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Objective

This page will only be used during the transition period between HEPCAT Reporting 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 similar layout and content to the new Student TCSI Edit page that is about to be released 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 page is a temporary page designed to assist you in this transitional period before the TCSI project goes live. Once the TCSI project transitions 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.

Users can only edit course enrolments where the users home institution is set to the same as the student. This prevents users from editing records of student not within their own institution.

  • 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.

Be advised

The Paradigm field called Overseas Student is an internal Paradigm field only, and it is not a reportable field. However, how you set the value of this field will impact upon other fields that ARE reportable.

For example, setting the value of the Overseas Student field to No, will restrict your choices from the HEIMS E358 (Resident Indicator) field to either Australian citizen, or No information. The choice of Temporary Visa will not be available.

Another example is when the Overseas Student field is set as Yes, and a country other than Australia is chosen as the value for the Semester Residence or the Permanent Home Residence, the corresponding field for the HEMIS E320 field for the Australian postcode will be hidden from view.

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

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 than the one who previously submitted the information via HEPCAT. It is therefore imperative that the data is correct, clean and accurate from the outset.

There are 3 parts to creating a valid reportable TCSI record.

  • Create the student record

  • Enrol the student into a course of study

  • Check and validate the HEIMS fields

When validating fields on the HEIMS page, green ticks will indicate that the data is valid, and a red cross will indicate invalid or incomplete data that needs to be checked and edited. This may mean that data that has been entered elsewhere is in conflict with a response here.

Note

It is assumed that you have already loaded a student record, and this enables viewing of the details that are described below.

No.

Section Name

Overview

1

COURSE ENROLMENT LIST

A list of all course enrolments for a student. Click on the edit icon for the course enrolment that you wish to edit.

2

STUDENT DETAILS

A selection of the HEIMS reportable fields from the Edit Student Details screen (Student > Student Details), allowing you to validate the fields' values faster. Note some fields are read-only. Refer to the table below in Section 2 for more details.

3

COURSE ENROLMENT DETAILS

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

Section 1: Course Enrolment list

This is the same course enrolment list you see on 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

Title E405

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). Refer to the Assumptions section above, for the implications of setting this Paradigm internal field which is not a reportable field.

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

Refer to the Assumptions section above, for the implications of setting this Paradigm internal field which is not a reportable field.

Depending on whether the student is described as an overseas student or not, some of the following fields may be hidden from view, and some fields will contain options that are not available to choose. The fields that are visible will be different depending on the value of the the Overseas Student field.

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

Able to copy value from Course Enrolment page

HEIMS Mode of Attendance E329

Editable

HEIMS Type of Attendance E330

Editable

Student Admission E327

Editable

Highest Level of Education prior to enrolment E493 - Retired

Editable

Year Left School E572

Editable

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

HEIMS Scholarship Type E487

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 been populated with data that has previously been 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 8 fields (Student number, Title, Given Names, Family Name, Gender, CHESSN number, TFN and DOB are read only and the data is loaded 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. You may choose to copy the existing value, noting that as mentioned above, it is dependent on your institution whether this field is copied from the Edit Student Details screen OR from the Edit Student Contact Info screen (click on RESIDENTIAL)

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

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

  14. You may choose to copy the existing value, noting that as mentioned above, it is dependent on your institution whether this field is copied from the Edit Student Details screen OR from the Edit Student Contact Info screen (click on BILLING)

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

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

  17. Check the Do you have any disability, impairment or long-term medical condition? If you click No, all of the disability types will be 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 and optional question also becomes active, does the student want to receive advice on support services?

  18. Scroll down to the Course Enrolment details section

  19. The first 7 fields (Program Enrolment Id, Course, Start Date, Expected End Date, Enrolment Status, Agent, and Funding Type) are read only and are loaded from the Course Enrolment page.

  20. Check the HEIMS Resident Indicator field, and update or choose to copy the value as required.

  21. Check the HEIMS Mode of Attendance, and update if required.

  22. Check the Student Admission, and update if required.

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

  24. If the required option has a year component a Year drop box will appear and requires that a year must be selected.

  25. Click on the Tertiary Entrance Score drop box and select the required option, if a score is required a Score data field will appear and a value must be entered.

  26. Check the HEIMS Student Status, and update if required.

  27. Check the HEIMS Contribution Indicator, and update if required.

  28. Check the HEIMS Credit Basis. If you choose the option No credit was offered, the next four fields (HEIMS Provider type details, HEIMS credit institution, HEIMS Level Details and HEIMS Field details) will not require any input as they will be set by default to No credit offered. If the credit basis is changed, you will need to change each of the defaulted four fields back to Select a value, then change the credit basis field, and then choose a value for each of the four fields.

  29. Check the HEIMS Scholarship Type field and update if required.

  30. 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.

  31. Click the Validate Values button.

  32. Scroll up the page and check every field for those that have been missed or that show a red X next to them.

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

  34. Click on the Save Details button

Further Reading

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