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Disability
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E386
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67-74
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8
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Numeric
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Student >Student details > Edit Details
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Previous RTS EFTSL
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E460
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75-78
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4
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Numeric
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Student >Student details > Edit Details
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Separation status of Higher Degree Research students
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E465
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79
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1
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Numeric
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Student >Student details > Edit Details
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Commencing location code of permanent home residence
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E476
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80-84
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5
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Alphanumeric
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Student >Student details > Edit Details
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Name of suburb/town/locality for the student
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E486
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85-111
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27
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Alphanumeric
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Student >Student details > Edit Details
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Overseas student fee
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E500
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112-116
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5
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Numeric
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Course > Edit details
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Highest educational participation prior to commencement
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E493
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117-122
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6
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Alphanumeric
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Student >Student details > Edit Details
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Scholarship code
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E487
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123-124
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2
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Numeric
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Student > Course Enrolment > Course
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Commonwealth Higher Education Student Support Number (CHESSN)
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E488
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125-134
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10
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Alphanumeric
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Student >Student details > Edit Details
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Reporting Year / Period
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E415
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135-139
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5
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Numeric
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Data input when report is generated
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Credit used value
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E560
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140-143
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4
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Numeric
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Student > Course Enrolment > Course
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Details of prior study for which credit was offered
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E561
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144-147
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4
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Numeric
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Student > Course Enrolment > Course
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Field of education of prior VET study for which credit was offered.
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E562
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148-151
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4
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Numeric
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Student > Course Enrolment > Course
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Level of education of prior VET study for which credit was offered.
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E563
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152-154
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3
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Numeric
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Student > Course Enrolment > Course
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Type of provider where VET study was undertaken
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E564
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155-156
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2
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Numeric
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Student > Course Enrolment > Course
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Year Left School
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E572
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157-160
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4
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Alphanumeric
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Student > Course Enrolment > Course
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Filler 50 spaces
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N.A.
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161-210
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50
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Alphanumeric
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N/A
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Highest educational attainment of parent/guardian 1
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E573
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211-212
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2
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Alphanumeric
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Student > Course Enrolment > Course
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Highest educational attainment of parent/guardian 2
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E574
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213-214
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2
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Alphanumeric
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Student > Course Enrolment > Course
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Filler 4 spaces
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N.A.
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215-218
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4
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Alphanumeric
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N/A
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Higher degree by research end‑user engagement code
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E593
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219-228
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10
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Numeric
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
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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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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:
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Page Contents
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Assumptions
The user has entered required data to generate the 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 |
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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* |
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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 |
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Census Date To | - |
Unit Enrolment Status* |
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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 |
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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 |
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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){ |
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:
| sum (unit_fee) as fees |
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 < $submission_year){ |
N.A. | Filler | - | - | destFA50 | - | ASCII_FILLER | - | 50 | - | ||
E573 | Highest educational attainment of parent/guardian 1 | Course Enrolment | Highest Educational Attainment 1 | destE573 | Student > Course Enrolment > Course | SELECT | 99 | 2 | YES | If course enrolment start date earlier than the reporting year, return ‘01’, Otherwise, return the code that reflects the selection you chose. | if($commencement_year < $submission_year){ |
E574 | Highest educational attainment of parent/guardian 2 | Course Enrolment | Highest Educational Attainment 2 | destE574 | Student > Course Enrolment > Course | SELECT | 99 | 2 | YES | If course enrolment start date earlier than the reporting year, return ‘01’, Otherwise, return the code that reflects the selection you chose. | if($commencement_year < $submission_year){ |
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 if there are any changes or updates.
Each record in the EN file must have a unique combination of values for:
Student identification code (element 313)
Course code (element 307)
Reporting year and period code (element 415).
These elements are the key identifiers for a student's enrolment record. Enrolment records must also have consistent values for:
Student identification code (element 313)
Date of birth (element 314)
Gender code (element 315)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488).
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 |
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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. |
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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.
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