Objective
This article outlines the reporting scope and file structure for Student (PSD) report for PIR providers.
Assumptions
- The User has understanding of HEPCAT / HEIMS reporting
- The User has access to HEPCAT
- The user has an understanding of the Australian Tertiary Education System.
Key terms and concepts
Providers approved under the TEQSA Act are required to report data for all domestic, overseas, onshore and offshore students enrolled in or undertaking a course of study leading to a higher education award of the organisation.
Please note:
Students must be reported if they have been enrolled and have been entitled to tuition in the reference year (including students that have ceased enrolment after the census date during the reference year).
Students that are enrolled at the end of the reference year but commence study in the following year may be reported in the either the current year or following reference year. However, it is important that a single student's unit is not reported twice ("double counted") across years, where the student has only attempted the unit once.
The data reported in the Student submission provides:
- a profile of each student/course/unit of study combination for a reporting year
- the student load (equivalent full time student load or EFTSL) for all units of study undertaken in the reporting year
- the Unit of Study Completions Status (element 355 PIR) for every unit of study undertaken in the reporting year.
If a student is undertaking more than one course in the same reporting year there may be more than one record on the student submission for that student.
Reporting Scope and File Structure
Each record in the Student submission must have a unique combination of values for:
- Student identification code (element 313)
- Course code (element 307)
- Unit of study code (element 354)
- Unit of study census date (element 489)
These elements are the key identifiers for a student record.
| Element Number | Element Name | Paradigm Entity | Default Paradigm field name | Default Paradigm field labels | Paradigm menu location | Field Type | Default Paradigm Value | Width | Derived Field | Derived Method | Comment |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 313 | Student identification code | Student | studentNumber | Student No | Student/Student Details/Edit Details | TEXT | - | 10 | No | - | Unique value entered by users |
| 307 | Course code | Base Program | destCourseCode | HEIMS Course Code | Courses/Edit Details/HEIMS Fields | TEXT | - | 10 | No | - | Entered by the user on the Paradigm Edit Course HEIMS Fields |
| 327 | Basis for admission to current course | Program Enrolment | destE327 | Student Admission | Student/Course Enrolment/Course/HEIMS information | SELECT_LONG | 1 | 2 | If the reporting year is greater than the course enrolment start date year then return '01' (Not a commencing student). In all other else return the selected | if($commencement_year < $submission_year){ | |
| 320 | Location code of permanent home residence | Student | destE320 | DEST_E320 :In what country is your PERMANENT home residence? If in Australia write A plus the post code. If in another country choose the country. | Student/Student Details/Edit HEIMS Details | POSTCODE | 99999 | 5 | No | - | |
| 328 | Course commencement date | Program Enrolment | startDate | Start Date | Student/Course Enrolment/Course | DATE | 0 | 6 | No | - | User enters a start date for each course enrolment of the student |
| 329 | Mode of attendance | Program Enrolment | destModeOfAttendance | HEIMS Mode of Attendance | Student/Course Enrolment/Course/HEIMS information | SELECT | 1 | 1 | No | ||
| 330 | Type of attendance code | Program Enrolment | destTypeOfAttendance | HEIMS Type of Attendance | Student/Course Enrolment/Course/HEIMS information | SELECT | 1 | 1 | No | ||
| 354 | Unit of Study Code | Base Unit | eduUnitId | HEIMS Resident Indicator | Units/Unit Details/Edit Details | TEXT | - | 10 | No | ||
| 355 | Unit of study completion status | Unit Enrolment | destStudyCompletionStatus | HEIMS Study Completion Status | Student/Course Enrolment/Units | SELECT | 4 | 1 | You will need to load a student who has course enrolment and unit enrolment. In the Units enrolled by student section, click on the pencil icon against that Unit to load Unit details | ||
| 358 | Citizen Indicator | Program Enrolment | destResidentIndicator | HEIMS Resident Indicator | Student/Course Enrolment/Course/HEIMS information | SELECT_LONG | 1 | 1 | |||
| 369 | Tertiary entrance score | Program Enrolment | destE369 | Tertiary Entrance Score | Student/Course Enrolment/Course/HEIMS information | SELECT_TERT | 1 | 3 | |||
| 415 | Reporting Year / Period | - | - | - | - | SELECT | 0 | 5 | Entered by the user on the Paradigm report form | ||
| 464 | Discipline Code | Base Unit | destDiscipline | HEIMS Discipline | Units/Unit Details/Edit Details | SELECT | 0 | 6 | |||
