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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 forms
– students TFNs
– Commonwealth Assistance Notices
– VET courses are activated in HITS
Contact: [email protected]
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!
Reporting Requirements
Scopes Structures Data elements
Reporting Schedule
Data Requirements
What data do I need to collect?
• Courses
• Unit of study
• Students
Collect the right information
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
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?
Reporting Deadlines
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
Census dates Deadlines
1 Jan to 31 Mar 2015 31 May 2015
1 Apr to 30 Jun 2015 31 Aug 2015
1 Jul to 31 Aug 2015 31 Oct 2015
1 Sept to 31 Dec 2015 31 Mar 2016
What’s next?Student submissions – 4 deadlines
Final submissions reported each year
• Unit of study and Course completions submissions
Deadline: 30 April each year
2014 Completions: Deadline 30 April 2015
Determine units of study for the course:• EFTSL value• Census dates• Field of education• Tuition fees
Structuring your course and units of study
Consistent EFTSL values• EFTSL value for a unit of
study must be the same for all students– Full-time– Part-time– Fast-track
¼ of 1 EFTSL = 0.25The EFTSL for each unit = 0.25 (reported as 0250000000 on
Element 339)
Calculating EFTSL for a unit of study
Unit 2Unit 1 Unit 3 Unit 4
Course – 1 year of full time studying ( 1 EFSL)Diploma Course
Resources to help you
• New Starters • Toolkits• Training • Newsletters• Appendices, codes and tables• User Guides
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
Getting your systems ready
Supported
Not supported
Application
Documents
ContactsPublications
Courses
Estimates
HITS System
User Guide - http://education.gov.au/help-it-system-hits-user-guide
Financials
Allocate CHESSNS and view entitlements
HEIMS Admin
Allocate CHESSNs and view student entitlements for many students
HEIMS WebServices
HEIMS Systems
Report your dataHEPCAT
View submission reportsView your reported dataCheck and verify your data
HEIMS Online
All reported data is stored
HEIMS Database
Access to HEIMS systems
HEIMSapplications
ATO Encryption Key
Allocating CHESSNs
What is a CHESSN?
How are they allocated?
HEIMS Administration
HEIMS WebServices
Allocation of CHESSNs
HEIMS Administration
HEIMS Administration
View student entitlements
• 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
What training is available?
Webinars
Customised
Online videos
Training your teamWhy it’s important
Stay up to date
Increase efficiency
Avoid costly mistakes
Know the answers
Stay connected
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
Reporting your data with HEPCAT
free applicati
on to install
and use
allows youto
prepare your data
validates your data
submits your data
Reporting with HEPCAT
• Part 1 – 20 April
• Part 2 – 22 April
Validating your data
• 5 May 2015
Next training sessions
Supporting webpage
New Starter toolkit
Training material
HEPCAT Basic videos
Webinar Presentations
Where to from here?
For all your policy queries
Policy and program managementAdministration of FEE-HELP and VET FEE-HELP
Financial estimates and paymentsHELP IT System (HITS)
Need help with reporting?
For all your data questions contactHEIMS Information Management
Section
Telephone: (02) 6240 7487
