Transcript Webinar - Reporting - Getting Started

Reporting - Getting
Started
Supporting Webpage:
http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-reporting-getting-started#nav
Before you start
essential HELP administration processes
– schedule of tuition fees and census dates
– request for HELP assistance forms
– students TFNs
– Commonwealth Assistance Notices
– VET courses are activated in HITS
Contact: [email protected]
Reporting – Getting started
Know your data requirements
Have your systems and access
ready
Collect the right information
Have access to your TFN
Encryption key
Structure your courses and units
appropriately
Know how to allocate CHESSNs
Plan for your deadlines
Train your team!
Data Requirements
Reporting
Requirements
Scopes
Structures
Data
elements
Reporting
Schedule
Collect the right information
What data do I need to collect?
• Courses
• Unit of study
• Students
Key information for reporting
Student
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Name
Address
Date of birth
Citizenship
Gender
Disability
Indigenous status
CHESSN
Tax file number
Course
• Length
• Type of course
• Field of education
Approved by
Training.gov.au
TEQSA
Unit of Study
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Cost for students
Census date
Length (EFTSL)
Field of education
Consistent with
Schedule of fees
What students are reported?
Students enrolled in your VET FEE-HELP approved courses:
Citizenship status
• Australian citizen
• Permanent humanitarian visa
Tuition fees
• Deferred through VET FEE-HELP or
• Paying upfront
Reporting Deadlines
When do you report?
The first submission you need to report is the Course
of Study submission. Timing: Once a year
– VET FEE-HELP providers - before you report your
first student data for the year
– Higher education providers - 1 August each year
What’s next?
Census dates
Deadlines
1 Jan to 31 Mar 2015
31 May 2015
1 Apr to 30 Jun 2015
31 Aug 2015
1 Jul to 31 Aug 2015
31 Oct 2015
1 Sept to 31 Dec 2015
31 Mar 2016
Final submissions reported each year
Deadline: 30 April each year
2015 Completions: Deadline 30 April 2016
Structuring your course and units of
study
Determine units of study for the course:
• EFTSL value
• Census dates
• Field of education
• Tuition fees
Consistent EFTSL values
• EFTSL value for a unit of
study must be the same
for all students
– Full-time
– Part-time
– Fast-track
Calculating EFTSL for a unit of study
Course – 1 year of full time studying ( 1 EFSL)
Diploma Course
Unit 1
Unit 2
Unit 3
Unit 4
¼ of 1 EFTSL = 0.25
The EFTSL for each unit = 0.25 (reported as 0250000000 on
Element 339)
Resources to help you
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New Starters
Toolkits
Training
Newsletters
Appendices, codes and tables
User Guides
Meeting your deadlines
Best practice: Plan ahead & Report early!
– as soon as possible after your census dates have passed
– allow time to resolve errors
– reduces your stress and last minute panic
Your responsibilities are not met until the data has
been reported without errors
Getting your systems ready
Supported
Not supported
HITS System
Application
Documents
Estimates
[email protected]
Publications
Courses
Contacts
Financials
User Guide - http://education.gov.au/help-it-system-hits-user-guide
HEIMS
Online
HEIMS
Systems
HEIMS
Database
View submission reports
View your reported data
Check and verify your data
All reported data is stored
HEPCAT
Report your data
HEIMS
WebServices
HEIMS
Admin
Allocate CHESSNS and
view entitlements
Allocate CHESSNs and
view student entitlements
for many students
Access to HEIMS systems
HEIMS
applications
ATO Encryption
Key
Allocating CHESSNs
What is a CHESSN?
How are they allocated?
 HEIMS Administration
 HEIMS WebServices
HEIMS Administration
Allocation of CHESSNs
HEIMS Administration
View student entitlements
In summary
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Processes to administer HELP loans
Structuring your courses and units of study
HEIMSHELP website
What information is collected
Reporting deadlines
Systems used for reporting and allocating CHESSNs
ATO Encryption key
What training is available?
Webinars
Customised
Online videos
Training your team
Why it’s important
 Stay up to date
 Increase efficiency
 Avoid costly mistakes
 Know the answers
 Stay connected
Have a trained team
• More than one person needs to know how and
when to report
• Team members need to attend training
• Keep up to date with Data Collections e-News
• Benefits to you and your organisation
Reporting your data with HEPCAT
free
application to
install and
use
allows you
to prepare
your data
validates your
data
submits your
data
Next training sessions
Reporting with HEPCAT
• Part 1 – 27 July 2015
• Part 2 – 29 July 2015
Validating your data
• 4 August 2015
Where to from here?
 Supporting webpage
 New Starter toolkit
 Training material
HEPCAT Basic videos
Webinar Presentations
For all your policy queries
 Policy and program management
 Administration of FEE-HELP and VET FEE-HELP
 Financial estimates and payments
 HELP IT System (HITS)
Contact
[email protected]
Need help with reporting?
For all your data questions contact
HEIMS Information Management
Section
[email protected]
Telephone: (02) 6240 7487