HEIMS
Administration
A guide to submitting
CHESSN duplicates
A guide to submitting CHESSN duplicates
Contents
Contents ............................................................................................................................................. 2
1. Introduction.................................................................................................................................... 1
1.1 Purpose .................................................................................................................................... 1
1.2 Background............................................................................................................................... 1
1.3 Definitions ................................................................................................................................ 2
1.4 Structure of this Document ...................................................................................................... 3
2. Logging in to HEIMS........................................................................................................................ 4
2.1 Logging onto HEIMS Administration ........................................................................................ 4
3. How to submit type one duplicates ............................................................................................... 6
3.1 Adding a Type 1 Batch .............................................................................................................. 6
3.2 Adding Duplicates to a Type 1 Batch........................................................................................ 9
3.3 Following the Submission of a Type 1 Batch .......................................................................... 13
4. How to submit type two duplicates ............................................................................................. 16
4.1 Adding a type 2 batch............................................................................................................. 16
4.2 Adding Duplicates to a Type 2 batch ...................................................................................... 16
4.3 Following submission of a type 2 batch ................................................................................. 20
5. Managing batches ........................................................................................................................ 23
5.1 Updating and deleting a batch ............................................................................................... 23
5.2 Updating and deleting records within a type 1 batch ............................................................ 25
5.3 Updating and deleting records within a type 2 batch ............................................................ 27
6. APPENDIX - FREQUENTLY ASKED QUESTIONS.............................................................................. 29
A guide to submitting CHESSN duplicates
1. Introduction
1.1 Purpose
The Higher Education Information Management System (HEIMS) is used to administer the
allocation of Commonwealth Higher Education Student Support Numbers (CHESSN) for
commencing, continuing and returning students. The focus of this document is to help higher
education provider administrators use HEIMS to notify the department of potential duplicate
CHESSNs. Before you can commence processing you will need an active logon ID for HEIMS.
To gain access to HEIMS Administration as an authorised user, complete the Access to
HEIMS applications form on HEIMSHELP, send to
HEIMS.datacollections@education.gov.au.
1.2 Background
As part of the Higher Education Support Act 2003 (HESA), CHESSNs are allocated to students who
are:



Commonwealth supported: including students seeking HECS-HELP and OS-HELP
assistance
accessing FEE-HELP or
in receipt of a Commonwealth Learning Scholarship.
Students who are not allocated a CHESSN are:



overseas Students
Research Training Scheme (RTS) students or
domestic full fee-paying students who are not eligible to Commonwealth Assistance
through FEE-HELP.
The allocation of CHESSNs allows the Australian Government to monitor students receiving
Commonwealth assistance to ensure that all students are given the same support and treated
equally. By allocating a CHESSN the Government is able to monitor a student’s participation in
the Higher Education Loan Programmes: HECS–HELP, OS-HELP or FEE–HELP and Commonwealth
Learning Scholarships (CLS).
HEIMS provides functionality which allows higher education providers and TACs (Tertiary
Admission Centres) to allocate CHESSNs to students who are seeking Commonwealth support. All
CHESSNs allocated through HEIMS are subject to data matching processes to ensure that students
previously allocated a CHESSN do not obtain a second one. Whenever a TAC or higher education
provider submits a request for a CHESSN, the student data is compared to that already stored in
the system. If no acceptable match is found, a new CHESSN is created, if an acceptable match is
found an existing CHESSN is returned.
While the data matching tool reduces the number of duplicate CHESSNs issued, it cannot
eliminate their occurrence entirely. As such, the department has developed a CHESSN duplicate
submission application to allow higher education providers and TACs to submit information to the
department concerning the following two types of CHESSN duplicates:
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

Type 1 duplicates – these occur when a single student has been issued with more than
one CHESSN. If, for example, a student applies to study through a TAC and a higher
education provider and supplies different personal information, two different CHESSNs
may be issued.
Type 2 duplicates – these occur when two students are issued with the same CHESSN. If,
for example, twin students apply to study at the same higher education provider and
their personal information is very similar, the system will treat the two students as the
same individual and as a result only one CHESSN will be issued.
1.3 Definitions
Batch: A batch is a structure used to store Type 1 or Type 2 candidate duplicate sets (see below).
