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Transcript of Revising your data Webpage: .
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Revising your data
Webpage:
http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-revising-your-data
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• Why revise data?
• How do you revise data? what can you correct key elements variation reason codes
• Common issues
Overview
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Students debts with ATO
entitlements
Providers
payments
statistics and publications
Why do you revise reported data?
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When do you revise data previously reported to HEIMS?
ASAP
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Course
Student en-
rolment
Students unit of study
What records can be corrected
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Standard submission
Revision submission
Department
How do you revise data?
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Records can be updated Unit of study completions
Commonwealth assisted students - HELP Due
Commonwealth scholarships
Campus
Past course completions
Standard submissions
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Revision Submissions
Student Revision
Enrolment Revision
Student Concordance
Commencement Date
OS-HELP Revisions
Campus Deletions
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Course information
Unit of study Discipline group Summer and winter school Work experience in Industry
Department
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How does the revision process work?
• Key elements
• Variation reason code
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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
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1 – remission
2 – revised
4 – deletion
5 – new record
Variation reason codes
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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
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Key elements
Matching records
No original record
Validation rules
Reporting issues
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A case study:
the Student Revision submission
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Student Revision Submission
Student Revision
Revised load liability
HELP Due file(validated)
HEPCAT submission files
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Student Revision SubmissionSubmission files within HEPCAT
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Student Revision SubmissionSubmission files within HEPCAT
HELP Due file must have a status of validated
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Key elements for a unit of study
Student IdE313
Course codeE307
Unit of study codeE354
Unit of study census dateE489
AOU codeE333
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How to revise data that are not key
elements
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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
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How to revise key elements
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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
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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
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How to remit or delete a record
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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
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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
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Be timely when revising data
Revision processes
Key elements
Variation reason codes
Revising a unit of study record
Revision guides
Summary
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For all your reporting questions contactHEIMS Data Collections
Telephone: (02) 6240 7487
Need more help?
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Policy and program managementAdministration of FEE-HELP and VET FEE-HELP
Financial estimates and paymentsHELP IT System (HITS)
For all your policy queries