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Objective

This article outlines the workflows for users on how to to Search, Add and Edit Course records.

Complexity: HIGH

Page Contents

Assumptions

  • The User has the minimum required level to access the Course tab

  • The User has an understanding of the Australian Tertiary Education System / VET Sector

  • The User has an understanding of HEPCAT / TCSI and HEIMS reporting / AVETMISS reporting

  • The User has an Understanding of HEIMS element numbers

Key terms and concepts

System Required Fields

Requirements

Required Fields

System

Course ID

Operationally Viable

Course Name

Course status

Course provider

Course description

Course level

Course type

Funding type

Course fee

Unit grade type

Assessment grade type

Allow online application

Allow international students

Allow unit enrolment from course plan


All Fields Overview

Field name

Element Number

Brief Overview

Course Id*


An abbreviated Course Name or identifier allocated by the institution to uniquely identify the Course

Course Name


The Full name of the Course, this will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc

Course Status


  • Active

  • Archived

  • Virtual

Course Major Study


Course Major can be added via the system tab, students can then have the major area of study within the Course displayed on their student record

Course Minor Study


Course Minor can be added via the system tab, students can then have the minor area of study within the Course displayed on their student record

Course Provider


Institution where this course is delivered

Course Description


A brief overview of the course, this can contain information to complete the Course, areas of study,

Course Long Description


This Course Description and contain all of the information required about the Course eg Admission criteria requirements, units covered in the Course, placements overviews, majors and minors available within the Course structure, learning outcomes, Completion requirements, future employment opportunities once the course has been completed

AHEGS Course detail


THE Australian Higher Education Graduate Statement - is a secondary transcript issued to students when they graduate, and providing a snapshot of their graduate achievements. It aims to enhance graduate mobility and employability in the global marketplace. AHEGS have Government predefined formats in which they can be delivered. This Course detail is the information about the Course of Study displayed in the AHEGS document.

AHEGS Course features


Detailed features of the Course to be features in the AHEGS - details which set this course part from others in the Education Market

AHEGS Course Pathway to further Study


Information about future study that this course can lead to eg Bachelor Course leading to Grad Dip or Masters courses

AHEGS Course accreditation


Information about the dates / yers that this current instance of this course is accredited from and to

Qualification Completion requirements


What completion requirements is the student required to complete this course of Study eg 12 week industry placement, one hour recital,

Prerequisites


What prerequisites does the student have to have completed prior to be able to secure a place within this course of study

Fees


Fee information about the Course outlining how many units, approximate costs of completing the Course

Brochure


A Copy of the Course brochure or outline can be saved here

CRICOS Code


CRICOS Codes. The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) lists all institutions (providers) and courses, which are registered to offer courses for overseas students in Australia

Post nominal


Post-nominal letters, also called post-nominal initials, post-nominal titles or designatory letters, are letters placed after a person's name to indicate that that individual holds this particular academic degree eg BMin

Course Level


  • Elicos

  • Postgraduate

  • Undergraduate

  • VET

  • Secondary

  • Non-Award

Course type


  • Coursework

  • Research

Funding Type


  • UPfront

  • APA

  • FEE-HELP

  • HECS-HELP

  • IPRS

  • MCDPRA

  • OSS-HELP

  • PELS

  • RTS

Standard Unit Fee


The dollar amount for a standard units within this Course of Study

Admin unit Fee


Any Administration Fees payable for a unit of study within the Course

Course Fee


The total fees payable to complete this Course of Study

Yearly Course Fee (Full Time)


The Cost of One year / Full time study in this Course

Yearly Course Fee (Part Time)


The Cost of One year / Part time study in this Course

ECAF Approved


Is this course approved for the Online Commonwealth assistance form? Yes / No

AQF Registered


Is this Course of study AQF Registered? Yes / No

Accredited


Is this Course Currently Accredited? Yes / No

Accreditation Date


What date did the Accreditation for this Course commence?

Accreditation Due Date


What date did the Accreditation for this Course cease?

