httpheimshelpeducationgovausitesheimshelpsupportpageswebinarstudentconcordancesubmission What is the purpose of this submission How does the process work How are records linked ID: 911433
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Slide1
Student Concordance Submission
http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-student-concordance-submission
Slide2What is the purpose of this submission?
How does the process work?
How are
records linked?
Overview
Slide3If a student has more than one student identification code
This may occur as a result of:
Implementation of a new student
management systemAdministrative error
When do you use this submission?
Slide4How
do you use this submission?
1
.
Create a Student Concordance
submission
in
HEPCAT
2
.
Enter key elements
:OLD ID - the ID you don’t want) and NEW IDThe ID you do want
3. Correct any validation
errors and submit
Slide5Different terms for old and new Student IDs
Student ID you
don't
want
Student ID you
do
want
Student Identification code (
Old
)
Student Identification code (
New)
Previous Student IDCurrent Student IDNot preferred Student IDPreferred Student IDDefunct Student IDLive Student IDObsolete Student ID
Active Student IDWrong Student ID
Correct Student ID
Slide6The
OLD ID
can no longer be used once
IDs are linked
Students
can’t be unlinked
There’s no turning back
Slide7File Structure
Type of record and element name
Element number
Position
Width
Data type
Student
identification code
313
1-10
10
Alphanumeric
Student
identification code313
11-2010Alphanumeric
Filler 50 spaces
N/A
21-70
50
Alphanumeric
OLD Student ID
NEW Student ID
All HEIMS data will
be linked
to
the NEW
Student
ID
Slide8How does student concordance work?
Slide91. New student
management
system
OLD Student ID
NEW Student ID
Enrolment
Load liability
Unit of Study completions
Course Completions
OS-HELP
SA-HELP
Commonwealth
ScholarshipsAll existing records are linked to the new student ID before any new records are reported
Slide102. Administrative
error
OLD Student ID
NEW Student ID
All existing records are linked to the new Student ID
Enrolment
Load liability
Unit of Study
Completions
Course Completions
OS-HELP
SA-HELP
Commonwealth Scholarships
Slide11HEIMS validations check that the two Ids belong to the same student:
Gender
Date of birth
CHESSN
Same student validations
Slide12HEIMS validations check that there are no duplicate records for the old and new
IDs:
Unit of study
OS-HELPSA-HELP
Course completions
Commonwealth Scholarships
HEIMS validations
also check for consistent Course of Study commencement dates
Duplicate record validations
Slide13In addition to checking for
duplicate SA-HELP
records, validations will also check that the maximum SA-HELP limit for the year has not been exceeded
Entitlement validations
Slide14Duplicate
CHESSN
processing
Enrolment revisionsStudent revisions
OS-HELP revisions
SA-HELP revisions
Course of Study Commencement date
Resolving validation errors
Slide15What data is linked?
Slide16Where different values have been reported against a student's OLD and NEW
IDs:
Different values for the same element
HEIMS will
mostly use
the values
previously
reported
for the
NEW
Student ID
Slide17Tax File Number (
TFN
)
E446TFN with
latest reported debt
Students
address details
Address details associated with the
TFN
record
Core demographic elementselements
associated with the TFN recordExceptions
Slide18both student IDs must be for the same person
records must be unique
r
ecords are linked to New Student ID
OLD
ID
can no longer be
used
Key points to remember
Slide19Need
more help?
For all your reporting questions contact
HEIMS Data CollectionsHEIMS.datacollections@education.gov.au
Telephone
: (02) 6240
7487