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Reporting - Getting Started

Learn the key HEIMS administration processes, data requirements, reporting deadlines, system readiness, CHESSN allocation, training resources, and contact details for assistance. Ensure accurate reporting for all enrolled students in approved courses.

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Reporting - Getting Started

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  1. Reporting - Getting Started Supporting Webpage:http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-reporting-getting-started

  2. Reporting – Getting started

  3. Before you start - essential HELP administration processes • structured your courses • schedule of tuition fees and census dates • eCAFs and enrolment details submitted • students TFNs • Student Invoices • Commonwealth Assistance Notices • VET courses are activated in HITS Contact: VETStudentLoans@education.gov.au

  4. New Starters

  5. Data Requirements

  6. What students are reported? ALL students enrolled in your approved courses: Citizenship status • Australian citizen • Permanent humanitarian visa • Special category visa - New Zealand citizen Tuition fees • Deferred through VET Student Loan or • Students paying upfront

  7. Key information for reporting Student • Course • Unit of Study • Name • Address • Date of birth • Citizenship • Gender • Disability • Indigenous status • CHESSN • Tax file number • Length • Type of course • Field of education • 3 equal periods • Approved by Training.gov.au • Cost for students • Census date • Length (EFTSL) • Field of education • Consistent with Schedule of fees

  8. Structuring your course and units of study Determine units of study for the course: • EFTSL value • Census dates • Field of education • Tuition fees

  9. How to set fee periods Diploma Course 1 year of full time studying ( 1 EFTSL)

  10. When to report

  11. Reporting deadlines Diploma Course 1 year of full time studying ( 1 EFTSL)

  12. Meeting your deadlines Best practice: Plan ahead & Report early! • as soon as possible after your census dates have passed • allow time to resolve errors • reduces your stress and last minute panic Your responsibilities are not met until the data has been reported without errors

  13. Getting your systems ready Supported Not supported

  14. HEIMS Systems HEIMS Online • View submission reportsView your reported dataCheck and verify your data HEIMS Database • All reported data is stored HEPCAT • Report your data HEIMS WebServices • Allocate CHESSNs and view student entitlements for many students HEIMS Admin • Allocate CHESSNS and view entitlements

  15. Access to HEIMS systems HEIMS applications

  16. Allocating CHESSNs What is a CHESSN? How are they allocated? • HEIMS Administration • HEIMS WebServices

  17. HEIMS Administration Allocation of CHESSNs View student entitlements

  18. Reporting your data with HEPCAT

  19. What training is available? Webinars Customised Online videos

  20. Training your team • Why it’s important • Stay up to date • Increase efficiency • Avoid costly mistakes • Know the answers • Stay connected

  21. Resources to help with you • New Starter • Toolkits • Training • Newsletters • Appendices, codes and tables • User Guides

  22. Department contacts

  23. Need help with reporting? For all your data questions contact HEIMS Data CollectionsSection HEIMS.datacollections@education.gov.au Telephone: (02) 6240 7487

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