03/01 - April
Dear Colleagues
CHANGES TO THE STUDENT RECORD IN 2003/04 {PART 1} AND 2004/05 {PART 2}
Record contacts will be aware that information about FE provision in HEIs in England is currently collected through the HESA Student Record and transferred to the LSC; just as information about HE provision in FECs in England is currently collected through the LSC Individual Learner Record (ILR) and transferred to HESA. Contacts in Wales will also be aware that a new record collection is being introduced in 2002/03 (the Lifelong Learning Wales Record or LLWR).
HESA is committed to making certain limited revision to its Student Record for the 2003/04 reporting period, predominantly to better meet FE data users requirements in both England and Wales. Although it was known that it would not be possible to achieve extensive revision to the HESA Student Record within the normal timescale for review and for giving notice to institutions, it was felt there was an opportunity to be grasped to better align the HESA Student Record with both ILR and LLWR, and that this would be of benefit to the institutions involved.
Whilst wishing to bring about better data alignment, it was recognised that in a short time frame it would be easier to improve use of common nomenclature and also the way information is reported, than it would be to organise capture of any novel information. Therefore, the focus for the 2003/04 reporting period has been to use the existing HESA record structure as a basis for making a limited number of changes.
However, having gained some ground for 2003/04, it will be necessary to continue the dialogue with FE/HE data users in England and Wales in relation to bringing about further more extensive alignment in 2004/05, and to ensure consistency across future record developments. For example, it is known already that LSC requires HESA to capture some additional information about FE provision in HEIs, which will mean that new fields are introduced in the HESA record in 2004/05.
This Circular therefore outlines some changes to the Student Record to be implemented from the 2003/04 reporting period (C03011) onwards {Part 1} and also identifies further possible changes for 2004/05 {Part 2}. In both Parts 1 and 2 the more limited changes relating to all HEIs are separated from those relating only to HEIs with FE students in England and Wales. The revised Student Record Coding Manual for 2003/04 will be issued on the HESA WWW site in June 2003.
Please be aware that none of the information contained in this Circular is relevant to the next HESA return (C02011), which has a reference date of 31 July 2003, and a due data date of 15 September 2003.
Part 1: Changes to the HESA Student Record for 2003/04 Implementation
2003/04 Changes Relating to all HEIs
Summary of Proposals:
Updated nomenclature
Throughout the coding manual any references to 'ELWa' in relation to FE will be replaced with 'NC-ELWa' where NC=National Council, and all references to 'National Assembly for Wales (NAW)' will be replaced with 'Welsh Assembly Government (WAG)'.
Guidance
It is proposed that all information in brackets in code items is removed from the coding frames of the following fields in the student record, and the guidance for completion of the fields to be given in the Notes section relating to each field.
Field 1 Record identifier RECID
e. g. 02711 Students studying wholly overseas (LOCSDY = 7) Combined record
Field 14 Ethnicity ETHNIC
e. g. 10 White (Code only available if COMDATE before 01/08/2001)
Field 39 Classification CLASS
e. g. 52 B FE (E & W)
Field 156/141 Destination DESTIN
e. g. 58 FE student (W) - other
Changes to Valid Entries
Field 16 Disability (DISABLE)
New code 10 Autistic Spectrum Disorder.
This code to include Asperger's Syndrome as an example ASD.
Field 64 Major source of funding (MSFUND)
Specific cases of updated nomenclature:
Code 06 NC-ELWa
This code was previously FEFCW.
Code 13 Welsh Assembly Government (WAG)
This code was previously National Assembly for Wales (NAW).
Field 65 Fundability code (FUNDCODE)
Code 7 Fundable by Teacher Training Agency
This code will now not be available for Welsh institutions.
Field 70 Mode of study (MODE)
New guidance for Welsh institutions:
The funding councils have agreed a common definition of full-time, that is when years of programme of study involve a minimum of 24 weeks study (note that this definition does not apply to full-time final year students in institutions in Wales).
