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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 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. 

Course File Fields

All Fields Marked with * are required to produce a compliant Course file

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


Course of Study Flat File Structure

Element Name

E-Number

Position within the Flat file

Width or no of Characters

Data Type

Location Within Paradigm

Course of study code

E533

1-10

10

Alphanumeric

Course > Edit details

Course of study name

E394

11-82

72

Alphanumeric

Course > Edit details

Course code

E307

83-92

10

Alphanumeric

Course > Edit details

Course name – full

E308

93-164

72

Alphanumeric

Course > Edit details

Course of study type code

E310

165-166

2

Numeric

Course > Edit details

Field of education code

E461

167-172

6

Numeric

Course > Edit details

Special course type code

E312

173-174

2

Numeric

Course > Edit details

Course of study load

E350

175-176

2

Numeric

Course > Edit details

Field of education supplementary code

E462

177-182

6

Numeric

Course > Edit details

Combined course of study indicator

E455

183

1

Numeric

Course > Edit details

Filler 50 spaces

N.A.

184-233

50

Alphanumeric

N/A

Reporting Year and Period Code

E415

234-238

5

Numeric

This data is taken from the report generation selection input



Implications

Please note that these 2 reports (Course and Campus) must be validated and submitted together, however 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.

To select the required data for this report only the fees section needs to be updated each year. Only when reacrediting or adding new courses does the remaining data need to be changed. If you do make other alterations outside of reaccreditation your Course file will fail to validate in HEPCAT. Each year this file must be submitted no later than close of business 30th September.

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

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 transfering 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 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

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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