Only Learners enrolled in courses that have the Fee Help Eligibility field set to VET Student Loan Eligible can appear in the reports. The following tables outlines the logic of which Learners / Unit of Study enrolments are collected in the exports. They are based on the scope and structure documentation in the HEIMS Website.
See requirements for VET Data Collections 2017
Disclaimer
The information provided is based on our interpretations of the requirements. It is your responsibility to ensure that you are compliant. If you have any concerns or suggestions please contact us.
All Learners eligible for VET Student Loan assistance must be reported in the VLL and VEN files, regardless of whether they have chosen to take out a VSL loan or not.
VLL= The VET Student Load/Liability (VLL) file contains records of student load (equivalent full time student load or EFTSL) and liability (or debt) for all units of study or part of a course undertaken in the reporting year. This file is used in the VET Student submission. See VLL Scope
VEN= The data reported in the VET Enrolment (VEN) file provides a profile of each student (e.g. date of birth, gender, home location, country of birth). This file is used in the VET Student submission. See VEN Scope
Data to be entered:
- Field: VFH Eligible
- Must be set to Y
- Field: Census Date
- There must be at least one U0S with a Census Date within the reporting period (Refer to the Timing Matrix on the www.heimshelp.deewr.gov.au for reporting period details)
- Field: Completion Status
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
- Withdrew without penalty
- Failed
- Successfully completed all the requirements
- Unit of study to be commenced later in the year or still in process of completing or completion status not yet determined
- Recognition of Prior Learning (VET only)
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
- Field: EFTS Load
- Must be greater than zero
For VLL and VEN Field Guidelines see further details on the VSL Field Guidelines tab
VDU= The VET Commonwealth Assisted Students (VDU) file, commonly referred to as the “VET HELP Due” submission, reports the personal details, including names, tax file numbers (TFN) and the Commonwealth Higher Education Student Support Numbers (CHESSN) of all students accessing VET FEE‑HELP assistance.
Learn More? VDU Scope
Data to be entered:
- Field: VFH Eligible
- Must be set to Y
- Field: Accessed VET Fee-Help?
- Must be ticked
- Field: Census Date
- There must be at least one U0S with a Census Date within the reporting period (Refer to the Timing Matrix on the www.heimshelp.deewr.gov.au for reporting period details)
- Field: Completion Status
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
- Withdrew without penalty
- Failed
- Successfully completed all the requirements
- Unit of study to be commenced later in the year or still in process of completing or completion status not yet determined
- Recognition of Prior Learning (VET only)
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
For VDU Field Guidelines see further details on the VSL Field Guidelines tab
VPO The Electronic Commonwealth Assistance Form (VPO) submission contains records for students who:
- Complete a Request for VET FEE-HELP assistance form electronically, and
- Are eligible for HELP assistance, and
- Provide a valid TFN.
Learn More? VPO Scope
Data to be entered:
- Field: Census Date
- There must be at least one U0S with a Census Date within the reporting period (Refer to the Timing Matrix on the www.heimshelp.deewr.gov.au for reporting period details)
- Field: Enrolment Status
- The UoS for which they are receiving assistance must be set to one of the following:
- 401: Deferred all/part of tuition fee through VET FEE-HELP – non State Government subsidised
- 402: Deferred all/part of tuition fee through VET FEE-HELP – Restricted Access Arrangement
- 403: Deferred all/part of tuition fee through VET FEE-HELP – Victorian State Government subsidised
- The UoS for which they are receiving assistance must be set to one of the following:
- Field: Commonwealth Assistance Indicator
- Required only for eCAF – electronic submission
For VPO Field Guidelines see further details on the VSL Field Guidelines tab
The VET Unit of Study Completions (VCU) file shows all UoS enrolments for the current reporting year.
There must be a record in the VCU file for every record reported on all VET Student Load Liability (VLL) files for the reporting year.
Learn More? VCU Scope
Data to be entered:
- Field: VFH Eligible
- Must be set to Y
- Field: Census Date
- There must be at least one U0S with a Census Date within the reporting period (Refer to the Timing Matrix on the www.heimshelp.deewr.gov.au for reporting period details)
- Field: Completion Status
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
- Withdrew without penalty
- Failed
- Successfully completed all the requirements
- Unit of study to be commenced later in the year or still in process of completing or completion status not yet determined
- Recognition of Prior Learning (VET only)
- The completion status must be set to one of the following for all UoS for the reporting period OR set to 9 Withdrew Prior to Census Date / 9 Withdrew under special cirumstances (Note: must NOT be left empty)
For VCU Field Guidelines see further details on the VSL Field Guidelines tab
The VCC file shows all Students completing a course in the current reporting year.
Learn More? VCC Scope
Data to be entered:
- Field: Actual End Date (If empty then Qual Issued Date)
- The year must be the same as the required reporting year
- Field: Qual Issued Flag
- Must be True
- Field: VFH Eligible
- Must be set to Y
For VCC Field Guidelines see further details on the VSL Field Guidelines tab
The VET Course of Study (VCO) file contains information on all approved courses to be provided for a reporting year.
Courses only appear when:
- The course is set to VSL Eligible
- The course is set to Report To HEPCAT
Learn More? VCO Scope
Note: Report #0493 can be used to see which Course Offers are being reported. (This is no longer so important)
For VCO Field Guidelines see further details on the VSL Field Guidelines tab
The quickest way to find what you are looking for is to type it into the Search function just above the table.
You can also filter by clicking on the arrows at the top of each column.
The VSL Field Guidelines are the Elements reported for VSL and where to find them in Wisenet. It also indicates what report this field and element is captured in.
Heims Help website links
Structure documents A file structure refers to the type and order of data elements included in a file.
Elements by file Groups the elements according to the type of export submission
Elements by name Allows you to search for elements by name
Elements by number Allows you to search for element by number
You can also refer to the Data Element Dictionary
*an element is the information that is being reported. Each element has a description and format that is used.
The following table lists all VSL elements mapped to Wisenetand lists which VSL help file they are reported in