VET FEE-HELP Data Collection - 2014 Reporting Requirements

2014 reporting year

This page provides information about the data requirements for the VET FEE‑HELP data collection 2014 reporting year. Select the tabs below for the information you need.

If you have data to report for the 2013 reporting year see the 2013 VET FEE‑HELP data requirements page.

2014 Ministerial Notice

The 2014 Ministerial Notice was issued on 27 March 2013. Updates to the notice have been issued, with the final update released on 31 July 2014. 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?

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.

Choose a submission below

VET Course of Study submission

The VET Course of Study submission includes data from one file only; the VET Course of Study (VCO) file. The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

VET Course of Study (VCO) file

 

VET Student submission

The VET Student submission includes data from three files; the VET Student Enrolment (VEN) file, the VET Load Liability (VLL) file and the VET Commonwealth Assisted Students - HELP Due (VDU) file. The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

VET Student enrolment (VEN) file

VET Student load/liability (VLL) file

VET Commonwealth Assisted Students file – HELP due (VDU)

 

VET Unit of Study Completions submission

The VET Unit of Study Completions submission includes data from one file only; the VET Unit of Study Completions (VCU) file. The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

VET Unit of Study Completions Study (VCU) file

 

VET Course Completions submission

The VET Course Completions submission includes data from one file only; the VET Course Completions (VCC) file. The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

VET Course Completions (VCC) file

 

VET Student Revision submission

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

The VET Student Revision submission includes data from three files – the VET Revised load/liability (VRL) file, the VET Student Revision (VSR) file and the VET Commonwealth assisted students (VDU – HELP Due) file. The guides to the scope, structure and data elements for these files are available by selecting the buttons below.

Additional information about revising load liability data is provided in the Revising VET Student Load/Liability (VLL) data guide in the Revising your data toolkit.

VET Revised load/liability (VRL) file

VET Student Revision (VSR) file

VET Commonwealth Assisted Students file – HELP due (VDU)

 

VET Enrolment Revision submission

The VET Enrolment Revision submission includes data from one file – the VET Enrolment Revisions (VER) 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 VET Student Enrolment (VEN) data guide in the Revising your data toolkit.

VET Enrolment Revisions (VER) file

 

VET Commencement Date Revision submission

The VET Commencement Date Revision submission includes data from one file – the VET Commencement Date Revision (VRC) file. The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

VET Commencement Date Revision (VRC) file

 
 

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When?

When do you report?

The key dates and reporting deadlines calendar provides you with the due dates for reporting VET FEE‑HELP data to the department.
For deadlines specific to the 2014 reporting year see the reporting schedule.

From time to time you may be advised by the department to submit data earlier than the deadline. You must comply with any requests of this nature as required.

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?

How do you report?

Most VET FEE‑HELP student data (except the allocation of 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 allocating and managing CHESSNs see the CHESSN toolkit.

Verification

About Verification

Verifying that your VET FEE‑HELP data is correct is the final stage in meeting your 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 accurately reflects your students’ debts and other information needed for program management and reconciliation of your payments.

The Verifying your data toolkit provides all the information you need to verify your VET FEE‑HELP 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 VET FEE‑HELP data.