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Objective

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.

Each provider is required to update their HEIMS password at a maximum of every 28 days. The external HEIMS system is configured so that your HEIMS password is set to automatically expire after 28 days.

Complexity: HIGH

Page Contents

Assumptions

  • The User has the minimum required level to access the system tab

  • The User has an understanding that making changes within this section has system wide implications.

  • The User has an understanding of the Australian Tertiary Education System / VET Sector

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 Paradigm.

HEIMS Fields

Field name

Brief Overview

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

The HEIMS login script or Get CHESSN button allows Paradigm to log into HEIMS portal and obtain CHESSNs automatically for students as required. 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.

Note

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.

The requirements to change the password are:

  • Type in the current password to enable setting a new password

  • 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.

Workflow

 1. How to request or reset a HEIMS Login Password

Note

We recommend that each institution sets a recurring calendar appointment as a reminder to update the password to ensure the 28-day expiry is never reached.

  1. Contact HEIMS helpdesk via https://heimshelp.education.gov.au/support/contact to request a new password.

  2. Include in your request that the account is to be set as Active, and that the account has access to CHESSN. This step is occasionally missed by the HEIMS helpdesk, and then requires an additional request.

  3. The HEIMS Helpdesk will supply a temporary password.

 2. How to update the HEIMS Login Password

Note

We recommend that each institution sets a recurring calendar appointment as a reminder to update the password to ensure the 28-day expiry is never reached.

  1. Once you have a new password, click on the System tab in the side menu

  2. Click on Update HEIMS Login in the side menu

  3. Enter the Current Password

  4. Enter the New password that meets all of the password requirements

  5. Confirm that the passwords are identical by re-entering it.

  6. Click the Update DEST / HEIMS password button

 3. How to renew a forgotten / Expired eCAF API password

  1. Contact HEIMS helpdesk via  https://heimshelp.education.gov.au/support/contact to request a new password.

  2. The HEIMS helpdesk will provide you with a temporary password.

  3. Log into https://ecaf.education.gov.au/provider and enter your eCAF API username and the temporary password.

  4. The eCAF site will request that you create a new password.

  5. Once the new password has been accepted by the eCAF portal, click on the System tab in the side menu

  6. Click on ECAF Login in the side menu

  7. Enter the new password that you just created

  8. Confirm that the passwords are identical by re-entering it.

  9. Click the SET button

  10. Confirm that the new password has been successfully updated, by testing that you are able to fetch an eCAF status using the workflow below.

 4. How to Request eCAF and Fetch eCAF Status

Be advised

A 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).

  1. Load a Student record

  2. On the Student summary screen, click the Actions button in the Course enrolment section

  3. click the ‘Edit Course Enrolment’ option

  4. Click on the Actions button against the current enrolled course, select ‘Online eCAF submission’

  5. This will open a new eCAF edit page that draws information from student details, course enrolment and unit enrolment records.

  6. Make sure that the eCAF Type and Citizenship fields are completed in the course enrolment HEIMS section.

  7. Check that the HEIMS Census Date has been set

  8. When all fields have been set correctly, click on the Request eCAF button.

  9. The system sends data to the government, which will then send an email to your student

  10. 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

  11. The eCAF Remote ID number is the unique identification number from the eCAF system

Further Reading

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