Simplifying Verification

http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-simplifying-verification

Overview• What is verification?

• How do you verify your data?

• What data do you have to verify?

• What to look for in your data

• Tips to help you

Part 1:

What is verification and why do

you need to do it?

What is verification?

• When you verify your data your organisation

is officially confirming to the department

that its data is correct and final for: Funding Compliance Publications

Why do you need to check your data?

Validations cannot identify all issues:

• Over-use of ‘no information’ codes

• Incorrect coding of data

• Data in your system may be different: ₋missed or forgotten students

₋revisions or changes not yet reported

When is your student data verified?

Half yearStarts - 15 SeptemberEnds - 15 October

(census dates - 1 January – 30 June)

Part 2:How do you verify data?

HEIMS Online

Verification – the system process

1. Start verification

• This will allow you to see your reports and start checking your data

• Your reports will update to “Verifying”

2. Refresh Reports

• Only select this tab if you revise data – this adds the updated data to the reports

• Your reports will change to “Data Refreshing”

3. Confirmed as accurate

• When you are ready to sign off click “confirmed as accurate”

• This is your organisation's certification that your data is correct

4. Sign off

• Click ‘Sign off’ to finish verification

• Only sign off when you are confident that all the reports are correct

How is data verified

Step 1: Click on Data Verification

Locating your reports

Step 2: Click on Verification reports

Step 3: Select either HEP or VET Student Half Year

Step 4: Click on Start Verification

VET Student Half Year orHEP Student Half Year

2015

HEP Student Half Year

Step 3: Select HEP Student Half Year Step 4: Click on Start Verification

2015

Step 5: Refresh your reports if you revise your data

You only need to do this step if you revise any data during verification

VET Student Half Year orHEP Student Half Year

2015

Refreshing your reports

2015Step 6: confirm as accurate and sign off.

VET Student Half Year orHEP Student Half Year

• Activated Status appears when the department commences the verification process

• Reports are ready for checking

Activated

• Status after “Start Verification”

• Providers can start checking their verification reports

Verifying

• Status after “Refresh Reports”

• Providers refresh their reports when errors are detected and a revision is made

Data refreshing

• Status “Sign Off”• Sign off only after

reports are checked and there are no errors

• To sign off the check box to confirm the data is accurate is ticked

Signed Off

Verification process

Part 3: What data do you verify?

Student:•Enrolment•Unit of study (load) •Fees and HELP debts

Reports

All providers

•Student Enrolment Summary Report

•EFTSL Summary Report

•FEE-HELP Detailed Report

Non Universities

•Overseas Student Fee Summary Report

•SA HELP Detailed Report

Universities & some Non Universities

•HECS-HELP Student Status Report•Commonwealth Grant Scheme (CGS) Summary Report•HDR EFTSL Summary Report•Commonwealth Scholarship Data•OS HELP

2015

Student Half Year

Reports for all providers

Additional reports for higher education providers

2015

HEP Student Half Year

Functions to help you use your reports:

• Highlighted variations between years

• Drill down to individual records

• Navigate to pages, search records and export reports

• Coding notes to explain how the numbers in your reports are calculated

Variation status flags

Drill down function

Navigate View Find Export

How to read your reports

What to checkCorrect student information• enrolments• study load• Fees and HELP debts

Variation differences

Common reporting issues

Common issues

• Over reporting of no information codes

• Inconsistent EFTSL values

• Campus postcodes

• Inconsistent students citizenship

• Overseas students fees (higher education only)

Top Tips• Check out the variations highlighted in your reports -

something may be wrong with your data

• Don’t forget to REFRESH your reports before sign-off if:– you have reported new student records or – revised any existing records in HEIMS

• Sign off is final! – Make sure all your changes are made before you sign

off

• Use the resources on HEIMSHELP to help you

Best tip ever!

If you regularly check your data after each submission verification will be much easier:

• there will be no surprises when reviewing the data in your reports

• you will have more time to correct errors and submit any revisions

Dates for your calendar:

15 October:

Deadline for signing off your verification reports

31 October:Student submission (Enrolment, load and HELP data for census dates 1 July to 31 August 2015)

What’s next?

Need more help?

For all your data questions contactHEIMS Data Collections

HEIMS.datacollections@education.gov.au

Telephone: (02) 6240 7487

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: TSEnquiries@education.gov.au