03/02 - July

Dear Colleagues

2002/03 HESA STUDENT RECORD COLLECTION (REF: C02011)

This Circular contains links to documents and further guidance that are required for the C02011 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. Tariff Fields

Tariff calculations (including the removal of duplicates) for entrants with legacy A-levels (pre-Curriculum 2000) and a mixture of legacy and 'new' A-levels (Curriculum 2000 A-levels) should follow the same algorithm as defined for entrants with only new A-levels. A similar procedure should be applied to Scottish Highers, that is tariff calculations (including the removal of duplicates) for entrants with legacy Scottish Highers (pre-Curriculum 2000) and a mixture of legacy and 'new' Scottish Highers should follow the same algorithm as defined for entrants with only new Scottish Highers.

This guidance means that for UCAS entrants institutions are encouraged to improve the quality and accuracy of the basic information provided through *J by incorporating this pre-Curriculum 2000 qualification information into the HESA Student Record. For non-UCAS entrants institutions are encouraged to include pre-Curriculum 2000 qualification information in the return made for the HESA Student Record.

2. JACS Codes

Department of Health
Where students are coded using codes in the B group or C8 or L5 groups and are DH funded (field 64, Major source of funding, coded 31 ‘Departments of Health/NHS/Health Authorities’), the Department of Health requires that students be coded to the full 4-digits of JACS where these exist or to 3-digits otherwise.

Mathematical and Computing Sciences
With reference to Student Circular 02/03 issued in October 2002 concerning the presentation of information by subject area in HESA publications, institutions are asked to pay particular attention to the coding of Mathematical and Computing Sciences in the Subject of qualification aim fields 43-45.

Where G900, G910 and G990 are used these will be grouped with other mathematical subjects and presented as Mathematical Sciences. Where G920 is used this will be grouped with other computing subjects and presented as Computer Science.

3. Institutions in Wales

Field 43, Subject of qualification aim
JACS code Q560 ‘Welsh’ has now been added to the list of codes that can be used by institutions to specify the secondary subject specialism.

Field 70, Mode
Final year students in Welsh institutions who meet the HEFCW HESES definition of full-time should be returned as code 01 ‘Full-time according to funding council definitions’ regardless of the actual number of weeks spent studying.

Field 75, Postcode
For funding allocations HEFCW and NC - ELWa can only use full postcodes, i.e. those that contain both the outward and inward parts of the postcode.

Field 161, Outcome of ITT Programme
Institutions in Wales should use code B ‘QTS withheld (standards not met, skills test not yet taken)’ in Field 161, Outcome of ITT programme, to identify where QTS has been withheld.

4. 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