Objective

This article outlines all elements on the Student Load (LL) file in details, LL file scope and structure. It aims to assist you to understand LL file, so you know how to produce the file from Paradigm and import it into HEPCAT, follow by validating your data.

Complexity: HIGH

Page Contents

Assumptions

The user has entered required data to generate the Load Liability 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

The Student Load Liability (LL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study undertaken in the reporting year. This file is used in the Student submission.

Fields on produce LL file page

All Fields Marked with * are required to produce a compliant Load Liability 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*	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.
Census Date From
Census Date To
Unit Enrolment Status*	Applied Completed Confirmed Deferred Enrolled Exempt Incomplete Internal Offered Provisional Withdrawn
HEIMS Revision Number	Select this number only if producing a LL revision file
Report Mode	Non-Checking Mode Non-Interactive Mode (Files will be emailed) On Screen Summary Mode On Screen Full details Mode

Load Liability File Structure

Element	Element Name	Paradigm Entities	Paradigm Internal Field Names	Default Paradigm field labels	Paradigm Menu Location	Field Type	Default Paradigm Value	Width	Derived Field	Derived Method	Comment
E313	Student identification code	Student	Student No.	studentNumber	Student > Student Details > Edit details	TEXT	N/A	10	N/A
E307	Course code	Base Course	Id	eduProgramId	Courses > Edit Details	TEXT	N/A	10	N/A
E534	Course of study commencement date	Course Enrolment	Start Date	startDate	Student > Course Enrolment > Course	TEXT	000000	6	N/A
E333	Academic organisational unit code	-	-	-	-	TEXT		3	Yes	The field is re	return substr($temp_survey_dtls->surveyAcademicOrgByPartyId($survey_unit_dtls->data_fields["providerPartyId"])
E339	Equivalent full-time student unit value	Base Unit	EFTSL Load (UGrad) EFTSL Load (PGrad)	ugradEftsuLoad pgradEftsuLoad	Units > Unit Details > Edit Details	TEXT	0125	10	N/A
E354	Unit of study code	Base Unit	Unit Id	eduUnitId	Units > Unit Details > Edit Details	TEXT		10
E489	Unit of Study Census date					TEXT		8
E464	Discipline group code					TEXT		6
E329	Mode of attendance code					SELECT		1
E477	Campus Postcode					TEXT		5
E358	Citizen/resident indicator					SELECT_LONG		1
E392	Differential-HECS indicator					SELECT		1
E490	Student Status code					SELECT		3
E384	HECS, OLDPS, PELS, BOTPLS amount prior to exemption	Single unit enrolment	Unit Fee	unit_enrolment_unitFee	Student > Summary > Edit single Unit enrolment record	TEXT		8
E381	HECS, OLDPS, PELS, BOTPLS amount paid - semester	Single unit enrolment	Upfront Payment	paidUpfront	Student > Summary > Edit single Unit enrolment record	TEXT		8
E529	Loan fee	Single unit enrolment	HEIMS Loan Fee	destLoanFee	Student > Summary > Edit single Unit enrolment record	TEXT		8
E488	Commonwealth Higher Education Student Support Number (CHESSN)	Student	CHESSN No.	chessenNo	Student > Student Details > Edit details	TEXT	N/A	10	N/A
E337	Work experience in industry indicator	Base Unit	HEIMS Work Experience Indicator	HEIMS Work Experience Indicator	Units > Unit Details > Edit Details	SELECT		1
E390	Permanent resident status					SELECT		1
E551	Summer school indicator	Scheduled Unit	HEIMS Summer School	destE551	Units > Scheduled Unit details > Edit Scheduled	SELECT		1
E558	Unit of study HELP Debt	Single unit enrolment	Funding Amount	fundingAmount	Student > Summary > Edit single Unit enrolment record	TEXT		8
N.A.	Filler	-	-	-	-	ASCII_FILLER	-	50
N.A.	Filler	-	-	-	-	ASCII_FILLER	-	1

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
Course of study commencement date	E534	21-26	6	Alphanumeric	Student > Course Enrolment > Course
Academic organisational unit code	E333	27-29	3	Alphanumeric	Provider > Edit Details
Equivalent Full‑Time Student Load	E339	30-39	10	Numeric	Units > Unit Details > Edit details
Unit of study code	E354	40-49	10	Alphanumeric	Units > Unit Details > Edit details
Unit of Study Census date	E489	50-57	8	Alphanumeric	Units > Scheduled Unit details > Edit Schedule
Discipline code	E464	58-63	6	Numeric	Units > Unit Details > Edit details
Mode of attendance code	E329	64-64	1	Numeric	Student > Course Enrolment > Course
Postcode or overseas country code location of Higher Education/VET provider campus/delivery location	E477	65-69	5	Alphanumeric
Citizen/resident indicator	E358	70-70	1	Numeric	Student > Course Enrolment > Course
Maximum student contribution indicator	E392	71-71	1	Numeric	Student > Course Enrolment > Course
Student Status code	E490	72-74	3	Numeric	Student > Course Enrolment > Course
Total amount charged	E384	75-82	8	Numeric	Student > Academic record > Edit
Amount paid up front	E381	83-90	8	Numeric	Student > Academic record > Edit
Loan fee	E529	91-98	8	Numeric	Student > Academic record > Edit
Commonwealth Higher Education Student Support Number (CHESSN)	E488	99-108	10	Alphanumeric	Student >Student details > Edit Details
Work experience in industry indicator	E337	109-109	1	Numeric	Unit > Unit Details > Edit Details
Permanent resident eligibility for HELP assistance	E390	110-110	1	Numeric	Student > Course Enrolment > Course
Summer and Winter school indicator	E551	111-111	1	Numeric	Units > Scheduled Unit details > Edit Schedule
Unit of study HELP Debt	E558	112-119	8	Numeric	Student > Course Enrolment > Units
Filler 50 spaces	N.A.	120-169	50	Alphanumeric	N/A
Filler 1 space	N.A.	170-170	1	Alphanumeric	N/A

Higher Education Student submission guidelines

Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.

Each record in the LL file must have a unique combination of values for:

Student identification code (element 313)
Course code (element 307)
Academic organisational unit code (element 333)
Unit of study code (element 354)
Unit of study census date (element 489)
Commonwealth Higher Education Student Support Number (CHESSN) (element 488).

Workflow

Warning:

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.

Click here to expand...1. how to generate a Load Liability file (LL)

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 Load Liability file (LL) section.
Select the required options as outlined above
Click on the Produce Report button.
If the report contains any warnings, corrections to the Student Unit 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.

Related Pages

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Student Load / Load Liability file (LL)