Field 161/146 Outcome of ITT programme (OUTCOME)
The following codes will now only be applicable to England:
6 QTS withheld (other standards met but skills test standard not met)
7 QTS withheld (other standards not met but skills test standard met)
8 QTS withheld (other standards, including skills test standard not met)
A QTS withheld (other standards met, skills tests not yet taken)
B QTS withheld (other standards not met, skills tests not yet taken)
New code:
C QTS witheld
Additional guidance:
Code C 'QTS withheld' should be used by institutions in Wales only where QTS is withheld, including those cases where students are awarded a degree or other qualification but not QTS and where students fail their teaching practice. It is expected that students coded as C who are subsequently awarded QTS should have this recorded in a subsequent return to HESA as an award from dormant status.
2003/04 Changes Relating to HEIs with FE Students in England and Wales
These changes are required to better align the HESA Student Record with the ILR and the LLWR.
Field 6 FE Student Marker (FESTUMK)
Revised text within valid entries:
1 The student is an LSC/NC-ELWa FE funded learner studying at FE level
2 The student is not an LSC/NC-ELWa FE funded learner nor is the learner studying at FE level
3 The student is an LSC/NC-ELWa FE funded learner studying at HE level
4 The student is not an LSC/NC-ELWa FE funded learner but is studying at FE level
These codes now read 'LSC/NC-ELWa FE funded learner' rather than 'FE funding council funded student'.
Field 36 Good standing marker (PROGRESS)
Revised text within valid entries:
6 FE (W) - Learning aim achieved
A FE (E) - Learning aim achieved and achievement funding is being claimed
B FE (E) - Learning aim achieved and achievement funding is not being claimed
W FE (W) - The student has transferred to a new learning aim. That
is the student has withdrawn from this learning aim and as a direct
result has at the same time started studying for another learning aim.
The word 'Learning' has replaced 'Qualification'.
Field 37/38 Qualification obtained 1 and 2 (QUAL1/2)
Field 41 General qualification aim of student (QUALAIM)
53 NVQ/SVQ level 3/GNVQ Advanced or equivalent
54 NVQ/SVQ level 2/GNVQ Intermediate or equivalent
55 NVQ/SVQ level 1/GNVQ Foundation or equivalent
These codes now include 'or equivalent'.
New codes:
84 A/AS levels
85 GCSE/VCE
86 FE level credits
Field 42 FE general qualification aim of student (FEQAIM)
The reference to the Qualifications Aims Database has been supplemented by a reference to the Learning Aims Database, or LAD. This field has new guidance for Welsh institutions.
VALID ENTRIES
This should be the Learning Aims Database (LAD) code. In case of difficulty (e.g learning aim is not included in the QAD/LAD), please refer to LSC or NC-ELWa.
DESCRIPTION
The code corresponding to the learning aim as listed on the Learning Aims Database (LAD).
NOTES
For internally validated courses not funded by LSC or NC-ELWa, institutions can use the ILR non-specific code of '66666666' to identify these courses in field 42, FE general qualification aim of student.
For HE level students funded by LSC or NC-ELWa (code 3 'The student is an LSC/NC-ELWa funded learner studying at HE level' in field 6, FE student marker) fields 41,General qualification aim of student, 42, FE general qualification aim of student, and 43, Subject(s) of qualification aim, must all be completed.
If (after a discussion with NC-ELWa) a generic code or '6666666' is used within field 42, FE General qualification aim of student, then NC-ELWa requires institutions to also complete field 43, Subject(s) of qualification aim, in order to give detail of the subject area of the qualification.
Field 51 Vocational level of course (VLEVEL)
This field will become 'Not used' for Welsh institutions, as well as for all other regions of the UK.
Field 64 Major source of funding (MSFUND)
Code 83 Overseas learner award from HM Government/British Council.
The word 'learner' to replace 'student'.
New codes:
08 Eligible for HEFCE funding but funding not being claimed
47 Voluntary organisation
62 New deal for young people (aged 18 to 24)
63 New deal for long term unemployed (aged 25+)
64 Private training organisation
65 European Research Action Scheme for the Mobility of University Students (ERASMUS)
92 European Regional Development Fund (ERDF)
93 European Agricultural Guidance and Guarantee Fund (EAGGF)
94 Financial Instrument for Fisheries Guidance (FIFG)
95 DWP/Job Centre Plus
96 Youth Gateway
97 Youth Access
98 LEA funding for Adult and Community Learning
99 LEA funding, other than for Adult and Community Learning
AA ESF - objective 1
AB ESF - objective 2
AC ESF - objective 3
AD ESF community objectives
Field 70 Mode of study (MODE)
New codes:
65 FE students Continuous delivery, day/daytime
66 FE students Continuous delivery, evening only
67 FE students Continuous delivery in the workplace
68 FE students Continuous delivery undefined
69 FE students Sandwich
Codes 65, 66, 68 and 69 are available to both English and Welsh institutions.
