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VET Student Loans Exporter

VET Student Loans providers must report to HEIMS using the HEPCAT reporting tool. The list of files along with the file scope and structure can be found on the VET Data Collections – 2018 submission guidelines page within the HEIMSHELP web site.

The VET Data Collections 2018 Reporting Schedule outlines the file submission types and the frequency in which each type must be supplied. This document can be found on the VET Data Collections – 2018 Reporting Requirements page.

VETtrak can produce the following files from the file scope:

VET Course of Study Submission

File code and name: VCO - VET Course of Study 
About: Contains information on all qualifications that will be provided under VET Student Loans for the calendar year. 
Timing: Must be reported before the first VET Student Submission. This will be the first file uploaded to HEPCAT for the calendar year. 
VETtrak: Exported under Utility - VET Student Loans – VCO export.  The VET Student Loans VCO Exporter article provides more detailed information about this exporter. 

VET Student Submission

File code and name: VEN - VET Student Enrolment 
About: Contains information on all students studying in a qualification delivered under VET Student Loans who are eligible to apply for VET Student Loans assistance.  A record for each course of study will be included in this file. 
File code and name: VLL - VET Student Load Liability 
About: Contains unit of study level information for the course of study records included in the VEN file. 
Timing: The VEN and VLL are usually uploaded into HEPCAT together.  Units of study with a census date in each month must be reported by the 7th of the following month. 
File code and name: VDU - VET Commonwealth Assisted Students - HELP Due 
About: Contains personal details of students included in the VEN file. 
Timing:  Prior to uploading the VEN and VLL files as a way of including the personal details of the students who will be uploaded into HEPCAT.  
VETtrak: Exported under Utility – VET Student Loans - VET Student Loans export.  The VSL Exporter – Recommended Export Methods article provides the recommended method to export this data from VETtrak. 

VET Unit of Study Completions Submission

File code and name: VCU - VET Unit of Study Completions 
About: Contains a record for each record in the VLL file to report the completion status of each unit of study. 
Timing: Units of study with a census date or a completed date in each month must be reported by the 7th of the following month.   
VETtrak: Exported under Utility – VET Student Loans - VET Student Loans export.  The VSL Exporter – Recommended Export Methods article provides the recommended method to export this data from VETtrak. 

VET Course Completions Submissions

File code and name: VCC - VET Course Completions
About: Contains a record for all course of study records that have been flagged as completed in element 446.
Timing: Courses completed in each month must be reported by the 7th of the following month.
VETtrak: Exported under Utility – VET Student Loans - VET Student Loans export. The VSL Exporter – Recommended Export Methods article provides the recommended method to export this data from VETtrak.

Tax File Number LookUp

File code and name: TL – TFN LookUp 
About: Enabled providers to check the TFN and personal information for new students to ensure their details can be matched with the data held by the ATO. 
Timing: Any time to verify a student’s TFN. 
VETtrak: Exported under Utility – VET Student Loans - VET Student Loans export

Revision Submissions

Please refer to the VSL Exporter – Revision Files article for more information. 


To export the files, go to Utility>VET FEE-HELP Export.

