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Reporting For New Providers QA

Q: Can a provider use HEPCAT in a test environment to become familiar with using this application?

A: Yes a test environment is provided in HEPCAT. When logging into HEPCAT simply click on the "Logon to Test" to use the test environment, this will enable you to practice the submission process with full HEPCAT functionality without the risk of submitting test data.

Q: Are the systems supported by Windows 8 or Windows 10?

A: Currently all HEIMS applications including HEPCAT, HEIMS Administration and HEIMS Online all run on platforms that support Microsoft Windows 7. Our HEIMS system requirements document provides an overview of the requirements including minimum hardware required to connect to departmental systems.

Q: Is there a limit to the number of staff members that can have access to HEIMS?

A: There is no limit on how many staff members can be granted access to HEIMS systems. However all users must be issued with their own log on credentials. For more information see our systems and access page.

Q: We have a number of students that are enrolling in our VET FEE‑HELP approved courses but are choosing to pay their fees upfront. These students are not providing their citizenship details are we required to collect this information or as we cannot confirm their eligibility do we excluded these students from our reporting?

A: As providers are required to report all eligible students enrolled in your VET FEE‑HELP approved courses your enrolment process should include confirmation of their citizenship status. You will need this information from your students.

Q: What is Introductory training and where can I find the details?

A: Introductory training explains the administrative processes required for administrating VET FEE‑HELP to your students. Providers are required to attend this training as part of their approval process under the Opens in a new window: Higher Education Support Act 2003 (HESA). It is offered by the Student Support Branch and for more information you can contact them at TSEnquiries [at] education.gov.au.

Q: Can a mix of units of competency and modules be used to report student data? Or must we choose one or the other? One of our courses contains 22 units grouped into 6 modules but most are just divided into a number of individuals units of competency.

A: When organising your courses into units of study it is recommended that you structure your units in a way that is consistent with your administrative processes and your systems. If your student management system sets each level of competency as a unit of study then you can use this method for reporting.

Alternatively you can have a combination of levels of competencies grouped together into modules or subjects. It is important to determine the method that bests suits your organisation.

Q: How may we use our SMS (Wise.NET) to support the data reporting? Can this communicate with HEPCAT, or is HEPCAT a standalone reporting tool? Can we use Wise.NET in place of HEPCAT?

A: HEPCAT is a standalone application. It does not have the capability to directly communicate with your student management system (SMS). Your system should be configured to output your student records into the required file format for reporting with HEPCAT.

Q: Are we required to allocate CHESSN for eligible students as well?

A: CHESSNs are allocated to students who have decided to defer their fees through FEE‑HELP (including VET assistance). Therefore it is not necessary to issue a CHESSN to students who are eligible but decide to pay for their tuition fees upfront.

Q: What advice do you have to avoid issuing duplicate CHESSNs because of incorrect student data?

A: All CHESSNs allocations in HEIMS are subject to data matching processes to ensure that students are not issued with multiple CHESSNs. To minimise the issuing of duplicate CHESSNs providers will also need robust processes in place to ensure quality data entry for allocating.

The department has developed a CHESSN duplicate submission application to allow providers to submit information concerning CHESSN duplicates. See our guide to submitting Duplicate CHESSNs for further information on this.

Q: What are the submissions for VET providers, any list available?

A: The VET Reporting Schedule lists the submissions and deadlines required to be reported each year by VET providers. This can be found on the VET data collections reporting requirements page. The Key Dates and Reporting Deadlines calendar also displays this information.

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