06/01 - January

Dear Colleague

Web-based data capture for DLHE

Since the introduction of the DLHE survey HESA has provided centrally printed questionnaires and telephone scripts for institutions’ use. Additionally HESA has made available an HTML version of the questionnaire to assist institutions in setting up a local electronic data capture option.

Use of electronic data capture methods is recognised as an efficient way of obtaining data. There is no data entry required at the institution and coding is limited to those fields where judgement is required. One institution achieved 12% response electronically for the 2003/04 survey.

HESA is aware that, while some institutions have taken advantage of electronic data capture, many have not had the necessary resources or expertise available locally to implement such a system.

Consequently, HESA has been exploring the possibility of establishing a central electronic data capture system that could be accessed by graduates from all institutions. For the survey currently underway (January 2006) HESA has set up a very small pilot, working with two institutions to test proof of concept. To move this initiative forward HESA now plans to undertake a more widespread pilot for the April 2006 survey. This circular is intended to provide details of the proposed system and invite institutions to indicate their interest in using such a system. It is not intended that institutions be required to use the HESA system. Those who have already established their own on-line systems may well prefer to continue to use these and some institutions may decide that electronic data capture is not appropriate for their circumstances.

In summary, HESA would set up the questionnaire on its servers and provide institutions with a URL to send to graduates. Graduates would complete the survey on-line and the data collected would be returned to the institutions via the HESA data collection system, to be added to the data collected using other methods. Full details of replies would be returned to institutions – including all of the free text. HESA would not undertake SIC and SOC coding, this would continue to be an institutional activity.

For the April 2006 pilot the survey will only be available only in an English language version. Both English and Welsh language versions will be available in any full implementation. HE institutions in Wales should consider whether it would be appropriate for them to take part in the April 2006 pilot given the lack of a Welsh option at this time.

A specification of the proposed process is at Annex A, with the file structure for the data to be returned to institutions at Annex B. An example of the survey system currently being piloted for the January 2006 survey is available at dlhe.hesa.ac.uk/poppleton/. You are invited to submit dummy data through this form if you wish to evaluate the survey instrument.

Institutions are invited to comment on the proposed system, to indicate whether they would be interested in being involved in the pilot for April 2006 and additionally whether they are likely to make use of a central facility once available to all – most likely first for the January 2007 survey.

Responses should be sent to consult@hesa.ac.uk by Friday 10th February 2006.

Yours sincerely

Andy Youell
Director of Quality and Development