  1. Select the date range you want to export records for, or...
  2. ...click the buttons to automatically shift the dates back or forward a whole quarter.
  3. This field is automatically populated with the four-digit Provider Code you entered in the Organisation Wizard (via the Configuration Manager). This number is allocated to your organisation by the government.
  4. You can enter your own submission number here if you want, or use the one automatically generated by the exporter. The number here will automatically increase by 1 each time you close the wizard after performing an export. If multiple exports are performed in one session without closing the wizard, all these exports will have the same submission number.
  5. Tick these boxes to include any records that have not been exported from a previous period, or to re-export records from this period that have already been marked as exported previously.
  6. Tick this box to automatically mark these records as exported after you have exported them.
  7. The export file formats contain a number of 'filler' fields. The government system will accept anything in these fields. If you tick this box, the client's name will be entered in those fields, followed by trailing blanks. Otherwise these fields will be left blank.
  8. Include units of study withdrawn before census date - (replaces the current withdrawn without penalty) - The unit of study completion status ‘withdrawn before census date’ is only designed to be used in VETtrak for units of study that are not going to be reported to HEIMS because the student withdrew from the course prior to the census date. This is a VETtrak only result and won’t be recognised by HEIMS and because of this these records are excluded from the exporter unless this option is checked.
  9. Checks that the dates in the date range fall within a half of the calendar year. For example a start date in the first 6 months of the year cannot have an end date in the second half the year.
  10. Single Export Type - Will disable other export options on the next page. For example if VCC is chosen the other export options will be disabled.
  11. Filter by completion date within date range - This option is designed to be used when exporting a VCU or VCC files. This changes the date range from using the census date of a unit of study to using the completion date of the unit of study or the completion date of the course of study depending on the option chosen.
  12. Always include records for VCC/VCU - These options are available when ‘Include records from this period…’ is un-checked and will automatically be selected and disabled when choosing to filter by completion date. Every record in the VSL Exporter relies on a record populating in the VLL tab of the exporter. The VLL tab is the tab which can tick and un-tick records to be included in the file export. Therefore, without the record in the VLL file the exporter will not be able to export the record in any of the other files in the exporter. These options are designed to populate the VLL tab with records when exporting a VCU or VCC file in cases where the completion date for the unit of study or the course of study falls in the date range but no census date for the unit of study falls in the date range at the same time. The VLL file usually relies on the census date to fall in the range and these options override this need to allow the export of records from the VCU and VCC files. Most users won’t have to use these options manually.
  13. Opt-in to old VET FEE-HELP Loan - Allows the user to filter between VET FEE-HELP records and VET Student Loan records.
  14. For VCC exports, indicate whether you want to export records of new course completions (4) and / or deletions of previous records due to administrative errors (5).

  1. Click the Load button.
  2. The data to be exported in each file can be viewed by clicking on the tabs.
  3. Click on the heading of any column to sort by that column, Shift-Click on another column for secondary sorting.
  4. The text here allows you to see at a glance what settings you chose on the first page.
  5. The Status column will change colour to let you know if there problems with any of the records:
    Green  = OK;
    Red     = There is an error in that record on the current tab;
    Orange = There is an error in that record on one of the other tabs.
  6. The number of records with and without errors is shown at the bottom of the wizard.
  7. A summary of this information is also shown on the Statistics tab.
  8. You can untick any records that you do not want to export.
    NOTES:
    - The Use boxes can only be unticked on the VLL tab; the corresponding records on the other tabs will be automatically unticked/re-ticked, to ensure that the data in each export file pertains to the same clients and enrolments.
    - Only records with no errors on any tab (i.e. Green records) can be ticked and exported.
  9. Click on these boxes to open the appropriate wizard to fix any issues or otherwise edit the data for any reason. Hover over the icon at the top of the column to see which wizard each button will open.
  10. Clicking this button will export all of the files as separate Excel spreadsheets. This is for your own records only.
  11. Click the Export buttons to create each of the export file(s).

NOTES:

  • If you have chosen to validate dates for a particular type of export on page 1, only the button for the selected export type will be enabled. If you want to continue and export the other files as well, you will need to go back to page 1 and select the next export type to process. (If you have not chosen to validate dates, all the buttons will be enabled and you will be able to click each button in succession to do all the exports.)
  • Errors will be indicated in the following circumstances:
    • Client VET Student Loan details have not been edited (all files)
    • Client USI has not been validated (VEN file)
    • Unit of Study discipline has not been set (VLL file)
    • Client tax file number has not been set or is not valid (VDU file)
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    Tags:
  • VET FEE-HELP
  • export
  • VLL file
  • VRL file
  • VEN file
  • VDU file
  • VCC file
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