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Revising Higher Education Student Enrolment (EN) data

The Enrolment Revision submission allows you to revise data that have previously been reported on the Enrolment (EN) file in the Student 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 should be reported no later than the quarterly reporting dates.

The Student Enrolment Checklists describes how student enrolment data is stored in HEIMS. This explains whether an enrolment value can be updated automatically when you next report your data or whether it can only be changed through the Student Enrolment Revision submission.

NOTE: You cannot delete a student enrolment record through this submission. To remove a student's enrolment record from HEIMS you only need to delete all the units of study associated with the enrolment record. For detailed information on how to delete a student's unit of study records please refer to the Revising Higher Education Student Load Liability (LL) data page.

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

Revising enrolment data

How to revise student enrolment data

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

The main component for revising enrolment data is the key elements. These are the primary values that uniquely identify a record. HEIMS uses these key elements 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 student's enrolment record are:

  • E313 (Student identification code)
  • E307 (Course code)
  • E415 (Reporting Year and Period Code)

1. How to revise elements: 314, 315

You can revise the above elements using the following process:

  1. Create an Enrolment Revision submission in HEPCAT
  2. Add the key elements to the Enrolment revision (ER) file to identify the record
  3. Add the new value for the element/s you want to revise. You can include the whole enrolment record or just the element/s you are revising in this step
  4. Validate in HEPCAT by selecting the element/s that you are revising. Only the element/s you select in this step will be revised
  5. Submit the data to the department
  6. Check the revised values in the Enrolment summary report in HEIMS Online.

Note: For these elements, only one value is stored in HEIMS for the student. This means if you report a different value in another Student submission the value will not change in HEIMS. To correct the data it must be revised through the Enrolment Revision submission.


2. How to revise elements: 316, 346, 347, 348, 572

You can revise the above elements using the following process:

  1. Create an Enrolment Revision submission in HEPCAT
  2. Add the key elements to the Enrolment revision (ER) file to identify the record
  3. Add the new value for the element/s you want to revise. You can include the whole enrolment record or just the element/s you are revising in this step
  4. Validate in HEPCAT by selecting the element/s that you are revising. Only the element/s you select in this step will be revised
  5. Submit the data to the department
  6. Check the revised values in the Enrolment summary report in HEIMS Online.

Notes:

For these elements, the latest reported value is stored in HEIMS for the student. This means you can report a different value in another Student submission and the value will be updated in HEIMS. It can also be updated at any time through the Enrolment Revision submission.

Aboriginal and Torres Strait Islander code (element 316) - any change from an Aboriginal and Torres Strait Islander value to a non-Aboriginal and Torres Strait Islander value can only be made through the Enrolment Revision submission.


3. How to revise elements: 327, 369, 460, 465, 476, 486, 487, 493, 573, 574, 593

You can revise the above elements using the following process:

  1. Create an Enrolment Revision submission in HEPCAT
  2. Add the key elements to the Enrolment revision (ER) file to identify the record
  3. Add the new value for the element/s you want to revise. You can include the whole enrolment record or just the element/s you are revising in this step
  4. Validate in HEPCAT by selecting the element/s that you are revising. Only the element/s you select in this step will be revised
  5. Submit the data to the department
  6. Check the revised values in the Enrolment summary report in HEIMS Online.

Notes:

For these elements, only one value is stored in HEIMS for each course of study in which a student is enrolled. This means if you report a different value in another Student submission, the value will not change in HEIMS. To correct the data it must be revised through the Enrolment Revision submission.

For details on how HEIMS will store values reported for E593 - Higher degree by research end–user engagement code check out our Guide on reporting E593.


4. How to revise elements: 560, 561, 562, 563, 564, 565, 566

You can revise the above elements using the following process:

  1. Create an Enrolment Revision submission in HEPCAT
  2. Add the key elements to the Enrolment revision (ER) file to identify the record
  3. Add the new value for the credit element/s you want to revise. You must include a value for all 7 credit elements (E560 – E566) in this step even if you are only revising one of the credit elements.
  4. You can add the whole enrolment record in Step 3 or just the credit elements
  5. Validate in HEPCAT by selecting the elements that you are revising
  6. Submit the data to the department
  7. Check the revised values in the Enrolment summary report in HEIMS Online.

Notes:

This group of credit elements can also be updated when a new value is reported on the Student enrolment (EN) file in another Student submission. Credit Used/Offered (element 560 & element 565) will only be updated from a smaller value to a greater value. If element 560 & element 565 are not being updated to a value that is equal to or greater than the existing value, no other credit values will be updated in the student submission.

For all other changes to these elements please use the Enrolment Revision submission.


5. How to revise elements: 319, 320, 330, 386, 500

You can revise the above elements using the following process:

  1. Create an Enrolment Revision submission in HEPCAT
  2. Add the key elements to the Enrolment revision (ER) file to identify the record
  3. Add the new value for the element/s you want to revise. You can include the whole enrolment record or just the element/s you are revising in this step
  4. Validate in HEPCAT by selecting the element/s that you are revising
  5. Submit the data to the department
  6. Check the revised values in the Enrolment summary report in HEIMS Online.

Notes:

This group of elements are updated when a new value is reported on the Student enrolment (EN) file in another Student submission for the same reporting year period.

Disability (element 386) can be updated from a non-disability value to a disability value.

Any other changes must be made through the Enrolment Revision submission.


6. How to revise element 313

  1. Create a Student Concordance submission in HEPCAT
  2. Add the key elements to the Student Concordance submission (SC) file to identify the record
  3. Add the OLD ID issued to the student – this identifies all the records reported under the ID you no longer want to use for this student)
  4. Add the NEW ID issued to the student – this identifies the student ID you do want to use for the student. This submission will link all data reported for the student to the ID you choose as New.
  5. Validate in HEPCAT and submit to the department

Note: Data can no longer be reported against the old student ID once the concordance has been completed as the concordance process cannot be reversed.


7. How to revise elements: 307, 488

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


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Scope and structure guides

The Enrolment Revision submission includes data from one file – the Enrolment revision (ER) file.

The guide to the scope, structure and data elements for the file are available by selecting the button below.

Related Resources

Student Enrolment Checklists

The Student Enrolment Checklists explain how student enrolment data is stored and maintained in HEIMS.

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 recorded webinars 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.

The Enrolment revision training videos provide a step by step guide to revising data using the Enrolment revision submission.

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.