Campus File (CM)

Owned by Jeannie Hagarty (Deactivated)
Last updated: May 18, 2020 by Ben Bentley
4 min read

Objective

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

Complexity: High

Page Contents

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 Campus file

Please note:

  • If no course level(s) are selected then all postgraduate, graduate, undergraduate and non-award courses will be reported

  • Courses records to be reported MUST have accreditation flag set to YES

  • Courses records to be reported MUST have accreditation dates set if last option is ticked



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. 

Campus Field Fields

All Fields Marked with * are required to produce a compliant Campus 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*

From the Drop down field select the Collection Year that the report is for

Offer Year*

Enter the Offer Year e.g 2020

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. 2020 1.2 - meaning an offer year of 2020, period 1, 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




Campus File Flat File Structure

Element Name

E-Number

Position within the Flat file

Width or no of Characters

Data Type

Location Within Paradigm

Element Name

E-Number

Position within the Flat file

Width or no of Characters

Data Type

Location Within Paradigm

Course code

E307

1-10

10

Alphanumeric

Course > Edit Details

Course campus postcode

E559

11-15

5

Alphanumeric

Providers > Edit Details

Campus Location

E525

16-42

27

Alphanumeric

Providers > Edit Details

Course fee type

E536

43

1

Numeric

Course > Edit Details

Additional entrance criteria

E537

44

1

Numeric

Course >Edit details > Add Campus

Indicative student contribution amount for a Commonwealth Supported place

E495

45-49

5

Numeric

Course >Edit details > Add Campus

Indicative tuition fee for a domestic fee‑paying place

E496

50-54

5

Numeric

Course >Edit details > Add Campus

Entry cut‑off for a Commonwealth Supported Place (CSP)

E497

55-58

4

Numeric

Course >Edit details > Add Campus

Entry cut‑off for a domestic fee‑paying student

E498

59-62

4

Numeric

Course >Edit details > Add Campus

QLD Entry cut‑off for a Commonwealth Supported Place

E523

63-66

4

Numeric

Course >Edit details > Add Campus

QLD Entry cut‑off for a domestic fee‑paying student

E524

67-70

4

Numeric

Course >Edit details > Add Campus

Eligibility Score

E552

71-74

4

Numeric

Course >Edit details > Add Campus

QLD Eligibility Score

E555

75-78

4

Numeric

Course >Edit details > Add Campus

Offer Year

E556

79-82

4

Numeric

Course >Edit details > Add Campus

TAC Offer

E557

83-87

5

Alphanumeric

Course >Edit details > Add Campus

Type of Operation of Campus

E569

88-89

2

Numeric

Course >Edit details > Add Campus

Principal Mode of Delivery of Offshore Course

E570

90-91

2

Numeric

Course >Edit details > Add Campus

Offshore Delivery Indicator

E571

92-93

2

Numeric

Course >Edit details > Add Campus

Filler 50 spaces

N.A.

94-143

50

Alphanumeric

N/A

Areas of study

E580

144-5143

5000

Alphanumeric

Course > Edit Details

Course search keywords

E581

5144-7643

2500

Alphanumeric

Course > Edit Details

Implications

Please note:

These 2 reports (Course and Campus) must be validated and submitted together, when adding them to the submission the Course must be listed first). If the reports are submitted in the wrong order the Campus file will fail to validate.

Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.

Warning:

Reports should never be altered directly in the flat file as the structure of the file can inadvertently altered and Corrupted. The files will then not import into HEPCAT. The preferred method of Silverband is to update the information directly in Paradigm and then re - export the reports for transferring into HEPCAT.

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 Campus File (CM) section.

  4. Select the required options as outlined above. In summary:

    1. each course must have a defined campus record: either edit the existing campus record or add a new record (both options are available near the bottom of the Course page)

    2. the Accredited field must be set to Yes

    3. the Program Type must be set to Coursework

    4. the course Status must be set to Active

    5. element E556 on the Campus Record must be set to the year that the course is being offered

    6. the Accreditation Date and the Accreditation Due Date must be set correctly.

  5. Click on the Produce Report button. 

  6. If the report contains any warnings, return to the Campus record and make corrections to the Campus data as necessary, and run this report again.

  7. Once the data is clean and contains no error messages, export the Campus file.

  8. If you have not already exported the Course file, do that first because the Course file must be submitted with the Campus file. Once the Course file has been exported, you can send both files for validation 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


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