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Student Concordance Submission

This guide provides an in-depth overview of the Student Concordance Submission process. It outlines the purpose, workflow, and key validations necessary for linking student records when a student possesses multiple identification codes. You will learn how to create a Student Concordance submission in HEPCAT, check summary reports, and identify linked records while ensuring all records are unique. Additionally, the guide covers exceptions related to Tax File Numbers and address details, ensuring compliance with data collection requirements for educational institutions.

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Student Concordance Submission

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  1. Student Concordance Submission http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-student-concordance-submission

  2. Overview • What is the purpose of this submission? • How does the process work? • How do you know what records have been linked?

  3. When do you use this submission? If a student has more than one student identification code This may occur as a result of: • Implementation of a new student management system • Administrative error

  4. How do you use this submission? • 4. Check your summary reports • 2. Enter key elements: • OLD ID • NEW ID • 3. Correct any validation errors and submit • 1. Create a Student Concordance submission • in HEPCAT

  5. File Structure OLD Student ID NEW Student ID All records will be linked to the NEW Student ID

  6. How does student concordance work?

  7. 1. New student management system OLD Student ID NEW Student ID • All existing records are linked to the new student ID beforeany new records are reported • Enrolment • Load liability • Unit of Study completions • Course Completions • OS-HELP • SA-HELP • Commonwealth Scholarships

  8. 2. Administrative error NEW Student ID OLD Student ID • All existing records are linked to the new Student ID • Enrolment • Load liability • Unit of Study Completions • Course Completions • OS-HELP • SA-HELP • Commonwealth Scholarships

  9. Key validations The first validations check that the two Ids belong to the same student: • Gender • Date of birth • CHESSN • OLD ID can no longer be used once IDs are linked • Students can’t be unlinked

  10. Duplicate CHESSN processing

  11. Enrolment Revision

  12. What records are linked?

  13. Key principle Each record must be unique: • Unit of study • OS- HELP • SA-HELP • Commonwealth scholarships • Course Completions Duplicate records will be rejected

  14. Enrolment values Where different values have been reported against a student's OLD and NEW IDs: HEIMS will use the values reported for the NEWStudent ID

  15. Exceptions Students address details • First reported value [geo-coding and SES] Tax File Number (TFN) E446 • Latest TFN with a debt

  16. First reported address values • Location code of term residence E319 • Location code of permanent home residence E320 • Address of permanent home residence Part 1 E410 • Address of permanent home residence Part 2 E411 • Address of permanent home residence - Postcode E413 • Residential address - Suburb/Town E469 • Residential address - State E470 • Residential address - Country Name E471

  17. Additional SA-HELP check • In addition to checking for duplicate SA-HELP records, validations will also check that the maximum SA-HELP limit for the year has not been exceeded

  18. Student Concordance Summary Report: Confirmation of the records that have been linked in HEIMS

  19. Key points to remember To complete a student concordance submission: • both student IDs must be for the same person • records must be unique - duplicate records will be rejected • records are linked to New Student ID • exceptions - TFN and Student’s address Check the results in your Summary report!

  20. Next HEPCAT release: December 2014Student concordance - early 201531 October submissions: 3 days remaining Only 50% of submissions reported

  21. Questions

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

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