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Overview
This article outlines the workflows for users on how to to Search, Add and Edit Course records.
Complexity: HIGH
Navigation
Assumptions
You have the minimum required level to access the Courses Menu;
You have an understanding of the Australian Tertiary Education System / VET Sector;
You have an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting; and
You have an understanding of HEIMS Element Numbers.
Key Terms and Concepts
A COURSE Form Fields with Brief Descriptions
NOTE: The *Course Id field can be an institution specific code (e.g. a course abbreviation) or a system allocated code.
*Denotes required fields when creating a course record.
ADD NEW COURSE FORM Field Name | EDIT COURSE DETAILS Section
Brief Overview |
|---|---|
Course Id* | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces. |
Course Name* E308 | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc |
Articulation Options (opt-in) | Course(s) that a student can move into at the end this of this course. Eg Diploma of Arts can lead into a Bachelor of Arts. Or a Bachelor of Arts can lead into a Graduate Diploma of Arts. |
Early Exit Options (opt-out) | Course(s) that a student can exit with should they not want or be able to complete the course. E.g. A student in a Bachelor of Arts can exit after the 8 core units have been successfully completed with a Diploma of Arts. |
Course Status* |
|
Course Provider* | Institution / Campus where this course is delivered |
Post nominal | The letters placed after a person's name to indicate that that individual holds this particular academic degree e.g. BArts. |
Course Level* |
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Course type* |
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HEIMS Undergraduate Loan Fee (%) | 25% - the additional fee / percentage charged by the Government to Undergraduate students who access Fee-HELP loans. This is an additional 25% of the unit charge. Do not include the percentage symbol when entering this data - e.g. 25.0 |
HEIMS Postgraduate Loan Fee (%) | 0% - the additional charge by the Government to Postgraduate students who access Fee-HELP loans. Do not include the percentage symbol when entering this data - e.g. 0.0 |
Accredited* | Is this course currently accredited? Yes / No |
Accreditation Date | What date does the accreditation for this course commence? e.g. 01/01/2016 |
Accreditation Due Date | What date will the accreditation for this course cease? e.g. 31/12/2025 |
Standard Unit Fee | The dollar amount for a standard units within this course of study Do not include the dollar symbol when entering this data - e.g. 2500.00 |
International Unit Fee | Fee amount charged to students designated as international students Do not include the dollar symbol when entering this data - e.g. 3500.00 |
Admin unit Fee | Any administration fees payable for a unit of study within the course Do not include the dollar symbol when entering this data - e.g. 500.00 |
Course Fee | The total fees payable to complete this course of study Do not include the dollar symbol when entering this data - e.g. 55000.00 |
Yearly Course Fee (Full Time) | The cost of one year of full time study in this course Do not include the dollar symbol when entering this data - e.g. 2000.00 |
Yearly Course Fee (Part Time) | The cost of one year of part time study in this course Do not include the dollar symbol when entering this data - e.g. 5500.00 |
AQF Registered | Is this course of study AQF Registered? Yes / No |
Credit Points required | The number of successfully completed points required to complete this course of study e.g. 144 |
Unit Grade Type |
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Assessment Grade Type |
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Program Level No | A numerical value to determine the level of this course e.g. Bachelor could be 7 inline with AQF levels or could be 3 if this is the highest level in a nested suite of awards |
Duration (Weeks) | How many weeks of study does it take to complete the entire course e.g. 104 (2 year course) |
Multi-Program Duration | |
Maximum Course Duration | The maximum allowable amount of time / months / years allowed to complete this course of study |
Maximum Participants | Maximum number of students enrolled into any cohort |
Online Enrolment Tuition Balance |
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Maximum Credit Points Enrollable | Maximum number of credit points the student can enrol into in one study period. E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0 |
