Overview
Objective
Upon completion of this KB the user will be able to produce and validate the Past Course Completions File (PS) ready for import into HEPCAT
Assumptions
- The user has entered required data to generate the Campus File
- 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
All Fields Marked with * are required to produce a compliant Past Course Completion file
| Field Name | Brief Overview |
|---|---|
| Institution* | Select the Institution(s) that the report is being submitted for. If Multiple select as many as required |
HEIMS Report (Year Students Completed) | From the Drop down field select the Collection Year that the report is for |
Submission Year (Year Students Completed) | Enter the Year the submission is for e.g 2018 |
| Period Number | Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2 |
| Submission Number* | Within Each Period multiple submissions can be made, select the submission number next in the sequence remembering that the first one for each new year is 1. A Submission will be allocated a number from 3 pieces of data e.g. 2018 1.2 - meaning 2018, period one submission 2 |
| Course Level* |
|
| Course Enrolment Status* |
|
| HEIMS Start Date* | |
| HEIMS End Date* | |
| HEIMS Revision Number | Select this number only if producing a PS revision file |
| Output to DESTPAC (Do not Tick for HEPCAT) | |
| Report Mode |
|
Past Course Completion Flat File Structure
Element Name | E-Number | Position within the Flat file | Width or no of Characters | Data Type | Location Within Paradigm |
|---|---|---|---|---|---|
Student identification code | E313 | 1-10 | 10 | Alphanumeric | Student > Student Details > Edit details |
Course code | E307 | 11-20 | 10 | Alphanumeric | |
Date of birth | E314 | 21-28 | 8 | Alphanumeric | Student >Student details > Edit Details |
Gender code | E315 | 29-29 | 1 | Alphanumeric | Student >Student details > Edit Details |
Aboriginal and Torres Strait Islander code | E316 | 30-30 | 1 | Numeric | Student >Student details > Edit Details |
Citizen/resident indicator | E358 | 31-31 | 1 | Numeric | Student > Course Enrolment > Course |
Course commencement date | E328 | 32-37 | 6 | Alphanumeric | Student > Course Enrolment > Course |
Mode of attendance code | E329 | 38-38 | 1 | Numeric | Student > Course Enrolment > Course |
Type of attendance code | E330 | 39-39 | 1 | Numeric | Student > Course Enrolment > Course |
Specialisation code | E463 | 40-45 | 6 | Numeric | Course > Search > Edit details |
Filler 2 spaces | N.A. | 46-47 | 2 | Alphanumeric | N/A |
Country of birth code | E346 | 48-51 | 4 | Numeric | Student > Student details > Edit Details |
Year of arrival in Australia | E347 | 52-55 | 4 | Alphanumeric | Student > Student details > Edit Details |
Language spoken at home code | E348 | 56-59 | 4 | Numeric | Student > Student details > Edit Details |
Total exemption granted | E385 | 60-61 | 2 | Numeric | Student > Course Enrolment > Course |
Disability | E386 | 62-69 | 8 | Numeric | Student > Student details > Edit Details |
Scholarship type code | E487 | 70-71 | 2 | Alphanumeric | Student > Course Enrolment > Course |
Commonwealth Higher Education Student Support Number (CHESSN) | E488 | 72-81 | 10 | Alphanumeric | Student > Student details > Edit Details |
Reporting Year and Period Code | E415 | 82-86 | 5 | Numeric | Data input when report is generated |
Variation reason code | E446 | 87-87 | 1 | Numeric | Student > Course Enrolment > Units |
Filler 50 spaces | N.A. | 88-137 | 50 | Alphanumeric | N/A |
Completion percentage | E578 | 138-140 | 3 | Numeric | Student > Course Enrolment > Course |
Joint Degree Partner Higher Education Provider Code | E579 | 141-144 | 4 | Numeric | |
Higher degree by research thesis submission date | E591 | 145-150 | 6 | Numeric | |
Higher degree by research completion date | E592 | 151-156 | 6 | Numeric |
Implications
This report is Part 1 of 2 for the Past Course Completions and Unit of Study Completions Submission file set.
Please note that these 2 reports (Unit of Study and Past course completions) must be validated and submitted together.
Unlike the Course of Study and Campus file the order of submission is not critical. The set is the Past Course Completions file (PS) and the Unit of Study Completions file (CU) is submitted no later than close of business 30th of April.
However is your institution is participating in the QILT or GOS data surveys the data will need to be submitted and verified earlier to allow for data selection from these bodies.
Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.
Workflow
- 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 Past Course Completions file (PS) section.
- Select 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.
Further reading
For more information on File Scope and structures go to http://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav and select the required year and file.
If you not previously submitted data via HEPCAT or need a refresher go to: http://heimshelp.education.gov.au/sites/heimshelp/support/pages/training#content here you will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.