revising your data webpage:
TRANSCRIPT
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
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)
For all your policy queries