Objective

The article outlines all elements on the Student Enrolment (EN) file in details, EN scope and file structure. Aim to assist you understand the EN file, so you can produce the file from Paradigm and upload to HEPCAT.

Complexity: HIGH

Page Contents

Assumptions

The user has entered required data to generate the Student 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

Enrolment File Fields

All Fields Marked with * are required to produce a compliant Enrolment 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 2019
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*	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Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn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 Student Status	Select all of the (E490) Student Status Codes to be reported to HEIMS
HEIMS Revision Number	Only select this number only you are producing a EN revision file
Report Mode	Non-Checking Mode (Super-duper fast) Non-Interactive Mode (Files will be emailed) On Screen Summary Mode (Fast Mode) On Screen Full details Mode (Show all output per student)

Enrolment 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
E313	Student identification code	Student	Student No.	studentNumber	Student > Student Details > Edit details	TEXT	N/A	10	N/A
E307	Course code	Base Course	Id	eduProgramId	Courses > Edit Details	TEXT	N/A	10	N/A
E314	Date of birth	Student	DOB	birthDate	Student > Student Details > Edit details	DATE	N/A	8	N/A
E315	Gender code	Student	Gender	gender	Student > Student Details > Edit details	SELECT	N/A	1	N/A
E316	Aboriginal and Torres Strait Islander code	Student	DEST_316	destE316	Student > Student Details > Edit details	SELECT		1
E319	Location code of semester/term residence	Student	DEST_319	destE319	Student > Student Details > Edit details	POSTCODE		5
E320	Location code of permanent home residence	Student	DEST_320	destE320	Student > Student Details > Edit details	POSTCODE		5
E327	Basis for admission to current course					SELECT_LONG		2
E330	Type of attendance code					SELECT		1
E346	Country of birth code	Student				SELECT		4
E347	Year of arrival in Australia	Student				YEAR		4
E348	Language spoken at home code	Student				SELECT		4
E565	Credit offered value					TEXT		4
E566	Credit/status Higher Education Provider code					SELECT		4
E369	Tertiary entrance score					SELECT_TERT		3
E386	Disability	Student				MULTI_SELECT		8
E460	Total Previous RTS EFTSU	Student				TEXT		4
E465	Separation Status code					SELECT		1
E476	Commencing Location	Student				LOCATION		5
E486	Name of Town/Locality for the student	Student				TEXT		27
E500	Overseas student tuition fee	-	-	-	-	TEXT	-	5	Yes
E493	Highest educational attainment prior to commencement	Student				SELECT_YEAR		6
E487	Scholarship-Type					SELECT		2
E488	Commonwealth Higher Education Student Support Number (CHESSN)					TEXT		10
E415	Reporting year and period code					INPUT		5
E560	Credit used value					TEXT		4
E561	Details of prior study for which credit was offered					SELECT		4
E562	Field of education of prior VET study for which credit was offered					SELECT		4
E563	Level of education of prior VET study for which credit was offered					SELECT		3
E564	Type of provider where VET study was undertaken					SELECT		2
E572	Year left school					SELECT		4
N.A.	Filler					ASCII_FILLER		50
E573	Highest educational attainment of parent/guardian 1					SELECT		2
E574	Highest educational attainment of parent/guardian 1					SELECT		2
N.A.	Filler					ASCII_FILLER		4
E593	Higher degree by research end.user engagement codewww					MULTI_SELECT		10