| 477 | Postcode Higher Education Institution | Provider | postalCode | Post Code | Providers/Edit Details | TEXT | 99999 | 5 | |||
| 489 | Unit of study census date(Scheduled unit level) | Scheduled Unit | destCensusDate | HEIMS Census Date | Units/Scheduled Details/Edit Scheduled | TEXT | 0 | 8 | |||
| 490 | Student Status Code | Unit_Enrolment | destStudentStatus | HEIMS Student Status | Student/Course Enrolment/Units | SELECT | - | 3 | You will need to load a student who has course enrolment and unit enrolment. In the Units enrolled by student section, click on the pencil icon against that Unit to load Unit details | ||
| 587 | Indicative Tuition Fee for a Domestic or International Fee-paying Place | Base Program Base Program | standardCourseFeeFullTime standardCourseFeePartTime | Yearly Course Fee (Full Time) Yearly Course Fee (Part Time) | Courses/Edit Details | INPUT | - | 5 | Yes | Return the contents of the part time course fee field from the base course, when the contents of element 490 is one of the following: "310","311" Return the contents of the standard full time course fee field from the base course, when the contents of element 490 is one of the following: "301","302","303","304","305" | if (in_array($dest_program_enrolment_dtls->data_fields['destStudentStatus'], array("310","311"))){ return round($survey_program_dtls->data_fields['standardCourseFeePartTime']); } else if (in_array($dest_program_enrolment_dtls->data_fields['destStudentStatus'], array("301","302","303","304","305"))) { return round($survey_program_dtls->data_fields['standardCourseFeeFullTime']); |
| 537 | Additional entrance criteria | Base Program Campus | destE537 | Additional Entrance Criteria | Courses/Edit Details/Campus where course is taught | SELECT | 3 | 1 | |||
| 559 | Course campus postcode | Provider | postalCode | Post Code | Providers/Edit Details | TEXT | - | 5 | No | ||
| 569 | Campus Operation Type | Base Program Campus | destE569 | Campus Operation Type | Courses/Edit Details/Campus where course is taught | SELECT | 0 | 2 | No | ||
| 570 | Offshore Mode | Base Program Campus | destE570 | Offshore Mode | Courses/Edit Details/Campus where course is taught | SELECT | Z | 2 | No | ||
| 571 | Offshore Delivery Indicator | Base Program Campus | destE571 | Offshore Delivery Indicator | Courses/Edit Details/Campus where course is taught | SELECT | 0 | 2 | No | ||
| 339 | ETFSL - Equivalent Full-Time Student Load | Base Unit Base Unit | ugradEftsuLoad pgradEftsuLoad | EFTSL Load (UGrad) EFTSL Load (PGrad) | Units/Unit Details/Edit Details | TEXT | 125 | 10 | Yes | When the course level is undergraduate, return the undergraduate eftsu load. When the course level is postgraduate, return the postgraduate eftsu load. | if ($survey_program_dtls->data_fields['programLevel']=='UNDERGRAD'){ return ereg_replace('\.', '', $survey_unit_dtls->data_fields["ugradEftsuLoad"]); } elseif (($survey_program_dtls->data_fields['programLevel']=='POSTGRAD')||($survey_program_dtls->data_fields['programLevel']=='GRADUATE')){ return ereg_replace('\.', '', $survey_unit_dtls->data_fields["pgradEftsuLoad"]) |
Workflow
How to run PIR Student (PSD) Report
- Click on Reports, go to TEQSA and click on it.
- Find PIR Student (PSD) report, click on Get Report button.
- Fill out the fields by referring to the following table.
| Field Name | Value |
|---|---|
| Institution | Leave it not selected |
| HEIMS Report | Always choose the latest |
| Submission Year | |
| Period Number | One (by default) |
| Course Level | Only select one that applicable to your college (hold Ctrl for multiple select) |
| HEIMS Census Date | Select all census date for the submission year (hold Ctrl for multiple select) |
| Unit Enrolment Status | System select by default |
| Report Mode | On Screen Full details Mode (Show all output per student) |
4. Click on Produce report button.
Note: Your screen will redirect to Report Details, showing a list of students and their HEIMS details.
Please note if you see any 'Element Warning' in the report, it does not necessary mean they are errors. It refers to the field is empty so the system uses the default value. You may want to double check whether the default value is the value you agree on.
For example, if you see this DEST_E313 in blue hyperlink in the table, you can right click and open in another window to understand what does this code mean.
Summary view: Scroll down to the bottom of this page, it shows a summary of errors (empty fields).
5. Choose to Right Click the image save icon to save the file, Select link as...
6. Do not change the file name, save the file on your local folder.
7. Upload the file to HEPCAT application for validation. If not sure, refer to the link in below External resources to download the HEPCAT application.
Further reading
- PIR Course of Study (PCO) Report
- PIR Half Year Load Estimate(PLE) Report
- PIR Past Course Completions (PPS) Report
- HEIMS HELP PIR Reporting Website
- PIR Student (PSD) file scope