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Reporting - Getting Started. Before you start essential HELP administration processes – schedule of tuition fees and census dates – request for HELP assistance.

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Presentation on theme: "Reporting - Getting Started. Before you start essential HELP administration processes – schedule of tuition fees and census dates – request for HELP assistance."— Presentation transcript:

1 Reporting - Getting Started

2 Before you start essential HELP administration processes – schedule of tuition fees and census dates – request for HELP assistance forms – students TFNs – Commonwealth Assistance Notices – VET courses are activated in HITS Contact:

3 Reporting – Getting started Know your data requirements Collect the right information Structure your courses and units appropriately Plan for your deadlines Have your systems and access ready Have access to your TFN Encryption key Know how to allocate CHESSNs Train your team!

4 Reporting Requirements ScopesStructures Data elements Reporting Schedule Data Requirements

5 What data do I need to collect? Courses Unit of study Students Collect the right information

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

7 Students enrolled in your VET FEE-HELP approved courses: Citizenship status Australian citizen Permanent humanitarian visa Tuition fees Deferred through VET FEE-HELP or Paying upfront What students are reported?

8 Reporting Deadlines

9 When do you report? The first submission you need to report is the Course of Study submission. Timing: Once a year – VET FEE-HELP providers - before you report your first student data for the year – Higher education providers - 1 August each year

10 What’s next?

11 Final submissions reported each year Deadline: 30 April each year 2014 Completions: Deadline 30 April 2015

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

13 Consistent EFTSL values EFTSL value for a unit of study must be the same for all students – Full-time – Part-time – Fast-track

14 ¼ of 1 EFTSL = 0.25 The EFTSL for each unit = 0.25 (reported as on Element 339) Element 339 Calculating EFTSL for a unit of study Unit 2 Unit 1 Unit 3 Unit 4 Course – 1 year of full time studying ( 1 EFSL) Diploma Course

15 Resources to help you New Starters Toolkits Training Newsletters Appendices, codes and tables User Guides

16 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 Meeting your deadlines

17 Getting your systems ready Supported Not supported

18 Application Documents Contacts Publications Courses Estimates HITS System User Guide - Financials

19 Allocate CHESSNS and view entitlements HEIMS Admin Allocate CHESSNs and view student entitlements for many students HEIMS WebServices HEIMS Systems Report your data HEPCAT View submission reports View your reported data Check and verify your data HEIMS Online All reported data is stored HEIMS Database

20 Access to HEIMS systems HEIMS applications ATO Encryption Key

21 Allocating CHESSNs What is a CHESSN? How are they allocated?  HEIMS Administration  HEIMS WebServices

22 Allocation of CHESSNs HEIMS Administration

23 View student entitlements

24 Processes to administer HELP loans Structuring your courses and units of study HEIMSHELP website What information is collected Reporting deadlines Systems used for reporting and allocating CHESSNs ATO Encryption key In summary

25 What training is available? Webinars Customised Online videos

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

27 Have a trained team More than one person needs to know how and when to report Team members need to attend training Keep up to date with Data Collections e-News Benefits to you and your organisation

28 Reporting your data with HEPCAT free application to install and use allows you to prepare your data validates your data submits your data

29 Reporting with HEPCAT Part 1 – 20 April Part 2 – 22 April Validating your data 5 May 2015 Next training sessions

30  Supporting webpage  New Starter toolkit  Training material HEPCAT Basic videos Webinar Presentations Where to from here?

31

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33 For all your policy queries Policy and program management Administration of FEE-HELP and VET FEE-HELP Financial estimates and payments HELP IT System (HITS) Contact

34 Need help with reporting? For all your data questions contact HEIMS Information Management Section Telephone: (02)


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