Provider Information Request
This page sets out everything you need to know about reporting your PIR Student and Staff data.
Use the tabs below to navigate around this page and find out what to report and how to report it.
Before you start
Gaining access to HEIMS applications
There are two applications that you will use to report, check & certify your PIR data:
- HEIMS Online
All users must be registered and have their own log on ID and password to report data with HEPCAT and access the HEIMS Online. Please complete and return the form below.
- Provider Information Request access to HEIMS Online and HEPCAT (200kB) OR Provider Information Request access to HEIMS Online and HEPCAT DOCX (77kB)
See the top PIR Frequently Asked Questions.
Reporting your data
How do you report?
PIR data is reported using the Higher Education Provider Client Assistance Tool (HEPCAT) which is a PC based application provided by the department. It helps you to prepare, validate and submit your data to HEIMS.
Please follow the Installing HEPCAT for the first time instructions if you have not yet installed HEPCAT or Updating HEPCAT installation instructions to update to the latest version of HEPCAT. Please note there is NO requirement to remove the prerequisites to complete this HEPCAT update.
How to create a HEPCAT data file from an Excel spreadsheet
To import data into HEPCAT your data must be in a flat (or text) file format. If your data is in an Excel spreadsheet this guide explains how to convert the data in the spreadsheet to a flat file format that can then be imported directly into HEPCAT.
- PIR Collection - Microsoft Excel to Flat File Guide PDF or PIR Collection - Microsoft Excel to Flat File Guide DOCX
- PIR Microsoft Excel to Flat File Template XLSX
Note: All files will need to adhere to the applicable file naming formats i.e with NO .txt file extension.
Naming your files
HEPCAT will only allow you to import files that conform to the file naming convention for the submission type you have selected. This is explained in Section 7.3 of the HEPCAT User Guide.
The following document describes the naming format for files sent to the department through HEPCAT.
- Provider Information Request: File Naming Convention for 2016 PDF (146kB) OR Provider Information Request: File Naming Convention for 2016 DOCX (35kB)
When do you report?
Student and staff data will be submitted through the department's Higher Education Information Management System (HEIMS) streamlining this data to a single collection. Consistent with the current PIR schedule, reporting will commence from 1 July 2016 with submission due by 31 August 2016.
Validating your data
For information relating to Validating your data see our webinar presentation.
HEPCAT Validations by file
Validations by number
Revising your data
Generally revisions to course of study data must be coordinated through the department.
A revision can only be made to course information where a particular code has been reported incorrectly through a genuine administrative error. For example, if an incorrect value was reported for any of the key elements they can be revised to reflect the correct information.
PIR data elements
PIR file scopes
PIR data is now certified using the HEIMS Online Verification process.
There are four simple steps in the Data Verification tab of Opens in a new window: HEIMS Online to verify your data:
The Checking and verifying your data toolkit contains information relating to checking and verifying your data.
Coding notes for the PIR collection are now available.
PIR training opportunities
We understand that many of these processes will be new for you and your team. That is why we provide targeted training webinars with a focus on the core information you need to know to prepare data submissions.
31 August is the final date for data to be reported and certified. Wherever possible aim to submit much earlier than this deadline to save yourself from last minute stress.
Information relating to reporting your PIR data is also available in our previous webinar presentations.
Your questions from our Introduction to HEIMS webinar have been answered and are now available on our Introduction to HEIMS Q&A page.
- Webinar - PIR Introduction to HEIMS PDF or Webinar - PIR Introduction to HEIMS PPTX
- Webinar - PIR Reporting with HEPCAT PDF or Webinar - PIR Reporting with HEPCAT PPTX
- Webinar - PIR Validating your data PDF or Webinar - PIR Validating your data PPTX
- Webinar - PIR HEIMS Online PDF or Webinar - PIR HEIMS Online PPTX
- Webinar - PIR Staff data PDF or Webinar - PIR Staff data PPTX
Do you need a customised training session for your staff?
Do you have some particular training needs not covered in our standard sessions for your team? You can request an individual or customised training session at a time that suits you. These sessions provide you with an opportunity to work with our team to focus on specific challenges you are facing with reporting or particular topics where your staff are looking for more detailed information. We have face to face training available with our staff in Canberra or via a webinar ‑ whatever works best for you.
If you are interested in customised training please contact us.
Department of Education & Training
HEIMS Data Collections team
Telephone Helpline(02) 6240 7487
TEQSA's Information Management team can be contacted at email@example.com.
TEQSA also has FAQs available on Opens in a new window: their website.