Objective

The Commonwealth Assisted Students (DU) file, commonly referred to as the "HELP Due"
submission, reports the personal details, including names, tax file numbers (TFN) and
Commonwealth Higher Education Student Support Numbers (CHESSN) of all Commonwealth assisted
students. This article provides the workflow on how to produce DU file in Paradigm, and export it to HEPCAT. The challenge is to check all the required elements and validate you data in HEPCAT.

Complexity: HIGH to EXPERT

Page Contents

Assumptions

The user has entered required data to generate the Campus File
The user has read the Commonwealth Assisted Students – HELP Due (DU) scope on heimshelp website
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 students are:

all Commonwealth supported students who pay their contributions up front, defer their
contribution through HECS-HELP or are contribution exempt
students who access FEE-HELP assistance
students who access OS-HELP assistance
students who access SA-HELP assistance

Student details from this file are provided to the Australian Taxation Office (ATO).

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 who actually owns the course. Leave it un-select if it is not applicable.
*HEP Provider	A provider that is submitting the reports to HEPCAT
*HEP Contact	A contact person from your institution
*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 reporting Year of your submission is for, e.g 2019
Submission Number	Two DU files are created and validated in a HELP Due submission each year. The first file includes student details for debts incurred between 1 January and 30 June. The second file includes student details for debts incurred between 1 July and 31 December.
*Course Level	Postgraduate Undergraduate Secondary Non-Award
*HEIMS Census Date (E489)	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	The system has already defaulted on some status Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn
HEIMS Revision Number	Only select this number if you are producing a DU revision file.
Report Mode	Non-Checking Mode Non-Interactive Mode (Files will be emailed) On Screen Summary Mode (Fast Mode) - recommended On Screen Full details Mode (Show all output per student)

Commonwealth Assisted Students File Structure

Be advised

One record for each student and course combination is required on the DU file. Each record must
have a unique combination of values for:

Student identification code (element 313)
Course code (element 307)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488).

Element	Element Name	Paradigm Entities	Paradigm Internal Field Names	Default Paradigm field labels	Paradigm Menu Location	Field_Type	Width
E313	Student identification code	Student	Student No.	studentNumber	Student > Student Details > Edit details	TEXT	10
E416	Tax file number	Student	Tax File Number		Student > Student Details > Edit details	TEXT	11
E314	Date of birth	Student	DOB	birthDate	Student > Student Details > Edit details	DATE	8
E315	Gender code	Student	Gender	gender	Student > Student Details > Edit details	SELECT	1
E307	Course code	Base Course	Id	eduProgramId	Courses > Edit Details	TEXT	10
E405	Student title	Student	Title	personalTitle	Student > Student Details > Edit details	TEXT	15
E402	Student surname	Student	Family Name	lastName	Student > Student Details > Edit details	TEXT	30
E403	Student given name - first	Student	Given Name	firstName	Student > Student Details > Edit details	TEXT	15
E404	Student given name - others	Student	Middle Name	middleName	Student > Student Details > Edit details	TEXT	30
E406	Postal address - part 1	Student	Street Number	streetNumber	Student > Student details > Edit Contact info (Billing)	TEXT	38
E407	Postal address - part 2	Student	Street Name	streetName	Student > Student details > Edit Contact info (Billing)	TEXT	38
E466	Postal address suburb/town	Student	City	city	Student > Student details > Edit Contact info (Billing)	TEXT	27
E467	Postal address state code	Student	State	stateProvinceGeoId	Student > Student details > Edit Contact info (Billing)	SELECT	3
E409	Postal address - postcode	Student	Post Code	postalCode	Student > Student details > Edit Contact info (Billing)	POSTCODE	4
E468	Postal address country name	Student	Country	countryGeoId	Student > Student details > Edit Contact info (Billing)	Select	20
E410	Address of permanent home residence - part 1	Student	Street Number	streetNumber	Student > Student details > Edit Contact info (Residential)	TEXT	38
E411	Address of permanent home residence - part 2	Student	Street Name	streetName	Student > Student details > Edit Contact info (Residential)	TEXT	38
E469	Residential address suburb/town	Student	City	city	Student > Student details > Edit Contact info (Residential)	TEXT	27
E470	Residential address state code	Student	State	stateProvinceGeoId	Student > Student details > Edit Contact info (Residential)	SELECT	3
E413	Address of permanent home residence - postcode	Student	Post Code	postalCode	Student > Student details > Edit Contact info (Residential)	POSTCODE	4
E471	Residential address country name	Student	Country	countryGeoId	Student > Student details > Edit Contact info (Residential)	TEXT	20
N.A.	Filler	-	-	-	-	ASCII_FILLER	9
E488	Commonwealth Higher Education Student Support Number (CHESSN)	Student	CHESSN No.	chessenNo	Student > Student Details > Edit details	TEXT	10

Higher Education Student submission guidelines

The Student submission includes data from three files; the Student enrolment (EN) file, the Student load liability (LL) file and the Commonwealth Assisted Students - HELP due (DU) file.

All higher education providers are required to report this submission.

Commonwealth Assisted Students DU file needs to upload and validate in HEPCAT first
EN = Course Enrolment
LL = Unit Enrolment

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.

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 accepted by HEPCAT. The preferred method from us is to update the information directly in Paradigm and then re - export the reports for transferring into HEPCAT.

How to produce Commonwealth Assisted Student (DU) file

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 edit Commonwealth Assisted File report (DU).
Fill out 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 - HELP Due (DU)