Welcome to the Higher Education Quality Committee Information System (HEQCIS)
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What is the HEQCIS?
The HEQCIS is a CHE information system that stores information about learners and qualifications awarded by registered private higher education institutions.
The HEQCIS in turn serves as a tool to populate the National Learners' Records Database (NLRD) held and maintained by the South African Qualifications Authority (SAQA). The CHE is required to submit this information to the NLRD for all higher education institutions.
How To Participate
There are three steps to the HEQCIS data collection process. Follow these easy steps to comply.
It will take you more or less 3 months to complete the full process. It is difficult to determine beforehand precisely how long each individual step would take. Therefore the indicated timeframe (in brackets) should be taken as an estimation that may be shorter or longer depending on your specific case. You can download the documentation required per step beforehand to speed up the process.
After each step we will give you feedback before you continue to the next step.
| STEP 1: |
License Application |
| STEP 2: |
Register Qualifications |
| STEP 3: |
Data Upload/Submission
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More Information:
| Contact Details: |
| HEQCIS Manager |
| Email: or |
Call: 012 431 5036
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Or refer to our Frequently Asked Questions (FAQs)
Presentations and media
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You have to apply for a license to use Edu.Dex. Once your application is submitted you will receive an email with a license key and instructions on where and how to download Edu.Dex.
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Application for Edu.Dex License
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Please complete the license application in full and submit the completed form to:
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By mail:
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HEQCIS Manager c/o NLRD
SAQA
Postnet Suite 248
Private Bag X06
Waterkloof
0145
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Hand deliveries:
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HEQCIS Manager c/o
NLRD
SAQA House
1067 Arcadia Street
Hatfield
0083
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Email:
Fax: 012 431 5051
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Documentation on EDU.Dex (License Application)
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This file specification adheres to the following overall Edu.Dex design objective:
The NLRD has certain load specification that must be adhered to.
The file specifications document can be downloaded from the link below.
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Click this link to download the File Specifications
 Edu.Dex Level 3 Standard ETQA File Specification (249Kb ~ 1 min)
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Await Feedback on STEP 1 activities: Active Party = HEQCIS (about 2 days)
Expect:
An email with an EDU.Dex license (Login number & password) and instructions on how and where to download EDU.Dex software.
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Qualification Template
The qualification template is used to submit your institution's qualifications to HEQCIS. Please note that the template has allowance for one qualification which means that if you have three qualifications, you must submit three templates. Please make your qualification not course/US based at the qualification class, since it is not necessary to provide courses/unit standards at this point.
This template (HEQCISQualificationTemplate.nnn.xls where nnn indicates the version number of the template) has two discrete functionalities:
- The "Qualification data" worksheet
This is the area of the spreadsheet that you use to capture the specific details of your qualification, and where applicable the courses/unit standards that form part of the qualification.
- The "Data Checks" worksheet
This is the area of spreadsheet that allows you to see whether the data that you have entered in the "Qualification data" area of the spreadsheet conforms to the expected rules for the template.
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Await Feedback on STEP 2: Active Party = HEQCIS (minimum 1 month)
Expect:
An email containing a unique qualification code and instructions on how to activate the codes in EDU.Dex.
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Finally you can submit your student data using Edu.Dex as a validation tool.
Before submitting the data onto the HEQCIS, you must first extract learner data from your own information management system, using the file specifications.
Then you make use of Edu.Dex to test the data.
If all the tests are successful, you may upload the data, onto the HEQCIS using Edu.Dex.
Once you are ready to upload:
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Await Feedback from HEQCIS (Feedback concerning your data submission)
Expect:
An email will be send to your institution regarding your latest data submission containing 3 attachments detailing the data you submitted. You need to check the correctness of this data. Should you have any problems, please contact the .
When you receive this certificate of submission, you have competed your submission cycle. To keep up with the minimum requirements continuous cyclic submissions must be made.
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HEQCISQualificationTemplate.010.xls (215Kb ~ 1 min)