revising your data

Revising your data

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

• Why revise data?

• How do you revise your data? what data you can correct key elements variation reason codes

• Troubleshooting errors

Overview

Students debts with ATO

entitlements

Providers

payments

statistics and publications

Why do you revise reported data?

ASAP

When do you revise data previously reported to HEIMS?

The reporting of revisions to student debts is not optional.

It is a legislative requirement.

Do not

delay reporting your

revisions!

What submissions do you use to

correct your data?

Where do you revise data?

HEPCAT

• Revision Submission

• Standard Submission

HEPCAT enables you to correct virtually all your data in two types of submissions:

Unit of study data:

Debt $ amountsEFTSL valueCensus date

1. Student Revision

Enrolment data:

Gender Date of birth Postcodes

2. Enrolment Revision

Revising student data:

Revise the date a student

commenced their course of

study

4. Commence- ment date

Link duplicate student Id

codes

3. Student concordance

Special purpose revision submissions

Revise student’s OS-HELP data

OS-HELP Revisions

Delete a campus location record

Campus deletions

Special purpose revisions[higher education providers only]

You don’t need a special revision submission to change these data – simply report the correct data in another submission

Unit of study completions

Course Completions

Commonwealth assisted students –

HELP Due

(e.g. a student’s TFN or address)

Commonwealth Scholarships

Campus(Higher education

providers only)

Standard submissions

You must work with the department to revise: Incorrect course information Unit of study elements:

o Discipline group o Summer and winter school

o Work experience in Industry

Data that can’t be revised through HEPCAT

How does the revision

process work?

Revising your data toolkit

Key principles to revise data

• Key elements – to find the record in HEIMS you

want to revise

• Variation reason code- to tell the system how you want to

change the record

Key elements – how to identify a record

Course

• Course of study E533

• Course code E307• Reporting

year/period E415

Enrolment

• Student Id E313• Course code E307• Reporting

year/period E415

Unit of study

• Student Id E313• Course code E307• Census date E489• Unit of study E354• AOU E333

Variation reason codes - E446

Code 1 • Remission of debt - special circumstances

Code 2 • Revised - Administrative error

Code 4 • Deleted - Administrative error

Code 5 • Additional record - New record

The details:How to revise unit of study

data

Student Revision Submission

Student Revision file

Finds the original record in HEIMS

Revised load liability file

Has the correct information to update HEIMS

HELP Due file(validated)

Has the student’s TFN and

personal details

There are three files that work together in the Revision Submission

Student Revision Submission

Student Revision Submission

HELP Due file must have a status of validated

Course

• Course of study E533

• Course code E307• Reporting

year/period E415

Enrolment

• Student Id E313• Course code E307• Reporting

year/period E415

Unit of study

• Student Id E313• Course code E307• Census date E489• Unit of study

E354• AOU E333

Key elements – how to identify a record

1. How to remit or delete a record

1. Add key elements2. Add variation reason code

Student Revision

file (VSR or SR)

3. No record required in this file

Revised load

liability file (VRL or RL)

4. No record required on the HELP Due file

HELP Due file

(VDU or DU)

Student’s record was reported in error, or student was granted a remission of debt in special circumstances

2. How to revise key elements - a two step process

• 1-Add key elements

• 2-Add variation reason code

Student Revision

file (VSR or SR)

• 3-No record required in this file

• 4-Submit revision submission

Revised load

liability file (VRL or RL)

• 5-Report student in another student submission with correct data

Student Submission

• 6-Add record to the HELP Due file if student has a debt

HELP Due file

(VDU or DU)

Correct unit of study code or census date

3. How to revise non-key elements

• 1. Add key elements

• 2. Add variation reason code

Student Revision

file (VSR or

SR)

3. Add the student unit of study record with correct data.

Revised load

liability file (VRL

or RL)

4 . Add a matching record to the latest HELP Due file if student has a debt

HELP Due file

(VDU or DU)

Revising $ amounts (debts, amounts charged/paid), EFTSL value

Key elements

Matching records

No original record

Validation rules

Troubleshooting errors

Be timely when revising data

Understand how the key elements and variation reason codes work

Use the step by step revision guides!

Points to remember:

Policy and program managementAdministration of FEE-HELP and VET FEE-HELP

Financial estimates and paymentsHELP IT System (HITS)

ContactTSEnquiries@education.gov.au

For all your policy queries

For all your reporting questions contactHEIMS Data Collections

HEIMS.datacollections@education.gov.au

Telephone: (02) 6240 7487

Need more help?