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Revising VET Course of Study (VCO) data

Data reported in the VET Course of Study submission supports all student data reported to HEIMS. You are not able to revise the course data yourself. This information can generally only be corrected by the department on request.

There is an exception to this rule, which is detailed in the Revising your data section of this guide.

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

Revising VET Course of Study data

How to revise VET Course of Study data

The following section includes the information about how you revise data you have previously reported on the VET Course of Study (VCO) file. Depending on the type of elements, there are some rules around how to revise your data.

The main component for revising course 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.

Key elements for a course record on the VET Course of Study (VCO) file are:

  • Course code (E307)
  • Course of study load (E350)
  • Course of study type code (E310)
  • Reporting Year and Period Code (E415)

There are two main principles that apply to course data:

  1. The key elements must remain the same for the life of the course
  2. If a course is updated or restructured in some way that changes the key elements, a new course must be created.

1. How to revise element 308

Course name - full (E308) can be revised at any time using the following process:

  1. Create a new VET Course of Study submission in HEPCAT
  2. Add the existing record, including all key elements as originally reported, to the VET Course of Study (VCO) file
  3. Add the new value for the element to be revised
  4. Validate the file in HEPCAT and submit the data to the department
  5. Check the revised data in your HEIMS Online reports.

Note: This element is only updated for a particular year. The value for all previous years will remain unchanged from the original reported value if they are not included in the revision.


2. How to revise elements 307, 350, 310

These are the key elements for a course and can only be revised if an element has been reported incorrectly through a genuine administrative error.

All revisions to these elements must be coordinated through the department. Contact HEIMS data collections.

Note: Changes to these elements will affect all students who have been enrolled in the course. For example, a change to the length of a course for 2018 will change the length of the course for all reported years.


3. How to revise element 461

This element can be reported with a different value for a new reporting year. You can report the new value when you first submit your VET Course of Study submission for the year.

The elements cannot change during the year. Revisions to these values must be coordinated through the department. Contact HEIMS data collections.

Note: If you change this element for a particular year, the value will only be updated for this year. The value for all previous years will remain unchanged from the original reported value.


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Scope and structure guides

The VET Course of Study submission includes data from one file – the VET Course of Study (VCO) file.

The guides to the scope, structure and data elements for this 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.