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Common data issues - higher education providers

Common data issues

Whilst reviewing your student data please check your data against the common reporting issues below that arise consistently each year. If any of these issues have occurred at your organisation we'd appreciate your assistance in addressing them prior to finalising your verification reports.

High use of no information codes

No information codes should only be reported in very limited circumstances where it has not been possible to obtain the actual information from the student.

Please correct no information values where the data is available.

If you have no data for a particular element ensure that your enrolment and student management process collects this information.

Elements where this issue commonly occurs

  • Aboriginal and Torres Strait Islander code (E316)
  • Location code of term residence (E319)
  • Location code of permanent home residence (E320)
  • Disability (E386)

HEIMS Online Data View and Data Verification reports

  • Enrolment Summary Report

Overseas student fee (E500)

Incorrect reporting of Overseas student fee.

The overseas student fee for a student's course is aggregated in all submissions for the year to form a total annual tuition fee. The fee may be reported as a total amount once a year or in instalments across the year.

Check that the total amount is accurate and has not been reported multiple times for the year.

Elements where this issue commonly occurs

  • Overseas student fee for students subject to minimum indicative fee (E500)

HEIMS Online Data View and Data Verification reports

  • Overseas Student Fees Summary Report

Completion status

Units of study not reported with an appropriate completion status

All units of study must have a completion status. This will ensure that your success and retention rates are accurate.

Elements where this issue commonly occurs

  • Unit of study completion status (E355)

HEIMS Online Data View and Data Verification reports

  • Unit of Study Completions Summary Report

Indigenous students

Indigenous students with an overseas citizenship.

Students are sometimes reported with an Aboriginal and Torres Strait Islander code (3, 4 and 5) identifying they are of indigenous decent with an overseas citizenship.

Review your data using HEIMS Online Enrolment Summary Report.

Elements where this issue commonly occurs

  • Aboriginal and Torres Strait Islander code (E316)

HEIMS Online Data View and Data Verification reports

  • Enrolment Summary Report

Completions for HDR students

Incorrect calculation of high cost/low cost completions for HDR students (HE Table A providers only)

Check high cost/low cost completions using the Field of education (element 461).
NOTE: Specialisation code (E463) is not used for this calculation

Elements where this issue commonly occurs

  • Field of education code (E461)

HEIMS Online Data View and Data Verification reports

  • Award Course Completions – HDR Report

Overseas students

Incorrect reporting of Australian term location and permanent home address for an overseas student.

Some overseas students who are not in Australia for the duration of their units of study (i.e. code 5 on element 358 - Citizenship indicator) have been misreported as living in Australia.

The term location and permanent home location for an overseas student should be reported with the relevant overseas country code.

Elements where this issue commonly occurs

  • Citizen/resident indicator (E358)
  • Location code of term residence (E319)
  • Location code of permanent home residence (E320)

HEIMS Online Data View and Data Verification reports

  • Enrolment Summary Report

Highest education participation

Student's highest education participation has been reported inconsistently by many providers.

Students are being reporting with a lower level of education participation than previously reported.

You need to ensure that the coding of Highest education participation reflects your students' latest participation and ensure your enrolment forms accurately reflect this requirement.

Elements where this issue commonly occurs

  • Highest educational participation prior to commencement (E493)

HEIMS Online Data View and Data Verification reports

  • Enrolment Distribution Report

Campus postcodes

Unexpected or unusual reporting of campus postcodes

Students reported against postcodes not consistent with the provider's campus/es. Review your records using HEIMS Online distribution and Data View reports.

Elements where this issue commonly occurs

  • Postcode or overseas country code location of Higher Education/VET Provider campus/delivery location (E477)

HEIMS Online Data View and Data Verification reports

  • Load liability Distribution Report
  • EFTSL Summary Report

Special courses

Element 312 reported with code 27 (A course of study in clinical psychology) but course level is not Masters or above.

The value for the course level must be a masters level or above where records have a special course indicator that is coded as 27 – Clinical Psychology. (See Chapter 7.5 of the Opens in a new window: Commonwealth Grant Scheme Guidelines 2012 )

Elements where this issue commonly occurs

  • Special course type code (E312) with Course of study type code (E310)

HEIMS Online Data View and Data Verification reports

  • View Course of Study Records

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