Code 67 is only available for Welsh institutions.
Field 71 Location of study (LOCSDY)
These codes are only applicable to FE students.
New valid entries:
H Classroom
J Workshop
K Workplace
M e-Learning
N Drop in/Open learning centre
P APL
Q WBL provider-centre based
R Other
Field 81 SLDD - Discrete provision (ST13)
Existing codes:
1 Improvement of communication skills
2 Moderate learning difficulties and/or disabilities
3 Profound learning difficulties and/or disabilities
9 Not eligible for increased programme area weights for SLDD
New valid entries:
4 Not SLDD (LLDD)
5 Funded for discrete learning activity
6 Funded for Mainstream learning activity
Codes 1, 2, 3 or 9 will be available for continuing students with a COMDATE before 1 August 2003. New students with a COMDATE after 31 July 2003 can only use codes 4, 5 or 6.
Field 83 Amount of tuition fees received/expected for the student (RECFEE)
New guidance:
For institutions in Wales, the tuition fees quoted should be for the whole learning programme. The letter 'W' should precede the amount of the fees.
Field 84 Reason for partial or full non-payment of tuition fees (NONPAY)
From 2003/04 this field is not compulsory for Welsh institutions.
Existing codes:
01 Exempt under the Further and Higher Education Act 1992; provision funded by LSC/NC-ELWa
03 Fees waived - unemployed and receiving unemployment benefit
04 Fees waived - in receipt of income support
05 Fees waived - in receipt of family credit
06 Fees waived - physically disabled and in receipt of disability allowance
07 Fees waived - in receipt of housing/council tax benefit
08 Fees waived - unwaged dependant of any people in codes 03 to 07
09 Fees waived - undertaking programmes where the primary learning
goal is adult basic education or English for speakers of other
languages
10 Fees waived for another reason consistent with the local college policy
15 Fees waived - in receipt of job seekers allowance
16 Fees waived - asylum seeker receiving a means-tested state benefit
Codes 01, 03, 04, 05, 06, 07, 08, 09, 10, 15 or 16 will be available for continuing students with a COMDATE before 1 August 2003. New students with a COMDATE after 31 July 2003 can only use codes 17-28.
Code 14 Fee adjustments - bad debt
The words 'fee adjustments' have been added to this code.
Code 99 Fees paid in full
The word 'tuition' is removed from this code.
New codes:
17 Fees waived - 16-18 year old learner; provision funded by the LSC
18 Fees waived - in receipt of an income-based state benefit (not
covered by any other code relating to income-based state benefit, for
example codes 15 and 16)
19 Fees waived - unwaged dependent of any people in codes 18, 22, 23, 24 or 25
20 Fees waived - undertaking programmes where the main learning aim is basic skills
21 Fees waived for another reason consistent with the local provider policy
22 Fees waived - asylum seeker in receipt of the equivalent of an income-based state benefit
23 Fees waived - in receipt of jobseekers allowance
24 Fees waived - in receipt of working families tax credit (award
notice states nothing, or less than £72.20 has been deducted from the
maximum credit)
25 Fees waived - in receipt of disabled persons tax credit (award
notice states nothing, or less than £72.20 has been deducted from the
maximum credit)
26 Fee is zero
27 Fees waived - Council-funded project where the Council has agreed that the learner is eligible for fee-remission
28 Fees waived - in receipt of working tax credit
New students with a COMDATE after 31 July 2003 can only use codes 17-28.
Code 28 should be used if the learner is in receipt of working tax credit and is eligible for fee remission as defined by the LSC 2 "FE Funding Guidance 2003/04".
Codes 24 and 25 should only be available for continuing students with a COMDATE before 1 August 2003.
