03/03 - July

Dear Colleagues

2002/03 HESA STAFF INDIVIDUALISED RECORD COLLECTION (REF: C02021)

This Circular contains links to documents and further guidance that are required for the C02021 data collection. Institutions are required to review the information contained in the following documents:

Timescales for the Collection
Validation Kit
COMMIT Stage Validation Rules
Check Documentation Template
HESA Data Collection System Help

Further Guidance

1. Field 18 Academic Discipline

The Joint Academic Coding System (JACS) of subject classification has been introduced this year. This provides for all subjects to be coded according to a common, truly hierarchical, four-character subject code. All academic disciplines will have to be re-coded on the Staff Record using the new subject categories, a mapping is available on the HESA web site at index.php?option=com_content&task=view&id=158&Itemid=233. Institutions must code subjects to full 4-digit JACS level. However, this will not be possible for disciplines consisting of two or three subjects, as the field is currently only 6-characters in length. Institutions are therefore advised to code two subject disciplines at 3-digit JACS level and three subject disciplines at 2-digit JACS level until such time as the structure of the Staff Record changes to accommodate fuller coding.

Example: Music W300 Drama W400 and Dance W500
Field 18 would contain W3W4W5

Example 2: French Language R110 Organic Chemistry F160
Field 18 would contain R11F16

2. Data Collection

Access codes
Access codes are issued to record contacts at institutions once the data collection system for a given return opens. Record contacts unable to locate the access code should contact Institutional Liaison. It is the responsibility of the record contact at the institution to issue the access code to other colleagues who are involved in submitting data to HESA. For security reasons HESA will not issue access codes to anyone other than the record contact.

Reports and re-submission of data
Institutions are required to review the reports that are produced following a successful COMMIT transaction (e.g. the check documentation) and to re-submit data during the appropriate period in order to address queries.

Who to Contact During Data Collection

Institutions should consider Institutional Liaison as a general first point of contact and in addition the team also cover specific areas as indicated below:

If you have any queries on the issues raised in this Circular please contact the Agency’s Institutional Liaison team (Alison Berry, Marietta Nkweta, Janet Earl or Clara Elcocks) at HESA or email (liaison@hesa.ac.uk).

Yours sincerely


C. Jane Wild
Director of Operations