HEIMS
Administration
A Guide to Accessing
HEIMS Output Alerts
Contents
Introduction .......................................................................................................................... 3
Overview ...................................................................................................................................... 3
Purpose ........................................................................................................................................ 3
Access .......................................................................................................................................... 3
Output Alert Notices .............................................................................................................. 3
Downloading Output Alert Information.................................................................................. 6
How to Download Output Alert Information .............................................................................. 6
Entitlement Output Alert reports ......................................................................................... 11
FEE-HELP (including VET FEE-HELP) ........................................................................................... 11
OS-HELP ..................................................................................................................................... 11
Commonwealth Scholarships .................................................................................................... 12
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 2 of 12
Introduction
Overview
HEIMS Administration provides a centralised access point for higher education and VET
providers to directly:
•
•
•
•
•
allocate CHESSNs to students
notify the department of potential duplicate CHESSNs
view student entitlement information
access output alert notices; and
report Commonwealth scholarship submissions to the Higher Education Information
Management System (HEIMS)1.
Purpose
The purpose of this document is to outline the process for logging on to HEIMS Administration
to view Output Alert Notices. These notices advise providers when students are approaching or
have exceeded the limits of their entitlement to Commonwealth assistance for the following
programs:



FEE-HELP and VET FEE-HELP2
OS-HELP
Commonwealth Scholarships.
Access
HEIMS Administration is available at:
https://admin.heims.education.gov.au/Admin/Controller.aspx
To gain access to HEIMS Administration as an authorised user, please complete the Access to
HEIMS applications form on HEIMSHELP and send it to
HEIMS.datacollections@education.gov.au.
Output Alert Notices
Under the Higher Education Support Act 2003, the Australian Government provides assistance
to higher education and VET students for their studies.
HEIMS monitors a student’s use of this assistance for the HELP programs and Commonwealth
Scholarships, where there are limits to a student’s entitlement.
1
2
Table A and eligible Higher education providers are only required to report Commonwealth scholarships data.
A student’s total FEE-HELP limit over their lifetime includes any entitlement used through FEE-HELP and VET FEE-HELP
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 3 of 12
Detailed information on each of these programs, including entitlement limits, is available on the
Department of Education website at http://education.gov.au/help-and-other-information in
the relevant sections of the Administrative Information for Providers (AIP): Student Support
(2014) and the VET Administrative Information for Providers (2014).
Entitlement calculations to monitor students’ use of their Commonwealth assistance are
undertaken after each of the quarterly reporting periods for the Higher Education and VET FEEHELP Student submissions3.
Following each calculation, providers receive notification of students who are reaching or have
exceeded their entitlement limits. This includes students who have:





a FEE-HELP balance of 40 % or less
invalidated units of study (a student has exceeded their entitlement limit)
adjusted units of study (a student has insufficient entitlement remaining to cover the
full cost of a unit)
OS-HELP (entitlement exceeded)
Commonwealth Scholarship (entitlement exceeded or nearing limit of 8 scholarship
periods).
Where a student meets these conditions HEIMS generates an automatic notification email to
the provider’s nominated output alert officer/s.
From: HEIMS.datacollections@education.gov.au
To: < Email recipient>
Subject: Output alert data available from the department
Dear <HEP Name>,
New HEIMS data is available for you to download for
<Output alert type>.
Please click on the following link to access this data:
https://admin.heims.education.gov.au/Admin/Controller.as
px
Regards,
HEIMS Helpdesk
Output Alert officers can
then access detailed
information for each
student through HEIMS
Administration by either
selecting the Output Alert
link or logging on to HEIMS
Administration to
download Output Alert
data.
Figure 1 Automated Output Alert email
Logging in to HEIMS Administration
1. Open a web browser and enter the HEIMS Administration URL:
https://admin.heims.education.gov.au/Admin/Controller.aspx
3
More detailed information on entitlement calculations is available in the Glossary of HEIMSHELP
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 4 of 12
The HEIMS Administration system supports Microsoft Internet Explorer Version 6.0 or above for
Windows. Problems may be encountered if a different browser or an older version of the
specified browser is used.
2. Log on to HEIMS Administration by clicking “Logon” from the left hand navigation bar.
Entering your logon and the password assigned to you.
After successfully logging in, the Home page of the HEIMS Administration system will be
displayed, which allows you to navigate to the different functionalities of the System.
Tip: If you do not have a Logon ID or the
system does not allow you to log on,
contact the HEIMS Helpdesk on
(02) 6240 7487 or email
HEIMS.datacollections@education.gov.au
Navigation Bar
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 5 of 12
Downloading Output Alert Information
How to Download Output Alert Information
1. Select the Output Alerts menu option on the left hand side in the Navigation Bar.
The invalid/Adjusted Output Alert Report for student’s who have exceeded their
entitlement limit will appear.
Your Logon details time
and date are displayed
in the top right hand
side
Click Output Alerts in
the left hand
navigation bar.
2. The Output Alerts screen is then displayed.
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 6 of 12
2 - Select the
Download Data
button.
1 - Select Output
Alert item from
the Output Alert
List.
3. Select an Output Alert type from the Output Alert List; click on the download data button
to view Output Alerts details page.
4. The Output Alert type description displays the data available to be downloaded.
5. If you have selected an incorrect Output Alert type, select the “Cancel” button. This will
take you back to the Output Alerts List screen to make another selection.
Select the “Save”
button to
download the
chosen Output
Select the “Cancel” button
to cancel out of this screen
and go to the previous
Output Alerts screen if the
wrong Output Alert type was
selected.
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 7 of 12
6. If the correct output alert type has been selected, click on the save button and the
following screen appears, prompting the user to either Open or Save the output alert
report.
To save the report in an
appropriate folder, select the
Save button
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 8 of 12
7. The system then displays a Save As screen. Specify the file location of the file to be saved.
After navigating to
the location the file
is to be saved select
the Save button to
save the file. The
system then
returns to the
Output details
screen.
8. To open the document, browse to the folder and double click the file icon.
9. The Excel workbook will have either two or three worksheets attached.
a. If the file downloaded is for entitlement alerts for students nearing their limits, the
worksheet will display the following tabs:


FEE-HELP ( including VET FEE-HELP ); and
Commonwealth Scholarships.
b. If the file downloaded is for invalidated/adjusted alerts then the file will display the
following tabs:


FEE-HELP( including VET FEE-HELP)
OS-HELP; and
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 9 of 12

Commonwealth Scholarships.
c. Select the ‘Logoff’ button from the Navigation Bar on the ‘Output Details’ to log
off.
Select Logoff to
log out of the
system
10. A warning message appears to inform the user that they have successfully logged off.
11. This will return you to the HEIMS Administration Welcome screen.
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 10 of 12
Entitlement Output Alert reports
An example of the Entitlement Output Alert Reports are displayed below.
FEE-HELP (including VET FEE-HELP)
Image 1 Entitlement output alert report for a student nearing their
entitlement limit
Image 2 Invalidated/Adjusted Output Alert Report for student who has
exceeded their entitlement limit
OS-HELP
Image 3 Invalidated Output Alert Report for student who has exceeded their
entitlement limit
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 11 of 12
Commonwealth Scholarships
Image 4 Entitlement Output Alert Report for a student nearing their
entitlement limit
Image 5 Invalidated Output Alert Report for student who has exceeded their
entitlement limit
A Guide to Accessing HEIMS Output Alerts
May 2014
Page 12 of 12