Simplifying Verification
Overview What is verification? Validations and verification – what’s the difference? Why do you have to verify your data? What reports do you have to verify? Issues that impact on verifying your data Tips and strategies to help you
What is verification? The final opportunity to check your data Formally confirms the accuracy of your reported data to the department
Validation vs Verification The system’s validations cannot identify all issues Verification is your own check on the data to identify inconsistences or errors
Validation vs Verification Why data can be different Data corrected on submission Changes not reported Students not reported
Why is verification necessary Legislative requirement Ensures accuracy of your reported data Verified data underpins Funding and reconciliation of payments Publications and statistical information
When is your student data verified? Full year Starts - 15 April Ends - 15 May (census dates from 1 January – 31 December)
How is data verified
Year: 2014 Collection: HEP Student Full Year or VET Student Full Year VET providers Table A & B providers Private higher education providers
Activated Status appears when the department commences the verification process Reports are ready for checking Activated Verification process
VET providers Table A & B providers Private higher education providers
Activated Status appears when the department commences the verification process Reports are ready for checking Activated Status after “Start Verification” Providers can start checking their verification reports Verifying Verification process
VET providers Table A & B providers Private higher education providers
Activated Status appears when the department commences the verification process Reports are ready for checking Activated Status after “Start Verification” Providers can start checking their verification reports Verifying Status after “Refresh Reports” Providers refresh their reports when errors are detected and a revision is made Data refreshing Verification process
VET providers Table A & B providers Private higher education providers
Activated Status appears when the department commences the verification process Reports are ready for checking Activated Status after “Start Verification” Providers can start checking their verification reports Verifying Status after “Refresh Reports” Providers refresh their reports when errors are detected and a revision is made Data refreshing Status “Sign Off” Sign off only after reports are checked and there are no errors To sign off the check box to confirm the data is accurate is ticked Signed Off Verification process
Activated Status appears when the department commences the verification process Reports are ready for checking Activated Status after “Start Verification” Providers can start checking their verification reports Verifying Status after “Refresh Reports” Providers refresh their reports when errors are detected and a revision is made Data refreshing Status “Sign Off” Sign off only after reports are checked and there are no errors To sign off the check box to confirm the data is accurate is ticked Signed Off Verification process
Reports in HEIMS Online
VET providers Table A & B providers Private higher education providers
VET providers Reports that apply to all providers
Additional reports for higher education providers
Additional reports for Table A & B providers
VET providers
Private higher education providers
Table A & B providers Additional report
This report applies to all providers
Common issues Over reporting of no information codes Campus postcodes Inconsistent students citizenship Overseas students fees
Higher education provider Reporting Year: 2014 Reporting Period: Full Year
Variation status flags
What to check Correct student information enrolments study load debts completions Variation differences Common reporting issues
Differences between reports
Drill down function
Other functionality
User Guides
Student data reports are available for all providers.
Top Tips Sign off is final, your reports will be locked Reports are refreshed if your data has changed Report revisions or additional data before sign off Make use of the resources on HEIMSHELP Check out any variations that have been highlighted Checking your data after each submission will save you time at verification
Need more help? For all your data questions contact HEIMS Data Collections Telephone: (02)
For all your policy queries Policy and program management Administration of FEE-HELP and VET FEE-HELP Financial estimates and payments HELP IT System (HITS) Contact: