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Revising Higher Education Student Load Liability (LL) data

The Student Revision submission allows you to revise data that have previously been reported on the Load Liability (LL) 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 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 load liability data

How to revise student load liability data

The following section includes the information about how you revise data you have previously reported on the Load Liability (LL) 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 (E446) 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 unit of study record on the Load Liability (LL) file are:

  • E313 (Student identification code)
  • E307 (Course code)
  • E489 (Unit of study census date)
  • E354 (Unit of study code) and
  • E333 (Academic organisational unit code)

1. How to delete a record

You can delete a record using the following process:

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for the variation reason code (E446)
  4. Provide a matching record in the latest Commonwealth Assisted Students - HELP Due (DU) file
  5. Validate all files in HEPCAT and submit the Student Revision submission

Notes:

If your system does not automatically provide you with a TFN for deleted records, you can manually add the TFN to your current HELP Due submission or you may extract the record from your original HELP Due submission and include it in the current file.

When deleting, a matching record is not required on the Revised Load Liability (RL) file.


2. How to remit a debt

You can remit a student's debt in special circumstances using the following steps:

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "1" (Remission due to special circumstances) for the variation reason code (E446)
  4. Provide a matching record in the latest Commonwealth Assisted Students - HELP Due (DU) file
  5. Validate all files in HEPCAT and submit the Student Revision submission

Notes:

If your system does not automatically provide you with a TFN for remitted records, you can manually add the TFN to your current HELP Due submission or you may extract the record from your original HELP Due submission and include it in the current file.

When remitting a matching record is not required on the Revised Load Liability (RL) file.

Refer section 43 of the Administrative Information for providers for more information about the circumstances for remitting debts.


3. How to revise elements 329, 339, 358, 381, 384, 390, 392, 477, 490, 529, 558

You can revise a record using the following process:

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "2" (Revised record due to administrative error) for the variation reason code (E446)
  4. Provide a matching record with the correct information on the Revised Load Liability (RL) file.
    • If the record includes a debt amount go to 5
    • If the record does not include a debt amount go to 6
  5. If the revision record includes a student's debt (E558) provide a matching record in the latest Commonwealth assisted students - HELP Due (DU) file
  6. Validate all files in HEPCAT and submit the data to the department

4. How to revise key elements 307, 489

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.

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for the variation reason code (E446)
  4. Validate in HEPCAT and submit the Student Revision submission
  5. Create a new Student submission (Student Enrolment (EN), Load Liability (LL)) to report the correct record
  6. If the correct record includes a student's debt (E558) provide a matching record in the corresponding Commonwealth assisted students - HELP Due (DU) file

5. How to revise key elements 333, 354

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 Student Revision submission.

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for Variation reason code (E446)
  4. Add the correct record in the same Student revision (SR) file
  5. Report "5" (New record reported for the first time) for Variation reason code (E446)
  6. Include a matching record with the correct information in the Revised Load Liability (RL file)
  7. If the additional record includes a student's debt (E558) provide a matching record in the corresponding Commonwealth assisted students - HELP Due (DU) file
  8. Validate in HEPCAT and submit the Student Revision submission

6. How to revise element 534

  1. Create a Commencement Date Revision submission in HEPCAT
  2. Add the key elements to the Commencement date revision (RC) file to identify the record
  3. Add the correct Commencement Date value
  4. Validate in HEPCAT and submit to the department
  5. Check the revised values in the Commencement Date Revision summary report

7. 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.


8. How to revise elements 313, 337, 464, 488, 551

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


9. How to revise a remitted record

You can revise a remitted record using the following steps:

  1. Create a Student Revision submission in HEPCAT
  2. Add the key elements to the Student revision (SR) file to identify the record
  3. Report "4" (Deletions due to administrative error) for the variation reason code (E446)
  4. Validate in HEPCAT and submit the Student Revision submission
  5. Create a new Student submission (Student Enrolment (EN), Load Liability (LL)) to report the correct record
  6. If the correct record includes a student's debt (E558) provide a matching record in the corresponding Commonwealth assisted students - HELP Due (DU) file

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Scope and structure guides

The Student Revision submission includes data from three files – the Revised Load Liability (RL) file, the Student revision (SR) file and the Commonwealth assisted students – HELP due (DU) 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.