Higher Education Student Data Collection - 2014 Reporting Requirements

2014 reporting year

This page provides information about the data requirements for the higher education student 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 main submissions included in the Higher Education Student data collection is provided below. Select a submission for more information about the details of the file(s) that are included.

As part of your data requirements you will also need to allocate a CHESSN to some of your students. See the CHESSN toolkit for more information.

Course of Study submission

The Course of Study submission includes data from one file only; the Course of Study (CO) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

All higher education providers are required to report this submission.

Course of Study (CO) file

 

Campus submission

The Campus submission includes data from one file only; the Campus (CM) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

All higher education providers are required to report this submission.

Campus (CM) file

 

Student submission

The Student submission includes data from three files; the Student enrolment (EN) file, the Student load liability (LL) file and the Commonwealth Assisted Students - HELP due (DU) file.

The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

All higher education providers are required to report this submission.

Student enrolment (EN) file

Student load liability (LL) file

Commonwealth Assisted Students file – HELP due (DU)

 

Unit of Study Completions submission

The Unit of Study Completions submission includes data from one file only; the Unit of Study Completions (CU) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

All higher education providers are required to report this submission.

Unit of Study Completions Study (CU) file

 

Past Course Completions submission

The Past Course Completions submission includes data from one file only; the Past Course Completions (PS) file.

The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

All higher education providers are required to report this submission.

Past Course Completions (PS) file

 

SA‑HELP submission

The SA‑HELP submission includes data from two files; the SA‑HELP (SA) file and the Commonwealth assisted students (DU‑HELP Due) file.

The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

All higher education providers are required to report this submission.

SA‑HELP (SA) file

Commonwealth Assisted Students file – HELP due (DU)

 

OS‑HELP submission

The OS‑HELP submission includes data from two files; the OS‑HELP (OS) file and the Commonwealth assisted students - HELP Due (DU) file.

The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

Table A and B providers are required to report this submission.

OS‑HELP (OS) file

Commonwealth Assisted Students file – HELP Due (DU)

 

Commonwealth Scholarship submission

The Commonwealth Scholarship submission includes data from one file; the Commonwealth Scholarship (CS) file. Commonwealth Scholarship submissions are made using either Opens in a new window: HEIMS Administration or Web Services. Information on using HEIMS Administration is in the Commonwealth Scholarships User Guide. The requirements for using Web Services are in the Commonwealth Scholarship Technical Specifications.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

Table A and B providers are required to report this submission.

Commonwealth Scholarship (CS) file

 

Student Revision submission

Student load liability data is revised using a Student Revision submission.

The Student Revision submission includes data from three files – the Revised load liability (RL) file, the Student Revision (SR) file and the Commonwealth assisted students – HELP due (DU) file.

The guides to the scope, structure and data elements for each file are available by selecting the buttons below.

Additional information about revising load liability data is provided in the Revising Higher Education Student Load Liability (LL) data guide in the Revising your data toolkit.

Revised load liability (RL) file

Student Revision (SR) file

Commonwealth Assisted Students file – HELP due (DU)

 

Enrolment Revision submission

The Enrolment Revision submission includes data from one file – the Enrolment Revisions (ER) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

Additional information about revising enrolment data is provided in the Revising Student Enrolment (EN) data guide in the Revising your data toolkit.

Enrolment Revisions (ER) file

 

OS‑HELP Revision submission

The OS‑HELP Revision submission includes data from three files – the OS‑HELP revision (OR) file, Revised OS‑HELP (RO) file and the Commonwealth assisted students – HELP due (DU) file.

The guides to the scope, structure and data elements for each file are available by selecting the buttons below.

Additional information about revising OS‑HELP data is provided in the Revising OS‑HELP (OS) data guide in the Revising your data toolkit.

Revised OS‑HELP (RO) file

 

OS‑HELP revision (OR) file

 

Commonwealth assisted students file (DU – HELP Due) file

 

Note that data included in a validated DU (HELP Due) file is automatically provided in the Revised HELP-Due snapshot (RD) file after you submit your revision in HEPCAT. See the Reporting with HEPCAT toolkit for more information.

Campus Deletion submission

The Campus Deletion submission includes data from one file – the Campus Deletion (CD) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

Additional information about revising campus data is provided in the Revising Higher Education Campus (CM) data guide in the Revising your data toolkit.

Campus Deletions (CD) file

 

Commencement Date Revision submission

The Commencement Date Revision submission includes data from one file – the Commencement Date Revision (RC) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

Commencement Date Revision (RC) 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 student 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?

Most higher education student data (except Commonwealth Scholarships and CHESSNs) 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.

For information about reporting Commonwealth Scholarship data see the Commonwealth Scholarships toolkit.

For information about allocating and managing CHESSNs see the CHESSN toolkit.

Verification

About Verification

Verifying to the department that your higher education student data is correct is final stage in meeting the reporting requirements under the Opens in a new window: Higher Education Support Act 2003 (HESA).

Higher education student data is verified twice a year. Verification for:

  • first half year student data (census dates Jan to Jun) commences on 15 September. You must sign off on your verified data by 15 October.
  • full year student data (census dates Jan to Dec) commences on 15 April in the year after the reporting year. You must sign off on your verified data by 15 May.
  • student completions data commences 1 May in the year after the reporting year. You must sign off your verified data by 15 May.

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

Need more help?

The Verifying your data toolkit provides all the information you need to verify your data.

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 student data.