Introduction

Tertiary Collection of Student Information (TCSI)

TCSI is a joint project between the Department of Education, Skills and Employment (department) and Services Australia to transform how student information is collected.

Any training providers that report data through the HEPCAT system will eventually be required use of the new TCSI system to report data to the Australian Government. This includes HELP providers, VSL providers and higher education providers reporting the TEQSA PIR collection.

All data is reported in data packets, with each packet comprising of specific data elements.

The preferred TCSI reporting submission method uses an automated processes known as business to government (B2G) application programming interfaces (APIs) and authentication with PRODA (Provider Digital Access).

PRODA is the authentication method for TCSI and facilitates the secure access to government services online.
APIs send data from a provider's student management system to the government with a minimum of manual processing and enables student management software to interact in near real-time.

For more information see Department of Education - Transforming the Collection of Student Information (external link).

Phase I of TCSI is for Higher education providers approved to offer HELP loans such as FEE-HELP and HECS-HELP.
If a Higher education provider is not approved for HELP loans, they will report data using PIR for the 2021 reporting year, which is available in the Meshed Platform. For more information see PIR

Meshed Platform integration with TCSI

The Meshed Group is committed to TCSI to ensure Provider data from Meshed Platforms will be correctly and accurately reported to the relevant Government entities using business to government (B2G) application programming interfaces (APIs) and PRODA authentication.

Meshed Platform and TCSI

TCSI functionality is dependent on data and configuration within the platform as shown in the diagram below.

The TCSI related functionality in the Meshed Platform is described below.

HigherEd HEIMS login information

To setup HigherEd HEIMS login information in the system, follow the instructions below:

Click Admin > Configuration and Setup > Provider Info

Scroll down the Provider info page and look for the HigherEd HEIMS login information section
Enter your Organisation ID and HEIMS UserName
Click View/Reset Password
Enter your Password
Click Update to save changes

To obtain an Organisation ID and HEIMS Username, a Provider is required to register to access the HEIMS applications.

Course Information

To update an existing Course with FEE-HELP information, follow the instructions below:

Click Courses > Course
Identify the Course to edit in the list.
Click the Edit Action Icon

In the Specific Information section, select FEE-HELP Yes to indicate that this Course is enabled for FEE-HELP.
Enter the FEE-Help Loan Fee in the field provided.
Enter the FEE-HELP Study Load in the field provided.
Select the FEE-HELP Type.
Select the FEE-HELP Type. This should match with the Qualification Level of the Course.
Select TCSI Reportable Yes to indicate that this Course is the reportable Course.
Click Record Now to save the changes.

A confirmation message will appear on the page to indicate successful Course update.
On the Manage Courses page the Courses with FEE-HELP enabled are indicated with a FH checkbox.

To update the Course Higher Education Additional Information, follow the instructions below:

Click Courses > Course
Identify the Course to edit the Higher Education Additional Information in the list.
Click the Higher Education Additional Information Action Icon

Enter or update the Provider specific Higher Education Additional Information in the fields provided.

Click Save to make the changes

TCSI Course Mapping

To map a Course set as a TCSI Reportable Course with one or more Courses with the same ‘National Code’, follow the instructions below:

Click Courses > TCSI Course Mapping
Select the Course Type
Select the TCSI Reportable Course to map.
The lower grid will display the current Course or Courses linked (mapped) with the selected TCSI Reportable Course. This grid may not display if no Course or Courses are currently linked (mapped).
All the current Courses in the Meshed Platform for the selected Course Type will be displayed in the top Grid. These displayed Courses can be filtered using the checkbox to only show Courses with the same ‘National Code’ as the selected TCSI Reportable Course.
In the top grid select the checkbox for each required Course to be linked (mapped) with the selected TCSI Reportable Course.
Click Assign Course to make the changes.
The lower grid will display the updated Course or Courses linked (mapped) with the selected TCSI Reportable Course.

Every Course set as a TCSI Reportable Course must as a minimum be linked (mapped) with itself.

Course Subject Information

To update an existing Course Subject structure with FEE-HELP information, follow the instructions below:

Click Courses > Course Subject
Select the required Course Type, Course Status and Course
Identify the Subject to edit in the list.
Click the Edit Action Icon

The Update Subject Details window is shown
Enter the required Stage, Subject Type, Subject Fee, Domestic Subject Fee, and EFTSL
Click Update Details

Applicant TCSI Information

Applicant TCSI information is captured during the Application process and can be updated during the Offer Management process.

