Overview

Objective

Upon completion of this KB the User will be able to produce and validate the Commonwealth Assisted Student File (DU) ready for import into HEPCAT

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

Commonwealth Assisted File Fields

All Fields Marked with * are required to produce a compliant Commonwealth Assisted Student 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*	From the Drop down field select the Collection Year that the report is for
Period Number	Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
Submission Year*	Enter the Year the submission is for e.g 2018
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*	Elicos Postgraduate Undergraduate VET Secondary Non-Award
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
Census Date To
Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn
HEIMS Revision Number	Select this number only if producing a DU revision file
Report Mode	Non-Checking Mode Non-Interactive Mode (Files will be emailed) On Screen Summary Mode On Screen Full details Mode

Commonwealth Assisted Students File Flat File Structure

Element Name	E-Number	Position within the Flat file	Width or no of Characters	Data Type	Location Within Paradigm
Student identification code	E313	1-10	10	Alphanumeric	Student > Student Details > Edit details
Tax file number	E416	11-21	11	Numeric	Student > Student Details > Edit details
Date of birth	E314	22-29	8	Numeric	Student > Student Details > Edit details
Gender code	E315	30	1	Alphanumeric	Student > Student Details > Edit details
Course code	E307	31-40	10	Alphanumeric	Student > Course Enrolment > Course
Student title	E405	41-55	15	Alphanumeric	Student > Student Details > Edit details
Student surname	E402	56-85	30	Alphanumeric	Student > Student Details > Edit details
Student given name – first	E403	86-100	15	Alphanumeric	Student > Student Details > Edit details
Student given name – others	E404	101-130	30	Alphanumeric	Student > Student Details > Edit details
Postal address – part 1	E406	131-168	38	Alphanumeric	Student > Student details > Edit Contact info
Postal address – part 2	E407	169-206	38	Alphanumeric	Student > Student details > Edit Contact info
Postal address – suburb/town	E466	207-233	27	Alphanumeric	Student > Student details > Edit Contact info
Postal address – state	E467	234-236	3	Alphanumeric	Student > Student details > Edit Contact info
Postal address – postcode	E409	237-240	4	Alphanumeric	Student > Student details > Edit Contact info
Postal address – country name	E468	241-260	20	Alphanumeric	Student > Student details > Edit Contact info
Address of permanent home residence – part 1	E410	261-298	38	Alphanumeric	Student > Student details > Edit Contact info
Address of permanent home residence – part 2	E411	299-336	38	Alphanumeric	Student > Student details > Edit Contact info
Residential address – suburb/town	E469	337-363	27	Alphanumeric	Student > Student details > Edit Contact info
Residential address – state	E470	364-366	3	Alphanumeric	Student > Student details > Edit Contact info
Address of permanent home residence – postcode	E413	367-370	4	Alphanumeric	Student > Student details > Edit Contact info
Residential address – country name	E471	371-390	20	Alphanumeric	Student > Student details > Edit Contact info
Filler	N.A.	391-399	9	Alphanumeric	N/A
Commonwealth Higher Education Student Support Number (CHESSN)	E488	400-409	10	Alphanumeric	Student > Student details> Edit Details

Implications

This report is Part 1 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

Once all three have been validated HEPCAT automatically embeds a snapshot of the data from the DU file into the set. The DU file is never submitted to the department unless specifically requested.

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.

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 into HEPCAT.

Workflow

Click on the Report tab on the side menu
Click on the HEIMS option in the side menu
Click on the Get Report button next to the Commonwealth Assisted File (DU) section.
Select the required options as outlined above
Click on the Produce Report 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.

Commonwealth Assisted Student File (DU)