Objective
Upon completion of this KB the User will be able to produce and validate the Enrolment File (EN) 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
Enrolment Field Fields
All Fields Marked with * are required to produce a compliant Enrolment 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* |
|
| 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 Student Status | Select all of the (E490) Student Status Codes to be reported to HEIMS |
| HEIMS Revision Number | Select this number only if producing a EN revision file |
| Output to DESTPAC (Do not Tick for HEPCAT) | |
| Report Mode |
|
Enrolment 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 |
Course code | E307 | 11-20 | 10 | Alphanumeric | Student > Course Enrolment > Course |
Date of Birth | E314 | 21-28 | 8 | Numeric | Student >Student details > Edit Details |
Gender code | E315 | 29 | 1 | Alphanumeric | Student >Student details > Edit Details |
Aboriginal and Torres Strait Islander code | E316 | 30 | 1 | Numeric | Student >Student details > Edit Details |
Location code of term residence | E319 | 31-35 | 5 | Alphanumeric | Student >Student details > Edit Details |
Location code of permanent home residence | E320 | 36-40 | 5 | Alphanumeric | Student >Student details > Edit Details |
New basis for admission to current course | E327 | 41-42 | 2 | Numeric | Student > Course Enrolment > Course |
Type of attendance code | E330 | 43 | 1 | Numeric | Student > Course Enrolment > Course |
Country of birth code | E346 | 44-47 | 4 | Numeric | Student >Student details > Edit Details |
Year of arrival in Australia | E347 | 48-51 | 4 | Alphanumeric | Student >Student details > Edit Details |
Language spoken at home code | E348 | 52-55 | 4 | Numeric | Student >Student details > Edit Details |
Credit offered value | E565 | 56-59 | 4 | Numeric | Student > Course Enrolment > Course |
Credit/status Higher Education Provider code | E566 | 60-63 | 4 | Numeric | Student > Course Enrolment > Course |
Tertiary entrance score | E369 | 64-66 | 3 | Numeric | Student > Course Enrolment > Course |
Disability | E386 | 67-74 | 8 | Numeric | Student >Student details > Edit Details |
Previous RTS EFTSL | E460 | 75-78 | 4 | Numeric | Student >Student details > Edit Details |
Separation status of Higher Degree Research students | E465 | 79 | 1 | Numeric | Student >Student details > Edit Details |
Commencing location code of permanent home residence | E476 | 80-84 | 5 | Alphanumeric | Student >Student details > Edit Details |
Name of suburb/town/locality for the student | E486 | 85-111 | 27 | Alphanumeric | Student >Student details > Edit Details |
Overseas student fee | E500 | 112-116 | 5 | Numeric | Course > Edit details |
Highest educational participation prior to commencement | E493 | 117-122 | 6 | Alphanumeric | Student >Student details > Edit Details |
Scholarship code | E487 | 123-124 | 2 | Numeric | Student > Course Enrolment > Course |
Commonwealth Higher Education Student Support Number (CHESSN) | E488 | 125-134 | 10 | Alphanumeric | Student >Student details > Edit Details |
Reporting Year / Period | E415 | 135-139 | 5 | Numeric | Data input when report is generated |
Credit used value | E560 | 140-143 | 4 | Numeric | Student > Course Enrolment > Course |
Details of prior study for which credit was offered | E561 | 144-147 | 4 | Numeric | Student > Course Enrolment > Course |
Field of education of prior VET study for which credit was offered. | E562 | 148-151 | 4 | Numeric | Student > Course Enrolment > Course |
Level of education of prior VET study for which credit was offered. | E563 | 152-154 | 3 | Numeric | Student > Course Enrolment > Course |
Type of provider where VET study was undertaken | E564 | 155-156 | 2 | Numeric | Student > Course Enrolment > Course |
Year Left School | E572 | 157-160 | 4 | Alphanumeric | Student > Course Enrolment > Course |
Filler 50 spaces | N.A. | 161-210 | 50 | Alphanumeric | N/A |
Highest educational attainment of parent/guardian 1 | E573 | 211-212 | 2 | Alphanumeric | Student > Course Enrolment > Course |
Highest educational attainment of parent/guardian 2 | E574 | 213-214 | 2 | Alphanumeric | Student > Course Enrolment > Course |
Filler 4 spaces | N.A. | 215-218 | 4 | Alphanumeric | N/A |
Higher degree by research end‑user engagement code | E593 | 219-228 | 10 | Numeric |
Implications
This report is Part 2 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 Enrolment file (EN) section. - Select the required options as outlined above
- Click on the Produce report
button. - If the report contains any warnings, corrections to the Enrolment 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