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Revising OS-HELP (OS) data

The OS‑HELP Revision submission allows you to revise data that have previously been reported in the OS‑HELP 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 students and organisation. However, revisions to students' debts must be reported no later than the quarterly reporting dates.

Revising OS‑HELP data

How to revise OS‑HELP data

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

There are two main components to revising your data:

  1. the key elements that identify the record to be revised and
  2. the Variation reason code (element 446) that tells HEIMS how to change an existing record.

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 an OS‑HELP record are:

1. How to delete a record

You delete a record using only the OS‑HELP revision (OR) file. You do not require a Revised OS‑HELP (RO) file.

You delete a record using the following process:

  1. Create an OS‑HELP Revision submission in HEPCAT
  2. Add the key elements to the OS‑HELP revision (OR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for the Variation reason code (element 446)
  4. Validate in HEPCAT and submit the data to the department
  5. Check your deleted records in your HEIMS Online reports.

NOTE:

The following elements must be reported as blank on the OR file:

 

2. How to revise elements: 527, 528, 529, 553, 554, 582, 583

You can revise a record using the following process:

  1. Create an OS‑HELP Revision submission in HEPCAT
  2. Add the key elements to the OS‑HELP revision (OR) file to identify the record
  3. Report "2" (Revised record due to administrative error) for the Variation reason code (element 446)
  4. Provide a matching record with the correct information on the Revised OS‑HELP (RO) file
  5. Validate all files in HEPCAT and submit the data to the department
  6. Check your revised values in your HEIMS Online reports

NOTE:

The following elements must be reported as blank on the OR file:


3. How to revise elements: 307, 313, 488, 490, 521

If you need to change one of the above elements, you will need to first delete the record that includes the error and then report the correct data in an OS‑HELP (OS) submission.

You can revise a record using the following process:

  1. Create an OS‑HELP Revision submission in HEPCAT
  2. Add the key elements to the OS‑HELP revision (OR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for the Variation reason code (element 446)
  4. Validate in HEPCAT and submit the OS-HELP Revision submission
  5. Add the correct record to an OS‑HELP (OS) file
  6. Provide a matching record in the corresponding Commonwealth assisted students – (DU - HELP Due) file
  7. Validate in HEPCAT and submit the OS‑HELP submission
  8. Check your revised values in your HEIMS Online reports.

NOTE:

The following elements must be reported as blank on the OR file:


Scope and structure guides

The OS‑HELP Revision submission includes data from two files – the OS‑HELP revision (OR) file and the Revised OS‑HELP (RO)

The guides to the scope, structure and data elements for each 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.

Need more help?

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