Creating a batch is the first step in submitting a request of potential Type 1 or Type 2 duplicates
to the department. When a batch is first created, its status is “Entry in Progress”. After submitting
the batch to the department for processing, its status changes to “Decision Pending” and after
the department processes this submitted batch, the status becomes “Finalised”.
Candidate Duplicate: A candidate duplicate is a CHESSN which has been identified as a potential
Type 1 or Type 2 duplicate (see below).
Candidate Duplicate Set: A candidate duplicate set contains a group of candidate (i.e. what are
believed to be potential) duplicates. Once a set has been processed by the department, its result
will be displayed in HEIMS and an e-mail will be sent to the appropriate CHESSN Liaison Officer
(CLO).
A Type 1 CHESSN duplicate set must contain two or more CHESSNs relating to a single student. It
is possible to also submit CHESSNs that relate to a different student; however these must be
recorded in a separate candidate duplicate set. A Type 1 CHESSN duplicate set must contain two
or more CHESSNs that relate to only one student. See the figure 2 of supplying Type 1 duplicates
in HEIMS.
Figure 1: Type 1 Duplicate process
A Type 2 CHESSN duplicate set contains information for two different students that have been
allocated the same CHESSN. A Type 2 duplicate set contains one CHESSN along with details of the
two students that it relates to. If another CHESSN belongs to a different group of two students, it
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must be added in a different duplicate set. Therefore each Type 2 CHESSN duplicate must contain
one CHESSN relating to two students. See figure 3 of supplying Type 2 duplicates to HEIMS.
Figure 2: Type 2 Duplicate process
Master CHESSN: This is the CHESSN that has been selected by the department from a Candidate
Duplicate Set as the most appropriate record of the student. All other CHESSNs from the
Candidate Duplicate Set effectively become redundant.
1.4 Structure of this Document
The purpose of this Guide is to provide guidance through the process of logging in to HEIMS and
allocating a CHESSN, processing Type 1 and Type 2 duplicate CHESSNs, and the updating of
student data. Each process is illustrated through individual training modules.
A number of images, icons and screen shots are shown to illustrate the steps in the process. The
following table indicates some of the instruments used in this document to represent the relevant
parts of the system.
Elements of Document
Description
Steps
Each step within a case study that outlines
the required action to reach the desired goal.
Each screen shot following a step illustrates
what the system will look like.
Screen shots
Speech marks
Mouse cursor/Hand
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Speech marks located in the screen shots
provide hints and tips for a particular screen.
The hand icon, or mouse cursor located on
the screen shot indicates the required action
before proceeding to the next step.
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2. Logging in to HEIMS
2.1 Logging onto HEIMS Administration
Overview: The CHESSN duplicate section of the system allows users to submit duplicate requests
(or batches) containing Type 1 or Type 2 candidate duplicate sets. This section steps through the
process of locating this section of HEIMS.
1. Open a web browser.
Please note: The HEIMS Administration system supports Microsoft Internet Explorer Version 6.0
for Windows. Problems may be encountered if a different browser or an older version of the
specified browser is used.
2. Select “File” then “Open” from the Top hand navigation bar of Internet explorer and type
in the HEIMS URL: https://admin.heims.deewr.gov.au/Admin/Controller.aspx
Logon to HEIMS by selecting the “Logon” button from the left hand navigation bar and
entering in your logon and the password assigned to you.
Tip: If you do not have a Logon ID or the
system does not allow you to log on, please
contact the helpdesk (02) 6240 7487 or
HEIMS.datacollections@education.gov.au
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3. Select the “Duplicate Managements” link from the left hand navigation bar.
Your Logon details time and date
are displayed in the top right hand
side
You can use the ‘left
hand navigation
menu’ to navigate
around HEIMS
Note: The menu option “Output Alerts” is dynamic and is displayed dependent on user access.
4. The System will display the CHESSN duplicate main page – CHESSN duplicate batch list. By
default the batch list will appear in descending order from the date of creation, i.e. the
latest batch will be displayed first.
This list shows current batches
that have been created by your
organisation. You will note that
Batch Status drop
down list allows
the list to de
filtered
the last batch created is at the
top of the list.
The Sort Order allows you to
change the order of your
batches from the default
option.
