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Student Concordance Submission. http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-student-concordance-submission. Overview. What is the purpose of this submission? How does the process work? How do you know what records have been linked?.
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Student Concordance Submission http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-student-concordance-submission
Overview • What is the purpose of this submission? • How does the process work? • How do you know what records have been linked?
When do you use this submission? If a student has more than one student identification code This may occur as a result of: • Implementation of a new student management system • Administrative error
How do you use this submission? • 4. Check your summary reports • 2. Enter key elements: • OLD ID • NEW ID • 3. Correct any validation errors and submit • 1. Create a Student Concordance submission • in HEPCAT
File Structure OLD Student ID NEW Student ID All records will be linked to the NEW Student ID
1. New student management system OLD Student ID NEW Student ID • All existing records are linked to the new student ID beforeany new records are reported • Enrolment • Load liability • Unit of Study completions • Course Completions • OS-HELP • SA-HELP • Commonwealth Scholarships
2. Administrative error NEW Student ID OLD 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
Key validations The first validations check that the two Ids belong to the same student: • Gender • Date of birth • CHESSN • OLD ID can no longer be used once IDs are linked • Students can’t be unlinked
Key principle Each record must be unique: • Unit of study • OS- HELP • SA-HELP • Commonwealth scholarships • Course Completions Duplicate records will be rejected
Enrolment values Where different values have been reported against a student's OLD and NEW IDs: HEIMS will use the values reported for the NEWStudent ID
Exceptions Students address details • First reported value [geo-coding and SES] Tax File Number (TFN) E446 • Latest TFN with a debt
First reported address values • Location code of term residence E319 • Location code of permanent home residence E320 • Address of permanent home residence Part 1 E410 • Address of permanent home residence Part 2 E411 • Address of permanent home residence - Postcode E413 • Residential address - Suburb/Town E469 • Residential address - State E470 • Residential address - Country Name E471
Additional SA-HELP check • In 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
Student Concordance Summary Report: Confirmation of the records that have been linked in HEIMS
Key points to remember To complete a student concordance submission: • both student IDs must be for the same person • records must be unique - duplicate records will be rejected • records are linked to New Student ID • exceptions - TFN and Student’s address Check the results in your Summary report!
Next HEPCAT release: December 2014Student concordance - early 201531 October submissions: 3 days remaining Only 50% of submissions reported
Need more help? For all your reporting questions contact HEIMS Data CollectionsSection HEIMS.datacollections@education.gov.au Telephone: (02) 6240 7487