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Revising VET Course Completions (VCC) data

The VET Course Completions submission allows you to revise data that has been 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 completions must be reported no later than the verification due date.

Further information on revising completions data is also available in the Opens in a new window: Reporting completions data webinar presentation PDF (1.85MB) or Reporting completions data webinar presentation ‍PPTX (1.58MB).

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

Revising VET Course Completions data

How to revise VET course completions data

The following section includes the information about how to revise data you have previously reported on the VET course completions (VCC) file. Depending on the type of element there are some rules around how you revise your data.

There are two main components to revising your data:

  • the key elements that identify the record to be revised
  • the Variation reason code (element 446) that tells HEIMS how to modify an existing record.

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 record on the VET Course Completions (VCC) file are:

1. How to revise element 307

You can revise the above key element using the following process:

  1. Create a VET Course Completions submission in HEPCAT
  2. Add the record you need to revise to the VET Course Completions (VCC) 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 new value for the element/s you want to revise to the VET Course Completions (VCC) file.
  5. Report "5" (Additional record or new record reported for the first time) for the Variation reason code (element 446)
  6. Validate in HEPCAT and submit the data to the department
  7. Check your revised values in your Opens in a new window: HEIMS Online reports.


2. How to delete a record on the VET course completions (VCC) file

The removal to existing VET course completions records can be achieved by reporting a deletions record in a new VET Course Completions submission.

You can delete a record using the following process:

  1. Create a VET Course Completions submission in HEPCAT
  2. Add the record you need to delete to the VET course completions (VCC) 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. Check your revised data in your Opens in a new window: HEIMS Online reports

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Scope and structure guides

The VET Course Completions submission includes data from one file – the VET course completions (VCC) 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 Reporting with HEPCAT toolkit provides you with information about how to submit data with HEPCAT.