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Comprehensive Guide to Revising Data in HEIMS: Importance, Process, and Key Elements

This overview provides essential guidance on revising data submitted to the Higher Education Information Management System (HEIMS). Understanding why and how to revise reported data is crucial for both students and providers. The guide discusses correctable records, key elements, common issues, variation reason codes, and revision submission processes. Students dealing with debts, entitlements, and providers managing payments will find the structured approach outlined here beneficial. Timely and accurate revisions ensure compliance and integrity in education data reporting.

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Comprehensive Guide to Revising Data in HEIMS: Importance, Process, and Key Elements

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  1. Revising your data http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-revising-your-data

  2. Overview • Why revise data? • How do you revise data? • what can you correct • key elements • variation reason codes • Common issues

  3. Why do you revise reported data? Students • debts with ATO • entitlements Providers • payments • statistics and publications

  4. When do you revise data previously reported to HEIMS? ASAP

  5. What records can be corrected

  6. How do you revise data? • Standard submission • Revision submission • Department

  7. Standard submissions Records can be updated • Unit of study completions • Commonwealth assisted students - HELP Due • Commonwealth scholarships • Campus • Past course completions

  8. Department Course information Student • Student ID • CHESSN • Course commencement date Unit of study • Discipline group • Summer and winter school • Work experience in Industry

  9. How does the revision process work? • Key elements • Variation reason code

  10. Key elements – identifying a record • Course • Enrolment • Unit of study • Student ID - E313 Course of study code – E533 • Student ID - E313 • Course code - E307 • Course code - E307 • Course code – E307 • Census date - E489 • Unit of study - E354 • Reporting year/period – E415 • Reporting year/period - E415 • AOU - E333

  11. Variation reason codes • 1 – remission • 2 – revised • 4 – deletion • 5 – new record

  12. Variation reasons codes • Student Revision • 1 – remission • 2 – revision • 4 – deletion • 5 – new or additional record • higher education and VET collections • OS-HELP, SA HELP & Past Course Completions • 2 – revision • 4 – deletion • 5 – newor additional record • higher education collection • Course Completions • 4 – deletion • 5 – new or additional record • VET collection • Unit of Study Completions • code not required • higher education and VET collections

  13. Reporting issues • Key elements • Matching records • No original record • Validation rules

  14. A case study: the Student Revision submission

  15. Student Revision Submission HEPCAT submission files • Student Revision • Revised load liability • HELP Due file • (validated)

  16. Student Revision Submission Submission files within HEPCAT

  17. Student Revision Submission Submission files within HEPCAT

  18. Key elements for a unit of study • Student Id E313 E307 • Course code • Unit of study code E354 • Unit of study census date E489 E333 • AOU code

  19. How to revise data that are not key elements

  20. Revising non-key elements • Revised load liability file • Step 3 – Add a matching record to the Revised load liability file with correct data. • Step 1 – Add student’s record to Student revision file with all values matching as the original record. • Step 2 - Code E446 as 2- revised. • Step 4 – Add a matching record to the latest HELP Due file when a debt is involved. • Student revision file • HELP Due file

  21. How to revise key elements

  22. 1. Course code and census date • Step 5 – Report the student in another student submission with the correct data for course or census date. • HELP due file • Step 1 • Add students record to Student revision file with all values matching as the original record. • Step 2 • Code E446 as 4 deleted. • Revised load liability file • Step 6 – A matching record is added to the required HELP Due file when a debt is involved. • Step 3 – Nomatching record is required on the Revised load liability file. • Step 4 – Submit Student revision submission. • Student revision file • StudentSubmission

  23. 2. Unit of Study Code or AOU • Step 1 • Add students record to Student revision file with all values matching as the original record. • Code E446 as 4 deleted. • Step 2 • Add students correct data for E354 or E333 to Students revision file. • Code E446 as 5 new record. • Revised load liability file • Step 3 – Add the matching data for the new record to the Revised load liability file . • Step 4 – Add a matching record to the latest HELP Due file when a debt is involved. • HELP Due file • Student revision file

  24. How to remit or delete a record

  25. How to remit or delete • Step 1 – Add students record to Student revision file with all values matching as the original record. • Step 2 - Code E446 as 1 remission OR 4 deleted. • Revised load liability file • Step 3 – Nomatching record required on the Revised load liability file. • Step 4 – Nomatching record required on the HELP Due file. • Student revision file • HELP Due file

  26. Principles for revising a unit of study • Key elements – match original record • HEIMS uses existing data to delete or remit a record • To modify a record – matching load and HELP Due records • To revise key elements - two steps - delete existing value - add new value

  27. Summary • Be timely when revising data • Revision processes • Key elements • Variation reason codes • Revising a unit of study record • Revision guides

  28. Need more help? For all your reporting questions contact HEIMS Data Collections HEIMS.datacollections@education.gov.au Telephone: (02) 6240 7487

  29. For all your policy queries • Policy and program management • Administration of FEE-HELP and VET FEE-HELP • Financial estimates and payments • HELP IT System (HITS) ContactCommunications & Student Support TeamTSEnquiries@education.gov.au

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