The Past Course Completion (PPS) file contains information about all courses completed by domestic and overseas students undertaking a course leading to an organisation's higher education award.
Update 2021: The Timing details below were as at TEQSA's official request from 2017. In 2021 the Provider Information Request is due to be reported and verified by 30 June. Any advice referencing 31 August has been superseded but is retained for historical purposes.
The Past Course Completions submission is due by 31 August. Data can be submitted from 1 July – 31 August. The submission date in the reporting schedule is the final deadline when data should be received by the department. Data can be submitted prior to the due date and early submission is encouraged.
Completions data must be submitted after the Course of Study submission.
Submissions are made using the Higher Education Provider Client Assistance Tool (HEPCAT). More information about this process is in the HEPCAT user guide Part 2.
Information about the structure and the elements in the Past Course Completions file is in the structure guidelines for the relevant reporting year.
Each record in the PPS file must have a unique combination of values for:
- Student identification code (element 313 PIR)
- Course code (element 307 PIR)
- Specialisation code (element 463 PIR)
- Reporting year and period code (element 415 PIR).
These elements are the key identifiers for a student's course completions record. There can be up to three records for each Student identification code / Course code, as up to three specialisations may be reported for a student in a course.
All courses for which a completion record is reported must be on the Course of Study submission for the reporting year.
Records to be excluded
Records are to be excluded for students who have been admitted under a formal exchange program with an overseas institution.
However, overseas students enrolled in a higher degree by research at PhD level as part of a cotutelle arrangement are to be reported on this submission.
Generally revisions to course of study data must be coordinated through the department.
A revision can only be made to course information where a particular code has been reported incorrectly through a genuine administrative error. For example, if an incorrect value was reported for any of the key elements they can be revised to reflect the correct information.
You are required to verify your course completions data once a year. The verification is due by 31 August. Data can be verified once data has been successfully submitted. The due date in the reporting schedule is the final deadline when data should be verified. Data can be verified prior to the due date and early verification is encouraged.
For more information about terms used in these guidelines see the glossary.