Overview
Objective
Upon completion of this KB the User will be able to produce and validate the Course File (CO) ready for import into HEPCAT
Assumptions
- The user has Admin access
- The user has entered required data to generate the Course 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 Course 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 |
| Offer Year* | Enter the Offer Year 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 |
|
| Course Status* |
|
| Only report Courses accredited during June of the Offer year above |
Course of Study Flat File Structure
Element Name | E-Number | Position within the Flat file | Width or no of Characters | Data Type | Location Within Paradigm |
|---|---|---|---|---|---|
Course of study code | E533 | 1-10 | 10 | Alphanumeric | Course > Edit details |
Course of study name | E394 | 11-82 | 72 | Alphanumeric | Course > Edit details |
Course code | E307 | 83-92 | 10 | Alphanumeric | Course > Edit details |
Course name – full | E308 | 93-164 | 72 | Alphanumeric | Course > Edit details |
Course of study type code | E310 | 165-166 | 2 | Numeric | Course > Edit details |
Field of education code | E461 | 167-172 | 6 | Numeric | Course > Edit details |
Special course type code | E312 | 173-174 | 2 | Numeric | Course > Edit details |
Course of study load | E350 | 175-176 | 2 | Numeric | Course > Edit details |
Field of education supplementary code | E462 | 177-182 | 6 | Numeric | Course > Edit details |
Combined course of study indicator | E455 | 183 | 1 | Numeric | Course > Edit details |
Filler 50 spaces | N.A. | 184-233 | 50 | Alphanumeric | N/A |
Reporting Year and Period Code | E415 | 234-238 | 5 | Numeric | This data is taken from the report generation selection input |
Implications
Please note that these 2 reports (Course and Campus) must be validated and submitted together, however when adding them to the submission the Course must be listed first). If the reports are submitted in the wrong order the Campus file will fail to validate.
To select the required data for this report only the fees section needs to be updated each year. Only when reacrediting or adding new courses does the remaining data need to be changed. If you do make other alterations outside of reaccreditation your Course file will fail to validate in HEPCAT. Each year this file must be submitted no later than close of business 30th September.
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 Course File (CO) section.
- Select the required options as outlined above
- Click on the Produce report button.
- If the report contains any warnings, corrections to the Course data is required, return to the Course 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
Campus File Submission
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.