Student Concordance Submission

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

• What is the purpose of this

submission?

• How does the process work?

• How are records linked?

Overview

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

When do you use this submission?

How do you use this submission?

1. Create a Student

Concordance submission in HEPCAT

2. Enter key elements:

• OLD ID - the ID you don’t want)

and

• NEW IDThe ID you do want

3. Correct any validation errors

and submit

Different terms for old and new Student ID’s

Student ID you don't want Student ID you do want

Student Identification code (Old) Student Identification code (New)

Previous Student ID Current Student ID

Not preferred Student ID Preferred Student ID

Defunct Student ID Live Student ID

Obsolete Student ID Active Student ID

Wrong Student ID Correct Student ID

• The OLD ID can no longer be used once IDs are linked

• Students can’t be unlinked

There’s no turning back

File StructureType of record and element name

Element number

Position Width Data type

Student identification code 313 1-10 10 Alphanumeric

Student identification code 313 11-20 10 Alphanumeric

Filler 50 spaces N/A 21-70 50 Alphanumeric

OLD Student ID

NEW Student ID

All HEIMS data will be linked to the NEW Student ID

How does student

concordance work?

1. New student management system

OLD Student ID NEW Student ID

• Enrolment• Load liability• Unit of Study completions• Course Completions• OS-HELP• SA-HELP• Commonwealth

Scholarships

• All existing records

are linked to the

new student ID

before any new

records are

reported

2. Administrative error

OLD Student ID NEW 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

HEIMS validations check that the two Ids belong to the same student:• Gender • Date of birth • CHESSN

Same student validations

HEIMS validations check that there are no duplicate records for the old and new ID’s:• Unit of study • OS-HELP• SA-HELP• Course completions• Commonwealth Scholarships

HEIMS validations also check for consistent Course of Study commencement dates

Duplicate record validations

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

Entitlement validations

• Duplicate CHESSN processing• Enrolment revisions• Student revisions• OS-HELP revisions• SA-HELP revisions• Course of Study Commencement date

Resolving validation errors

What data is linked?

All the student’s reported data

• Enrolment

• Load liability

• Course Completions

• OS-HELP

• SA-HELP

• Commonwealth Scholarships

Where different values have been reported

against a student's OLD and NEW ID’s:

Different values for the same element

HEIMS will mostly use

the values previously

reported for the NEW

Student ID

Tax File Number (TFN) E446

• TFN with latest reported debt

Students address details• Address details associated

with the TFN record

Core demographic elements• elements associated with the

TFN record

Exceptions

both student IDs must be for the same person

records must be unique

records are linked to New Student ID

OLD ID can no longer be used

Key points to remember

31 March: Student submissions

15 April Verification of 2014 data commences

30 April Final date for reporting for unit of study and

course completions data

15 May Final date for verification of all 2014 data

Critical reporting dates

Need more help?

For all your reporting questions contactHEIMS Data Collections

HEIMS.datacollections@education.gov.au

Telephone: (02) 6240 7487