Higher Education Student Data Collection - 2016 Reporting Requirements

2016 reporting year

This page provides information about the data requirements for the higher education student data collection 2016 reporting year. Select the tabs below for the information you need.

The 2014 reporting requirements have been moved to the archives page. If you have data to report for the 2015 reporting year see the 2015 higher education student data requirements page.

2016 Ministerial Notice

The 2016 Ministerial Notice was issued on 16 November 2015. The 2016 Reporting Requirements and Change Control document includes information about any changes that have been made since the 2015 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 PDF/DOCX formats on our Ministerial Notice documents page.


What do you report?

The main submissions included in the Higher Education Student Data Collection are provided on the Higher Education Student - 2016 submission guidelines page.

A consolidated package of all the submissions guidelines is also available for you to view or print.

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.


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 2016 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 provided by the department. 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.


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.