Objective
This article outlines the workflows for users on how to to Search, Add and Edit Course records.
Complexity: HIGH
Page Contents
Assumptions
You have the minimum required level to access the Courses tab
You have an understanding of the Australian Tertiary Education System / VET Sector
You have an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting
You have an understanding of HEIMS element numbers
Key terms and concepts
All Fields Overview
#The Course ID can be an institution specific code (e.g. a course abbreviation) or a system allocated code
*Denotes required fields when creating a course record
Field name | Brief Overview |
|---|---|
Edit Course Details Section | |
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 | |
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 | |
SMS Entity Type Id | |
Remote SMS Entity | |
Course Application Details Section | |
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
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Centrelink Payments Approved | Is this course approved for the student to receive Centrelink payments? Y / N |
Audition Surveys | |
Edit Additional Course Details Section | |
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 | |
Primary Course Discipline | |
Elective Credits | |
Course Rules | |
Graduate Attributes | |
Occupational Functions of Graduates | |
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 | |
Custom Field 2 | |
TCSI Course of Study Section | |
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.
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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)
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Combined Course of Study indicator* E455 | A code which indicates whether a course of study is a combined course of study |
TCSI Course Section | |
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 students enrolment in the unit of study of the result of an approved VET student Loans course assurance arrangement. |
Field of Education Section | |
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 | |
DEST Uid | |
Entity Status | |
Special Course Type Section | |
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 | |
DEST Uid | |
Entity Status | |
Campus Where Course is Taught Section | |
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 |
Associated File Attachments Section | |
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 |
Campus File information
Field Name | Brief Overview |
|---|---|
Edit Campus Details Section | |
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 not registered for international Student 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 | |
Last Validated on | |
Course Fees Code Section | |
Course Fee Code E536 | HEIMS Code - What funding types can students in this course access. Fee-HELP, HECS-HELP or both |
Indicative Student Contribution Amount for Commonwealth supported Place E495 | The average Student contribution dollar amount for commonwealth supported students in this course |
Indicative Tuition fee for a domestic fee-paying place E496 | The indicative cost for a domestic full time student in this course |
Effective From Date E609 | The date this information is valid from |
Entity Status |
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DEST Uid | |
Validation Status | |
TAC Offer Code Section | |
TAC Offer Code E557 | Does an Admission Centre handle the applications for this course?
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Entity Status |
|
DEST Uid | |
Validation Status | |
Course Required Fields
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
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.
Workflow
Further Reading
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Advisor Reports (Paradigm Knowledge Base)
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Course Enrolment Files (Paradigm Knowledge Base)
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