Field 91 Credit transfer scheme (CRDTSCM)
Module record Field 8 Credit transfer scheme (CRDTSCM)
Code 1 now reads 'England and Northern Ireland (CATS)' - the reference to Wales has been removed.
Code 6 now reads 'LSDA credit framework', where LSDA replaces FEDA.
New code:
Code 3 CQFW credit framework.
Field 94 Level of credit 1 (LEVLCRD1)
Field 95 Level of credit 2 (LEVLCRD2)
Existing valid entries:
0 HE Foundation year/FEDA level E
1 Degree level 1/FEDA level 1
2 Degree level 2/FEDA level 2
3 Degree level 3/FEDA level 3
4 Degree level 4
5 Undergraduate unspecified
6 Masters (and other postgraduate levels)
9 Not applicable
Revised valid entries:
0 Entry level
1 HE Certificate/NVQ Level 4 or equivalent
2 HE Intermediate
3 HE Honours
5 Undergraduate unspecified
6 HE Masters
7 HE Doctorate
9 Not applicable
A NVQ Level 1 or equivalent
B NVQ Level 2 or equivalent
C NVQ Level 3 or equivalent
Field 98 Level of credit points obtained 1 (LCPOBTN1)
Field 99 Level of credit points obtained 2 (LCPOBTN2)
Module record Field 10 Level of credit points (LEVLPTS)
Existing valid entries:
0 HE Foundation year/FEDA level E
1 Degree level 1/FEDA level 1
2 Degree level 2/FEDA level 2
3 Degree level 3/FEDA level 3
4 Degree level 4
5 Undergraduate unspecified
6 Masters (and other postgraduate levels)
9 Not applicable
Revised valid entries:
0 Entry level
1 HE Certificate/NVQ Level 4 or equivalent
2 HE Intermediate
3 HE Honours
5 Undergraduate unspecified
6 HE Masters
7 HE Doctorate
9 Not applicable
A NVQ Level 1 or equivalent
B NVQ Level 2 or equivalent
C NVQ Level 3 or equivalent
Field 156/141 Destination (DESTIN)
Existing codes:
51 FE student (W) - continuing existing programme of study
52 FE student (W) - new FE programme of study at the reporting institution
53 FE student (W) - new HE programme of study at the reporting institution
54 FE student (W) - further education, at another institution
Codes 51, 52, 53 and 54 will be available for continuing students with a COMDATE before 31 July 2003. New students with a COMDATE after 31 July 2003 can only use codes 60-69.
Code 55 FE student (W) - higher education, at another provider.
In code 55 'provider' replaces 'institution'.
New codes:
60 Continuing existing programme of learning with same provider
61 Continuing existing programme of learning with another provider
62 New programme of learning at same provider (not HE)
63 New programme of learning (not HE) with another provider
64 Higher education at same provider
65 Education or training - type not known
66 Seeking work/unemployed
67 Self-employment own business
68 Self-employment other
69 Voluntary work
Module record Field 19 Other institution providing teaching 1 (TINST1)
New guidance:
Institutions in Wales should refer to NC-ELWa before using the generic codes 4001-4004.
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Part 2: Changes to the HESA Student Record for 2004/05 Implementation
All HEIs should be aware of the following field changes possibly forthcoming in 2004/05.
New Codes
Field 21 Highest qualification on entry (QUALENT2)
Addition of new code for Advanced Modern Apprenticeships.
Field 46 Proportion Indicator (SBJBID)
Proposed additional new codes:
0 Indicates a Single
3 Indicates a Triple
There will be further information provided to HEIs before confirming the changes to be made to the HESA Student Record in 2004/05.
New Fields
Ethnicity and National Identity
Because of new legislation (the Race Relations (Amendment) Act 2000 [RRAA]), the consequent interest of the Commission for Racial Equality [CRE], the interest of the Equality Challenge Unit [ECU], and the level of interest within the UK, particularly in Wales, it has been appropriate to review the method of recording ethnicity and related information in the HESA records.
A number of proposals for the recording of ethnicity and related matters in the HESA records have been generated following both a meeting sponsored by the National Statistics Education and Training Theme Working Group, and also a recent meeting involving HESA, UCAS, CRE and ECU. Following the latter meeting, the CRE sent a letter of guidance to HESA and UCAS. HESA's statutory customers are therefore currently considering the proposals below. Once this process is complete, further detail will be released to institutions.
