HEIMS Data Collections
Higher Education eNews
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July 2016
HEIMS Data Collections
Higher Education eNews
- printer friendly version -
July 2016
July-August key dates and reporting deadlines
July is upon us and while you are finishing up your staff data submission and verification it’s a great time to get ready for your August submission deadlines due 31 August.
Date / Deadlines /15 July / Verification of 2016 Staff data commences
Deadline for sign-off is 15 August – see the Verifying your data toolkit
1 August / 2017 Course of Study and Campus submissions
Course of Study submission | Campus submission
15 August / Verification of 2016 Staff data – deadline for sign off
31 August / Student Revisions
Submit any outstanding revisions to ensure accurate debt information is transferred to the ATO.
2016 Student submission
For census dates between 1 April and 30 June 2016.
Higher Education Student submission
2016 SA-HELP submission
For debt incurral dates between 1 January and 30 June 2016.
SA-HELP submission
2016 OS-HELP submission
For debt incurral dates between 1 January and 30 June 2016.
OS-HELP submission
2016 Commonwealth Scholarships – continuing students
Remember! Data about commencing students must be reported within 15 days of the census date
Commonwealth Scholarships toolkit | Commonwealth Scholarships submission
Date / Key Dates and Training Opportunities /
12 July / Webinar - Reporting – Getting Started
2pm—3pm AEST - register now
13 July / Webinar – Checking students’ HELP entitlement limits
2 pm – 2.45 pm AEST – register now
18 July / Webinar - Reporting with HEPCAT part 1
2pm—3pm AEST - register now
20 July / Webinar - Reporting with HEPCAT part 2
2pm—3pm AEST - Register now
Remember you can submit any time before the due date. Plan well! Please don’t leave your submissions until the last day.
Thekey dates and reporting deadlinescalendar lists all the dates you need to remember.
Get all of your data in one hit
HEIMS Online now gives you direct access to all your enrolment and load records from 2005 in a single request.
New functionality was implemented in the last HEIMS release to remove the limit on the number of data records returned in a single data request. You can now access all of your records with one request. Just head to HEIMS Online and go to HEIMS Data View. Then all you have to do is submit details of the data you want for any or all years from 2005 and they should be ready to download in CSV format in around 15 minutes.
For step by step instructions check out the HEIMS Online User Guides.
Your feedback helps make our systems better for everyone, so please get in touch to share your experiences with this new feature. You can contact our team on (02) 6240 7487 or by emailing us at .
Checking your students’ entitlements
Frustrated by outdated student entitlement calculation reports? We now update nightly!
HEIMS Online now gives you access to nightly calculation of students’ HELP entitlement limits. That means if a student’s situation changes one day, you will have access to their updated limits the following morning.
This is an improvement on quarterly calculations, but you must remember that the system can only calculate entitlements on reported student data. If you have not reported your data, the entitlement usage will not be included in the calculations.
If you want to know more about how this new system will work for you, please register to attend our new webinar:
Checking students’ HELP entitlement limits
Wednesday 13 July
2 pm – 2.45 pm AEST – register now
PIR: Reporting your staff data
PIR staff data is due August 31 and is now reported via HEPCAT – register for training now.
As you will be aware, from January this year collection of Provider Information Request (PIR) data began transitioning from TEQSA to the Department of Education and Training. The transition of the PIR is a key component in the development of a single national collection for higher education data. The PIR collection opens 1 July.
PIR reporting can now only be completed using the Higher Education Provider Client Assistant Tool (HEPCAT) which must be installed on your desktop computer (get HEPCAT here). All users must also be registered with their own logon ID and password before they can begin reporting data to the Higher Education Information Management System.
As a current HELP provider who is already using HEPCAT to report your higher education student and completions data to the department under the Higher Education Support Act 2003 (HESA) you are only required to report your staff data through the PIR collection. This is because the department already receives your student and completions data through the existing higher education students data collection.
