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COURSE OF STUDY (CO) SUBMISSION (2012-)

The Course of Study (CO) Submission contains information on all courses to be provided by an institution for a reporting year.

Courses in the Course of Study Submission are subsequently reported in the following submissions for the year:

Course data relating to prior year/s which have not previously been reported to the department may also be included in the Course of Study Submission.

TIMING

Timing of submissions is shown in the Timing Matrix which is available on the HEIMSHELP website.

STRUCTURE

The CO File is the only file included in the Course of Study Submission.

Information about the elements in the Course of Study Submission and the structure of the CO file can be found in the structure document for the relevant reporting year. This is available on the HEIMSHELP website.

The key elements in the Course of Study Submission data are:

  • Course of Study Code (E533)

    This code identifies a Course of Study at the highest level. It is only reported in the Course of Study Submission.

    • A number of courses of study may lead to the same undergraduate award.
    • A student can transfer from one course to another within the same course of study and would not be treated as a commencing student for administration and DEEWR publication purposes.
    • Additional Student Learning Entitlement (SLE) is calculated on the basis of course of study.
  • Course Code (E307)

    This code identifies courses (or streams) within a course of study. This is the lower level element used to describe the course and link to other related student data submissions.

Records to be reported on the Course of Study Submission

A Course of Study Code (E533) may only have one value reported for the following elements which uniquely identify the course of study:

  • Course of Study Type (E310)
  • Course of Study Load (E350)
  • Combined Course of Study Indicator (E455)

A Course Code (E307) can only be related to one Course of Study Code (E533) and all its related values. A record with a particular Course of Study Code (E533)/Course Code (E307) combination can only have one record on the Course of Study Submission.

Reporting of combined courses

A combined course of study can only be reported once on the Course of Study Submission. Appropriate values must be reported for the Field of Education Code (E461) and Field of Education Supplementary Code (E462). The Field of Education Supplementary Code must be “000000” or all spaces.

Reporting new or additional courses for the reporting year

New courses and courses of study that are additional to those already provided to DEEWR can be reported as required on an additional Course of Study Submission at any time during the year.

Reporting courses from previous years

Courses from previous years can be reported in the current Course of Study Submission.
For example, the 2012 Course of Study Submission may also include course data relating to 2010 or 2011.

The Reporting Year and Period Code (E415) identifies the year to which a course relates.

REVISIONS TO COURSE OF STUDY DATA

Detailed information on how to revise previously reported course data is available in the Higher Education Revision Guides on the HEIMSHELP website.

For more information about terms used in this document please refer to the Glossary on the HEIMSHELP website.

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