Higher Education Staff Data Collection - 2014 Reporting Requirements

2014 reporting year

This page provides information about the data requirements for the higher education staff data collection 2014 reporting year. Select the tabs below for the information you need.

2014 Ministerial Notice

The 2014 Ministerial Notice was issued on 27 March 2013. An update to the notice was released on 16 October 2013. The 2014 Reporting Requirements and Change Control document includes information about any changes that have been made since the 2013 reporting year to the files and elements included in the data collection and when you need to report and verify your data.

Reporting requirements may be updated from time to time. Providers must keep up to date about any changes. Check the HEIMS Data Collections eNews for updates. If you print the requirements ensure you keep up to date - HEIMSHELP provides the latest data requirements at all times.

The guidelines and data elements are also available in hard copy or PDF/DOCX formats by phoning HEIMS Data Collections on (02) 6240 7487 or emailing HEIMS.datacollections@education.gov.au.

What do you report?

This section provides the 2014 reporting year guidelines. These include the scope, structure and data element guidelines for each data file you need to report.

You will report your data in a submission. Each submission of data you make to the department includes one or more files. The submissions included in the Higher Education Staff data collection are provided below. Select a submission for more information about the details of the file(s) that are included.

Choose a submission below

Full time and Fractional Full time submission

The Full time and Fractional Full time submission includes data from one file only; the Full time and Fractional Full time (FT) file. Click on the button below for the information about the scope of the file, the file structure and data elements that it includes.

Full time and Fractional Full time (FT) file

 

Actual Casual submission

The Actual Casual submission includes data from one file only; the Actual Casual (CA) file. Click on the button below for the information about the scope of the file, the file structure and data elements that it includes.

Actual Casual (CA) file

 

Estimated Casual submission

The Estimated Casual submission includes data from one file only; the Estimated Casual (EC) file. Click on the button below for the information about the scope of the file, the file structure and data elements that it includes.

Estimated Casual (EC) file

 
 

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When do you report?

The key dates and reporting deadlines calendar provides you with the due dates for reporting higher education staff data to the department.
For deadlines specific to the 2014 reporting year see the reporting schedule.

You must report data by the legislated deadlines. If you don't report in time, your organisation may be in breach of HESA. It may also be at risk of having its payments stopped.

It is important that you don't wait to the due date to start reporting your data. You will need enough time to prepare, validate and submit your data. You will need to work through any errors or issues contained in the data before the deadline.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

How do you report?

All higher education staff data is reported using the Higher Education Provider Client Assistance Tool (HEPCAT) which is a PC based application that you download for free. It helps you to prepare, validate and submit your data to HEIMS.

The Reporting with HEPCAT toolkit provides you with all the information you need to successfully install HEPCAT and submit your data. It includes system requirements (what type of PC you need to have), the HEPCAT user guide, access to relevant online training videos and recorded webinars.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

Verification

About Verification

Verifying that your higher education staff data is correct is final stage in meeting the reporting requirements under the Opens in a new window: Higher Education Support Act 2003 (HESA). When you verify your data you are advising the department that your data is accurate.

The Verifying your data toolkit provides all the information you need to verify your staff data. It will explain:

  • Why you need to verify your data
  • When you verify your data
  • How you verify your data
  • What data you need to verify

See the key dates and deadlines calendar for all deadlines for a specific reporting year.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

Revising your data

You can revise your data reported to HEIMS at any time. You may need to revise your data if you identify an error when checking your data after a submission or when verifying your data during the verification periods.

The Revising your data toolkit provides you with the information you need to correct errors in data that you have reported to the Higher Education Information Management System (HEIMS). It will explain the different methods of revising your higher education staff data.