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Your Client Organisation
details are displayed in
this field
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3. How to submit type one duplicates
3.1 Adding a Type 1 Batch
Overview: Creating a batch is the first step in submitting a request of potential Type 1 duplicates
to the department. The following section steps through this process.
1. Logon to HEIMS and select the “Add Batch” button to create a type 1 or 2 batch.
A batch is a “container” used
to store duplicate CHESSN
information. Batches are
submitted to the department
for processing
Add batch
button
Help text displayed on every
screen can be useful as a first
point of contact when you get
stuck
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2. Select either: “Type 1 CHESSN Duplicate” or “Type 2 CHESSN duplicate” from Batch Type
drop down list. Also add in details such as batch date, reference number and any
comments.
o A Type 1 batch can contain one or more type 1 candidate duplicate sets. Each Type 1
duplicate set must contain at least two different CHESSNs relating to the one student
o A Type 2 batch can contain one or more Type 2 candidate duplicate sets. Each Type 2
duplicate set contains only one CHESSN, but information relating to two students.
Selecting the Ok button will return you back to the previous batch list screen
The batch type drop
down list is used to
request a Type 1 or Type
2 duplicate
OK Button
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3. As shown in the picture below, the batch list will now refresh with your newly created
batch appearing. Please repeat the same steps if you wish to create another batch.
The list is now
refreshed with the
newly created batch
Allows a user to view any
potential duplicates which have
been added to a batch (further
detail in adding duplicates see
case study 3 & 4)
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3.2 Adding Duplicates to a Type 1 Batch
Overview: After a Type 1 batch has been created, candidate duplicates can be created and
placed in a candidate set. Each candidate set must have at least two candidate duplicates. The
following section demonstrates how to create candidate duplicates and place them within a set.
4. Select a batch that you have created and select the “View Duplicates” button (double
clicking the row will also perform this action).
Select the batch you
want to add the
duplicates to.
Select the View
Duplicates
5. Select the “Add Duplicate Set” button.
Displays any
comments that you
added in the batch
Use this button if you
wish to add CHESSNs
to a particular set
Selecting the close button
will navigate you back to
the Candidate duplicate
batch list screen.
6. Enter the details of the first CHESSN that the student has.
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7. If this CHESSN should be the CHESSN associated with the student select the tick box
“most accurate CHESSN in duplicate set”.
8. Select the “Save & Add Another” button.
This drop down list determines which
candidate set you wish to add duplicates to. If
a set has been previously added to the batch,
this number will incrementally change to the
next available set.
This button will save the
duplicate to the set as
per the Duplicate Set ID.
The system will then
refresh the screen to
allow you to add further
duplicates to a set.
Note: At least one CHESSN within each set
must be designated as the most accurate
CHESSN. The most accurate CHESSN gives an
indication to the department that this
CHESSN should be the CHESSN associated
with the student.
9. Enter details of the second CHESSN relating to the same student. If there are any more
CHESSNs for the same student repeat step 2. Once the last CHESSN for this student has
been added to the set select the “Save & Return to List” button.
This button will save the duplicate set
as per the Duplicate Set ID. The
system will then close the screen and
open the candidate duplicate set list
screen as per step 2.
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10. If there are other students that have more than one CHESSN repeat step 2 to add another
set. Once all candidate duplicate sets have been added submit the batch to the
department for processing by selecting the “Submit Batch” button.
The list is now refreshed
with the newly created
duplicate set
11. Once you have completed entering all sets within a batch the batch may now be
submitted. By selecting the “Submit Batch” button, the Batch Status should now change
to “Decision Pending”. This batch is now sent off to the department to process.
Once a batch has been
submitted the Batch
Status changes from:
“Entry in Progress” to
“Decision Pending”
This tab shows the
duplicate sets within the
Batch that will be
submitted later to the
department to process
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12. On the batch list screen, the status of the batch will also change to Decision Pending.
The status of the
batch has changed.
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3.3 Following the Submission of a Type 1 Batch
Overview: After submitting a Type 1 batch within HEIMS, a departmental officer will process the
request. After the batch is processed the batch status will be displayed as finalised on the batch
list screen. The steps below describe how to view the outcome of a processed batch.
1. Logon to the Duplicates Management section of HEIMS as described in section 2 of this
document.
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2. Find the particular batch that the department has processed, highlight the relevant row
and click “View Duplicates”.
