06/01 - May
2005/06 Campus Information System (Ref: C05041)
Dear Colleagues
2005/06 Campus Information System (Ref: C05041)
As previously announced, from 2005/06 campus information will be collected via a web-based form using the HESA data collection system, rather than a paper-based form: index.php?option=com_content&task=view&id=288&Itemid=233
Access codes
Institutions have been asked to nominate a campus record contact who will be responsible for updating this information each year. It is important for institutions to inform HESA of the appropriate nominee for campus record contact, ideally someone with knowledge of both the Student and Staff Records. Codes, which give access to the system, will be issued to record contacts when the system opens. If the institution has not nominated a campus record contact then the access code will be sent to the student record contact in the first instance.
Deadlines
Institutions are required to send complete data to HESA by 1 June 2006. Data must be signed-off by 23 June 2006.
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 some new information.
| Field | Required Action |
| Campus ID | Check and amend as appropriate |
| Campus Name | Check and amend as appropriate |
| Country Code | Complete using appropriate country code from index.php?option=com_manuals&task=show_manuals&Itemid=233&r=05011&f=012 |
| 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·
If the postcode is neither a PO Box nor a Non-Geographical Postcode the Campus Information System will generate the appropriate Easting and Northing data which should be checked when the data is committed |
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 at: index.php?option=com_manuals&task=show_manuals&Itemid=233&r=05011&f=003.
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 Head of the institution, or by a person with suitable authority. 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 or Student records for the 2005/06 reporting period.
Further information
Further information on how to use the Campus Information System is available at: http://submit.hesa.ac.uk/help/campus_quickstart.html
If you have any queries on the issues raised in this Circular please contact the Agency’s Institutional Liaison team (Alison Berry, Marietta Nkweta, Clara Elcocks, Janet Earl or Helen Skitt) at HESA or email (liaison@hesa.ac.uk).
Yours sincerely
C. Jane Wild
Director of Operations
