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
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: [email protected]