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Overview


Objective

Upon completion of this KB the User will be able to produce and validate the Course File (CO) ready for import into HEPCAT

Assumptions

  • The user has Admin access 
  • The user has entered required data to generate the Course 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

Please note: The Course and Campus Files need to be submitted together to create a pair for each course being reported. However the Course file must be submitted first in order for the submission to validate correctly. 


Field NameBrief Overview
Institution*Select the Institution(s) that the report is being submitted for. If Multiple select as many as required
HEIMS Report*From the Drop down field select the Collection Year that the report is for
Offer Year*Enter the Offer Year e.g 2018
Period NumberSelect 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
  • Elicos
  • Postgraduate
  • Undergraduate
  • VET
  • Secondary
  • Non-Award
Course Status*
  • Active
  • Archived
  • Virtual
Only report Courses accredited during June of the Offer year above


Implications

All Course that are accredited by TESQA are required to be reported to HEIMS regardless of if FEE-HELP is available in these courses. 


Workflow

  1. Click on the Report Tab on the side menu 
  2. Click on the HEIMS option in the Side Menu
  3. Click on the Get Report Button next to the Course File (CO) section.
  4. Select the required options as outlined above
  5. Click on the Produce report button. 
  6. If the report contains any warnings, corrections to the Course data is required, return to the Course record, correct the data and re run this report.
  7. Once the data is clean with no error messages export the file, then import it into HEPCAT.



Further reading

Campus File Submission


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