Version Details
| Version: | 6.0 |
|---|---|
| First Year: | 2015 |
| Last Year: |
About
The Commonwealth Scholarship (CS) submission includes records for all students who are:
- continuing with a Commonwealth Scholarship allocated before 2010
- offered a Commonwealth Scholarship and/or commencing/continuing with a Commonwealth Scholarship of the following types allocated from 1 January 2010:
- Indigenous Enabling Commonwealth Education Costs Scholarship (Indigenous Enabling‑CECS)
- Indigenous Enabling Commonwealth Accommodation Scholarship (Indigenous Enabling‑CAS)
- Indigenous Access Scholarship (IAS)
- Indigenous Commonwealth Education Costs Scholarship (Indigenous‑CECS)
- Indigenous Commonwealth Accommodation Scholarship (Indigenous‑CAS).
All students must have a record reported to the department for each reporting period from the time the student commences a Commonwealth Scholarship until the time the scholarship ends.
Timing
Timing of submissions is detailed in the reporting schedule for the relevant reporting year.
The deadlines for Commonwealth Scholarship submissions depend on the census dates offered by a provider.
The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date.
Reporting students commencing a Commonwealth Scholarship
Providers must report data to the department for students commencing a scholarship by whichever of the following is later:
- within 15 working days of the census date of the first unit of study of the course in that reporting period OR
- within 15 working days of the scholarship allocation date.
Reporting students continuing a Commonwealth Scholarship
Providers must report a record to the department for each scholarship type in each half year:
- for the first half year (1 January to 30 June) data must be reported to the department no later than 31 August of the current year
- for the second half year (1 July to 31 December) data must be reported to the department no later than 31 March of the following year.
Reporting students offered a Commonwealth Scholarship
Providers must report data to the department for students who have been offered a Commonwealth Scholarship in any of these four categories in each half year:
- Indigenous Enabling Commonwealth Education Costs Scholarship (Indigenous Enabling‑CECS)
- Indigenous Enabling Commonwealth Accommodation Scholarship (Indigenous Enabling‑CAS)
- Indigenous Commonwealth Education Costs Scholarship (Indigenous‑CECS)
- Indigenous Commonwealth Accommodation Scholarship (Indigenous‑CAS).
Providers must report by the following dates.
- for the first half year (1 January to 30 June) this data must be reported before 22 January of the current year.
- for the second half year (1 July to 31 December) this data must be reported before 15 June of the current year.
Submission method
Commonwealth Scholarship submissions are made using either Opens in a new window: HEIMS Administration Web Browser or Web Services. Information on using Web Browser is in the Commonwealth Scholarships User Guide. The requirements for using Web Services are in the Technical Specifications for Commonwealth Scholarship.
Structure
Information about the structure and the elements in the CS file are in the structure guidelines for the relevant reporting year.
A separate record must be reported for each student, for each Commonwealth Scholarship (CS) type code (element 545) and for each reporting period. Multiple Commonwealth Scholarship records can be reported in the same data submission regardless of the Commonwealth Scholarship (CS) type code (element 545).
Each record in the CS file must have a unique combination of the values for:
- Student identification code (element 313)
- Commonwealth Scholarship (CS) type code (element 545)
- Reporting year and period code (element 415).
These elements are the key identifiers for a scholarship record.
Revisions
The CS submission can also be used to revise previously submitted data. When revising a CS record, the record must be submitted with the same key identifiers as originally reported.
Revised records can be submitted at any time by reporting a CS submission. For information on how to revise previously reported data see the higher education revision guides.
More information
For more information about terms used in these guidelines see the glossary.