Minimum Credit Points Enrollable | Minimum number of credit points the student can enrol into in one study period E.g. If the Minimum number of units a student can enrol into in one semester is 1 and each unit is worth 6cp the value required is 6.0 |
Credit Points Per Semester | The standard number of credit points a student can enrol into in one study period E.g. If the maximum number of units a student can enrol into in one semester is 4 and each unit is worth 6cp the value required is 24.0 |
Maximum Elective Credit points | E.g. For a course that has 24 units in total. Of that 24, 8 are core units leaving 16 units as electives. If each unit is worth 6 cp the total is 16 elective units x 6cp per unit = 96.0 |
Show Attendance for Course on Student Summary | Display the students attendance record on the Student's summary screen - Yes / No |
SMS Entity Id |
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SMS Entity Type Id |
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Remote SMS Entity |
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ADD NEW COURSE FORM Field Name | COURSE APPLICATION DETAILS Section
Brief Overview |
|---|---|
Funding Type* | The types of Funding available for this course of Study
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ECAF Approved | Is this course approved for the online Electronic Commonwealth Assistance Form? Yes / No |
Allow Online Application | If your institution uses the Silverband Online application form, can an applicant apply for this course via that method - Yes / No |
Allow International Students | Can international students apply for this course - Yes / No |
Allow Unit Enrolments from Course Plan | Allow students to enrol themselves via the course plan Yes / No |
Required Online Application Attachments | Select each of the attachment types that an applicant is required to include as part of their application into this course of study
|
Centrelink Payments Approved | Is this course approved for the student to receive Centrelink payments? Y / N |
Audition Surveys |
ADD NEW COURSE FORM Field Name | EDIT ADDITIONAL COURSE DETAILS Section
Brief Overview |
|---|---|
Course Description | A brief description of the content of the course |
Course Long Description | A more detailed description of the course |
AHEGS Course detail | The Australian Higher Education Graduate Statement - is a secondary transcript issued to students when they graduate, and providing a snapshot of their graduate achievements. It aims to enhance graduate mobility and employability in the global marketplace. AHEGS have Government predefined formats in which they can be delivered. This Course detail is the information about the Course of Study displayed in the AHEGS document. |
AHEGS Course features | Detailed features of the course to be featured in the AHEGS - details which set this course apart from others in the education market |
AHEGS Course Pathway to further Study | Information about future study that this course can lead to eg. a Bachelor Course that leads to a Graduate Diploma or Masters degree |
AHEGS Course accreditation | Information about the dates / years that this current instance of this course is accredited from and to |
Entry Requirements / Prerequisites | Any requirements the student must have completed in order to gain entry into this course of study |
Common Core |
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Primary Course Discipline |
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Elective Credits |
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Course Rules |
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Graduate Attributes |
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Occupational Functions of Graduates |
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Fees | Fee information about the course outlining how many units must be completed, and the approximate costs of completing the course |
Brochure | A copy of the course brochure or outline can be uploaded and saved here |
CRICOS Code | Institutions who are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). |
Custom Field 1 |
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Custom Field 2 |
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ADD NEW COURSE FORM Field Name | TCSI COURSE OF STUDY Section
Brief Overview |
|---|---|
DEST Uid3* | An internal code issued by TCSI for this course |
DEST Uid3 Last Submitted* | The date the last submission went to TCSI for this course |
DEST Uid3 Last Submitted Status* | The status for the last submission |
Course of Study Code* E533 | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces. |
Course of Study Name* E394 | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc |
HEIMS Course Type* E310 | A code which indicates the type of Course. Select the code that indicated the course level.
