Go to top of page

University Applications and Offers Data Collection - 2014 Reporting Requirements

2014 reporting year

This page provides information about the data requirements for the University Applications and Offers data collection 2014 reporting year. Select the tabs below for the information you need.

2014 Ministerial Notice

The 2014 Ministerial Notice was issued on 27 March 2013. An update to the notice was released on 16 October 2013. The 2014 Reporting Requirements and Change Control document includes information about any changes that have been made since the 2013 reporting year to the files and elements included in the data collection and when you need to report.

Reporting requirements may be updated from time to time. Providers must keep up to date about any changes. Check the HEIMS Data Collections eNews for updates. If you print the requirements ensure you keep up to date - HEIMSHELP provides the latest data requirements at all times.

The guidelines and data elements are also available in hard copy or PDF/DOCX formats by phoning HEIMS Data Collections on (02) 6240 7487 or emailing HEIMS.datacollections@education.gov.au.


What do you report?

This section provides the 2014 reporting year guidelines. These include the scope, structure and data element guidelines for each data file you need to report.

You will report your data in a submission. The main submission included in the University Applications and Offers data collection includes three files and is provided below.

Application Details submission

The Application Details submission includes data from three files; the Application Details (AD) file, the Preference Details (PD) file and the Offer Details (OD) file. Click the buttons below for information about the scope of each file and the file structure and data elements that it includes. The TAC only page provides additional information for TACs.

Return to top


When do you report?

The key dates and reporting deadlines calendar provides you with the due dates for reporting University Applications and Offers data to the department.

You must report data by the legislated deadlines. If you don't report in time, your organisation may be in breach of HESA.

It is important that you don't wait to the due date to start reporting your data. You will need enough time to prepare, validate and submit your data. You will need to work through any errors or issues contained in the data before the deadline.

Table A and B Providers are required to submit two submissions to the department each year. Tertiary Admission Centres are required to submit five times each year.

The final Reference and Submission dates for each of the 2014 reporting year submissions have been advised by the Australasian Conference of Tertiary Admission Centres (ACTAC) and are available in the tables below.

Tertiary Admission Centres

Report Number Reference Date Submission Dates
1 9 October 2013 23 October 2013
2 20 January 2014 3 February 2014
3 27 February 2014 13 March 2014
4 2 April 2014 16 April 2014
5 14 May 2014 28 May 2014

Table A and Table B Higher Education Providers

Report Number Reference Date Submission Date
1 27 February 2014 13 March 2014
2 14 May 2014 28 May 2014


How do you report?

Providers report University Applications and Offers data using the Higher Education Provider Client Assistance Tool (HEPCAT) which is a PC based application that you download for free. It helps you to prepare, validate and submit your data to HEIMS.

The Reporting with HEPCAT toolkit provides you with all the information you need to successfully install HEPCAT and submit your data. It includes system requirements (what type of PC you need to have), the HEPCAT user guide, access to relevant online training videos and recorded webinars.

Tertiary admission centres submit their data using web services. See the TAC only page for more information.

Need more help?

Our training page provides upcoming training dates and access to recorded webinars and training videos.

We can help you work out a training program for your organisation. Contact us for more information.

TAC only

Additional information for Tertiary Admission Centres

The University Applications and Offers Data Collection was established to make available standardised, comprehensive data on applications and offers for university places. The University Applications and Offers Data Collection is used for policy formulation and advice and will provide data for a range of reports to stakeholders and the public.

The data collection includes records for applications, offers and acceptances by domestic applicants for Commonwealth supported places in higher education undergraduate award courses.

Web Services Technical Specifications

TACs submit data via web services to the department's web service.

The requirements for submission of Applications and Offers data from the 2013 and 2014 reporting years are detailed in version 1.5 of the University Applications and Offers HEIMS Web Services Interface Technical Specifications. This introduces Element 488 (CHESSN) to the University Applications and Offers Data Collection.

Version 1.6 of the technical specifications updates the department's web addresses and applies to all web services reporting from 3 July 2014.

Return to top