This collection will open at the beginning of August for data submission. This preparation guide is designed to impart key information about the Student Record and should be used in conjunction with the C10051 coding manual.
The data collection system will provide a second version of the check documentation for every re-commit/test-commit processed by an institution. This version of the check documentation presents a colour shaded version of the Excel spreadsheet with variances being highlighted.
To assist institutions in the role of review of committed data HESA provides a guide to assist in the interpretation of check documentation. This guide is available from the collection page.
From 2010/11 the HIN report will include a comparison tool enabling institutions to view the progress made between submissions. The report will feature the number and exact records failing a rule along with a percentage change column to enable faster analysis of changes between submissions.
From 2010/11 additional fields have been included in the downloadable files to assist institutions in using the files and recreating the populations. These include the expected end date, the total FTE calculation and Course.COURSEID. Full details of these changes can be found in the downloadable file structures page.
Following institutional feedback the Minerva system will be upgraded to provide some additional functionality.
To assist comparison of commit transactions the Exception reports will be retained on the system for all commit transactions. The reports will feature the number and details of records failing a rule along with a percentage change column to enable quicker recognition of changes between submissions.
You can also download a copy of the entire Exception report for a commit transaction from the 'Download Exception Report' link located at the top of the report page. The on-screen report is limited in the number of errors/warnings that can be displayed. Using the download link enables institutions to access the totality of exception report errors/warnings.
The Data Supply files are available to download following every successful test_commit/commit transaction. These files provide the HESA derived fields and populations along with and the majority of the Student Record data fields in flat files to enable institutions to replicate the populations used in the check documentation. The files can also be exported to institutions' local systems to act as a basic data management tool. This year a new module table will be added to the data supply file, and Instance.INSTCAMP has also been added to the CORE table. From 2010/11 these files will be downloadable in both CSV and XML format.
From 2010/11 IRIS will be available to institutions in Scotland and Wales as well as in England and Nothern Ireland. The HESA data collection system will automatically send a file to the funding council following every successful commit in order for the funding councils to conduct their reconciliation calculations, and, for English and Welsh institutions, to produce summaries of data used in analysis and funding calculations. A similar service will be provided to institutions in Scotland. Further details will be circulated by SFC. The results of these calculations will then be fed back to institutions through the HESA data collection system. Institutions are expected to scrutinise these results and amend any errors in their data. Note: this service will not impact upon processing during the HESA Student Record data system.
The tariff score attributed to Scottish Higher and International Baccalaureate qualification has changed this year. Consequently HESA has recalculated the tariff score for all instances on the HIN register. As a result of this institutions may notice a change in tariff score between years. The derived field 'XTARIFF04' will be replaced with 'XTARIFF' that will refer to the current tariff table.
From 2010/11 a new field QUALENT3 will be included in the Student Record. This records the highest qualification on entry for students with a COMDATE on or after 01 August 2010; there is no need to recode continuing students. Institutions should only return either QUALENT2 or QUALENT3 for each record because returning a student with both QUALENT2 and QUALENT3 will fail validation.
Two new codes have been added to the valid entries for Instance.EXCHANGE for 2010/11 to identify collaborative provision between a UK HEI and an overseas institution. Details on the use of these codes can be found in the field description in the coding manual.
The Student Record provides data on cost centres which interacts with the HESA FSR with HE-BCI and Staff Records, as well as data which is incorporated into the EMS Record. Therefore please ensure you liaise with the colleagues responsible for completing these returns in order to ensure consistency of reporting.
New validation rules and guidance are in place for 2010/11 to ensure that the correct codes are returned in Instance.ITTPHSC for students with TTCID = E or F. Note that code 49 'Other' cannot be used for these students.
It remains mandatory for STULOAD to be attributed to writing-up students. From 2010/11 institutions are advised that the FTE allocated to writing-up students should be 10% for both full and part-time students. The 10% applies where the student has been writing-up for a full year. Where a student has only been writing up for part of the year the FTE should be adjusted accordingly.
To assist in the analysis of provision by region, HEIs are expected to return generic codes 4001, 4003 and 4004 for the TINST field in exceptional circumstances only. In almost all circumstances institutions are expected to fill this field in with the correct UKPRN. Where institutions in England return a generic code and a UKPRN is available HEFCE may ask the institution to resubmit data to correct the omission.
Welsh institutions should refer to the Higher Education Data Requirements 2010/11 circular (HEFCW circular W11/05HE) for details of HESA data that will be used in analysis, for funding and in the monitoring of the maximum student number. Institutions should ensure in particular that the quality of the fields detailed in the data requirements circular is high and that the output of the IRIS system and the check documentation is scrutinised in order to detect errors and correct them before final submission of data to HESA.
Key changes to the check documentation for 2010/11:
Key changes to validation:
Full details of the COMMIT-stage validation rules can be viewed on the collection page under the heading 'COMMIT-stage validation'. Details of changes for 2010/11 can be found in the Revision history document.
|August 2011||C10051 data collection opens|
|15 September 2011||Return date|
|22 September 2011||Commit date|
|22 September to 31 October 2011||Data quality checking period|
|31 October 2011||Last submission and sign-off|
The full schedule for data collection can be viewed at C10051 Timescales.
Institutions should ensure that they refer to the most recent version of the coding manual. Any changes to the coding manual are listed within the Revision history.
A step-by-step guide on how to submit Student Record data to HESA can be viewed in the Student collection user guide.
Help with using the Minera data quality (DQ) database can be viewed at Minerva user guide.
Further guidance on completing the return, including guides on different types of student/programme and help with specific fields as well as information on the HUSID Look-up Service and data collection system can be found in the Support Centre.
Contact the Institutional Liaison team on 01242 211144 or email email@example.com.