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Student Revisions (SR) scope

Version Details

Version: 6.0
First Year: 2015
Last Year:

About

The Student Revision submission enables providers to revise data that has been previously reported to the department on the Student Load/Liability (LL) file in the Student submission.

The submission reports details of deletions or changes due to administrative error and remission of HECS‑HELP and FEE‑HELP debts. It includes revisions for units of study with a census date on or after 1 January 2005. To report revisions to units of study with a census date before 1 January 2005 see the Administrative Information for Providers (AIP): Student Support.

New unit of study records or records omitted from a previous Student submission should be reported through a new Student submission.

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Timing

Student revisions may be reported at any time. Multiple submissions may be reported throughout the year.

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

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Submission method

The Student Revisions (SR) file is one of three files incorporated in the Student Revision submission. The other files are the:

The SR file includes the key elements needed to identify unit of study record(s) requiring revision or deletion.

When reporting a Student Revision submission it is recommended that you read the LL/RL and DU scope guidelines in conjunction with this scope guideline.

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 the elements in the SR file is in the structure guidelines for the relevant reporting year.

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

These elements are the key identifiers for a student’s unit of study record. A record to be revised will be matched on these elements.

When deleting a record, the record only needs to be reported on the SR file. No corresponding record is required on the RL or DU files.

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Records to include

  • Remission of a student’s HECS‑HELP or FEE‑HELP debt.
    • When a student’s debt is remitted in special circumstances details of the remission must always be reported in a Student Revision submission.
      If a unit of study is remitted after the census date, but before reporting the Student submission, the original record must be reported on the LL file as part of the Student submission and the subsequent remission must then be reported in the Student revision submission.
  • Revisions or deletions due to administrative error.
    • If a student’s information changes due to administrative error and prior to it being reported to the department, the new details can be incorporated in a Student submission (see LL scope guidelines). There is no requirement in these circumstances to report the original record in a Student submission and then a revised record in a Student revision submission.

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More information

For detailed information on how to revise previously reported data see the higher education revision guides.

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


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