Application Information

During the Application Process, Step 3 on the Application Form enables TCSI information to be entered by the Applicant.

Enter the required information
Click Save

The actual fields on the TCSI form can vary based on Student information, Course Information, and the Meshed Platform optional features and modules that are enabled.

Offer Information

To update Applicant TCSI information, follow the instructions below:

Click Offers > Offers Manage.
Search for the Applicant
Click Search

The Applicant name will appear on the list. Click this icon to go to Application Details Summary
On the Application Details Summary, click the TCSI Action Icon

Basic Student Information

Select Student Information

Select Basic Information

Enter the required information
Click Add

Commonwealth Scholarship Information

Select Commonwealth Scholarship Information

Enter the required information
Click Add

Disability Information

Select Disability Information

Enter the required information
Click Update

Course Information

Select Student Course Information

Select Student Course Information

Enter the required information
Click Add

Scholarship Information

Select Student Course Information

Enter the required information

Stipend Information

Select Stipend Information

Enter the required information

Student TCSI Information

To update Student TCSI information, follow the instructions below:

Click Student > Student Management Homepage.
Search for the Student using information e.g. Student ID
Click Search

The Student name will appear on the list. Click this icon to go to Student Profile Summary
On the Student Profile Summary, click the TCSI Action Icon

Student Information

Select Student Information

Basic Student Information

Select Basic Information

Enter the required information
Click Add

TCSI reporting has a maximum of 10 Characters for Student ID.

Student ID is managed in Admin > Configuration and Setup > Student ID Format (SAdmin or Admin roles)

Commonwealth Scholarship Information

Select Commonwealth Scholarship Information

Enter the required information
Click Add

Disability Information

Select Disability Information

Enter the required information
Click Update

SA-HELP

Student Amenities Help

Select SA-HELP

Enter the required information
Click Save

CHESSEN

A CHESSN can be created for the Student after the Basic Information is saved for the first time.

Select Basic Information
Click the CHESSEN Icon

The Provider needs to ensure that there is already a setup for the organisation ID, Username and Password before generating CHESSN number. System will then connect with HEIMS and based on the student information recorded and TFN it will either get the CHESSN if already exist or create a new CHESSN.

CHESSN is the acronym for Commonwealth Higher Education Support Number. It is a unique identifier assigned for an entire Student life. This number helps the government and providers to provide Students with information about any Commonwealth assistance (scholarships or loans) the Student may have used.

The Provider needs to ensure that there is already a setup for the organisation ID, Username and Password before generating CHESSN number. System will then connect with HEIMS and based on the student information recorded and TFN it will either get the CHESSN if already exist or create a new CHESSN.

The CHESSN will be decommissioned gradually from 2021 and replaced by the Unique Student Identifier (USI).

Student Course Information

Select Student Course Information

Course Information

Select Student Course Information

Enter the required information
Click Add

Scholarship Information

Select Student Course Information

Enter the required information

Stipend Information

Select Stipend Information

Enter the required information

OS-HELP

Overseas Student Help

Select OS-HELP

Enter the required information
Click Save

Course Prior Credit

Select Additional Previous Study RPL or Credit Offered

Enter the required information
Click Add

Multiple Course Prior Credit can be Added. Using the corresponding Action Icons each Course Prior Credit can be individually modified, deleted, or reported to TCSI.

Student Fee Information

To update Student FEE-HELP Fee information, follow the instructions below:

Click Student > Student Management Homepage.
Search for the Student using information e.g. Student ID
Click Search

The Student name will appear on the list. Click this icon to go to Student Profile Summary
On the Student Profile Summary, click the Result Action Icon

For the required Subject, click the Update Outcome Action Icon

The FEE-HELP related information can be edited.
Click the Save This Action Icon

TCSI Reporting Configuration

To configure the TCSI reporting in the Meshed Platform:

On your Meshed platform, go to your Home page
Click Feature Shortcuts button
Click the quick icon for TCSI as shown below.

The TCSI Reporting page is displayed

Click the Configure PRODA tab
The PRODA Configuration page is displayed

Provide B2B device credentials then click Save and Activate

PRODA (Provider Digital Access)

PRODA is an online identity verification and authentication system. It lets you securely access government online services.

More information can be found here (external link).

TCSI Reporting

The TCSI Reporting Submission Types available are:

Course of Study
Course
Campus
Course on Campus
Student
Course Admission
Unit Enrolment
OS HELP
SA HELP

To use the TCSI Reporting Submissions in the Meshed Platform:

On your Meshed platform, go to your Home page
Click Feature Shortcuts button
Click the quick icon for TCSI as shown below.

