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Objective

This page will only be used for the interim period between the HEPCAT and the implementation of TCSI and only by institutions who have not completed their 2020 reporting e.g. those who have late units, summer school or trimester 3.

The purpose of the Student HEIMS Edit page is to assist our users to validate HEIMS Reporting related errors with ease. In addition, this page has a very similar layout compared with the content on the new Student TCSI Edit page that we are about to release for the TCSI project.


The Student HEIMS Edit page streamlines the processes of validating the values of HEIMS reportable fields. It consolidates the HEIMS reportable fields from both the Student Edit Details page and Edit Course Enrolment details page.
The Student HEIMS Edit is a temporary page designed to assist you in this transitional period before the TCSI project goes live. Once the TCSI project goes from TCSI read-only mode to TCSI write mode, this page will no longer be used.

Complexity: HIGH

Page Contents

Assumptions

Be advised

The pages, fields and buttons that you can see, and the items you can edit, are based on:

  • how the Paradigm system is configured for your institution, and

  • the options that are made available by your institution, and

  • the access level assigned to you by the "nominated contact person" or other Paradigm expert, according to your permission needs.

For more information please contact your "nominated contact person" or other Paradigm expert.

  • The student record has already been created.

  • You always have to load a student record prior to coming to this screen

  • You have an access level that allows you to create or edit student records.

  • You have an understanding of the Australian Tertiary Education System / VET Sector and the terms commonly used

  • You have an understanding of the different security levels of access provided to users of Paradigm.

Key terms and concepts

Reporting via TCSI

This method removes the requirement to report student data and information to the government via Hepcat. Due to this change student information is reported earlier and in smaller data packets. The person who enters the data, in essence, becomes the reporter and in many cases this is a different person that who used to send the information via Hepcat. It is therefore imperative that the data is correct, clean and accurate right from the beginning.

There are 3 parts to creating a valid re-portable TCSI record.

  • Create the student record

  • Enrol the student into a Course of study

  • Check and Validate the HEIMS fields

When validating the HEIMS page green ticks will indicate that the data is valid, where a red cross will indicate invalid and needs to be checked and edited. This may mean that data elsewhere reported is in conflict with a response here.

Note

To be able to view some sections as listed below, it is based on the assumption that you have already loaded a student.

No.

Section Name

Overview

1

COURSE ENROLMENT LIST

A section that lists all course enrolment(s) is/are enrolled by a student.

Click on the pencil icon against that course enrolment to edit.

2

STUDENT DETAILS

Silverband selected some HEIMS reportable fields from the Edit Student Details screen (Student > Student Details), so you can validate the fields' values faster. Note some fields are read-only. Refer to the below table (Section 2) for more details.

3

COURSE ENROLMENT DETAILS

Silverband selected some HEIMS reportable fields from the Edit Course Enrolment Details screen (Student > Course Enrolment > Course), so you can validate the field’s value faster. Note some fields are read-only. Refer to the below table (Section 3) for more details.

Section 1: Course Enrolment list

This is the same course enrolment list you see from the Edit Course Enrolment Details screen (Student > Course Enrolment > Course).

Section 2: Student Details

FIELD NAME

READONLY/EDITABLE

WHERE TO MAKE CHANGES

Student No E313

Read-only

Student > Student Details > Edit Details

Given Names E403

Read-only

Student > Student Details > Edit Details

Family Name E402

Read-only

Student > Student Details > Edit Details

Gender E315

Read-only

Student > Student Details > Edit Details

CHESSN No E488

Read-only

Student > Student Details > Edit Details

Tax file Number E416

Read-only

Student > Student Details > Edit Details

DOB E314

Read-only

Student > Student Details > Edit Details

Overseas Student

Editable

Student > Student Details > Edit Details (International Students Only)

USI Student Number

Read-only

Student > Student Details > Edit Details

In what country is your SEMESTER residence E319

Editable

Student > Edit Student Details > Edit HEIMS Details

If Australia then HEIMS E319 Postcode

Editable

Student > Edit Student Details > Edit HEIMS Details

Copy E319 Value from Address

Editable

(TICK)

Depends on your institution, whether you are editing student’s address from

  • Edit Student Details screen (click on show hidden fields)

  • Edit Student Contact Info screen (click on RESIDENTIAL)

In what country is your PERMANENT home residence E320

Editable

Student > Edit Student Details > Edit HEIMS Details

If Australia then HEIMS E320 Postcode

Editable

Student > Edit Student Details > Edit HEIMS Details

Copy E320 Value from Address

Editable (TICK)

Depends on your institution, whether you are editing student’s address from

  • Edit Student Details screen (click on show hidden fields)

  • Edit Student Contact Info screen (click on BILLING)

Country of Birth E346

Editable

Citizenship

Read-only

Student > Student Details > Edit Personal Details

Year arrived in Australia

Editable

Language Spoken At home

Editable

Are you of Australian Aboriginal or Torres Strait Islander descent E316

Editable

Do you have any disability, impairment or long-term medical condition E386 - Retired

Editable

Type of Disability / impairment

Editable

Would you like to receive advice on support services

Editable

Section 3: Course Enrolment Details

Note

Subject to the student is an overseas student or not, the following fields on display will differ.

FIELD NAME

READ-ONLY/EDITABLE

WHERE TO MAKE CHANGES

Program Enrolment internal Paradigm Id

Read-only

Course code

Read-only

Student > Course Enrolment > Course Details

Start Date E534

Read-only

Student > Course Enrolment > Course Details

Expected End Date

Read-only

Student > Course Enrolment > Course Details

Enrolment Status

Read-only

Student > Course Enrolment > Course Details

Agent

Read-only

Student > Course Enrolment > Course Details

Funding Type

Read-only

Student > Course Enrolment > Course Details

HEIMS Resident Indicator E358

Editable

(Allow to Copy value from Course enrolment page)

HEIMS Mode of Attendance E329

Editable

Student Admission E327

Editable

Highest Level of Education prior to enrolment E493 - Retired

Editable

Year Left School E572

Editable

Suburb Name

Tertiary Entrance Score E369 - Retired

Editable

HEIMS Student Status E490

Editable

HEIMS Contribution Indicator E392

Editable

HEIMS Credit Offered E565 - Retired

Editable

HEIMS Credit Used E560

Editable

HEIMS Credit Basis E561

Editable

HEIMS Provider Type Details E564 - Retired

Editable

HEIMS Credit Institution E566

Editable

HEIMS Level Details E563 - Retired

Editable

HEIMS Field Details E562 - Retired

Editable

Highest Educational Attainment 1 E573

Editable

Highest Educational Attainment 2 E574

Editable

HDR end-user engagement code E593

Editable

HDR Thesis Submission Date E591

Editable

Study Reason Identifier E575 (VET)

Editable

Labour Force Status Identifier E576 (VET)

Editable

Workflow

These instructions assume that the student record has been created and the student has been enrolled into a Course of study.

Remember some fields in this section are read only and have taken data previously entered elsewhere in the system.

 1. How to validate the Student HEIMS edit page.

  1. Load the Student record

  2. Click on the Course Enrolment option in the side menu

  3. Click on the Student HEIMS Edit option in the side menu

  4. Click on the Edit icon next to the course to be validated

  5. The HEIMS edit page has now been loaded.

  6. Scroll down to the Student Detail section

  7. The first 7 fields (Student number, Given names, Family name, Gender, CHESSN number, TFN and DOB are read only and the data is taken from the student edit details page.

  8. Click on the Overseas student drop box and select the required option (Yes or No)

  9. Check the What country is your Semester residence? drop box and update if required

  10. Check the If Australia, then HEIMS E319 postcode update if required

  11. Check the In what Country is your Permanent home residence? drop box and update if required

  12. Check the If Australia, then HEIMS E320 postcode, update if required

  13. Check the Country of Birth drop box, update if required

  14. Check the Are you of Australian Aboriginal or Torres Strait Islander descent? Select the required option.

  15. Check the Do you have any disability, impairment or long-term medical condition? If you click No, all of the types are defaulted to no and are not active. If you click Yes, the types become active and you are required to select a type. An additional question also becomes active, does the student want to receive advice on support services?

  16. Scroll down to the Course Enrolment details section

  17. The first 6 fields (Course, Start date, Expected End date, Enrolment status, Agent, and Funding type) are read only and are taken from the Course Enrolment page.

  18. Check the HEIMS resident indicator, update if required.

  19. Check the HEIMS Mode of Attendance, update if required.

  20. Check the Student admission, update if required.

  21. Click the Highest Level of Education prior to enrolment drop box and select the required option.

  22. If the required option has a year component a Year drop box will appear and requires a year to be selected.

  23. Click on the Year Left School drop box and select the required year

  24. Click on the Tertiary Entrance Score drop box and select the required option, if a score is required a data field will appear.

  25. Check the HEIMS Student Status, update if required.

  26. Check the HEIMS Contribution Indicator, update if required.

  27. Check the HEIMS Credit Basis. If no credit was offered the next four fields (HEIMS Provider type details, HEIMS credit institution, HEIMS Level Details and HEIMS Field details) all require not input as they are defaulted to no credit offered. If, however, credit is offered the input is required in all of the fields.

  28. Check the Highest Educational Attainment 1 & 2, update if required.

  29. Check the HDR end-user engagement code. If the course doesn't have a postgraduate research component it will be defaulted to Not a HDR student, this is based on the course the student is enrolled into.

  30. Click the Validate Values button.

  31. Scroll back up and check any fields that have been missed or have a red X next to them.

  32. Update any required fields and click the Validate Values button.

  33. Click on the Save Details button

Further Reading

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