|
HEIMS Course Load* E350 | The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study. E.g. if a single unit of study = 0.125 EFTSL and there are 24 units in the course the required answer is 3.0 entered as 30. (24 x 0.125 = 3)
|
Combined Course of Study indicator* E455 | A code which indicates whether a course of study is a combined course of study |
ADD NEW COURSE FORM Field Name | TCSI COURSE Section
Brief Overview |
|---|---|
DEST Uid5* | An internal code issued by TCSI for this course |
DEST Uid5 Last Submitted* | The date the last submission went to TCSI for this course |
DEST Uid5 Last Submitted Status* | The status for the last submission |
HEIMS Course Code* E307 | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces. |
Course Name* E308 | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc |
Standard Course Duration* E596 | The standard duration of the course for a full time student in years and fractions of academic years eg. 2.5 or 3 years |
Course Assurance Indicator* E619 | An indicator that identifies whether the student's enrolment in the unit of study is the result of an approved VET student Loans course assurance arrangement. VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to separate base course record that is dedicated for tracking the inherited student cohort. This field will be referenced for any unit enrolments that are reported to the government via TCSI. |
ADD NEW COURSE FORM Field Name | FIELD OF EDUCATION Section
Brief Overview |
|---|---|
Field of Education Code* E461 | A code that identifies the field of education to which the course is classified. Select the option from the list that best describes the course. e.g. Agricultural Science (050101) |
Field of Education Supplementary Code* E462 | A code which identifies the supplementary field of education to which a combined course is classified. If the Course is NOT a combined course then leave it blank or 000000 e.g. Agricultural Science (050101) |
Effective From Date* E609 | The date from which this information is valid from e.g. 01/01/2021 |
Validation Status |
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DEST Uid | An internal code issued by TCSI for this course |
Entity Status |
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ADD NEW COURSE FORM Field Name | SPECIAL COURSE TYPE Section
Brief Overview |
|---|---|
Special Course Type E312 | A code which identifies courses of special interest for government reporting Note: If your course is NOT one of the below groups leave this field blank.
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Effective From Date E609 | The date from which this information is valid from e.g. 01/01/2021 |
Effective To Date E610 | The date to which this information is valid to e.g. 31/12/2025 |
Validation Status |
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DEST Uid | Data returned from the TCSI system to indicate the validation status |
Entity Status |
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ADD NEW COURSE FORM Field Name | CAMPUS WHERE COURSE IS TAUGHT Section
Brief Overview |
|---|---|
Course | The full accredited name of the course in which the student enrols. this name will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc |
Provider | The name of the institution / campus that will be offering the course |
Location | The physical location where the institution / campus will deliver the course |
Postcode | The postcode of the physical location where the institution / campus will deliver the course |
ADD NEW COURSE FORM Field Name | ASSOCIATED FILE ATTACHMENTS Section
Brief Overview |
|---|---|
Attachment Name | The name given to the attachment at the time the attachment was added |
Size | The size of the attached file |
Purpose | The intended purpose of the file attachment eg. Email Template, or Signature |
Revision | A number that helps to distinguish between more recent versions of the attachment |
Status | The current status of the attachment eg. Archived, Published |
Operator | The user login of the person who added the attachment |
Date | The date that the attachment or revision was added |
B Add Campus File Information
ADD CAMPUS FORM Field Name | EDIT CAMPUS DETAILS Section
Brief Overview |
|---|---|
TCSI Campus Id | An internal code issued by TCSI for this course / location combination |
Id | System Allocated internal id code |
Course Id | An abbreviation for the Course Name or an identifier given by the institution to uniquely identify the Course e.g. BArts20. The abbreviation can contain letter and numbers but must not contain spaces. |
Course Provider | The name of the institution / campus that will be offering the course |
Campus Operation Type E569 | Is in any part of this course delivered off-shore? If yes is it a Stand alone arrangement or in partnership. If not, select Course is not delivered offshore |
Off Shore Mode E570 | Is the Course delivered off-Shore? Is yes what is the Mode of delivery. If not, select Course is not delivered offshore |
Off Shore Delivery Indicator E571 | Is this Course delivered off Shore at all? Partially offshore? Fully offshore? If not, select Course is delivered in Australia only |
CRICOS Code | Institutions who are registered with the Australian Government to accept International students are provided with a unique number / code. This code is listed on the The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). If your institution only has Australian Domestic students leave this field blank. |
Effective From Date E609 | The date this information is valid from e.g. 01/01/2021 |
Effective to Date E610 | The date this information is valid to e.g. 31/12/2025 |
Last Validation Status | Data returned from the TCSI system to indicate the validation status |
Last Validated on | Data returned from the TCSI system to indicate the validation date |
ADD CAMPUS FORM Field Name | COURSE FEES CODE Section
Brief Overview |
|---|---|
Course Fee Code E536 | HEIMS Code - What funding types can students in this course access.