Tip: It may be easier to find
the particular batch by limiting
the search and selecting batch
status: Finalised
3. Click on the “Finalised Type 1 duplicate sets” tab.
This tab displays the
sets as well as their
candidate duplicates
as originally entered
An approval status of accepted
indicates that the department records
confirm the set contains Type 1
duplicates.
This previously locked tab now
displays the outcome of the
decision made by the
department
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4. The outcome of the departments duplicate processing is displayed in the list within the
“Finalised Type 1 duplicates sets” tab shown below. For all accepted Type 1 duplicate sets
the department will assign one of the CHESSNs within the set the status of Master. This is
a very important decision and higher education providers should ensure that the master
CHESSN is used for all further transactions relating to the relevant student.
A CHESSN is a master
CHESSN if the record is
marked as ‘Yes’ from the
Master CHESSN column
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4. How to submit type two duplicates
4.1 Adding a type 2 batch
Overview: Creating a batch is the first step in submitting a request of potential Type 2 duplicates
to the department. The process for creating a batch is outlined in section 3.1 of this document.
4.2 Adding Duplicates to a Type 2 batch
Overview: After a Type 2 batch is created, Type 2 candidate duplicates can be added to the
batch. The following section steps through the process of adding Type 2 candidate duplicates to a
Type 2 batch.
1. Select a Type 2 batch that you have created and select the “View Duplicates” button
(double clicking the row will also perform this action).
Select the batch that you
have created to process
Type 2 Duplicates.
2. Select the “Add Duplicates” button.
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Add Duplicates button.
3. Enter Details and select the “Validate” button.
Dates format for all the date
fields are: DD-MMM-YYYY
Validating a CHESSN
ensures that it
currently exists within
the CHESSN system
4. Add details of the student with the existing CHESSN into the Student 1 section. Add the
details of student that could not acquire a different CHESSN into the Student 2 section
then select Ok.
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Selecting the Web Service
button defines that the CHESSN
was allocated by system to
system using XML
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Enter details into the
Student 1 fields of the
student currently assigned
the existing CHESSN
Note: Request Number
and Request Date fields
are only required if the
CHESSN was allocated via
web services.
Selecting Web browser
button defines that the
CHESSN was allocated
by using the HEIMS
web browser
Enter details into
Student 2 fields of the
student that has not
been assigned a
CHESSN
OK Button
5. Repeat step 3 if you wish to add further Type 2 duplicates to the batch. Once all
candidate duplicates have been added, submit the Type 2 batch to the department for
processing by clicking the button “Submit Batch”.
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Submit Batch
button
6. After selecting the “Submit Batch” button, the Batch Status should now change to
“Decision Pending”. This batch is now sent off to the department to process.
Once a batch has been submitted it
will change from:
“Entry in Progress” to “Decision
Pending”
This tab shows any
duplicate set which will be
submitted later for the
department to process
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7. After selecting the “Submit Batch” button, the Batch Status as shown on the batch screen
will display as “Decision Pending”.
The status of the batch
has changed.
4.3 Following submission of a type 2 batch
Overview: After submitting a Type 2 batch within HEIMS, a departmental officer processes the
request. After the batch is processed, an e-mail is sent informing the nominated CHESSN Liaison
Officer within your organisation of an outcome. This outcome is also recorded within the CHESSN
duplicate application of HEIMS. The steps to view an outcome of a processed batch are shown
below.
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1. The department will send an e-mail informing you of an outcome of the batch. Once the
batch has been processed the status of the batch will be changed to “finalised”.
2. Once notified that the batch is finalised, logon to Duplicate Management section of
HEIMS as per section 2 of this document.
3. Find the particular batch that the department has processed, highlight row and click View
Duplicates.
Tip: It may be easier to
find the particular
batch by limiting the
search and selecting
batch status: Finalised
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4. Click on the “Finalised Type 2 duplicate sets” tab.
This tab displays
the candidate
duplicates that
were previously
submitted to the
department
This tab previously locked
displays the outcome of
the decision made by the
department
When the status is accepted the
department confirms that two people did
exist with the same CHESSN.
5. The outcome is displayed in the list within the tab shown below. When the department
approves a Type 2 duplicate, the details of the first person that obtained the CHESSN
remain linked to that CHESSN (referred to as the existing CHESSN). A new CHESSN is
created for the second person. Higher education providers should change any CHESSN
data on this second person to the CHESSN newly created.
