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2 What is the purpose of this submission? How does the process work? How are records linked?

3 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

4 1. Create a Student Concordance submission in HEPCAT 1. Create a Student Concordance submission in HEPCAT 2. Enter key elements : OLD ID - the ID you don’t want) and NEW ID The ID you do want 2. Enter key elements : OLD ID - the ID you don’t want) and NEW ID The ID you do want 3. Correct any validation errors and submit

5 Student ID you don't wantStudent ID you do want Student Identification code (Old)Student Identification code (New) Previous Student IDCurrent Student ID Not preferred Student IDPreferred Student ID Defunct Student IDLive Student ID Obsolete Student IDActive Student ID Wrong Student IDCorrect Student ID

6 The OLD ID can no longer be used once IDs are linked Students can’t be unlinked

7 Type of record and element nameElement number PositionWidthData type Student identification code Alphanumeric Student identification code Alphanumeric Filler 50 spacesN/A Alphanumeric OLD Student ID NEW Student ID All HEIMS data will be linked to the NEW Student ID

8 How does student concordance work?

9 OLD Student ID NEW Student ID Enrolment Load liability Unit of Study completions Course Completions OS-HELP SA-HELP Commonwealth Scholarships All existing records are linked to the new student ID before any new records are reported

10 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

11 HEIMS validations check that the two Ids belong to the same student: Gender Date of birth CHESSN

12 HEIMS validations check that there are no duplicate records for the old and new ID’s: Unit of study OS-HELP SA-HELP Course completions Commonwealth Scholarships HEIMS validations also check for consistent Course of Study commencement dates

13 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

14 Duplicate CHESSN processing Enrolment revisions Student revisions OS-HELP revisions SA-HELP revisions Course of Study Commencement date

15 All the student’s reported data Enrolment Load liability Course Completions OS-HELP SA-HELP Commonwealth Scholarships

16 Where different values have been reported against a student's OLD and NEW ID’s: HEIMS will mostly use the values previously reported for the NEW Student ID

17 Tax File Number (TFN) E446 TFN with latest reported debt Students address details Address details associated with the TFN record Core demographic elements elements associated with the TFN record

18  both student IDs must be for the same person  records must be unique  records are linked to New Student ID  OLD ID can no longer be used

19 31 March:  Student submissions 15 April  Verification of 2014 data commences 30 April  Final date for reporting for unit of study and course completions data  15 May  Final date for verification of all 2014 data

20 For all your reporting questions contact HEIMS Data Collections Telephone: (02)


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