HEPCAT validation rules are categorised into six levels. Each of the levels perform integrity checks on your data as explained below.
Level 1 – Field
This validation checks for valid codes and correct formatting within each field.
A field is a data cell like the one shown here for CHESSN (E488). This record has a missing CHESSN and will cause a Field 1 validation error.
Level 2 – X-Field
This validation checks for consistency against codes reported for other elements within the same record (or across fields).
In this example, a debt of $8,000 has been reported for HELP debt amount (E558). Any unit of study reported for a student with a debt must have a CHESSN reported for that student. This missing CHESSN will cause a Level 2 – X-Field validation error.
Level 3 – X-Record
This validation level checks that the key elements which identify the student (i.e. a student's unique identifiers like CHESSN, date of birth and gender) have been reported the same for all records for the same student in the file.
Level 4 – X-File
This validation level checks for a matching record across files when a submission has more than one file. For example, a Student submission has two files (Student enrolment and Student load liability) so there must be a record on the student enrolment file and at least one record on the load liability file for the same student.
Note: the Commonwealth Assisted Students or HELP Due file only needs to be validated in HEPCAT for the Student submission to be submitted. However the HELP Due file is treated as if it is submission in HEPCAT – see Level 6 – X-Sub:Type.
Level 5 – X-Sub:Time
This validation level checks against data in similar submissions for inconsistent reporting of students key identifiers, such as reporting a different CHESSN for the same Student ID.
That is it will check against data reported previously in other student submissions that are in submitted or accepted status in HEPCAT.
Level 6 – X-Sub:Type
This validation level checks against data in different submissions in validated, submitted and accepted status. These submissions have unique identifiers that link the data like Course code (E307), Student ID (E313) and CHESSN (E488).
An error occurs if there is no record that contains a unique identifier in the file that is being checked. For example a student's debt information reported on the load liability file will be matched against information about that student on a validated HELP Due file (note – you do not submit the HELP Due file). If there is no record for the student on the HELP Due file this validation level will fail.