Simplifying Verification

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Presentation transcript:

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: