11/02 - July
C10025 Preparation Guide
2010/11 HESA Staff Record Collection (Ref: C10025)
This collection will open at the beginning of August for data submission. This preparation guide is designed to impart key information about the Staff Record and should be used in conjunction with the C10025 coding manual.
Contents
Data collection system features
Reminders
Key documents
Data Collection System Feature
New for 2010/11! Checkdoc Compare facility
The
data collection system will provide a second version of the check
documentation for every re-commit/test-commit processed by an
institution. This version of the check documentation presents a colour
shaded version of the Excel spreadsheet with variances being
highlighted.
Check doc guide
To assist institutions in the role of review of committed data HESA provides a guide to assist in the interpretation of check documentation. This guide is available from the collection page.
Updates to the Minerva DQ Database
Following institutional feedback the Minerva system will be upgraded to provide some additional functionality.
New for 2010/11! Exception Report Compare Facility
To assist comparison of commit transactions the Exception reports will be retained on the system for all commit transactions. The reports will feature the number and details of records failing a rule along with a percentage change column to enable quicker recognition of changes between submissions.
Downloadable Exception Report
You can also download a copy of the entire Exception report for a commit transaction from the 'Download Exception Report' link located at the top of the report page. The on-screen report is limited in the number of errors/warnings that can be displayed. Using the download link enables institutions to access the totality of exception report errors/warnings.
Data Supply Files
The Data Supply files are available to download following every successful test_commit/commit transaction. These files are designed to provide the Person, Contract, Grade and Cost Centre tables as downloadable .csv files during the data collection process so enabling institutions to replicate the populations used in the check documentation. The files can also be exported to institutions' local systems to act as a basic data management tool.
Reminders
Record contact changes
The record contact is the first point of communication during data collection. Access and PIN codes will be sent out to your institution's nominated record contact. If these details have changed please ensure you notify liaison@hesa.ac.uk to prevent any delay in the receipt of these codes.
Interaction with colleagues
The Staff, Student and FSR with HE_BCI records all require the provision of cost centre information. Please ensure you liaise with your colleagues responsible for completing the Student and FSR with HE_BCI returns in order to ensure consistency of reporting.
Staff Record information is also included in some of the data items contained in the EMS data collection. Please ensure that you liaise with colleagues completing this return to provide them with the necessary information to complete the associated staff FTE data items.
Update for Medical/Dental Schools
As set out in the current consultation on proposed changes to the Staff Record for 2012/13, HESA is working with the Medical Schools Council (MSC) to ensure that in future it can use HESA data rather than collect individualised data on clinical academics itself. Those responsible for preparing the Staff Record in institutions with medical and/or dental schools are encouraged to make contact with those in their institutions who currently return data to the MSC to ensure that the data supplied is consistent or any differences are understood.
Key documents
C10025 Timescales
| August 2011 | C10025 data collection opens |
| 30 September 2011 | Return date |
| 14 October 2011 | Commit date |
| 14 October to 11 November 2011 | Data quality checking period |
| 11 November 2011 | Last submission and sign-off |
The full schedule for data collection can be viewed at C10025 Timescales.
Revision history
Institutions should ensure that they refer to the most recent version of the coding manual. Any changes to the coding manual are listed within the Revision history.
Collection user guide
A step-by-step guide on how to submit Staff Information data to HESA can be viewed at Staff collection user guide.
Minerva user guide
Help with using the Minerva data quality (DQ) database can be viewed at Minerva user guide.
Support centre
Further guidance on completing the return and the data collection system can be found in the Support Centre.
FAQs
Do you have a question about the Staff Record? Check the FAQS to see if there is an answer.
Need Help?
Contact the Institutional Liaison team on 01242 211144 or email liaison@hesa.ac.uk.
