C08041 Timescales
Version 1.2 Produced 2009-06-05
C08041 Campus Information System - stages of data submission
This document is designed to guide institutions through the stages of data submission for the C08041 Campus Information System.
Campus information is sought annually and is used by HESA to validate CAMPID returned in the Student and Staff Records.
At a glance
| Early 2009 | Institutions' local preparation |
| May 2009 | C08041 data collection opens |
| 1 June 2009 | Return date |
| 9 June 2009 | Commit date |
| 9 June to 23 June 2009 | Data quality checking period |
| 23 June 2009 | Last submission and sign-off |
Detailed requirements
Institutions should read the C08041 Campus Information System coding manual and associated documentation for details of the requirements for the return.
If you have any queries with the requirements for the C08041 Campus Information System please contact Institutional Liaison at liaison@hesa.ac.uk.
In advance of the main collection HESA releases a pre-collection circular. This circular provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's Statutory Customers wish institutions to pay particular attention to during coding and submission. The pre-collection circular is available at: Campus Information circulars.
Notification of the publication of this circular will be sent to both Campus record contacts and the Admin-HESA JISC mailgroup. If you would like to join Admin-HESA please contact Institutional Liaison.
The C08041 collection database opens on the submit site.
For a user guide for the submission of C08041 Campus Information System data please visit Campus Information System (Cyy041).
Access and PIN codes for this system will be distributed to Campus Information System contacts when the system opens.
HESA monitors all transactions on the system to ensure institutions are progressing and not encountering issues. If you require assistance with the submission process, please contact Institutional Liaison.
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Institutions are required to check the details submitted in the prior year and confirm whether they remain accurate. Where applicable new campus information should be added. Data submission is through a webform. Institutions are required to send data that has passed insert-stage validation to HESA by 1 June 2009. Insert-stage business validation rules are listed within C08041 Campus information field description.
Data which fails validation will not be considered to have been returned to the Agency.
Institutions are advised to process a COMMIT transaction by 9 June 2009. A summary of campus information will be displayed on screen for confirmation.
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Institutions can contact Institutional Liaison throughout this period to request their data is decommitted in order to make adjustments to the submission. The data quality checking period is an iterative process during which institutions may need to submit, commit, review and decommit their data several times to ensure the final submission is credible.
During this period Data Analysts at HESA will also examine data committed by all institutions. If any anomalies are found queries will be raised with your institution, via Institutional Liaison to the Campus record contact. Institutions are required to either resubmit their data to amend these anomalies, or providing explanation via email to liaison@hesa.ac.uk as to why these anomalies are genuine.
Upon satisfactory completion of this process data will be set to credible.
In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 23 June 2009.
As part of the data quality assurance procedures, HESA requires the return to be signed-off by the head of your institution, or by a person with suitable authority. This verification offers both the institutions and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.
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On the system your institution's data will be set to credible and a new icon will be made available from where the sign-off slip can be downloaded and completed by the institution. Once completed, the slip should be posted back to HESA at the address in the bar below. Please note that the transaction number on the sign-off slip must correspond to that of the data being signed-off. |
Note: Institutions should download and keep copies of all relevant reports that they are likely to need during the year, as it will be necessary to restrict access to the site after the submission deadline.
Following the close of the data collection all data submitted will be passed to HESA's Statutory Customers and also to the HESA Information Provision team .
The C08041 Campus Information System data will also be used to as metadata for both the C08051 Student record and the C08025 Staff record in order to link students and staff to the campus at which they are located.