We have a dedicated webpage for Provider Information Request clients on HEIMSHELP. This contains further information to help you prepare and submit your staff data.
If you require further information on how to submit your financial data through HITS please contact TSEnquiries at .
There is also a webinar video on this topic which is available by contacting:
The HITS user guide is also available from http://education.gov.au/help-it-system-hits-user-guide
HEIMS Training Opportunities
5 July Reporting with HEPCAT 2 pm – 2:45 pm AEST - register now
7 July Validating your data 2 pm – 2:45 pm AEST - register now
11 July HEIMS Reports 2 pm – 2:45 pm AEST - register now
14 July Staff data 2 pm – 2:45 pm AEST - register now
31 August is the final date for data to be reported and certified. Wherever possible aim to submit much earlier than this deadline to save yourself from last minute complications and stress.
If you have any questions please don’t hesitate to contact us via our email helpdesk or on (02) 6240 7487.
Undergraduate Applications and Offers, February 2016 report
The Undergraduate Applications and Offers, February 2016 report is now available on the department’s website.
Decluttering your reports
We’ve reorganised your report views in HEIMS Online to make verification easier.
SA-HELP and Unit of Study Completions reports are now available as separate views and no longer found under the Student reports view. This will reduce the number of times you will need to refresh your reports during verification.
We have implemented these changes in response to your feedback. If you have any comments to share with us on these changes, please contact us at .
Reporting your completions data
Did poor quality reporting of completions data affect your 2015 student progress rates and outcomes?
A review of the 2015 unit of study completions data has highlighted some issues around the quality of information reported to the department.
Every unit of study you have reported to the department throughout the year must have a completions status reported at the end of the unit. This provides an outcome for each unit of study for which students have been studying. This information also supports statistical calculations such as success, retention and progress rates for your organisation which are published on the department’s website.
It may be possible that you have omitted or misreported some of your unit of study completions or have not updated units of study when an outcome has been determined. Please review how you are reporting your completions data so that your next submissions provide the most accurate picture of outcomes for your students.
Remember that you can report a completion status for a unit of study at any time. Your course completions can also be reported as soon as a student has completed the requirements of their course. This will enable more progressive reporting of completions, helping to streamline the workload around compiling and reporting all completions across the year in a single submission.
Please don’t hesitate to contact us if you would like to discuss your completions data.
Training opportunities
Whether you’re a complete beginner or just need a refresher, we have the training for you.
To help you prepare for the submissions due in August take advantage of our training opportunities coming up in July.
Reporting data can be quite complex, especially if you are new to the process or if you report infrequently. The key to successful and stress-free reporting is to find out exactly what you need to do and be well prepared before the submission date.
Our packages of essential training sessions aim to make reporting as easy as possible for you. We strongly recommend that you attend each session in the training package before you make your first submission and refresh as required throughout the year, particularly if it has been several months since you last reported data.
The package includes:
Reporting - Getting Started
Reporting with HEPCAT parts 1 & 2
Register now to increase your understanding of how to use HEPCAT or just to refresh your skills with this application.
Reporting – Getting Started
Tuesday 12 July 2:00 PM - 3:00 PM AEST
https://attendee.gotowebinar.com/register/578649153846640899
Reporting with HEPCAT parts 1 & 2
Part 1 – Monday 18 July 2:00 PM - 3:00 PM AEST
https://attendee.gotowebinar.com/register/845669950698701059
Part 2 – Wednesday 20 July 2:00 PM - 3:00 PM AEST
https://attendee.gotowebinar.com/register/5090041020123424515
Do you need a customised training session for your staff?
Does your team have specific training needs that are not covered by our standard sessions? You might want to consider requesting a customised training session for a time that suits you. These sessions give you and your staff the opportunity to work with our team to address specific data reporting challenges. We have face to face training available with our staff in Canberra or via a webinar–whichever works best for you.
If you are interested in customised training please contact us.
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