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HEPCAT User Guide
The Higher Education Client Assistance Tool (HEPCAT) enables Higher Education providers and VET FEE-HELP providers to prepare, validate and transfer data required under the Higher Education Support Act 2003 (HESA) to the department.
HEPCAT User Guide v12 has been updated to reflect the changes in release 12 of HEPCAT.
- Set Up
- Database management
- User settings
- Changing provider
HEIMS Administration User Guides
Listed below are HEIMS Administration User Guides which detail the processes required for the allocating of CHESSNs for students, viewing students entitlement balances and downloading Output Alert Notices when students are approaching or have exceeded their limits.
- Guide to Allocating CHESSN PDF (1.26MB) or DOCX (1.71MB)
- Guide to Viewing Student Entitlement Information PDF (874kB) or DOCX (6.74MB)
- Guide to Accessing Output Alerts PDF (1MB) or DOCX (3.7MB)
Program Funding User Guide
The Program Funding System, accessed through HEIMS Online, has been developed as a secure site for providers to enter and submit their estimated student data. The data is used by the department to calculate advance funding for the CGS and HECS-HELP programs. The User Guide listed below includes instructions on how to use the system and manage the processes for certifying and submitting estimates.
- Program Funding Webinars – CGS & HECS-HELP information
- CGS and HECS-HELP Estimates User Guide v1.1 PDF (1.9MB) OR DOCX (2.12MB)
Commonwealth Scholarships User Guide
This document provides an overview of the processes for the submission of data relating to Commonwealth Scholarships through the web browser.
The requirements of the submission of Commonwealth Scholarship via web services are detailed in the Technical Specifications.
File Naming Conventions
The following documents outline the required naming format for files sent to the department through HEPCAT.
- HE Student File Naming Conventions PDF (143kB) OR DOCX (23kB)
- HE Staff File Naming Conventions PDF (119kB) OR DOCX (19kB)
- HE Applications and Offers File Naming Conventions PDF (119kB) OR DOCX (19kB)
- VET Student Data File Naming Conventions PDF (137kB) OR DOCX (22kB)
MyUniversity Guidelines and User Manual
MyUniversity Profile Guidelines v1.0
The purpose of this document is to provide explanations or definitions of the required profile information for display on the MyUniversity website. This document will assist institutions with entering their profile information on Higher Education Information Management System (HEIMS) Online MyUniversity portal.
- University Information
- Campus Information
MyUniversity HEP Profile Submitter User Manual v1.0
The MyUniversity Profile application provides access to Higher Education Providers (HEPs) to display information on their institution’s profile on the MyUniversity website. Users are able to provide campus information under the following categories:
- Student services;
- Student facilities;
- Campus services; and
- Accommodation and transport.
The purpose of this manual is to assist users to navigate and view the pages of the MyUniversity Profile application and to add and/or modify information about their institution.
This information will be displayed on the MyUniversity website once approved and published.
- HEIMS Online
- University Information
- Submitting Profile Information