10/01 - April
Dear Colleagues
2009/10 Campus Information collection (Ref: C09041)
Campus information is collected via a web-based form using the HESA data collection system.
This Circular contains links to documents and further guidance that are required for the C09041 data collection.
Institutions should therefore review the information contained in the following documents:
Campus information field description
Access codes and PIN letters
Access codes and PIN letters will be issued to the record contact (and only the record contact) when the data collection system opens in mid May 2010, ready for the 2009/10 Campus Information data collection. Please note that access codes issued in previous years have now expired. The Access codes are distributed by email and the PIN code will be distributed by letter a few days in advance of the Access codes. It is important that the nominated Campus Information contact has knowledge of both the Student and Staff Records. Please update the nominated record contact if responsibility for the return changes during the year.
Deadlines
Institutions are required to send complete data to HESA by 1 June 2010. Data must be signed-off by 23 June 2010.
Checking campus information
The system displays campus information for the institution as currently held by HESA. Institutions are required to check and amend existing data, updating as appropriate, and supply any new information.
|
Field |
Required Action |
|
Campus ID |
Check and amend as appropriate. |
|
Campus Name |
Check and amend as appropriate. |
|
Country Code |
Complete using an appropriate country code from the look-up table found in the EntryProfile.DOMICILE field of the Student Record. |
|
Postcode |
Check and amend as appropriate. |
|
Easting/Northing |
If the postcode relates to a PO Box and/or a
Non-Geographical Postcode complete using appropriate information from http://www.multimap.com
or an Ordnance Survey Map. |
Adding or deleting a campus
Campuses can be added or deleted as appropriate. The criteria for assessing whether or not a campus identifier is appropriate can be found in the Student Record Coding Manual in the Instance.CAMPID field of the Student Record.
Country code
HESA uses a standard coding frame, based on ISO 3166-1 alpha-2 list of country codes and adapted by the Office for National Statistics. For new campuses at your institution for 2009/10, that is those which have not previously been returned to HESA in the Campus Information collection, it will be necessary to assign these campuses a country code from the two digit listing found in the Campus information field description.
Committing data
When all of the campus information has been returned and/or checked the data must be committed.
Credibility checks
Once the data has been committed HESA will carry out credibility checks and raise any issues with institutions. Checks will ensure that once allocated, institutions maintain the same Campus ID to distinguish the same campus year on year. Furthermore, checks will also ensure that only campuses of the returning institution are submitted and not those relating to franchise or collaborating institutions.
Sign-off
Data must be signed-off by the chief officer of the institution. The sign-off confirms that data relating to all campuses of the institution have been returned and that only this information will be used to complete CAMPID fields in the Staff and Student Records for the 2009/10 reporting period.
Post-collection amendments to HESA return (Fixed database)
The Fixed database process is separate from the main data collection and will only be available to an institution on the explicit instruction of the appropriate statutory customer, e.g. Funding Council. Furthermore, statutory customers will only approve specific changes to the collection and so institutions will need to get approval for every Campus collection field they wish to change. Institutions should also be aware that onward use of information, for example in HESA publications, will be based on the original data collected and not on any amended data. This is because the availability of the Fixed database necessarily extends well beyond the publication date of information.
The formal agreements with statutory customers provide for HESA making a charge to institutions for use of the Fixed database. It has been agreed that for the Campus Information stream this charge is set at 10% of the institution's annual subscription, subject to a cap of £3,500.
Further information
Further information on how to use the Campus Information system is available at Campus Information user guide.
If you have any queries on the issues raised in this Circular please contact the Agency's Institutional Liaison team at HESA or email (liaison@hesa.ac.uk).
Yours sincerely
C. Jane Wild
Director of Operations
