Revising your data Webpage:

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

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 RevisionEnrolment RevisionStudent ConcordanceCommencement DateOS-HELP RevisionsCampus 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 – remission 2 – revision 4 – deletion 5 – new or additional record Higher education and VET collections OS-HELP, SA HELP & Past Course Completions 2 – revision 4 – deletion 5 – new or additional record Higher education collection Course Completions 4 – deletion 5 – new or additional record VET collection Unit of Study Completions code 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 Submission Submission files within HEPCAT

Student Revision Submission Submission files within HEPCAT HELP Due file must have a status of validated

Key elements for a unit of study Student Id E313 Course code E307 Unit of study code E354 Unit of study census date E489 AOU code E333

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 2 Code 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 contact HEIMS Data Collections Telephone: (02) Need more help?

Policy and program management Administration of FEE-HELP and VET FEE-HELP Financial estimates and payments HELP IT System (HITS) Contact For all your policy queries