03/03 - October

Dear Colleagues

CHANGES TO THE STUDENT RECORD CODING MANUAL 2003/04

The purpose of this Circular is to advise institutions that the Student Record 2003/04 Coding Manual is available to be downloaded from the HESA WWW site at: index.php?option=com_collns&task=show_colln&Itemid=232&c=C03011&s=1&wvy=any&wvs=1&isme=1

Note that most of the changes now incorporated into this operational documentation were first detailed in Student Circular 03/01 issued in April. It can however be seen from this earlier circular that the majority of changes relate only to those HEIs in England and Wales with FE provision.

Please find listed below further changes incorporated into this operational documentation that are either in addition to, or in one case different from, the information provided in Student Circular 03/01.

Further changes to the Student Record Coding Manual 2003/04

Field 14 Ethnicity (ETHNIC)

Codes 13 ‘White Scottish’ and 14 ‘Irish Traveller’ are now available to be used by all institutions.

Field 17 Additional support band (ADSBAND)

The existing coding frame has been updated to reflect additional support band ranges effective for 2003/04. Extra codes have been added to this field in order to ensure that the full range of additional support bands are available to those English institutions that have students funded by the LSC.

Field 21 Highest qualification on entry (QUALENT2)

Code 14 ‘GNVQ/GSVQ level 5’ and code 26 ‘GNVQ/GSVQ level 4’ are now available for institutions to use in 2003/04.

Field 28 Special students (SPCSTU)

The following new codes have been added to the coding frame:
C Student Associate Scheme
D Fast track (ITT) and previously completed a Student Associate Scheme

Also, the following additional guidance is given:
If a student’s highest qualification on entry is Access (codes 44 and 45) and the student has also entered an outgoing ERASMUS/SOCRATES scheme, then the preference with regard to coding is that if this is the first time the student has been returned to HESA on this programme of study, then codes 1 or 2 take priority over code 7. Once the student has been returned to HESA once, then code 7 takes priority over codes 1 or 2.

Field 43 Subject of qualification aim (SBJQA1)

Two additional subjects have been added to the list available to primary ITT students. These are German (R200) and Spanish (R400).

Field 64 Major source of funding (MSFUND)

Code 08 ‘Eligible for HEFE funding but funding not being claimed’ is not being implemented for 2003/04.

Note that this change differs from the information provided in Student Circular 03/01.

Field 169/154 Previous institution attended (PREVINST)

The following additional guidance is given:
If the previous institution is not known and none of the other default codes i.e. 4901, 4911, 4921, 4931 or 4941 are suitable, codes as ‘H9999’, ‘U99999’, ‘U00000’, ‘D999999’ or ‘D0000000’.

Field 171/156 Regulatory body reference number (DHREGREF)

Additional guidance:
Currently only nurses, midwives and health visitors are issued with registration numbers during their training. However it is possible that other regulatory bodies will also issue early registration numbers to support proposals for an electronic record of training in the NHS.

Field 172/157 Department of health funding body (DHFUND)

Code LWF12 ‘West Midlands Central’ has been updated to ‘Birmingham and the Black Country’.

Field 196/181 Number of Advanced Extension Awards (AEAN)
Field 197/182 Tariff score for Advanced Extension Awards (AENTS)

These fields have been activated for 2003/04 with coverage ‘Compulsory for undergraduate students entering through UCAS with a COMDATE after 31 July 2003’.

Further Information

If you have any queries on the issues raised in this Circular, please contact the 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