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Objective

This article outlines all elements on the Student Load (LL) file in details, LL file scope and structure. It aims to assist you to understand LL file, so you know how to produce the file from Paradigm and import it into HEPCAT, follow by validating your data.

Complexity: HIGH

Page Contents

Assumptions

  • The user has entered required data to generate the Load Liability 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 Student Load Liability (LL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the Student submission.

Fields on produce LL file page

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

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

Submission Year*

Enter the Year the submission is for e.g 2018

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. 2018 1.2 - meaning 2018, period one submission 2

Course Level*

  • Elicos

  • Postgraduate

  • Undergraduate

  • VET

  • Secondary

  • Non-Award

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.

Census Date From


Census Date To


Unit Enrolment Status*

  • Applied

  • Completed

  • Confirmed

  • Deferred

  • Enrolled

  • Exempt

  • Incomplete

  • Internal Offered

  • Provisional

  • Withdrawn

HEIMS Revision Number

Select this number only if producing a LL revision file

Report Mode

  • Non-Checking Mode

  • Non-Interactive Mode (Files will be emailed)

  • On Screen Summary Mode

  • On Screen Full details Mode


Load Liability File Structure

Element

Element Name

Paradigm Entities

Paradigm Internal Field Names

Default Paradigm field labels

Paradigm Menu Location

Field Type

Default Paradigm Value

Width

Derived Field

Derived Method

Comment

E313

Student identification code

Student

Student No.

studentNumber

Student > Student Details > Edit details

TEXT

N/A

10

-

-

-

E307

Course code

Base Course

Id

eduProgramId

Courses > Edit Details

TEXT

N/A

10

-

-

-

E534

Course of study commencement date

Course Enrolment

Start Date

startDate

Student > Course Enrolment > Course

TEXT

000000

6

-

-

-

E333

Academic organisational unit code

Provider

Abbrev

abbrevName

Providers> Edit Details

TEXT

N/A

3

-

-

-

E339

Equivalent full-time student unit value

Base Unit

EFTSL Load (UGrad)

EFTSL Load (PGrad)

ugradEftsuLoad

pgradEftsuLoad

Units > Unit Details > Edit Details

TEXT

0125

10

-

-

-

E354

Unit of study code

Base Unit

Unit Id /

Provider other unit Id

eduUnitId /

eduProviderOtherUnitId

Units > Unit Details > Edit Details

TEXT

null

10

-

-

-

E489

Unit of Study Census date

Scheduled Unit

HEIMS Census Date

destCensusDate

Units > Scheduled Unit details > Edit Scheduled

TEXT

000000

8

-

-

-

E464

Discipline group code

Base Unit

HEIMS Discipline

destDiscipline

Units > Unit Details > Edit Details

TEXT

000000

6

-

-

-

E329

Mode of attendance code

Course Enrolment

HEIMS Mode of Attendance

destModeOfAttendance

Student > Course Enrolment > Course

SELECT

1

1

-

-

-

E477

Campus Postcode

Provider

Post Code

postalCode

Providers> Edit Details

TEXT

99999

5

-

-

-

E358

Citizen/resident indicator

Course Enrolment

HEIMS Resident Indicator

destResidentIndicator

Student > Course Enrolment > Course

SELECT_LONG

1

1

-

-

-

E392

Differential-HECS indicator

Course Enrolment

HEIMS Contribution Indicator

destContributionIndicator

Student > Course Enrolment > Course

SELECT

0

1

-

-

-

E490

Student Status code

Single unit enrolment

unit_enrolment_destE490

destE490

Student > Summary > Edit single Unit enrolment record

SELECT

null

3

-

-

-

E384

HECS, OLDPS, PELS, BOTPLS amount prior to exemption

Single unit enrolment

Unit Fee

unit_enrolment_unitFee

Student > Summary > Edit single Unit enrolment record

TEXT

00000

8

-

-

-

E381

HECS, OLDPS, PELS, BOTPLS amount paid - semester

Single unit enrolment

Upfront Payment

paidUpfront

Student > Summary > Edit single Unit enrolment record

TEXT

00000

8

-

-

-

E529

Loan fee

Single unit enrolment

HEIMS Loan Fee

destLoanFee

Student > Summary > Edit single Unit enrolment record

TEXT

00000

8

-

-

-

E488

Commonwealth Higher Education Student Support Number (CHESSN)

Student

CHESSN No.

chessenNo

Student > Student Details > Edit details

TEXT

N/A

10

-

-

-

E337

Work experience in industry indicator

Base Unit

HEIMS Work Experience Indicator

destWorkExperienceIndicator

Units > Unit Details > Edit Details

SELECT

0

1

-

-

-

E390

Permanent resident status

Course Enrolment

HEIMS HELP Eligibility

destEligibility

Student > Course Enrolment > Course

SELECT

0

1

-

-

-

E551

Summer school indicator

Scheduled Unit

HEIMS Summer School

destE551

Units > Scheduled Unit details > Edit Scheduled

SELECT

1

1

-

-

-

E558

Unit of study HELP Debt

Single unit enrolment

Funding Amount

fundingAmount

Student > Summary > Edit single Unit enrolment record

TEXT

0

8

-

-

-

N.A.

Filler

-

-

-

-

ASCII_FILLER

-

50

-

-

-

N.A.

Filler

-

-

-

-

ASCII_FILLER

-

1

-

-

-

Higher Education Student submission guidelines

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

Each record in the LL file must have a unique combination of values for:

Workflow

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 transfering into HEPCAT.

 Click here to expand...1. how to generate a Load Liability file (LL)

  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 Load Liability file (LL) 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 Unit 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

Click here for more information on File Scope and structures 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.

You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.

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