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Common data issues - VET 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.

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)
  • Language spoken at home code (E348)
  • Postcode or overseas country code location of Higher Education/VET Provider campus/delivery location (E477)
  • Labour Force Status Identifier (E576)

HEIMS Online Data View reports

  • EFTSL Summary Report
  • Enrolment Summary Report

Incorrect values reported for EFTSL

The coding of this element is based on a fulltime study load. If you are reporting an EFTSL value of 0.25 it is coded as 0250000000.

If your data contains incorrect EFTSL values these can be corrected through a Student Revision Submission.

Elements where this issue commonly occurs

  • Equivalent Full-Time Student Load (E339)

HEIMS Online Data View report

  • EFTSL Summary Report

Multiple Student Identification codes.

Multiple Student Identification codes reported for the same student

Student ID is a key element used to uniquely identify a student and must remain the same whilst the student is studying at your organisation.

If you identify that a student has multiple Ids this can be corrected through the Student Concordance Submission.

Elements where this issue commonly occurs

  • Student identification code (E313)

HEIMS Online Data View reports

  • EFTSL Summary Report
  • Enrolment 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 report

  • Unit of Study Completions Summary 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 reports

  • Load liability Distribution Report
  • EFTSL Summary Report

Students' citizenship/country of birth and language

Inconsistent reporting of students' citizenship/country of birth and language

Students citizenship status has been reported inconsistently, reported as an Australian citizen and then later reported as holding permanent humanitarian visa.

Students holding a permanent humanitarian visa their country of birth and language spoken at home should be reported consistent with this visa type.

Elements where this issue commonly occurs

  • Citizen/resident indicator (E358)
  • Country of birth code (E346)
  • Language spoken at home code (E348)

HEIMS Online Data View reports

  • EFTSL Summary Report
  • Enrolment Summary Report

Course of study duration

Course of study duration is not consistent with the Opens in a new window: Australian Qualifications Framework.

The volume of learning in your training package must be consistent with AQF standards.

If course load is 2 years then your data is coded as 20 for this element.

Elements where this issue commonly occurs

  • Course of study load (E350)

HEIMS Online Data View reports

  • HEIMS Data View
  • View Course of Study records

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