Welcome to our webinar on the new Student Concordance Submission.

Transcription

1 Welcome to our webinar on the new Student Concordance Submission. This submission will give you the ability to automatically link all the data reported for the student to the new ID without compromising the integrity of your data. This process now includes feedback received at the last webinar presented late last year. This file submission is available in the latest version of HEPCAT. 1

2 Our overview includes: The purpose of this submission and when you will need to use it How the concordance process works to link a student s records and How the student records are linked in the HEIMS database. 2

3 The Student ID is the primary element that uniquely identifies a student and this value must remain consistent for the life of the student s enrolment at your institution. Reporting a student s data under more than one ID creates serious data integrity issues in HEIMS. This can affect your student enrolments, your funding and the debts reported to the Australian Taxation Office. While every institution only intends to issue one ID to each student there are an increasing number of circumstances where more than one ID is being allocated to a student. This is generally the result of an administrative error. But it can also be caused when the implementation of a new student management system requires a new ID to be issued to every student. Currently correcting multiple student IDs is a time consuming process for both you and the department. To fix these errors you can delete all the records reported under the incorrect ID and re-report them under the correct ID or in the case of large numbers of records, you can ask the department to link these through a manual data fix. The student concordance submission will simplify this process and enable you to directly fix any duplicate IDs through HEPCAT. 3

4 The first step to linking a student s duplicate IDs is to create a new Student Concordance Submission in HEPCAT. You will then need to enter 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 The next step is to add the NEW ID issued to the student this identifies the student ID you do want to use for this student. This submission will link all data reported for the student to the ID you choose as New. Run all the validations for this submission and then submit your data. 4

5 There are many terms used within the sector to describe what we call OLD and NEW Student id s, this table lists a few of them. When undertaking revisions to Studewnt ID s it is you who decides which Student ID you want for the student. 5

6 It is important to remember that data can no longer be reported against the old student ID once the concordance has been completed. It is also important to note that this process cannot be undone. 6

7 The file structure for the new Student Concordance Submission is very simple it has just two elements and the standard filler. These are: The OLD Student identification code - this is the student ID that is no longer required. The NEW Student identification code. This is the ID to which all the student s records will be linked. The standard 50 character filler is for your own use for any internal administrative purposes you may have. As with all HEPCAT files, you have the option to manually enter the data into these two fields [this works best if you have only a small number of records to update] or you can import a file if you have a larger number of records to correct. 7

8 How does the student concordance submission work? 8

9 If you are implementing a new student management system the student concordance submission is very straightforward. The most important step in the process is to provide the new student IDs to HEIMS PRIOR to reporting any data against these new codes. If you follow this basic rule you will find student concordance is a very simple process and the complications around implementing a new system will be greatly reduced. Our HEIMSHELP guide Changes to Student Administration Systems provides further details on what reporting issues you need to consider before you implement your new system. There are only two very simple steps to follow to provide HEIMS with the new IDs that will be generated from your new system: Enter the old ID and new ID into the file structure Run the validations and submit the file. The system will check for student data under both IDs. As there is no data yet to be found for the new Student ID, HEIMS will automatically link all data reported under the old ID to the new ID. That is all you are required to do for this process. You are done. The new IDs for your students are now in HEIMS and will be waiting for your first submission of data with 9

10 the new codes. 9

11 If an existing student has had data reported under two different student IDs the student concordance submission will enable you to link all reported data to the student s new ID. Because data already exists under both student IDs, this concordance process is more complex and is underpinned by some core rules or principles to maintain data integrity. 10

12 Before HEIMS can commence linking a student s records, it first checks to ensure the two Student ID s belong to the same student. These validations check that the gender, date of birth and CHESSN reported for each student ID are the same. You will not be able to continue with your submission if the data reported against each student ID does not match for these three elements. This is to maintain the integrity of the student s data as once a student s records have been linked through the student concordance submission they cannot be unlinked. 11

13 HEIMS also checks the database to see if there are any duplicate records for the two student ID s. HEIMS will check the key elements for each record in these submissions and if a duplicate record is identified the data will be rejected. If both the old and new student ID s have data reported for the same Course of Study, HEIMS will check the database to ensure that they have the same Course of Study commencement date. You will not be able to continue with your submission if there are duplicate records reported against each student ID, or there are different Course of Study commencement dates for the same Course of study. 12

14 There is an additional check included in the concordance process for the SA-HELP submission. Validations will ensure that if SA-HELP records have been reported for the same year under the old and new IDs the total debt for the year does not exceed the maximum SA-HELP limit. Other entitlement validations are managed as part of CHESSN management processes. 13

15 If HEIMS validations errors are returned during submission, they must be revised before you can continue. A duplicate CHESSN issue can be resolved through the CHESSN duplicate management process in HEIMS Administration. If the student s gender or date of birth have been reported differently, the value/s can be revised through an Enrolment Revision submission. If duplicate units of study are identified, the records can be revised through a Student Revision submission If duplicate OS-HELP records are identified, the records can be revised through an OS-HELP Revision submission If Course of Study commencement dates are different for the same Course of Study, the records can be revised through a Course of Study Commencement date Revision submission A User Guide on managing duplicate CHESSN S is available in the CHESSN toolkit on HEIMSHELP. Revision guides are available in the Revising your data toolkit on HEIMSHELP. 14

16 All of the student s reported data in all submission types will be linked to the new student ID. This includes the student s: Enrolment and Load liability data, including Unit of study completions information Course Completions data OS-HELP, SA-HELP and Commonwealth Scholarships data 15

17 In the majority of cases, if you have reported different enrolment values for a student against the old and new student IDs, HEIMS will use the values reported for the new student ID. You can check these values in HEIMS Online. If you wish to use values reported for the OLD Student ID, you can revise them through the enrolment revision process. 16

18 There are some exceptions to using the value reported for the student s NEW ID. These are: The Tax File Number and related name and address details. HEIMS will use the TFN that has been reported with the student s latest HELP debt record. This is to help minimise any decryption or NULL TFN issues that may occur when the student s HELP debts are transferred to the ATO. The name and address information reported at the same time as the selected TFN will also be used. The student s core demographic elements will be selected from the record that has been reported with the student s latest HELP debt record. The core demographic elements are: E314 (Date of Birth) E315 (Gender Code) E316 (Aboriginal and Torres Strait Islander code) E346 (Country of birth code) E347 (Year of arrival in Australia) E348 (Language spoken at home code) E572 (Year left school There are also some exceptions regarding data elements used to provide values for a commencing student (eg Tertiary entrance score (E369)) Further information will be available on HEIMSHELP. 17

19 Just to recap on how this new submission process works: This submission will be available in HEPCAT and will give you the ability to link students records against their correct Student Id. To link the records a validation process will check that both Student Ids belong to the same student by checking that there is an exact match for the student on gender, date of birth and CHESSN If not an exact match then you will be required to either submit a duplicate CHESSN request in HEIMS Administration to link the CHESSNs or submit a Revision submission to revise the student values. The validation process may identify duplicate records reported against each of the Student IDs, you will need to resolve these before you can progress any further. The majority of the student s data will be linked to the New Student ID the exceptions are the TFN and the elements that provide the students address information. It is important to remember that data can no longer be reported against the old student ID once the concordance has been completed. 18

20 The most important point to remember is that if you have robust administration processes in place, you may never (or almost never!) need to use this submission. 18

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22 If you need assistance with reporting here are our contact details. 20