What access do I need to report data?
The Access to HEIMS applications form allows you to arrange access to HEIMS Online, HEIMS Administration and HEPCAT (Higher Education Provider Client Assistance Tool).
The access you request will depend on the role you have in your organisation. You must have your own user account (login ID)—you cannot share your login ID with another person.
You will have access to:
- Data submission
- create, validate and submit data using the HEPCAT reporting tool
- view and verify previously submitted data in HEIMS Online
- Data processing
- create and validate data using HEPCAT
- Program Funding
- allows providers to record and submit estimates for the Commonwealth Grant Scheme (CGS) and HECS‑HELP programs
- Verification
- view and verify previously submitted data in HEIMS Online
- CHESSN allocation and student entitlements
- Output alerts
- receive output alert notices when students are approaching or have consumed their HELP limit or Commonwealth Scholarship entitlement (for the latter you must also have access to the Commonwealth Scholarships function)
- Commonwealth Scholarships (higher education only)
- create, submit and view Commonwealth Scholarship data
- view scholarship entitlements
- receive Output Alert notices when students have consumed or are approaching their Commonwealth Scholarship entitlements
How do I get access to HEIMS Online, HEIMS Administration or HEPCAT?
To be granted access to the HEPCAT application and other HEIMS systems you are required to complete the Access to HEIMS applications form and email it to HEIMS.datacollections@education.gov.au. Each reporting officer will need to apply for their own individual access. Team members are not permitted to share access under any circumstances.
Help! I've lost or forgotten my password, how do I get a new one?
You can either call the HEIMS Client Support team on (02) 6240 7487 or email HEIMS Data Collections with your login ID and request a password reset. After you receive an email with your temporary password, login to the system using the temporary password.
- After your first login you will be asked to change your password.
- The "old" password is the temporary password that you received from HEIMS Client Support.
- The "new" password is one you must create. It should be something you will easily remember, but which is hard for others to guess. It must be between 10 and 15 characters long, start with a character and contain characters or digits from at least 3 of the following sets: lower case characters; upper case characters; digits (0–9) and special characters (,~#!@$^*_\=+[{]}|:;<.>?/%).
For example: Sunday1579, HEPClient#, m123C#b%999.
How do I change my password?
You can change your password at any time by logging into Opens in a new window:HEIMS Administration and selecting the "change password" button on the left-hand menu or logging on to Opens in a new window:HEIMS Online and selecting "My account" from the menu on the left.
How do I remove access for departing staff?
Simply fill in the Access to HEIMS applications form form and tick the box at the top of the form for "delete user". This form can be found on HEIMSHELP, on the useful links page. Email the completed form to HEIMS.datacollections@education.gov.au or fax to (02) 6123 7899. We will process the request and remove the user from our systems.