Overview
Objective
Upon completion of this KB the User will be able to produce and validate the Commonwealth Assisted Student File (DU) 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
All Fields Marked with * are required to produce a compliant Commonwealth Assisted Student 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 |
| Period Number | Select 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* |
|
| 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* |
|
| HEIMS Revision Number | Select this number only if producing a DU revision file |
| Report Mode |
|
Commonwealth Assisted Students File 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 |
Gender code | E315 | 30 | 1 | Alphanumeric | Student > Student Details > Edit details |
Course code | E307 | 31-40 | 10 | Alphanumeric | Student > Course Enrolment > Course |
Student title | E405 | 41-55 | 15 | Alphanumeric | Student > Student Details > Edit details |
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 |
Postal address – part 1 | E406 | 131-168 | 38 | Alphanumeric | Student > Student details > Edit Contact info |
Postal address – part 2 | E407 | 169-206 | 38 | Alphanumeric | Student > Student details > Edit Contact info |
Postal address – suburb/town | E466 | 207-233 | 27 | Alphanumeric | Student > Student details > Edit Contact info |
Postal address – state | E467 | 234-236 | 3 | Alphanumeric | Student > Student details > Edit Contact info |
Postal address – postcode | E409 | 237-240 | 4 | Alphanumeric | Student > Student details > Edit Contact info |
Postal address – country name | E468 | 241-260 | 20 | Alphanumeric | Student > Student details > Edit Contact info |
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 | N.A. | 391-399 | 9 | Alphanumeric | N/A |
Commonwealth Higher Education Student Support Number (CHESSN) | E488 | 400-409 | 10 | Alphanumeric | Student > Student details> Edit Details |
Implications
This report is Part 1 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 Commonwealth Assisted File (DU) section.
- Select the required options as outlined above
- Click on the Produce report button.
- 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.
- 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 to http://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.