When the status is accepted
the department has created
and assigned the second
student a different CHESSN
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5. Managing batches
5.1 Updating and deleting a batch
Overview: The following section describes the process of updating or deleting a previously
created batch.
1. On a previously created batch, highlight a row from the list and select the “edit batch”
button.
Tip: Use the drop down
lists: Batch Status & Batch
Type to select which
batches you wish to display
2. To update the batch, change the desired values and select “Ok” on the right hand side.
OK
3. Or to remove the batch, select the “delete” button on the left hand side.
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Note: deleting a
batch is
irreversible
4. Repeat this process if you want to update or delete other batches.
Note: It is not possible to delete a batch that contains sets, unless the sets are deleted from
within the batch first.
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5.2 Updating and deleting records within a type 1 batch
Overview: After a batch has been created and Type 1 duplicate sets have been added, some
duplicates may need to be updated. The following section describes the steps to update and
delete a candidate duplicate.
1. Select a batch that you have created and select the “View Duplicates” button (double
clicking the row will also perform this action).
View Duplicate
2. Select a row and then select the “Edit Duplicate” button (double clicking the row will also
perform this action).
Edit Duplicate
Note: It is not possible to update or delete a record from a set that has already been accepted.
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3. Edit the desired fields or click delete to remove the duplicate record from the batch. If the
candidate duplicate is the last remaining duplicate within a set, by removing the
candidate duplicate it will also remove the set.
Note: deleting a
batch is irreversible
4. Repeat the same process if you wish to update or remove another duplicate from the
batch.
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5.3 Updating and deleting records within a type 2 batch
Overview: Before submitting the batch it may be necessary to update some details of the Type 2
CHESSN. The following section steps through this process.
1. Select a previously created batch and select the “View Duplicates” button (double clicking
the row will also perform this action).
View Duplicate
2. Select a row from the Candidate duplicate list and select “Edit Duplicate” button (double
clicking the row will also perform this action).
Edit Duplicate
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3. Change desired fields or click delete to remove duplicate from batch
Note: deleting a
duplicate is
irreversible
Note: It is not possible to update or delete a record from a set that has already been accepted.
4. Repeat the same process if you wish to update or remove another duplicate from the
batch.
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6. APPENDIX - FREQUENTLY ASKED QUESTIONS
1. What are CHESSN duplicates?
CHESSN duplicates occur either when a student has multiple CHESSNs or when multiple students
have the same CHESSN. Within HEIMS these are defined as type 1 and type 2 duplicates
respectively. They are defined as follows:
Type 1 duplicates – occur when a single student is issued with more than one CHESSN. This may
occur when a student submits two (or more) applications and the personal information they
provide on each application differs to the extent that the CHESSN allocation system treats them
as two different students and thus allocates two different CHESSNs. The department resolves the
issue of Type 1 duplicates by selecting one CHESSN as the master and linking any duplicates to it.
Type 2 duplicates – occur when a single CHESSN is allocated to two students. This may occur
when CHESSNs are requested for twins. In such a case, the student’s personal information is
similar to such an extent that the system treats them as a single student, and allocates the same
CHESSN for both records. The department resolves the issue of Type 2 duplicates by creating an
additional CHESSN to cater for the student that missed out in the original allocation process.
2. When I logon to HEIMS it does not refer to my correct organisation. How can I change
this?
If you have not been assigned to the correct organisation please do not submit any duplicate
batches. To change your organisation you will need to contact the HIEMS helpdesk by e-mailing
the mailbox HEIMS.datacollections@education.gov.au or phoning 02 6240 7487 during business
hours.
3. I am unable to update my duplicate set or batch. Why can’t I do this?
If the batch has been submitted to the department for processing and its status is “Decision
Pending”, this and any duplicate sets within the batch cannot be updated. To edit this batch the
CHESSN Management Officer must change the batch status to entry in progress. If this is
necessary please contact HEIMS Client Support by e-mailing the mailbox
HEIMS.datacollections@education.gov.au or phoning 02 6240 7487 during business hours.
If you have any further questions concerning this Manual or the HEIMS Administration System
please contact HEIMS Client Support at HEIMS.datacollections@education.gov.au
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