The TCSI Reporting page is displayed

View Data

To show the data for a submission type:

Select the Reporting Type as HEP
Select the required Submission Type (see the descriptions below) data that will be shown

Submission (Packet) Type	Description
Course of Study	The course of study packet is used to report data on what courses of study are offered by each provider. The data collected through a course of study packet is referenced by one or more course packets.
Course	The course packet is used to report data on the courses offered by each provider. Each course packet must be linked to an established course of study packet.
Campus	The campus packet is used to report data on the campuses from which providers deliver their courses. The data collected through a campus packet is referenced by one or more course on campus packets.
Course on Campus	The course on campus packet is used to report which courses are delivered from which campuses and to provide data on the features of the courses as delivered at each campus. Each course on campus packet must be linked to an established campus packet and an established course packet.
Student	The student packet is used to report key identity, address and demographic data for students at the provider.
Course Admission	The course admission packet is used to report the admission of students into courses and provide data on aspects of the student's admission and engagement in the course. Each course admission packet must be linked to an established student packet and established course packet.
Unit Enrolment	The unit enrolment packet is used to report a student’s enrolment in units of study. Each unit enrolment packet must be linked to an established course admission packet.
SA-HELP loan	The SA-HELP loan packet is used to report SA-HELP loans. Each SA-HELP loan packet must be linked to an established student packet.
OS-HELP loan	The OS-HELP loan packet is used to report OS-HELP loans. Each OS-HELP loan packet must be linked to an established course admission packet.

Select the required Status (see the descriptions below) for the data that will be shown

Status	Description
Processed	Show data that has previously been reported to TCSI.
Not Processed	Show data that has not yet been reported to TCSI.
All	Show both Processed and Not Processed data.

Enter the Reporting Year and Reporting Period for the data that will be shown
Select the optional Options if required (see the descriptions below) to filter the data that will be shown

Option	Description
Update Only	Show only data that has previously been reported that needs to be synced.
Migrated Only	Show only historical data that was previously reported using HEPCAT

Optionally enter a value for Student ID to filter the data that will be shown. This option is only shown for the required Submission Types.
Optionally enter a value for Course ID to filter the data that will be shown. This option is only shown for the required Submission Types.

Click View Data
The data will be shown in a table on the page
- The left most columns are specific to the Submission Type
- The Last Data Sync. column will contain date and time information only for Not Processed data
- The Action column will show Action Icons for management of the data
- The Response column will show Success, Warning, or Error information related to management of the data
- Data in the table, including the actual TCSI Response text (not visible in the table), can be exported using the Excel Action Icon

Reporting needs to be conducted in following sequence:

Course of Study >> Course >> Campus >> Course on Campus >> Student >> Course Admission >> Unit Enrolment

SA-HELP Loan and OS-HELP Loan can follow Course Admission and/or Unit Enrolment

Manage Data

The following Action Icons are used to individually manage the data for a Submission Type.

Icon	Description
	Report data to TCSI. This Icon is available for Not Processed data.
	Delete the TCSI data. This Icon is available for Processed data.
	View the data retrieved from TCSI in a new window. This Icon is available for Processed data.
	Update the TCSI data. This Icon is available for Processed data.
Numerical Value	The assigned unique TCSI Reference Number. This information is available for Processed data.

View Retrieved Data

To view the individual data retrieved from TCSI for Processed data for a Submission Type:

Click the Information Icon
The information is shown in a new window.

Bulk Process Data

To bulk Process data for a Submission Type:

Select required data in the list using the Check Boxes
Click Process Selected

Response

The Response for each Action or Bulk Process will be shown in the Response column - click the text for additional information in a new window.

The response can contain any of three types of information messages:
- Success - green
- Warning - orange
- Error - Red

The ISTP Error Codes and Error Descriptions come directly from TCSI.
This download TCSI Validations (external link) gives the most up-to-date source of TCSI validations.
Further TCSI information on resolving real-time validation (RTV) errors can be found here (external link)

TCSI Logs

Logs for the TCSI Reporting activities are retained and can be accessed in a folder named TCSI in the Admin Document Repository.

On this page

Related topics

TCSI - HECS and FEE-HELP Meshed Mapping
Webinars - TCSI Reporting for HECS/FEE-HELP
FEE-HELP Loan Fee Exemption Extension
TCSI Validations (external link)
TCSI Support (external link)