|
Indicative Student Contribution Amount for Commonwealth supported Place E495 | The average Student contribution dollar amount for commonwealth supported students in this course. Do not include the dollar symbol when entering this data - e.g. 2500.00 If this course only offers Fee-HELP places leave this field blank. |
Indicative Tuition fee for a domestic fee-paying place E496 | The indicative cost for a domestic full time student in this course Do not include the dollar symbol when entering this data - e.g. 2500.00 |
Effective From Date E609 | The date this information is valid from e.g. 01/01/2021 |
Entity Status |
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DEST Uid | An internal code issued by TCSI for this course |
Validation Status | Data returned from the TCSI system to indicate the validation status |
ADD CAMPUS FORM Field Name | TAC OFFER CODE Section
Brief Overview |
|---|---|
| |
TAC Offer Code E557 | Does an Admission Centre handle the applications for this course?
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Entity Status |
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DEST Uid | An internal code issued by TCSI for this course |
Validation Status | Data returned from the TCSI system to indicate the validation status |
C Course Required Fields
Course Required Fields | System Required |
|---|---|
Program Id | X |
Program Level | X |
Program Type | X |
Program Status Id | X |
Funding Type | X |
Program Name | X |
Provider Party Id | X |
Program Accredited | X |
Implications
NOTE
It is advised that a Search be performed before adding a new Course record, to check whether the Course name / Course Id has previously been used in the system, as well as to view an existing Course record.
For a new course to use the course plan, units will need to be associated with the course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.
Editing a Course file should only be done under certain circumstances as it can impact on historical student enrolments. Any updates need to be updated with HEIMS via the submission of a Course and Campus file set (currently via HEPCAT).
If a Course is significantly different (due to re-accreditation) a new Course record should be created and reported to HEIMS (via HEPCAT) prior to enrolling any students in to the new Course.
BE ADVISED
VET institutions inheriting students from another institution as part of course assurance must be coded as belonging to separate base course record that is dedicated for tracking the inherited student cohort.
This field will be referenced for any unit enrolments that are reported to the government via TCSI.
Workflow
1. How to SEARCH for a Course Record
Click on the Course Tab within the side menu
Click on the Search option in the side menu
Enter the Course Id or Course name into the search fields
For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options in this box above the returned results start typing the Course name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
2. How to CREATE or ADD a New Course
BE ADVISED
Prior to Creating a new course please ensure that the Course doesn't already exist in the system. Duplicate course records will cause issues within the system and when running Government reporting.
Click on the Courses tab in the side menu
Click on the Add New option in the side menu
Enter the required data to create the new course.
Click the Save Course button.
3. How to EDIT a Course Record
Click on the Courses tab in the Side menu
Click on the Search option in the side menu
Click on the Search Course button.
The required course has now been loaded.
Update the required information (Please note: the Id Code is not editable. If you attempt to edit the Id code, a duplicate new record will be created)
Click on the Save Course button.
4. How to DELETE a Course Record
WARNING
Make sure there are no students enrolled in any course prior to deleting the course.
Make sure you remove the course outline rules before attempting to delete the course.
As an alternative that retains the historical course data, you can refer to the above workflow to edit the course record, and change its Course Status value from Active to Archive.
Click on the Courses tab in the Side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in the Course search section and click the Search Course button.
The required Course has now been loaded.
Click on Delete Course button.
5. How to DUPLICATE a Course Record based on an Existing Course
NOTE
Editing an existing course record in this way will not override or update the existing Course ID and all related information. It will create a duplicate course record that has all the same data but it will have a new course id. Click the Save Course button after you make any changes.
Click on the Courses tab in the Side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search Course button.
The required Course has now been loaded.
Enter the new Course ID into the Course ID field
Scroll down and Click on the Save Course button.
6. How to ADD a Campus File
BE ADVISED
Remember to create a new Campus file for each Location / Course combination
The following instructions are based on the assumption that a course has already been created.
The Campus File is now created in 3 sections. Each one is required to produce a complete campus file.
Part 1 - Campus details Section
Click on the Courses option in the side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search Course button.
The required Course has now been loaded.
Scroll down to the Campus where Course is taught section
If the course is offered at multiple locations a separate Campus file must be created for each location.
Click on the drop box - Add the following campus where the course is taught and select the desired location.
Click on the Add Campus button.
The add campus screen has now been loaded.
Scroll down to the Edit Campus Details section
Check that the Course Id is correct
Click on the Course Provider drop box and select the required Provider
Click on the Campus Operation Type drop box and select the required option
Click on the Offshore Mode drop box and select the required option
Click on the Off shore Delivery indicator and select the required option
If applicable enter the Course CRICOS Code
Enter the Effective From Date for this course / campus combination using the date picker
Enter the Effective To Date for this course / campus combination using the date picker
Click on the Save Campus Button
Part 2 - Course Fee Code section
Scroll down to the Course Fees Code Section
Click on the Course Fee Code drop box and select the required option
Enter the Indicative Student Contribution Amount for Commonwealth Supported Places, if applicable with no $ symbol
If applicable enter the Indicative Tuition Fee for a Domestic Fee-Paying Place with no $ symbol
Enter the Effective from date using the date picker.
Select the Entity status option from the drop box
Click on the Save Details button
Part 3 - TCA Offer Code section
Scroll down to the TAC Offer Code section
Select the TAC Offer Code applicable to this Course
Select the Entity Status option from the drop box
Click on the Save Details button
Repeat all three parts of this process for each Campus and course combination.
7. How to EDIT a Campus File
Click on the Courses option in the side menu
Click on the Search option in the side menu
Enter either the Course code or the Course name in to the Course search section and click the Search Course button.
The required Course has now been loaded.
Scroll down to the Campus where Course is taught section
Locate the Campus file to be edited and click on the edit icon next to the record
The Campus record has now been loaded.
Update the required data ensuring all required fields have a valid HEIMS compliant response.
Click on the Save Campus button.
8. How to SAVE an Attachment to a Course Record
Click on the Course tab in the side menu
Click on the Search option in the side menu
Enter the Course name or Abbreviation
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options in this box above the returned results start typing the Course name.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
Scroll to the bottom of the page and click the Add File Attachment button
Click on the Purpose Drop box and select the required section
Click on the Category Drop Box and Select the required option
Enter the name of the Attachment
Optional - Enter a brief description of the attachment
Select the lowest Permission level required to view this attachment
Click the Choose File button
Navigate to the item to be attached
Click on the Save File Attachment button
Check for Successful save message.
9. How to COPY a Course Outline or Course Plan from One Course to Another
Click on the Course tab in the side menu
Click on the Search option in the side menu
Enter the Course name or Abbreviation that you want to copy the Course outline from
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options start typing the Course name in the box above the returned results.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
In the Side Menu click on the Outline option
The Course Outline / Course Plan details has now been loaded
Click the tick boxes next to all of the Course outline rules to be copied to the new course
Scroll down to the Copy Selected Constraints to the following Course drop box
Select the Course that the rules are to be copied to
Click on the blue Copy Selected Constraints button
10. How to COPY a Course Details to a New Course
BE ADVISED
Do not use multiple tabs in the same or separate browser windows at the same time as it can potentially splice together the data from multiple records.
The new course will require a new Course Id. The course id field is unique and cannot be duplicated.
Click on the Course tab in the side menu
Click on the Search option in the side menu
Enter the Course name or Abbreviation that you want to copy the Course outline from
Click on the Search Course button
This will return a list of Courses that meet the searched criteria
To filter the returned options in this box above the returned results start typing the Course name.
Click on the blue hyper link on the left side of the required record.
The Course record has now been loaded.
Right Click on the Course tab in the side menu
Select the Open link in incognito Window option (or alternatively use a different browser brand and copy the link for the Course tab, and paste it into the address bar). This is so that neither record can become corrupted during this process.
In the second window select the Add New option in the side menu.
The first window will contain the details of the original course and the second window will have a blank new course record ready to be populated.
Copy and paste the required information for each field, into the new course record in the second window.
Enter any new information to the new course.
Click on the blue Save Course button for the new course
Related Pages
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Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading
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