Credit Points required


How many points are required to complete this Course of Study

Unit Grade Type


  • Grade for ELICOS

  • Possible grades you receive after completing an assessment

  • Possible grades you receive after completing a Competency

  • Possible grades you receive after completing a unit

  • Progression Level for Course

Assessment Grade Type


  • Grade for ELICOS

  • Possible grades you receive after completing an assessment

  • Possible grades you receive after completing a Competency

  • Possible grades you receive after completing a unit

  • Progression Level for Course

Program Level No


A numerical value to determine the level of this course eg Bachelor could be 7 inline with AQF levels or could be 3 if this is the highest level in a nested suite of awards

Duration (Weeks)


How many weeks of study does it take to complete the entire course

Allow Online Application


If your institution uses the Silverband Online application for can an applicant apply for this for this course via that method - Yes / No

Allow International Students


Can international Student apply for this Course - Yes / No

Allow Unit Enrolments from Course Plan


Allow student to enrol themselves via the Course plan Yes / No

Multi-Program Duration



Required Online Application Attachments


Attachments types an applicant is required to include as part of their application into this course of Study

  • Medical

  • Assessment Results

  • Email

  • Student Academic

  • Historic Transcripts

  • Historic Records

  • No Category

  • Testamur

  • Student Correspondence

Online Enrolment Tuition Balance



Maximum Credit Points Enrollable


Maximum number of credit points the student can enrol into in one study period

Minimum Credit Points Enrollable


Minimum number of credit points the student can enrol into in one study period

Credit Points Per Semester


The standard number of credit points a student can enrol into in one study period

Show Attendance for Course on Student Summary


Display the students attendance record on the Student's summary screen - Yes / No

Online Application Course Enrolment Required attachments


  • Course Letter

  • Admission

  • Course Progression

  • Course AHEGS

  • VET Fee Help Invoice

  • Academic Progression

  • General

  • No Course Category

Audition Surveys



Program_readOnly



HEIMS Fields



HEIMS Course Type

E310

A code which indicates the type of higher education/VET course

Name (HEIMS Full)

E394

The Full name of the Course, this will appear on the student's Transcript, Testamur, reports, letters, AHEGS etc

HEIMS Course Code

E307

A code which uniquely identifies each course within a Higher Education/VET Provider (Provider).

HEIMS Course of Study Code

E533

A code which uniquely identifies an enabling course or a course leading to a higher education award.

  • 0000000000 - Not a Course of Study Code

  • Any text or numbers - A Course of Study Code

HEIMS Course Load

E350

The aggregated EFTSL value for a course of study, summed across all units of study which meet the academic requirements for the course of study.

  • 00 - Non-Award Course, Cross Provider Program

  • 01 to 99 EFTSL values expressed in tenths (e.g. 4.5 is coded "45")

Special Course Code

E312

A code which identifies courses of special interest to HEIMS

Combined Course Study

E455

A code which indicates if a course of study is a combined course of study

HEIMS Education Fields

E461

A code which identifies the field of education to which the course is classified - Codes are taken from Appendix E Field of Education Classification and are available on the HEIMS Help website

HEIMS Specialisation Fields

E463

A code which identifies a specialisation within a course for which the academic requirements have or will be completed by a student or a group of students - Codes are taken from Appendix E Field of Education Classification and are available on the HEIMS Help website

HEIMS Supplementary Education Fields

E462

A code which identifies the supplementary field of education to which a Combined Course is classified

  • 000000 - Course is not a combined Course or is a non-award course

  • 0100000 to 129999 Field of Education code

HEIMS Undergraduate Loan Fee (%)


25% - the additional charge by the Government to Undergraduate students who access Fee-HELP loans. This is an additional 25% of the unit charge. Do not include the percentage symbol when entering this data

HEIMS Postgraduate Loan Fee (%)


0% - the additional charge by the Government to Postgraduate students who access Fee-HELP loans. Do not include the percentage symbol when entering this data

Areas of Study

E580

Areas of study included in a Major or Minor as part of a Course of Study.

Course Search Keywords

E581

Keywords that provide additional information not included in element E580 - Areas of study.

