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Revising Higher Education Campus (CM) data

The Campus (CM) and Campus Deletion (CD) submissions allow you to revise data that have previously been reported on the Campus submission.

Revisions can be submitted to the department at any time after the original record(s) have been successfully submitted to HEIMS. It is best practice to revise your data shortly after an error has been identified so as not to disadvantage your organisation.

If you can't find what you need to revise your data, contact us.

Revising campus data

How to revise campus data

The following section includes the information about how you revise data you have previously reported on the Campus (CM) file. Depending on the type of elements, there are some rules around how you revise your data.

The main component for revising campus data is the key elements. Key elements are the primary values that uniquely identify a record. HEIMS uses these to locate an existing record in the database. To revise your data you will need to enter the same information for the key elements that was reported on the original record.

Key elements for a record on the Campus (CM) file are:

  • Course code (E307)
  • Campus Location (E525)
  • Offer Year (E556)
  • TAC Offer (E557)
  • Course campus postcode (E559)

1. How to delete a record

  1. Create a Campus Deletion submission in HEPCAT
  2. Add the key elements to the Campus Deletion (CD) file to identify the record
  3. Validate in HEPCAT and submit the data to the department
  4. Check the revised data in your HEIMS Online reports.

2. How to revise elements 307, 525, 556, 557, 559

If you need to change one of the above key elements, you will need to delete the record that includes the error in the Campus Deletion submission and then report the correct data as a new record in the Campus submission.

  1. Create a Campus Deletion submission in HEPCAT
  2. Add the key elements to the Campus Deletion (CD) file to identify the record
  3. Validate in HEPCAT and submit the Campus Deletion submission
  4. Create a new Campus submission in HEPCAT to report the correct record
  5. Validate in HEPCAT and submit the data to the department
  6. Check the revised data in your HEIMS Online reports

3. Elements 536, 537, 495, 496, 497, 498, 523, 524, 552, 555, 569, 570, 571, 580, 581

You can revise the above elements using the following process:

  1. Create a Campus submission for the reporting year in HEPCAT
  2. Add the campus record with the new value for the element(s) you want to revise. This new record will replace the existing record.
  3. Validate in HEPCAT and submit the data to the department
  4. Check the revised data in your HEIMS Online reports


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Scope and structure guides

The Campus submission includes data from one file – the Campus (CM) file.

The Campus Deletion submission includes data from one file – the Campus Deletion (CD) file.

The guides to the scope, structure and data elements for this file are available by selecting the buttons below.

Related Resources

Training

Training is offered throughout the year and you may register on our Training page and via our eNews. Our training page hosts training videos and webinar presentations on key topics which may be viewed at any time. We also offer webinar or face to face training tailored for your team or your organisation.

Toolkits

The Revising your data toolkit provides detailed information about the different processes to revise your data.

The Reporting with HEPCAT toolkit provides you with information about how to submit data with HEPCAT.