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Quality Assurance and Data Verification

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HEIMS Quality Assurance and Formal Verification Overview

Quality Assurance is simply – checking your data. It is the process of analysing data to highlight any inconsistencies in the data and to revise the data as needed. You can check your data the day after you submit it using the HEIMS Online Data View reports.

Formal Verification for Higher Education and VET providers is the final stage in meeting the reporting requirements under the Higher Education Support Act 2003. It confirms the accuracy of data reported to HEIMS in all submissions over the year/half year period. The data verification process occurs at designated times during the year using the HEIMS Online Verification reports.

These data underpin funding for both Higher Education and VET FEE-HELP providers as well as related publications and statistics.

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Quality Assurance suite of documents

To assist you with checking your data we have developed a suite of documents.

If you require assistance in resolving any issues or discrepancies in your verification reports please contact HEIMS Client Support at: HEIMS.datacollections@DEEWR.gov.au

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Student Data Formal Verification

Verification of student data occurs twice a year:

  • September - October for first half year data (census dates from 1 January - 30 June); and
  • April - May for full year data from the previous year (census dates from 1 January - 31 December)

Verification of student completions data occurs in May each year.

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Staff Data Formal Verification

Staff data submissions are reported once each year on 30 June. Staff data verification occurs from 15 July to 15 August each year.

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HEIMS Online

The HEIMS Data View Reports and Verification Reports are available on HEIMS Online. If you require access to HEIMS Online please complete the HEPCAT-HEIMS Access Form.

The completed form can be sent by email to: HEIMS.datacollections@DEEWR.gov.au or by fax to 02 6123 7899.

Verification is an automated process. Once a verification period has been activated providers can:

  • generate their own verification reports
  • refresh reports as required with any revised data submitted during this period
  • electronically confirm their data as final
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Verification Reports for Higher Education Student Data

The following reports are required for verification of full year data:

Higher Education Full Year Verification Reports
Student Enrolment Summary
EFTSL Summary Report
Commonwealth Grant Scheme (CGS) Summary Report (if applicable)
HDR EFTSL Summary Report (Previously IRSG) (if applicable)
Overseas Student Fee Summary Report
HECS-HELP Detailed Report
FEE-HELP Detailed Report
Student Enrolment Distribution Report
Student Load Liability Distribution Report
Unit of Study Completions Summary Report
SA-HELP Detailed Report
OS-HELP OS-HELP (if applicable)
Commonwealth Scholarship Commonwealth Scholarship (if applicable)
Award Course Completions Course Completions (All Students) Summary Report
Course Completions (HDR Students) Summary Report (if applicable)
Course Completions (Indigenous) Summary Report (if applicable)
Course Completions (Special) Summary Report

The following reports are verified for each half year verification period:

Higher Education Half Year Verification Reports
Student Enrolment Summary
EFTSL Summary Report
Commonwealth Grant Scheme (CGS) Summary Report (if applicable)
HDR EFTSL Summary Report (Previously IRSG) (if applicable)
Overseas Student Fee Summary Report
HECS-HELP Detailed Report
FEE-HELP Detailed Report
Student Enrolment Distribution Report
Student Load Liability Distribution Report
SA-HELP Detailed Report
OS-HELP OS-HELP (if applicable)
Commonwealth Scholarship Commonwealth Scholarship (if applicable)

How to read your Verification Reports for Higher Education Student Data

Student:

OS-HELP:

Commonwealth Scholarships

Award Course Completions:

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Verification Reports for VET Student Data

The following reports are required for verification of full year data:

VET FEE-HELP Full Year Verification Reports
Student Enrolment Summary
EFTSL Summary Report
FEE-HELP Detailed Report
Student Enrolment Distribution Report
Student Load Liability Distribution Report
Unit of Study Completions Summary Report
Award Course Completions Course Completions (All Students) Summary Report

The following reports are verified for each half year verification period:

VET FEE-HELP Half Year Verification Reports
Student Enrolment Summary
EFTSL Summary Report
FEE-HELP Detailed Report
Student Enrolment Distribution Report
Student Load Liability Distribution Report

How to read your Verification Reports for VET Student Data

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Verification Reports for Higher Education Staff Data

The following reports are required for verification of full year data:

Higher Education Staff Data Full Year Verification Reports
Staff Staff Numbers
Staff Full Time Equivalent
Actual Casual Staff

How to read your Verification Reports for Higher Education Staff Data

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General Reports

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