Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 3 Next »

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 Admin access 
  • 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


Field NameBrief 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 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 Enrolment Status*
  • Applied
  • Completed
  • Confirmed
  • Deferred
  • Enrolled
  • Exempt
  • Incomplete
  • Internal Offered
  • Provisional
  • Withdrawn
HEIMS Start Date*
HEIMS End Date*
HEIMS Revision NumberSelect this number only if producing a PS revision file
Output to DESTPAC (Do not Tick for HEPCAT)
Report Mode
  • Non-Interactive Mode (Files will be emailed)
  • On Screen Summary Mode
  • On Screen Full details Mode


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

  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 Past Course Completions file (PS) 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 Student data is required, return to the Students 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

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.



  • No labels