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Revising SA-HELP (SA) data

The SA‑HELP submission allows you to revise SA‑HELP data you have previously reported.

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.

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

Revising SA‑HELP data

How to revise SA‑HELP data

The following section includes information about how you revise data you have previously reported on the SA‑HELP (SA) 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.

1. How to delete a record

You can delete a record using the following process:

  1. Create a SA‑HELP submission in HEPCAT
  2. Add the record you need to delete to the SA‑HELP (SA) file. Check that the key elements for the record are the same as originally reported
  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 revised values in your HEIMS Online reports.

2. How to revise elements: 358, 381, 384, 490, 558

You can revise the above elements using the following process:

  1. Create a SA‑HELP submission in HEPCAT
  2. Add the record with the new value for the element/s you want to revise to the SA‑HELP (SA) 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. Provide a matching record in the Commonwealth assisted students HELP-Due (DU) file for the related period
  5. Validate in HEPCAT and submit the data to the department
  6. Check your revised values in your HEIMS Online reports.

3. How to revise elements: 307, 527

If you need to change one of the above key element elements, you will need to first delete the record that includes the error and then report the correct data as a new record. This can be done in the same SA HELP submission.

  1. Create a SA‑HELP submission in HEPCAT
  2. Add the record you need to delete to the SA‑HELP (SA) 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 correct information to the same SA‑HELP (SA) file
  5. Report "5" (Additional record or new record reported for the first time) for the Variation reason code (element 446)
  6. Provide a matching record in the Commonwealth assisted students HELP-Due (DU) file for the related period
  7. Validate in HEPCAT and submit the data to the department
  8. Check your revised values in your HEIMS Online reports.

4. How to revise elements: 313, 488

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


Scope and structure guides

The SA‑HELP submission includes data from two files; the SA‑HELP (SA) file and the Commonwealth assisted students (DU‑HELP Due) file..

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

Note that data included in a validated DU (HELP due) file is provided in a Revised HELP‑Due snapshot (RD) file when you submit your revision in HEPCAT. See the Reporting with HEPCAT toolkit for more information.

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.