Unit of Study Completions file (CU)

Owned by Jeannie Hagarty (Deactivated)
Last updated: Oct 25, 2019 by Chanel Zhang (Deactivated)
3 min read

Objective

Upon completion of this KB the User will be able to produce and validate the Unit of Study Completions File (CU) ready for import into HEPCAT.

Complexity Medium

 

Page Contents

 

 

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

The Unit of Study Completions (CU) file records the completion status for each unit of study undertaken by students in the reporting year.

There must be a record in the CU file for every record reported on all Student Load/Liability (LL) files for the reporting year.

Unit of Study Completions file Fields

All Fields Marked with * are required to produce a compliant Unit of Study Completions file

Field name

Brief Overview

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

Period Number

Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2

Submission Year (Year Students Completed)

Enter the Year the submission is for e.g 2018

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

Unit Enrolment Status*

  • Applied

  • Completed

  • Confirmed

  • Deferred

  • Enrolled

  • Exempt

  • Incomplete

  • Internal Offered

  • Provisional

  • Withdrawn

HEIMS Census date*

Select the Census date that the EN report is for, Multiple dates can be selected as long as they fall within the Correct reporting period.

HEIMS Start Date*



HEIMS End Date*



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

 

Unit of Completions File Structure

Element

Element Name

Position within the file

Width of Characters

Data Type

Location Within Paradigm

Element

Element Name

Position within the file

Width of Characters

Data Type

Location Within Paradigm

E313

Student identification code

1-10

10

Alphanumeric

Student > Student Details > Edit Details

E307

Course code

11-20

10

Alphanumeric

Student > Course Enrolment > Course

E354

Unit of study code

21-30

10

Alphanumeric

Student  > Course Enrolment > Units

E355

Unit of study completion status

31

1

Numeric

Student  > Course Enrolment > Units

E488

Commonwealth Higher Education Student Support Number (CHESSN)

32-41

10

Alphanumeric

Student > Student Details > Edit Details

E489

Unit of study census date

42-49

8

Numeric

Student  > Course Enrolment > Units

N.A.

Filler

50-99

50

Alphanumeric

N/A

 

Implications

This report is Part 2 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 if 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

How to produce CU file

  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 Unit of Study Completion file (CU) 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 have not previously submitted data via HEPCAT or need a refresher go to: http://heimshelp.education.gov.au/sites/heimshelp/support/pages/training#content. You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.