Overview

Objective

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

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

Load Liability Fields

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Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn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 Flat File Structure

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
Course of study commencement date	E534	21-26	6	Alphanumeric	Student > Course Enrolment > Course
Academic organisational unit code	E333	27-29	3	Alphanumeric	Provider > Edit Details
Equivalent Full‑Time Student Load	E339	30-39	10	Numeric	Units > Unit Details > Edit details
Unit of study code	E354	40-49	10	Alphanumeric	Units > Unit Details > Edit details
Unit of Study Census date	E489	50-57	8	Alphanumeric	Units > Scheduled Unit details > Edit Schedule
Discipline code	E464	58-63	6	Numeric	Units > Unit Details > Edit details
Mode of attendance code	E329	64-64	1	Numeric	Student > Course Enrolment > Course
Postcode or overseas country code location of Higher Education/VET provider campus/delivery location	E477	65-69	5	Alphanumeric
Citizen/resident indicator	E358	70-70	1	Numeric	Student > Course Enrolment > Course
Maximum student contribution indicator	E392	71-71	1	Numeric	Student > Course Enrolment > Course
Student Status code	E490	72-74	3	Numeric	Student > Course Enrolment > Course
Total amount charged	E384	75-82	8	Numeric	Student > Academic record > Edit
Amount paid up front	E381	83-90	8	Numeric	Student > Academic record > Edit
Loan fee	E529	91-98	8	Numeric	Student > Academic record > Edit
Commonwealth Higher Education Student Support Number (CHESSN)	E488	99-108	10	Alphanumeric	Student >Student details > Edit Details
Work experience in industry indicator	E337	109-109	1	Numeric	Unit > Unit Details > Edit Details
Permanent resident eligibility for HELP assistance	E390	110-110	1	Numeric	Student > Course Enrolment > Course
Summer and Winter school indicator	E551	111-111	1	Numeric	Units > Scheduled Unit details > Edit Schedule
Unit of study HELP Debt	E558	112-119	8	Numeric	Student > Course Enrolment > Units
Filler 50 spaces	N.A.	120-169	50	Alphanumeric	N/A
Filler 1 space	N.A.	170-170	1	Alphanumeric	N/A

Implications

This report is Part 3 of 3 for the Student Submission file set.

The set are the Enrolment (EN), Load Liability (LL) and Help Due (DU). The 3 reports must be validated in this order.

DU
EN
LL

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.

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

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 Load Liability file (LL) section.
Select the required options as outlined above
Click on the Produce Report button.
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.
Once the data is clean with no error messages export the file, then import it into HEPCAT.

Student Load / Load Liability file (LL)