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Revising Higher Education Past Course Completions (PS) data

The Past Course Completions submission allows you to revise course completions data you have previously reported in this 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 your organisation. However revisions should be reported no later than the date for the verification of completions data.

Further information on revising completions data is also available in the Opens in a new window: Reporting completions data webinar presentation PDF (1.85MB) OR Reporting completions data webinar presentation PPTX (1.58MB).

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

Revising Completions data

How to revise past course completions data

The following section includes the information about how to revise data you have previously reported on the Past course completions (PS) file. Depending on the type of element there are some rules around how you revise your data.

There are two main components to revising your data:

  • the key elements that identify the record to be revised
  • the Variation reason code (element 446) that tells HEIMS how to modify 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 a record on the Past Course Completions (PS) file are:

1. How to delete a record

You can delete a record using the following process:

  1. Create a Past Course Completions submission in HEPCAT
  2. Add the record you need to delete to the Past Course Completions (PS) file. Check that the key elements for the record are the same as originally reported
  3. Report "4" (Deletion due to administrative error) for the Variation reason code (element 446)
  4. Validate the file in HEPCAT and submit the data to the department
  5. Check your revised data in your Opens in a new window: HEIMS Online reports

2. How to revise elements 314, 315, 316, 347, 348

These elements cannot be updated in the Past Course Completions submission. If you need to revise one of the above elements that relate to a student's enrolment record please use the Student Enrolment Revision submission.


3. How to revise elements 358, 328, 329, 330, 346, 385, 386, 487, 578, 591, 592

You can revise the above elements using the following process:

  1. Create a Past Course Completions submission in HEPCAT
  2. Add the record with the new value for the element/s you want to revise to the Past course completions (PS) file. Check that the key elements for the record are the same as originally reported
  3. Report "2" (Revised record 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 revised values in your Opens in a new window: HEIMS Online reports

4. How to revise elements 307, 463

You can revise the above key elements using the following process:

  1. Create a Past Course Completions submission in HEPCAT
  2. Add the record you need to revise to the Past Course Completions (PS) file. Check that the key elements for the record are the same as originally reported
  3. Report "4" (Deletion due to administrative error) for the Variation reason code (element 446)
  4. Add the record with the new value for the element/s you want to revise to the Past course completions (PS) file.
  5. Report "5" (Additional record or new record reported for the first time) for the Variation reason code (element 446)
  6. Validate in HEPCAT and submit the data to the department
  7. Check your revised values in your Opens in a new window: HEIMS Online reports.

5. How to revise elements 313, 488, 579

Revisions to these elements need to be coordinated through the department. Contact HEIMS data collections.


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Scope and structure guides

The Past Course Completions submission includes data from one file – the Past course completions (PS) file.

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.

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.