*The Course ID can be an institution specific code (e.g. a course abbreviation) or a system allocated code

Campus File information

Field Name

Element

Brief Overview

Id


System Allocated internal id code

Course Id


Institution allocated course code, e.g. an abbreviation of the course name

Course Provider


The institution offering this course

Course Fee Type

E536

HEIMS Code - What Funding types can students in this course access. Fee-HELP, HECS-HELP or both

Additional Entrance Criteria

E537

Is there additional criteria to gaining a place in this course other than ATAR / TER / University ranking. e.g. Audition, portfolio, UMAT test or interview.

Student Contribution

E495

Is the student accessing HECS-HELP (CSP) for this course? If yes what is the average Student contribution about for this Course.

For FEE-HELP providers answer this questions as - 99999 - Not a course with Commonwealth supported places

Tuition Fees

E496

What is the indicative cost for a domestic full time student in first year.

Entry Cut of (CSP)

E497

What was the lowest ATAR / TER score that was granted entry into this course last year for a student who obtained a HECS-HELP (CSP) place. This only applies where ATAR / TER is the only entrance requirement AND CSP places are offered.

For FEE-HELP providers answer this question as - 0000 - This course is not offered to a CSP

Entry Cut off Domestic Fee Paying

E498

What was the lowest ATAR / TER score that was granted entry into this course last year for a student who obtained a Fee-HELP place. This only applies where ATAR / TER is the only entrance requirement AND Fee-HELP places are offered.

Entry Cut QLD (CSP)

E523

What was the lowest ITI score (Queensland Scoring System) that was granted entry into this course last year for a student who obtained a HECS-HELP (CSP) place. This only applies where ATAR / TER is the only entrance requirement AND CSP places are offered.

For FEE-HELP providers answer this question as - 0000 - This course is not offered to a CSP

Entry Cut QLD Domestic Fee Paying

E524

What was the lowest ITI score (Queensland Scoring System) that was granted entry into this course last year for a student who obtained a Fee-HELP place. This only applies where ATAR / TER is the only entrance requirement AND Fee-HELP places are offered.

Eligibility Score

E552

What Score is the minimum ATAR / TER required to gain entry into this course.

QLD Eligibility Score

E555

What Score is the minimum ITI required to gain entry into this course.

Offer Year

E556

What year is the file data to be used for? Normally this file is submitted in August for the next year.

TAC Offer

E557

Does and Admission Centre handle the applications for this course?

If not the reportable value is 'Z'

Campus Operation Type

E569

Is the course delivered off-shore in any part? If yes is it a Stand alone arrangement or in partnership.

Off Shore Mode

E570

Is the Course delivered off-Shore? Is yes what is the Mode of delivery

Off Shore Delivery Indicator

E571

Is this Course delivered off Shore at all? Partially offshore? Fully offshore?

CRICOS Code


The unique provider code allocated to providers that are registered to accept international students.

If not registered for international Student leave it blank.

Implications

  • Search can be used prior to creating a new Course record to ensure that the Course name / Course Id hasn't be previously used in the system, as well as to view an existing Course record.

  • For a new course to make use of the course plan units will need to be associated with the Course. This would consist of Core units, electives and also include prerequisites to allow for course sequence and structure.

  • Editing a Course file should only be done under certain circumstances as it can have impact on historical student enrolments. Any updates need to be updated with HEIMS via the submission of a Course and Campus file set (currently via HEPCAT). If a Course is significantly different (due to re-accreditation) a new Course record should be created and reported to  HEIMS (via HEPCAT) prior to enrolling any students in to the new Course

Workflow

 1. How to Search for a Course Record

  1. Click on the Course Tab within the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course Id or Course name into the search fields

  4. For a current course ensure the Course Status is Active, for a non current course change the Course status to Archived

  5. Click on the Search Course button

  6. This will return a list of students that meet the searched criteria

  7. To filter the returned options in this box above the returned results start typing the Course name. This will reduce the number of results. 

  8. Click on the blue hyper link on the left side of the required record.

  9. The Course record has now been loaded.

 2. How to Create / Add a New Course

Be advised

Prior to Creating a new course please ensure that the Course doesn't already exist in the system. Duplicate course records will cause issues both within the system and for Government reporting.

  1. Click on the Courses tab in the side menu

  2. Click on the Add New option in the side menu

  3. Enter the Required data to create the new course. 

  4. Click the Save Course button.

 3. How to Edit a Course Record

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Click on the Search Course button.

