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Overview



Objective

Upon completion of this KB the User will be able to produce and validate the HEIMS TFN Lookup File (TL) ready for import into HEPCAT

Assumptions

  • The user has Admin access 
  • 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

All Fields Marked with * are required to produce a compliant TFN Look up file


Field NameBrief Overview
Institution*Select the Institution(s) that the report is being submitted for. If Multiple select as many as required
HEP Provider*
HEIMS Report*From the Drop down field select the Collection Year that the report is for
Period NumberSelect the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2
Submission Year*Enter the Year the submission is for e.g 2018
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.
Unit Enrolment Status*
  • Applied
  • Completed
  • Confirmed
  • Deferred
  • Enrolled
  • Exempt
  • Incomplete
  • Internal Offered
  • Provisional
  • Withdrawn
HEIMS Revision NumberSelect this number only if producing a TL revision file
Report Mode
  • Non-Checking Mode
  • Non-Interactive Mode (Files will be emailed)
  • On Screen Summary Mode
  • On Screen Full details Mode


TFN Look 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

Tax file number

E416

11-21

11

Numeric

Student > Student Details > Edit details

Date of birth

E314

22-29

8

Numeric

Student > Student Details > Edit details

Filler 26 spaces

N.A.

30-55

26

Alphanumeric

N/A

Student surname

E402

56-85

30

Alphanumeric

Student > Student Details > Edit details

Student given name – first

E403

86-100

15

Alphanumeric

Student > Student Details > Edit details

Student given name – others

E404

101-130

30

Alphanumeric

Student > Student Details > Edit details

Filler 130 spaces

N.A.

131-260

130

Alphanumeric

N/A

Address of permanent home residence – part 1

E410

261-298

38

Alphanumeric

Student > Student details >  Edit Contact info

Address of permanent home residence – part 2

E411

299-336

38

Alphanumeric

Student > Student details >  Edit Contact info

Residential address – suburb/town

E469

337-363

27

Alphanumeric

Student > Student details >  Edit Contact info

Residential address – state

E470

364-366

3

Alphanumeric

Student > Student details >  Edit Contact info

Address of permanent home residence – postcode

E413

367-370

4

Alphanumeric

Student > Student details >  Edit Contact info

Residential address – country name

E471

371-390

20

Alphanumeric

Student > Student details >  Edit Contact info

Filler 19 spaces

N.A.

391-409

19

Alphanumeric

N/A

Implications

This report is a stand alone report and enables Institutions to check TFNs and personal information for new students to ensure their details can be matched with data held by the ATO.

This report does not have specific submission date requirements and can be used at any time to verify a students TFN.

Workflow

  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 TFN look up file (TF) 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 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

For more information on File Scope and structures go tohttp://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav 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 here you will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.



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