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Objective
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Objective
This article provides workflows in how to produce and validate the Past Course Completions File (PS) ready to import the file into HEPCAT.
Complexity:
| Status | ||||
|---|---|---|---|---|
|
| Status | ||||
|---|---|---|---|---|
|
Page Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
Assumptions
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
Past Course Completion File Fields
All Fields Marked with * are required to produce a compliant Past Course Completion 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 (Year Students Completed) | From the Drop down field select the Collection Year that the report is for |
Submission Year (Year Students Completed) | Enter the Year the submission is for e.g 2018 |
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* |
|
Course Enrolment Status* |
|
HEIMS Start Date* | |
HEIMS End Date* | |
HEIMS Revision Number | Select this number only if producing a PS revision file |
Output to DESTPAC (Do not Tick for HEPCAT) | |
Report Mode |
|
Past Course Completion
...
File Structure
Element | Element Name |
|---|
E-Number
Position within the Flat file | Width or no of Characters | Data Type | Location Within Paradigm |
|---|---|---|---|
E313 | Student identification code |
E313
1-10 | 10 | Alphanumeric | Student > Student Details > Edit details |
E307 | Course code |
|---|
E307
11-20 | 10 | Alphanumeric | |
E314 | Date of birth |
|---|
21-28 | 8 | Alphanumeric | Student >Student details > Edit Details | |
E315 | Gender code |
|---|
29-29 | 1 | Alphanumeric | Student >Student details > Edit Details | |
E316 | Aboriginal and Torres Strait Islander code |
|---|
E316
30-30 | 1 | Numeric | Student >Student details > Edit Details |
E358 | Citizen/resident indicator |
|---|
E358
31-31 | 1 | Numeric | Student > Course Enrolment > Course |
E328 | Course commencement date |
|---|
32-37 | 6 | Alphanumeric | Student > Course Enrolment > Course | |
E329 | Mode of attendance code |
|---|
E329
38-38 | 1 | Numeric | Student > Course Enrolment > Course |
E330 | Type of attendance code |
|---|
39-39 | 1 | Numeric | Student > Course Enrolment > Course | |
E463 | Specialisation code |
|---|
E463
40-45 | 6 | Numeric | Course > Search > Edit details |
Filler 2 spaces
N.A. | Filler 2 spaces | 46-47 | 2 | Alphanumeric | N/A |
|---|---|---|---|---|---|
E346 | Country of birth code |
E346
48-51 | 4 | Numeric | Student > Student details > Edit Details |
E347 | Year of arrival in Australia |
|---|
E347
52-55 | 4 | Alphanumeric | Student > Student details > Edit Details |
E348 | Language spoken at home code |
|---|
E348
56-59 | 4 | Numeric | Student > Student details > Edit Details |
E385 | Total exemption granted |
|---|
E385
60-61 | 2 | Numeric | Student > Course Enrolment > Course |
E386 | Disability |
|---|
62-69 | 8 | Numeric | Student > Student details > Edit Details | |
E487 | Scholarship type code |
|---|
70-71 | 2 | Alphanumeric | Student > Course Enrolment > Course | |
E488 | Commonwealth Higher Education Student Support Number (CHESSN) |
|---|
E488
72-81 | 10 | Alphanumeric | Student > Student details > Edit Details |
E415 | Reporting Year and Period Code |
|---|
E415
82-86 | 5 | Numeric | Data input when report is generated |
E446 | Variation reason code |
|---|
E446
87-87 | 1 | Numeric | Student > Course Enrolment > Units |
N.A. | Filler 50 spaces | 88-137 | 50 | Alphanumeric | N/A |
|---|---|---|---|---|---|
E578 | Completion percentage |
E578
138-140 | 3 | Numeric | Student > Course Enrolment > Course |
E579 | Joint Degree Partner Higher Education Provider Code |
|---|
E579
141-144 | 4 | Numeric | |
E591 | Higher degree by research thesis submission date |
|---|
145-150 | 6 | Numeric | ||
E592 | Higher degree by research completion date |
|---|
E592
151-156 | 6 | Numeric |
Implications
This report is Part 1 of 2 for the Past Course Completions and Unit of Study Completions Submission file set.
Please note that these 2 reports (Unit of Study and Past course completions) must be validated and submitted together.
Unlike the Course of Study and Campus file the order of submission is not critical. The set is the Past Course Completions file (PS) and the Unit of Study Completions file (CU) is submitted no later than close of business 30th of April.
However is your institution is participating in the QILT or GOS data surveys the data will need to be submitted and verified earlier to allow for data selection from these bodies.
Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.
Workflow
Click on
the Report tabthe Report tab on the side menu
Click on
the HEIMSthe HEIMS option in the
Side Menuside menu
Click on the Get Report
Buttonbutton next to the Past Course Completions file (PS) section.
Select the required options as outlined above
Click on the Produce
report buttonReport button.
If the report contains any warnings, corrections to the Student data is required, return to the Students record, correct the data and re run this report.
Once the data is clean with no error messages export the file, then import it into HEPCAT.
Further reading
For more information on File Scope and structures go to http://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav and 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 will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.
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