TCSI HEP Reporting
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: