revising your data webpage:

Revising your data

Webpage:

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

• Why revise data?

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

• Common issues

Overview

Students debts with ATO

entitlements

Providers

payments

statistics and publications

Why do you revise reported data?

When do you revise data previously reported to HEIMS?

ASAP

Course

Student en-

rolment

Students unit of study

What records can be corrected

Standard submission

Revision submission

Department

How do you revise data?

Records can be updated Unit of study completions

Commonwealth assisted students - HELP Due

Commonwealth scholarships

Campus

Past course completions

Standard submissions

Revision Submissions

Student Revision

Enrolment Revision

Student Concordance

Commencement Date

OS-HELP Revisions

Campus Deletions

Course information

Unit of study Discipline group Summer and winter school Work experience in Industry

Department

How does the revision process work?

• Key elements

• Variation reason code

Student ID - E313

Course code - E307

Enrolment

Reporting year/period - E415

Key elements – identifying a record

Course code – E307

Course of study code – E533

Course

Reporting year/period – E415

Unit of study

Course code - E307

Census date - E489

Unit of study - E354

AOU - E333

Student ID - E313

1 – remission

2 – revised

4 – deletion

5 – new record

Variation reason codes

Variation reasons codes Student Revision

1 – remission2 – revision4 – deletion5 – new or additional record

Higher education and VET collections

OS-HELP, SA HELP & Past Course Completions

2 – revision4 – deletion5 – new or additional record

Higher education collection

Course Completions4 – deletion5 – new or additional record

VET collection

Unit of Study Completionscode not required

Higher education and VET collections

Key elements

Matching records

No original record

Validation rules

Reporting issues

A case study:

the Student Revision submission

Student Revision Submission

Student Revision

Revised load liability

HELP Due file(validated)

HEPCAT submission files

Student Revision SubmissionSubmission files within HEPCAT

Student Revision SubmissionSubmission files within HEPCAT

HELP Due file must have a status of validated

Key elements for a unit of study

Student IdE313

Course codeE307

Unit of study codeE354

Unit of study census dateE489

AOU codeE333

How to revise data that are not key

elements

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.

Student revision file

Step 3 – Add a matching record to the Revised load liability file with correct data.

Revised load liability file

Step 4 – Add a matching record to the latest HELP Due file when a debt is involved.

HELP Due file

Revising non-key elements

How to revise key elements

Step 1 Add students record to Student revision file with all values matching as the original record.

Step 2Code E446 as 4 deleted.

Student revision file

Step 3 – No matching record is required on the Revised load liability file.

Step 4 – Submit Student revision submission.

Revised load liability file Step 5 – Report the

student in another student submission with the correct data for course or census date.

Student Submission

1. Course code and census date

Step 6 – A matching record is added to the required HELP Due file when a debt is involved.

HELP due file

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.

Student revision file

Step 3 – Add the matching data for the new record to the Revised load liability file .

Revised load liability file

Step 4 – Add a matching record to the latest HELP Due file when a debt is involved.

HELP Due file

2. Unit of Study Code or AOU

How to remit or delete a record

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.

Student revision file

Step 3 – No matching record required on the Revised load liability file.

Revised load liability file

Step 4 – No matching record required on the HELP Due file.

HELP Due file

How to remit or delete

1. Key elements – match original record

2. HEIMS uses existing data to delete or remit a record

3. To modify a record – matching load and HELP Due records

4. To revise key elements - two steps - delete existing value

- add new value

Principles for revising a unit of study

Be timely when revising data

Revision processes

Key elements

Variation reason codes

Revising a unit of study record

Revision guides

Summary

For all your reporting questions contactHEIMS Data Collections

HEIMS.datacollections@education.gov.au

Telephone: (02) 6240 7487

Need more help?

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