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Enrolment (EN) scope

Version Details

Version: 6.0
First Year: 2015
Last Year:

About

Higher education providers (providers) approved under the Opens in a new window: Higher Education Support Act 2003 (HESA) must report data for all domestic and overseas students enrolled in or undertaking a course of study leading to a higher education award of the organisation.

The data reported in the Enrolment (EN) file provides a profile of each student (e.g. date of birth, gender, home location, country of birth). This file is used in the Student submission.

Each record provides information for a particular student/course combination for a reporting period. Generally there is only one enrolment record in the EN file for each student. However, where a particular student is undertaking more than one course in the same reporting period there may be more than one record for that student in the EN file.

The EN file can also include student records omitted from a previous Student submission due to administrative error.

For more information see Administrative Information for Providers (AIP): Student Support.

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Timing

Timing of submissions is detailed in the reporting schedule for the relevant reporting year.

There are up to four deadlines for each reporting year which depend on the census dates for unit(s) of study offered by a provider. Data can be submitted at any time after a census date. A provider may submit more than one submission for a period.

The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date.

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Submission method

The EN file is one of three files incorporated in the Student submission. The other files are the:

When reporting a Student submission it is recommended that you read the LL and DU file scope guidelines in conjunction with these scope guidelines.

Submissions are made using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT User Guide Part 2.

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Structure

Information about the structure and elements in the EN file is in the structure guidelines for the relevant reporting year.

Each record in the EN file must have a unique combination of values for:

These elements are the key identifiers for a student’s enrolment record. Enrolment records must also have consistent values for:

A record to be revised will be matched on these elements.

All records reported on the EN file must have a matching record on the LL file where the Reporting year and period code (element 415) is equal to the year component of the a Unit of study census date (element 489).

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Revisions

Enrolment data that has previously been reported to the department in a Student submission can be revised through an Enrolment Revisions submission.

Revised data can be submitted at any time. For detailed information on how to revise previously reported enrolment data see the Enrolment revision (ER) file scope guidelines and the higher education revision guides.

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More information

For more information about terms used in these guidelines see the glossary.


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