Objective

Upon completion of this KB the User will be able to produce and validate the Unit of Study Completions File (CU) ready for import into HEPCAT

Assumptions

The user has Admin access
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

Unit of Study Completions file Fields

All Fields Marked with * are required to produce a compliant Unit of Study Completions 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
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 (Year Students Completed)	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
Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn
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.
HEIMS Start Date*
HEIMS End Date*
Output to DESTPAC (Do not Tick for HEPCAT)
Report Mode	Non-Interactive Mode (Files will be emailed) On Screen Summary Mode On Screen Full details Mode

Unit of Completions 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
Course code	E307	11-20	10	Alphanumeric	Student > Course Enrolment > Course
Unit of study code	E354	21-30	10	Alphanumeric	Student > Course Enrolment > Units
Unit of study completion status	E355	31	1	Numeric	Student > Course Enrolment > Units
Commonwealth Higher Education Student Support Number (CHESSN)	E488	32-41	10	Alphanumeric	Student > Student Details > Edit Details
Unit of study census date	E489	42-49	8	Numeric	Student > Course Enrolment > Units
Filler	N.A.	50-99	50	Alphanumeric	N/A

Implications

This report is Part 2 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 tab on the side menu
Click on the HEIMS option in the side menu
Click on the Get Report button next to the Unit of Study Completion file (CU) 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.

Unit of Study Completions file (CU)