Go to top of page

Reporting completions data - webinar questions

Q: What records are reported in the Unit of Study Completions submission?

A: The Unit of study completions submission must include a record with a completion status for every unit of study reported during the year on all of your load liability files submitted with a census date in 2014.

You do not include any completions records for units of study which have been remitted in special circumstances or have been deleted during the year.

Q: What records are reported in the Course Completions submission?

A: For higher education providers, the past course completions submission provides information about all courses completed during the reporting year by domestic and overseas students undertaking a course of study leading to your organisation's higher education award.

For VET providers, the course completions submission provides information about all courses completed by all eligible students who have been reported to the department in one or more units of study and have completed an approved VET course for the reporting year.

Q: A student with census date in 2014 but a course completion date in 2015 - should that student appear in the VCC file?

A: The completions status for all the student's units of study with a census date in 2014 should be included in your 2014 unit of study completions submission.

If the student does not complete their course until 2015 you would report the course completion in your 2015 VET Course completions submission (i.e. next year's completions submission).

Q: So it only includes data with census dates in 2014?

A: Yes. That is correct:

  • the Unit of Study Completions submission includes the completion status for units of study reported with a census date in 2014.
  • the Course Completions submission includes records of courses completed in 2014.

Note: If you have forgotten to report some unit of study completions or course completions records from a previous year these can also be included to your 2014 submissions.

Q: If a student enrolled in 2014 and is progressing through the course in 2015 do we need to report them on the unit of study completions submission?

A: Yes. You would need to include a record in the 2014 Unit of Study completions submission for each of the units of study the student has been enrolled in with a census date in 2014.

Q: How do you know which unit of study completion status (element 355) to allocate to a record?

A: The following codes are most commonly used for reporting the majority of the unit of study completions data:

  • Code 2 indicates that a student has failed a unit of study
  • Code 3 indicates that a student has successfully completed all the requirements of the unit of study.
  • Code 4 indicates that the student is still in the process of completing the unit of study or a completion status had not yet been determined.
  • Code 5 is a VET only code. It indicates that the unit of study reported to the department was a RPL (Recognition of prior learning) unit of study.

The following code, Code 1, is not usually required by VET or private higher education providers. It is generally only used by universities to indicate that a student has withdrawn from a unit of study after the census date and the institution has determined that an academic penalty (i.e. a fail grade) will not be applied against the unit. So this code is for when:

  • a student withdraws from their unit after the census date
  • the student has incurred a debt for the unit
  • the unit has not been remitted and
  • the student does not receive any academic penalty (i.e. a fail grade) for withdrawing before they completed the unit.

Note: Code 1 does not relate to a unit of study which has been remitted in special circumstances. A completion status is not reported for a remitted unit.

Q: So if they haven't completed the unit and are in progress - we still report is as code 4?

A: Yes. If a student is still progressing through a unit of study you would report the unit with a code of 4 - in progress.

Q: In regards to results, VET can give results of NS (Never Start, if the student enrolled but never attended class) or DC (discontinued) if attended some classes however didn't submit assessment). Will this be categorised as failed (code 2)?

A: If a student has never started their course they should not have incurred a debt for the unit on the census date (which can be no less than 20% of the way into the unit). In these circumstances the student should not be reported to the department in your student data submission or your unit of study completions submission.

If the student discontinues their unit of study before the census date they would also not be included in your student submission or your unit of study completions submission.

If the student discontinues their studies after the census date and does not submit all the required assessments, they would be coded as 2: failed - i.e. the student did not successfully complete all the requirements of the unit.

Q: So just to clarify, if I am lodging my 1st completion file, I need to code the students as a 5 not as 4 (in progress)?

A: When you are reporting all your unit of study completions submissions, including your first submission, you need to report the correct code for each unit of study record in your submission. For example,

  • if the unit is an RPL unit you would report the code 5
  • where a student is still in the process of completing a unit you would code the record as 4
  • for a unit of study that has been successfully completed you would report the code 3
  • If the student failed the unit you would report the code 2

Q: We have just validated and submitted our first student submission. Where do we get our completions data from?

A: The data in your unit of study completions submission would be compiled from the unit of study data you have reported in the load liability file in your first student submission. You would include a record and a completions status for each unit of study in this student submission.