Therefore, and for information only at this stage, the provisional proposals relating to the recording of ethnicity and national identity include:
- HESA to include a 'White Welsh' ethnicity category for use in Wales from 2004/05.
- For the 2005/06 student record collection, HESA to introduce a new field, National Identity, on the same basis as the field in the Labour Force Survey and the General Household Survey. This field will allow those of UK domicile to assert their sense of national identity independently of ethnicity.
- HESA to make the completion of the Nationality field in the student record compulsory for all students.
- There being no national-level requirement for the collection of ethnicity data on non-UK students, HESA to discontinue the encouragement currently given to institutions to provide this information.
There will be further information provided to HEIs before confirming the changes to be made to the HESA Student Record in 2004/05.
2004/05 Changes Relating to Institutions in Scotland
Credit-based measurement
SHEFC announced in the main grant letter for 2002/03, that they plan to implement a system of credit-based measurement of students from the start of academic year 2004/05. SHEFC are currently working with colleagues in the sector, Universities Scotland and HESA to identify the implementation issues so that matters can be taken forward. It is expected that further announcements will be made in summer 2003.
2004/05 Changes Relating to Northern Ireland Domiciled Students in all HEIs
Field 78 Religion (RELIG)
It is requested by DEL(NI) that the coverage of this field be extended to include Northern Ireland domiciled students studying at English, Scottish and Welsh institutions.
There will be further consultation with HEIs before confirming the changes to be made to the HESA Student Record in 2004/05.
2004/05 Changes Relating to Northern Ireland
New Fields
A number of new fields are required for the collection of equal opportunities information for Northern Ireland only.
New field - Marital Status
Valid entries:
01 Single (never married)
02 Married
03 Separated (but still legally married)
04 Divorced
05 Widowed
06 Co-habiting
This field would be compulsory for Northern Ireland institutions only.
New field - Dependants
Valid entries:
01 Young people/children
02 Other relative/friends
03 No dependants
This field would be compulsory for Northern Ireland institutions only.
There will be further information provided to those HEIs in Northern Ireland and/or those with Northern Ireland domiciled students before confirming the changes to be made to the HESA Student Record in 2004/05.
2004/05 Changes Relating to HEIs in England with FE students
A number of new fields are required in 2004/05 for HEIs in England with FE students, in order to better align the HESA record with the ILR.
New Fields
Franchised-out arrangements - ILR field A21.
This is currently mapped from HESA Fields 7 (Family name), 19 (Year left last institution), 86 (Other institution providing teaching) and 90 (Proportion not taught by this institution), with reference to Appendices 2 (HE institution identifiers) & 7 (FE college identifiers).
This topic is to be explored further with LSC, with a view to the possible introduction of a new field, if necessary, in the HESA record for 2004/05.
A new field for eligibility for enhanced funding - ILR field L28.
A new field for additional support cost to replace the additional support band field - ILR field L31.
A new field for learning difficulty - ILR field L16.
A new field for employer role - ILR field A19.
Two new fields for implied rate of Council partial funding for ESF - ILR field A12.
Two new fields for government initiatives - ILR field A46.
A new field for number of units completed - ILR field A37.
A new field for number of units to achieve full qualification - ILR field A38.
A new field for eligibility for disadvantage uplift - ILR field L32.
A new field for franchise partner - ILR field A22.
A new field for disadvantage uplift factor - ILR field L33.
These 14 new fields requested by the LSC will be introduced for 2004/05, subject to LSC supplying HESA with coding frames and valid entry detail for the new fields, plus any related advice and guidance for institutions to assist in their completion of the fields.
There will therefore be further information provided to those HEIs in England with FE provision before confirming the changes to be made to the HESA Student Record in 2004/05.
2004/05 Changes Relating to HEIs in Wales with FE students
A number of new fields are required in 2004/05 for HEIs in Wales with FE students, in order to better align the HESA record with the LLWR.
New Fields
A new field for employer role - LP15.
A new field for franchise partner - LA28.
There will be further information provided to those HEIs in Wales with FE provision before confirming the changes to be made to the HESA Student Record in 2004/05.
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