  4. The required Course has now been loaded.

  5. Update the required information (Pleas note: the Id Code is not editable, if you try to edit it a duplicate record will be created) 

  6. Click on the Save Course button.

 4. How to Delete a Course Record

Warning

Make sure there are no students enrolled in any course prior to delete the course Paradigm.

Make sure removing the course outline rules before attempting to delete the course.

Alternatively, you can choose to refer to the above workflow for edit a course record. Change the Course Status from Active to Archive.

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded.

  5. Click on Delete Course button.

 5. How to duplicate a Course Record (based on an existing one)

Note

By doing this, the system will not override the existing Course ID and all relevant information. This is the beauty of the Paradigm, it will simply create(duplicate) a new course based on the old ones. Click on Save after you make changes.

  1. Click on the Courses tab in the Side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded.

  5. Enter the new Course ID into the Course ID field

  6. Scroll down and Click on the Save Course button.

 6. How to Add a Campus File

Be advised

Remember to create a new Campus file for each Location / Course combination

The following instructions are based on the assumption that a course has already been created.

There are two methods when adding Campus files:

  1. Create one file and update it each each with the new data.

  2. Create a new one each year.

The second option ensures that data is kept so that if HEIMS ask for a previous years campus file / data is it easily retrieved and submitted and ensures that the same data integrity. 

  1. Click on the Courses option in the side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded. 

  5. Scroll down to the Campus where Course is taught section

  6. If the course is offered at multiple locations a Campus file needs to be created for each location. 

  7. Click on the drop box  - Add the following campus where the course is taught and select location. 

  8. Click on the Add Campus button.

  9. The add campus screen has now been loaded. 

  10. Enter in the required data ensuring all required fields have a valid HEIMS compliant response.

  11. Click on the Save Campus button.

 7. How to Edit a Campus file

  1. Click on the Courses option in the side menu

  2. Click on the Search option in the side menu

  3. Enter either the Course code or the Course name in to the Course search section and click the Search Course button.

  4. The required Course has now been loaded. 

  5. Scroll down to the Campus where Course is taught section

  6. Locate the Campus file to be edited and click on the edit icon next to the record

  7. The Campus record has now been loaded. 

  8. Update the required data ensuring all required fields have a valid HEIMS compliant response.

  9. Click on the Save Campus button.

 8. How to Save an Attachment to a Course Record

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. Scroll to the bottom of the page and click the Add File Attachment button 

  10. Click on the Purpose Drop box and select the required section

  11. Click on the Category Drop Box and Select the required option

  12. Enter the name of  the Attachment

  13. Optional - Enter a brief description of the attachment

  14. Select the lowest Permission level required to view this attachment

  15. Click the Choose File button

  16. Navigate to the item to be attached

  17. Click on the Save File Attachment  button 

  18. Check for Successful save message.

 9. How to copy Course Outline / Course Plan from one course to another.

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation that you want to copy the Course outline from

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. In the Side Menu click on the Outline option

  10. The Course Outline / Course Plan details has now been loaded

  11. Click the tick boxes next to all of the Course outline rules to be copied to the new course

  12. Scroll down to the Copy Selected Constraints to the following Course drop box

  13. Select the Course that the rules are to be copied to

  14. Click on the blue Copy Selected constraints button

 10. How to copy course details to a new Course

Be advised

Do not use 2 window tabs in the same browser at the same time as it potentially corrupts the records.

The new course will require a new Course Id, this can not be duplicated.

  1. Click on the Course tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter the Course name or Abbreviation that you want to copy the Course outline from

  4. Click on the Search Course button

  5. This will return a list of Courses that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the Course name.  

  7. Click on the blue hyper link on the left side of the required record.

  8. The Course record has now been loaded.

  9. Right Click on the Course tab in the side menu

  10. Select the Open link in incognito Widow option (Alternatively use a second browser). This is so that neither record is corrupted.

  11. In the New window select the Add New option in the side menu.

  12. One window will have the original course the other will have a blank New course ready to be populated.

  13. Copy and paste the required information into the New Course.

  14. Enter any new information to the new Course.

  15. Click on the blue Save Course button in the new course

Further Reading

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