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Objective

The article outlines all elements on the Student Enrolment (EN) file in details, EN scope and file structure. Aim to assist you understand the EN file, so you can produce the file from Paradigm and upload to HEPCAT.

Complexity: HIGH

Page Contents

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

Enrolment File Fields

All Fields Marked with * are required to produce a compliant Enrolment 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

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*

  • 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  • Withdrawn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 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

  • Non-Checking Mode (Super-duper fast)

  • Non-Interactive Mode (Files will be emailed)

  • On Screen Summary Mode (Fast Mode)

  • On Screen Full details Mode (Show all output per student)

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

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,

if($commencement_year < $submission_year){
return '01';
else return $survey_program_enrolment_dtls->data_fields[$parameters[$arrKeys[2]

E330

Type of attendance code

Course Enrolment

HEIMS Type of Attendance

destTypeOfAttendance

Student > Course Enrolment > Course

SELECT

1

1

N/A

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

sum (unit_fee) as fees
FROM edu_unit_enrolment e, edu_scheduled_unit u
WHERE e.edu_program_enrolment_id = '".$survey_program_enrolment_dtls->key_fields['eduProgramEnrolmentId']."'
AND u.dest_census_date in (".create_csv_list_from_array($census_date).")
AND (e.withdrawal_date > u.dest_census_date OR e.withdrawal_date is null)
AND (e.enrolment_status_id in (".create_csv_list_from_array($unit_enrolment_status)."))
AND e.edu_scheduled_unit_id = u.edu_scheduled_unit_id
AND (e.dest_variation_reason::Integer <> 4 OR e.dest_variation_reason is null)
AND e.dest_e490 in ('310', '311')";

E493

Highest educational attainment prior to commencement

Student

DEST_493

destE493

Student > Student Details > Edit details

SELECT_YEAR

090000

6

N/A

E487

Scholarship-Type

Course Enrolment

HEIMS Scholarship Type

scholarshipType

Student > Course Enrolment > Course

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

5

E560

Credit used value

TEXT

4

E561

Details of prior study for which credit was offered

SELECT

4

E562

Field of education of prior VET study for which credit was offered

SELECT

4

E563

Level of education of prior VET study for which credit was offered

SELECT

3

E564

Type of provider where VET study was undertaken

SELECT

2

E572

Year left school

SELECT

4

N.A.

Filler

ASCII_FILLER

50

E573

Highest educational attainment of parent/guardian 1

SELECT

2

E574

Highest educational attainment of parent/guardian 1

SELECT

2

N.A.

Filler

ASCII_FILLER

4

E593

Higher degree by research end.user engagement codewww

MULTI_SELECT

10

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

Course code

E307

11-20

10

Alphanumeric

Student > Course Enrolment > Course

Date of Birth

E314

21-28

8

Numeric

Student >Student details > Edit Details

Gender code

E315

29

1

Alphanumeric

Student >Student details > Edit Details

Aboriginal and Torres Strait Islander code

E316

30

1

Numeric

Student >Student details > Edit Details

Location code of term residence

E319

31-35

5

Alphanumeric

Student >Student details > Edit Details

Location code of permanent home residence

E320

36-40

5

Alphanumeric

Student >Student details > Edit Details

New basis for admission to current course

E327

41-42

2

Numeric

Student > Course Enrolment > Course

Type of attendance code

E330

43

1

Numeric

Student > Course Enrolment > Course

Country of birth code

E346

44-47

4

Numeric

Student >Student details > Edit Details

Year of arrival in Australia

E347

48-51

4

Alphanumeric

Student >Student details > Edit Details

Language spoken at home code

E348

52-55

4

Numeric

Student >Student details > Edit Details

Credit offered value

E565

56-59

4

Numeric

Student > Course Enrolment > Course

Credit/status Higher Education Provider code

E566

60-63

4

Numeric

Student > Course Enrolment > Course

Tertiary entrance score

E369

64-66

3

Numeric

Student > Course Enrolment > Course

Disability

E386

67-74

8

Numeric

Student >Student details > Edit Details

Previous RTS EFTSL

E460

75-78

4

Numeric

Student >Student details > Edit Details

Separation status of Higher Degree Research students

E465

79

1

Numeric

Student >Student details > Edit Details

Commencing location code of permanent home residence

E476

80-84

5

Alphanumeric

Student >Student details > Edit Details

Name of suburb/town/locality for the student

E486

85-111

27

Alphanumeric

Student >Student details > Edit Details

Overseas student fee

E500

112-116

5

Numeric

Course > Edit details

Highest educational participation prior to commencement

E493

117-122

6

Alphanumeric

Student >Student details > Edit Details

Scholarship code

E487

123-124

2

Numeric

Student > Course Enrolment > Course

Commonwealth Higher Education Student Support Number (CHESSN)

E488

125-134

10

Alphanumeric

Student >Student details > Edit Details

Reporting Year / Period

E415

135-139

5

Numeric

Data input when report is generated

Credit used value

E560

140-143

4

Numeric

Student > Course Enrolment > Course

Details of prior study for which credit was offered

E561

144-147

4

Numeric

Student > Course Enrolment > Course

Field of education of prior VET study for which credit was offered.

E562

148-151

4

Numeric

Student > Course Enrolment > Course

Level of education of prior VET study for which credit was offered.

E563

152-154

3

Numeric

Student > Course Enrolment > Course

Type of provider where VET study was undertaken

E564

155-156

2

Numeric

Student > Course Enrolment > Course

Year Left School

E572

157-160

4

Alphanumeric

Student > Course Enrolment > Course

Filler 50 spaces

N.A.

161-210

50

Alphanumeric

N/A

Highest educational attainment of parent/guardian 1

E573

211-212

2

Alphanumeric

Student > Course Enrolment > Course

Highest educational attainment of parent/guardian 2

E574

213-214

2

Alphanumeric

Student > Course Enrolment > Course

Filler 4 spaces

N.A.

215-218

4

Alphanumeric

N/A

Higher degree by research end‑user engagement code

E593

219-228

10

Numeric


Higher Education Student submission guidelines

  • Each record in the EN file must have a unique combination of values for:

    These elements are the key identifiers for a student's enrolment record. Enrolment records must also have consistent values for:

    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.

Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.

Workflow

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 transferring into HEPCAT.

 1. How to generate Student file (EN)

  1. Click on the  Report tab on the side menu 

  2. Click on the HEIMS option in the side menu

  3. Click on the Get Report  button next to the Enrolment file (EN) section.

  4. Select the required options as outlined above

  5. Click on the Produce report  button. 

  6. If the report contains any warnings, corrections to the Enrolment data is required, return to the Students record, correct the data and re run this report.

  7. 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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