Element Name	E-Number	Position within the Flat file	Width or no of Characters	Data Type	Location Within Paradigm
Student identification code	E313	1-10	10	Alphanumeric	Student >Student details > Edit Details
Course code	E307	11-20	10	Alphanumeric	Student > Course Enrolment > Course
Date of Birth	E314	21-28	8	Numeric	Student >Student details > Edit Details
Gender code	E315	29	1	Alphanumeric	Student >Student details > Edit Details
Aboriginal and Torres Strait Islander code	E316	30	1	Numeric	Student >Student details > Edit Details
Location code of term residence	E319	31-35	5	Alphanumeric	Student >Student details > Edit Details
Location code of permanent home residence	E320	36-40	5	Alphanumeric	Student >Student details > Edit Details
New basis for admission to current course	E327	41-42	2	Numeric	Student > Course Enrolment > Course
Type of attendance code	E330	43	1	Numeric	Student > Course Enrolment > Course
Country of birth code	E346	44-47	4	Numeric	Student >Student details > Edit Details
Year of arrival in Australia	E347	48-51	4	Alphanumeric	Student >Student details > Edit Details
Language spoken at home code	E348	52-55	4	Numeric	Student >Student details > Edit Details
Credit offered value	E565	56-59	4	Numeric	Student > Course Enrolment > Course
Credit/status Higher Education Provider code	E566	60-63	4	Numeric	Student > Course Enrolment > Course
Tertiary entrance score	E369	64-66	3	Numeric	Student > Course Enrolment > Course
Disability	E386	67-74	8	Numeric	Student >Student details > Edit Details
Previous RTS EFTSL	E460	75-78	4	Numeric	Student >Student details > Edit Details
Separation status of Higher Degree Research students	E465	79	1	Numeric	Student >Student details > Edit Details
Commencing location code of permanent home residence	E476	80-84	5	Alphanumeric	Student >Student details > Edit Details
Name of suburb/town/locality for the student	E486	85-111	27	Alphanumeric	Student >Student details > Edit Details
Overseas student fee	E500	112-116	5	Numeric	Course > Edit details
Highest educational participation prior to commencement	E493	117-122	6	Alphanumeric	Student >Student details > Edit Details
Scholarship code	E487	123-124	2	Numeric	Student > Course Enrolment > Course
Commonwealth Higher Education Student Support Number (CHESSN)	E488	125-134	10	Alphanumeric	Student >Student details > Edit Details
Reporting Year / Period	E415	135-139	5	Numeric	Data input when report is generated
Credit used value	E560	140-143	4	Numeric	Student > Course Enrolment > Course
Details of prior study for which credit was offered	E561	144-147	4	Numeric	Student > Course Enrolment > Course
Field of education of prior VET study for which credit was offered.	E562	148-151	4	Numeric	Student > Course Enrolment > Course
Level of education of prior VET study for which credit was offered.	E563	152-154	3	Numeric	Student > Course Enrolment > Course
Type of provider where VET study was undertaken	E564	155-156	2	Numeric	Student > Course Enrolment > Course
Year Left School	E572	157-160	4	Alphanumeric	Student > Course Enrolment > Course
Filler 50 spaces	N.A.	161-210	50	Alphanumeric	N/A
Highest educational attainment of parent/guardian 1	E573	211-212	2	Alphanumeric	Student > Course Enrolment > Course
Highest educational attainment of parent/guardian 2	E574	213-214	2	Alphanumeric	Student > Course Enrolment > Course
Filler 4 spaces	N.A.	215-218	4	Alphanumeric	N/A
Higher degree by research end‑user engagement code	E593	219-228	10	Numeric

Implications

Each record in the EN file must have a unique combination of values for:
- Student identification code (element 313)
- Course code (element 307)
- Reporting year and period code (element 415).
These elements are the key identifiers for a student's enrolment record. Enrolment records must also have consistent values for:
- Student identification code (element 313)
- Date of birth (element 314)
- Gender code (element 315)
- Commonwealth Higher Education Student Support Number (CHESSN) (element 488).
A record to be revised will be matched on these elements.
All records reported on the EN file must have a matching record on the LL file where the Reporting year and period code (element 415) is equal to the year component of the a Unit of study census date (element 489).

Once all three have been validated HEPCAT automatically embeds a snapshot of the data from the DU file into the set. The DU file is never submitted to the department unless specifically requested.

The data for this report is from the students application data. It is imperative that data entry is accurate and formatted in a consistent manner to ensure a minimum number of errors in the reports.

This data is to be reported via HEPCAT by the reporting deadlines associated with each census date.

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. How to generate Student file (EN)

Click on the Report tab on the side menu
Click on the HEIMS option in the side menu
Click on the Get Report button next to the Enrolment file (EN) section.
Select the required options as outlined above
Click on the Produce report button.
If the report contains any warnings, corrections to the Enrolment data is required, return to the Students record, correct the data and re run this report.
Once the data is clean with no error messages export the file, then import it into HEPCAT.

Related Pages

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Student Enrolment (EN) File