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Reporting attendance mode for students in 2020 - June 2020

Reporting 2020 higher education data

The reporting schedule for all 2020 data submissions is available at: Reporting 2020 higher education data deadlines.

You will be able to use HEPCAT to report all your 2020 data, using the existing 2019 structures and values*.

Please note that your submissions are required in an earlier timeframe. 2020 data must be reported by 31 January 2021, and verified no later than 31 March 2021. This should ensure the outcomes for all units of study and courses are determined and reported prior to data verification on 31 March.

This will be formalised in an update to the 2020 Ministerial Notice shortly.

Where new 2020 values have been captured these should be mapped to 2019 values using your best judgement to report in HEPCAT. To help you convert to 2019 values, we have published the "TCSI factsheet: TCSI mapping tables 2020 to 2019" available from the "fact sheets" tab on the TCSI resources page.

When can I start reporting 2020 higher education census dates?

You can start reporting your 2020 higher education Student submissions in HEPCAT at any time from Monday 15 June 2020.

The upgrades to HEIMS to include the renewable HELP balance and apply the upper HELP limits to higher education aviation courses for 2020 have now been completed. This will be in production from next Monday.

* If you are planning to be a TCSI early adopter we will work with you to determine a timeframe for you to cut over to TCSI. We expect this to be in December 2020.


Reporting attendance mode for students in 2020

Several providers have highlighted some of the challenges they are facing in reporting students' mode of attendance in this current COVID‑19 environment. There is ongoing uncertainty around study and course delivery and how this may continue to evolve over the coming months. We also recognise that some student management systems limit flexibility to update attendance data during a semester, and this will inevitably lead to some variability in reporting students' attendance in 2020.

To help us manage this information in the best way possible, we ask that as far as practicable you report the mode of attendance that most accurately reflects the student's circumstances on the census date.

There is no expectation that you will retrospectively revise data already reported if variations subsequently occur.


Reporting higher education short courses through HEIMS

To minimise any additional reporting and reduce impacts on your administration systems, no new elements or codes will be introduced in HEIMS to collect data on the short online courses. Please use the following existing codes and elements in HEPCAT when you report these students.

  1. Report the course type (Element 310 - Course of study type code) using the existing codes:
    • Undergraduate course - Code 22 Other undergraduate award course
    • Postgraduate course - Code 11 Graduate certificate.
  2. Report the course name (Element 308) that matches a course on your list of short courses, as displayed on Course Seeker.
  3. Report the value 8999 for the postcode on Element 477 - Postcode or overseas country code location of Higher Education/VET Provider campus/delivery location when you report the unit of study on the Higher Education Load Liability File.
  4. Use code 7 on Element 392 Maximum Student Contribution Amount.
  5. Use code 201 on Element 490 Student Status to indicate that students enrolled in short courses are supported through HECS‑HELP.

Program requirements for higher education certificates

The higher education funding team will be able to provide you with any further requirements and information you need to administer these courses.

You can contact the team at: CGS [at] dese.gov.au.

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