Q: If a student has yet to complete a unit, do we still need to report them in the unit of study completions file?

A: Yes, a completions status is required for every unit of study reported during the year on all of your load liability files submitted with a census date in 2014.

If a student is still in the process of completing a unit of study and the census date for the unit is in 2014, you would report a completion status of 4 to indicate that the student is still continuing with their studies in this unit.

You do not include any completions records for units of study which have been remitted in special circumstances or have been deleted during the year.

Q: When we submitted the unit of study completion file we received a HEIMS error saying the student had not been previously reported. How do we fix this?

A: To be able to report a unit of study completion status the original unit of study record must already have been reported to HEIMS during the year. To correct this fatal error you will need to submit the student's unit of study data in a student submission and then resubmit your unit of study completions file.

Q: If a student withdraws from a course offer prior to the census date, do we still need to report them on the unit of study completions file?

A: No. If a student has withdrawn from their unit/s of study prior to the census date there is no need to report them on the unit of study completions file.

Q: Do you report units where the student enrolled after the census date?

A: Generally providers do not enrol students after the census date for a unit.

However if a provider chooses to accept a late entry and enrol a student in a unit after the census date the student is not entitled to a HELP loan i.e. they cannot access a Commonwealth supported place or use FEE‑HELP or VET FEE‑HELP assistance to pay all or part of their tuition fees.

Q: Can you please clarify the difference between completion status Failed and Withdrew without penalty on element 355 (Completions status)?

A: Failed indicates that a student has failed the unit of study i.e. they have not successfully completed the academic requirements of the unit.

Withdrew without penalty indicates that a student has withdrawn from the unit of study after the census date and your institution has not recorded any academic penalty against the unit. For example, there is no grade such as a fail applied to the unit. Please note that is code does not relate to a unit of study which has been remitted in special circumstances as remitted units are not included in this submission.

Q: Is it possible to have a smaller number of records in the unit of study completions file than the load liability file?

A: You must include a record with a completion status for each unit of study reported during the year on all of your load liability files submitted with a census date in 2014.

The only exceptions to this rule are units of study which have been remitted or deleted during the year. As these records are not included in your unit of study completions submission, this may sometimes account for a small difference between the number of records in the unit of study completions and the total number of records in your load liability files for the year.

Q: Can you report a revision where you delete and add a record for the same student in one revision?

A: The process you need to follow to revise a record depends on the value you are trying to change. Some elements can be revised by deleting and adding in the same file, while other elements will require you to delete and add a record in two separate submissions.

The rules that apply to revising each element are set out in the revision guide for each submission.

Q: We have checked our unit of study completions data in Opens in a new window: HEIMS Online and noticed that there are some students with no information for unit of study completions status (element 355). Do we need to revise this data?

A: Yes, as no completion status has been reported for these students. To report their completions status for the unit of study from no information to a genuine status, the record is reported in your unit of study completions submission with the correct completion status code.

Q: If a student completed a few units of study and then withdrew from the course do they need to be reported in course completion file?

A: No, you do not report students who have withdrawn from a course in the course completions submission.

  • For higher education providers, the past course completions submission provides information about all courses completed by domestic and overseas students undertaking a course of study leading to your organisations higher education award.
  • For VET providers, the course completions submission provides information about all courses completed by all eligible students who have been reported in one or more units of study and have completed an approved VET course during the reporting year.

You would need to ensure that a record has been included in the Unit of Study Completions submission for any units of the study in which the student has been reported.

Q: We need to submit some data for students with census dates in 2013. Is it possible to report them in the 2014 unit of study completions submission?

A: Yes. You can include students with earlier census dates in the 2014 unit of study completions file. You will need to ensure that you have reported the original unit of study record in a student submission prior to submitting the unit of study completions submission

Q: If a student completed a unit of study in 2013 and then completed the course in 2014, do we need submit a unit of study completion or course completion or both?

You will need to submit a unit of study completion submission for each unit of study reported in 2013 and 2014 and a 2014 course completions submission for the completed course.

Q: If a student has completed their course, do we still need to report each unit of study they have completed?

A: Yes. You will need to report a unit of study completion record for each unit of the study the student undertook as part of their course.

You will also need to report the course completions record in your course completions submission.


Return to top