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Revising Commonwealth Scholarships (CS) data

The Commonwealth Scholarships submission allows you to revise scholarships 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 organisation.

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

Revising Scholarships data

How to revise Commonwealth Scholarships data

The following section provides information about how you revise data you have previously reported on the Commonwealth Scholarship (CS) 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 scholarship variation reason code (E567) that tells the system how to modify an existing record in HEIMS

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 scholarships record on the Commonwealth Scholarships (CS) file are:

  • Student identification code (E313)
  • Commonwealth Scholarship (CS) type code (E545)
  • Reporting Year and Period Code (E415)
  • Commonwealth Higher Education Student Support Number (CHESSN) (E488)

1. How to delete a record

You can delete a record using the following process:

  1. Create a Commonwealth Scholarships submission in Opens in a new window: HEIMS Administration
  2. Add the key elements to the Commonwealth Scholarships (CS) file to identify the record
  3. Report "2" (Delete record) for the scholarship variation reason code (E567)
  4. Validate in HEIMS Administration and submit the data to the department
  5. Check your revised values in your Opens in a new window: HEIMS Online reports

2. How to revise elements: 313, 545, 415 and 488

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

  1. Create a Commonwealth Scholarships submission in Opens in a new window: HEIMS Administration
  2. Add the record you want to delete to the Commonwealth Scholarships (CS) file. Check that the key elements for the record are the same as originally reported
  3. Report "2" (Delete record) for the scholarship variation reason code (E567)
  4. Add the correct record with the new value for the element/s you want to revise in to the Commonwealth Scholarships (CS) file
  5. Report "0" (Original) for scholarship variation reason code (E567)
  6. Validate in HEIMS Administration and submit the data to the department
  7. Check your revised values in your Opens in a new window: HEIMS Online reports

3. How to revise elements: 405, 403, 402, 406, 407, 568, 466, 467, 468, 526, 538, 567

You can revise the above elements using the following process:

  1. Create a Commonwealth Scholarships submission in Opens in a new window: HEIMS Administration
  2. Add the record with the new value for the element/s you want to revise to the Commonwealth Scholarships (CS) file. Check that the key elements for the record are the same as originally reported
  3. Report "1" (Modify record) for the scholarship variation reason code (E567)
  4. Validate in HEIMS Administration and submit the data to the department
  5. Check your revised values in your Opens in a new window: HEIMS Online reports

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Scope and structure guides

The Commonwealth Scholarships submission includes data from one file – the Commonwealth Scholarship (CS) 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 Commonwealth Scholarships toolkit provides you with information about how to submit data with Opens in a new window: HEIMS Administration.