Latest news posted: 07 September 2010

Verification of 2009 Staff Data

The new automated reports for the verification of staff data will be available in HEIMS Online from Monday 6 September 2010.  Higher Education Providers are required to sign off on their reports by 4 October 2010.

HIGHER EDUCATION & VET PROVIDERS - due 31 August 2010 

2010 Student Submission
Student submission - Student Enrolment, Student Load Liability and Commonwealth Assisted Students files for units of study with census dates between 1 April and 30 June.

HIGHER EDUCATION only - due 31 August 2010

OS-HELP - First half 2010 year

Commonwealth Scholarships
Continuing scholarship holders for first half 2010 year - due 31 August 2010
Commencing scholarship holders - Indigenous Enabling CECS and CAS, Indigenous Access Scholarship, Indigenous CECS and CAS - To be reported within 15 days of census date

ECAF Submission - If students have completed their request for commonwealth assistance froms electronically

Course of Study and Campus submissions – due 1 September 2010
Reminder that the reporting of your Course and Campus files has been extended to 1 September 2010 due to the delayed release of HEPCAT to support the reporting of Element 415 on the 2011 Course of Study submission.
Also please remember when preparing your course submission that for courses of study already reported to DEEWR in previous years, the key identifying values must remain consistent for the duration of the course of study.

Higher Education Data Collection for 2010 calendar year - Consolidated Timing Matrix
PDF    (18.2 KB)    XLS    (39.0 KB)    

VET FEE-HELP Data Collection for 2010 calendar year - Consolidated Timing Matrix
PDF    (14.8 KB)       XLS    (28.0 KB)   

Higher Education providers are required under section 19-70 of the Higher Education Support Act 2003 to provider to the Minister information related to the

Higher Education Student Data Collection

Higher Education Staff Collection

University Applications and Offers Data Collection  

VET providers are required under subclause 24(1) of Schedule 1A of the Higher Education Support Act 2003 (HESA) to provide information to the Minister for the VET Student Data Collection.

The required naming format for files sent to DEEWR through HEPCAT can be found in the File Naming Conventions.

The following links outline the Compliance, Confidentiality and Responsibility requirements as outlined in the Higher Education Support Act 2003     

Compliance with the Requirements
Confidentiality of Information about Students

REPORTING CHECK LIST A key issue in meeting the reporting deadlines and submitting quality data to DEEWR is to ensure you have allowed sufficient time prior to the submission date to become familiar with the reporting documents and the submission methodology using HEPCAT.   It is the responsibility of all providers to check well before each submission date that they:  are familiar with the current reporting documentation on HEIMSHELP for this year/period including submission dates listed in the relevant timing matrix:           HE    (18.2 KB)           VET    (24.7 KB) have incorporated the specified reporting and verification dates in their administration schedule for the year have more than one person who has the knowledge to report data to DEEWR using HEPCAT allow each data collections officer to attend at least one training session prior to the first submission have appropriate IT support to manage interactions between internal system environments and HEPCAT have current HEPCAT logon and password access have access to their ATO encryption key keep up to date by regularly attending training courses and reading HEIMS Data Collections newsletters