Higher Education Providers (HEPs) approved under the Higher Education Support Act 2003 (HESA) must report data for all domestic and overseas students enrolled or undertaking a course of study leading to a higher education award at the institution.
The data reported in each record in the Student Enrolment (EN) File provide a profile of the student (e.g. date of birth, gender, home location, country of birth).
Each record provides information for a particular student/course combination for a reporting period. Generally there is only one enrolment and course record in the enrolment file for each student. However, where a particular student is undertaking more than one course in the same reporting period there may be more than one record for that student in the EN File.
TIMING
Timing of submissions is shown in the Timing Matrix for the relevant year which is available from the HEIMSHELP website.
STRUCTURE
The EN File is one of three files incorporated in the Student Submission. The others are the Student Load Liability (LL) File and the Commonwealth Assisted Students (DU) Submission.
Information about the structure and the elements that are included in the EN Submission can be found in the structure document for the relevant reporting year. This is available on the HEIMSHELP website.
Each record in the EN File must have a unique combination of values for:
Records with a matching value for the Student Identification Number (E313) must have consistent values for:
- Date of Birth (E314)
- Gender (E315) and
- Commonwealth Higher Education Student Support Number (CHESSN) (E488)
Where a unit(s)of study has been omitted from a previous submission due to administrative error or change in study program, an enrolment record reported in the current EN File will have a value for the Reporting Year/Period (E415) equal to the year component of the Unit of Study Census Date (E489) in the matching load record.
Records with no matching Student Load/Liability records are excluded.
REVISIONS TO STUDENT ENROLMENT DATA
Data previously reported in the EN File as part of a Student Submission can only be revised by coordinating the change through DEEWR.
Detailed information on how to revise previously reported enrolment data is available in the Higher Education Revision Guides on the HEIMSHELP website.
For more information about terms used in this document please refer to the Glossary on the HEIMSHELP website.