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Revising your data

Revising your data. http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-revising-your-data. Overview. Why revise data? How do you revise data? what can you correct key elements variation reason codes Common issues . Why do you revise reported data?. Students

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Revising your data

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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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