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VET FEE-HELP Data Collection - 2016 Reporting Requirements

2016 reporting year

This page provides information about the data requirements for the VET FEE‑HELP data collection 2016 reporting year. Select the tabs below for the information you need.

An update to the notice was released on 25 November 2016. The most significant changes are to the reporting schedule which can be accessed below alongside the data requirements and change control document.

2016 Ministerial Notice

 

The 2016 Ministerial Notice was issued on 6 July 2015. An update to the notice was released on 25 November 2016. The 2016 Reporting Requirements and Change Control document includes information about any changes that have been made since the 2015 reporting year to the files and elements included in the data collection and when you need to report and verify your data.

Reporting requirements may be updated from time to time. Providers must keep up to date about any changes. Check the HEIMS Data Collections eNews for updates. If you print the requirements ensure you keep up to date - HEIMSHELP provides the latest data requirements at all times.

The guidelines and data elements are also available in PDF/DOCX formats on our Ministerial Notice documents page.

 

What?

What do you report?

The main submissions included in the VET FEE‑HELP Data Collection are provided on the VET FEE‑HELP - 2016 submission guidelines page.

A consolidated package of all the submissions guidelines is also available for you to view or print.

As part of your data requirements you will also need to allocate a CHESSN to some of your students. See the CHESSN toolkit for more information.

 

When?

When do you report?

The key dates and reporting deadlines calendar provides you with the due dates for reporting VET FEE‑HELP data to the department.
For deadlines specific to the 2016 reporting year see the reporting schedule.

From time to time you may be advised by the department to submit data earlier than the deadline. You must comply with any requests of this nature as required.

You must report data by the legislated deadlines. If you don't report in time, your organisation may be in breach of HESA. It may also be at risk of having its payments stopped.

It is important that you don't wait to the due date to start reporting your data. You will need enough time to prepare, validate and submit your data. You will need to work through any errors or issues contained in the data before the deadline.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

 

How?

How do you report?

Most VET FEE‑HELP student data (except the allocation of CHESSNs) 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.

The Reporting with HEPCAT toolkit provides you with all the information you need to successfully install HEPCAT and submit your data. It includes system requirements (what type of PC you need to have), the HEPCAT user guide, access to relevant online training videos and recorded webinars.

For information about allocating and managing CHESSNs see the CHESSN toolkit.

 

Verification

About Verification

Verifying that your VET FEE‑HELP data is correct is the final stage in meeting your reporting requirements under the Higher Education Support Act 2003 (HESA). When you verify your data you are advising the department that your data accurately reflects your students’ debts and other information needed for program management and reconciliation of your payments.

The Verifying your data toolkit provides all the information you need to verify your VET FEE‑HELP data. It will explain:

  • Why you need to verify your data
  • When you verify your data
  • How you verify your data
  • What data you need to verify

See the Key Dates and Reporting Deadlines page for all deadlines for a specific reporting year.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

 

Revising your data

You can revise your data reported to HEIMS at any time. You may need to revise your data if you identify an error when checking your data after a submission or when verifying your data during the verification periods.

The Revising your data toolkit provides you with the information you need to correct errors in data that you have reported to the Higher Education Information Management System (HEIMS). It will explain the different methods of revising your VET FEE‑HELP data.