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Objective

This article outlines the workflow on how to update HEIMS password through Paradigm. Each provider are required to update their HEIMS password every 28 days.

It also provides the steps on how to request eCAF and fetch eCAF status in your Paradigm system.

Complexity: HIGH

Page Contents

Assumptions

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

  • The User has an understanding that making changes within this section has system wide implications.

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

Key terms and concepts

Field name

Brief Overview

Username

This is the Institutions user name to log into the CHESSN system via API to obtain student data

Current Password

The Old (expiring) password

New Password

New Password meeting the password policy as outlined below

Confirm password

Password repeated to confirm

Last updated HEIMS login

How long ago the Password was last updated

Implications

The HEIMS login script or Get CHESSN Button allows for Paradigm to log into HEIMS portal and obtain CHESSNs automatically for students as required. To maintain a high level of security HEIMS requires the password to be updated every 28 days.

The requirements to change the password are:

  • Enter the current password in order to set the new one.

  • A minimum of 8 characters.

  • At least one numeric character.

  • At least one special character.

  • At least one uppercase character.

  • And must be different to the previous 10 passwords used.

The system records when the password was last changed to help with resetting reminders.

Workflow

 1. How to update the HEIMS Login Password

Note

We recommend that each institution sets a recurring calendar appointment as a reminder to update the password to ensure the 28-day expiry is never reached.

Contact HEIMS helpdesk via https://heimshelp.education.gov.au/support/contact to request a new password.

Important Note: make sure you request for your account to be Active and has access to CHESSN.

  1. Click on the System tab in the side menu

  2. Click on the Update HEIMS Login in the side menu

  3. Enter the Current Password

  4. Enter the New password that meets all of the password requirements

  5. Confirm passwords by re-entering it.

  6. Click the Update DEST / HEIMS password button

 2. How to renew a forgotten / Expired eCAF API password

Note

Once the new password has been accepted by the eCAF portal, please provide the updated login details in a Jira ticket to Silverband Helpdesk and confirm Paradigm/API/ eCAF integration is fully operational (This step is very critical, you need to make sure that your eCAF login account has access to API in order for authentication to work).

  1. Contact HEIMS helpdesk via  https://heimshelp.education.gov.au/support/contact to request a new password.

  2. The HEIMS Helpdesk will supply a temporary password.

  3. Log into https://ecaf.education.gov.au/provider and enter the API username and temporary password.

  4. The eCAF site will request a new password

 3. How to Request eCAF and Fetch eCAF Status

Be advised

The student who applied for eCAF needs to have at least one Unit enrolment, as well as the unit enrolment census date needs to be in future (has to be one day later than today).

  1. Load a Student

  2. On the Student summary screen, at the Course enrolment section

  3. Click on Action button, select the ‘Edit Course Enrolment’

  4. Click on the Actions button against the current enrolled course, select ‘Online eCAF submission’

  5. It will bring you to a new eCAF edit page, this page draws information from student details, course enrolment and unit enrolment pages.

  6. Make sure eCAF Type and Citizenship fields are filled out on the course enrolment HEIMS section.

  7. You will check HEIMS Census Date has filled out

  8. After all fields have been filled out correctly, click on Request eCAF button.

  9. The system sends data to the government, who then send emails to your students

  10. You will come back to this page, click on Fetch eCAF status button from time to time

  11. You can check the eCAF Student Status located at the top of the screen

  12. eCAF Remote ID number is the unique identification number from eCAF system

Further Reading

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