01/04 - November
Dear Colleagues
Student Record Specification Changes - 2002/03
This Circular confirms the agreed changes for the 2002/03 student record. There are two main sections:
- New fields
- Changes to existing fields:
- New/revised coding frames in existing fields
- Additional codes in existing fields
- Other changes to the structure or status of the record
Also set out are latest details on use of UCAS data in making HESA returns and the current position with regard to data transfer from HESA to the Department of Health.
Replacement pages for the coding manual will be available to download from the HESA web site.
NEW FIELDS
<strong>Field 164/149 UFIPLACE UFI place Alphanumeric Field length 1</strong>Students will be taught through University for Industry (UFI) courses. It is necessary to be able to identify this provision on the student record. The field has three values:
0 not a UFI place
1 UFI place attracting funding council UFI designated funding
2 UFI place not attracting funding council UFI designated funding
A UFI place is a place that involves a charge payable to the UFI. Students following a course that has both UFI designated modules and other provision should be returned as one record. Courses with such a mixture of provision should be returned as '2'.
<strong>Field 165/150 FRNCHACT Franchising Alphanumeric Field length 1</strong>New field collecting information about franchising. The field has three values:
1 Institution only
2 Mixture
3 Franchised
<strong>Field 166/151 INSTCAMP Institution's own Alphanumeric Field length 1 campus identifier</strong>HEFCE is increasingly using campus information to facilitate the derivation of geographic patterns of study. New guidance for Field 3 CAMPID, given later in the circular, means that CAMPID can no longer be able to be used for identification of other disaggregations.
This new field will therefore collect the disaggregations that institutions require where these are mutually exclusive with the strengthened requirement for CAMPID to show geographical location. For example where students are recorded on different administrative systems.
<strong>Field 167/152 SEC Socio-economic Alphanumeric Field length 1 classification </strong>Field 25 OCCCODE previously collected both social class and occupational code. With the adoption of both the new four-character SOC 2000 standard occupational code classification and its associated eight class National Statistics Socio-Economic Classification (NS-SEC) it is intended that the coding of SOC 2000 and Socio-Economic Classification are split out into separate fields.
This new Social Class field will be compulsory for UCAS entrants and it is intended that the information required for its completion should be available from UCAS. This field should be used for students with COMDATE>31/07/02.
Valid entries are:
1 Higher managerial and professional occupations
2 Lower managerial and professional occupations
3 Intermediate occupations
4 Small employers and own account workers
5 Lower supervisory and technical occupations
6 Semi-routine occupations
7 Routine occupations
8 Never worked and long-term unemployed
9 Not classified
<strong>Field 168/153 SOC2000 Occupation Alphanumeric Field length 4 code 2</strong>This field will collect the 4-digit SOC2000 occupation code. This field will be compulsory for UCAS entrants and it is intended that the information required for its completion should be available from UCAS. This field should be used for students with COMDATE>31/07/02.
<strong>Field 169/154 PREVINST Previous Alphanumeric Field length 8 institution attended </strong>This field will replace Field 18 LASTINST. The field length will be 8 characters. The first character will be used to indicate the code set from which the institution identifier comes. The first character should be:
H HESA HEI or FEC institution identifier
D DFEE/Scottish/Welsh/NI official school number
U UCAS school number
The codes for institutions to supply for non-UCAS entrants have been reviewed and are confirmed as:
4901 UK state school
4911 UK independent school
4921 UK FE college
4941 UK HEI
4931 Any non-UK institution
Institutions will continue to be encouraged to supply full codes for full-time undergraduate entrants, even if they are non-UCAS entrants.
<strong>Field 170/155 REGBODY Regulatory body Alphanumeric Field length 2 for health and social care students</strong>01 General Medical Council
02 General Dental Council
03 General Optical Council
04 Royal Pharmaceutical Society of Great Britain
05 The Pharmaceutical Society of Northern Ireland
06 UKCC for Nursing, Midwifery and Health Visiting1
07 Council for Professions Supplementary to Medicine2
08 General Social Care Council
09 Scottish Social Services Council
10 Care Council for Wales
11 Northern Ireland Social Care Council
12 General Osteopaths Council
13 General Chiropractic Council
14 General Veterinary Council
1 To be replaced by the Nurses and Midwives Council - April 2002
2 To be replaced by the Health Professions Council - April 2002
This field is compulsory for those students coded 15, 18 or 33 in Field 41 QUALAIM.
<strong>Field 171/156 DHREGREF Regulatory body Alphanumeric Field length 8 reference number </strong>If the student already has a registration number awarded by a regulatory body, then the number should be recorded.
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.
This field will be used to collect any registration number awarded by a regulatory body. The field is compulsory either if field 41 is coded 15, 18 or 33, and in the first instance for students where REGBODY (field 169) = 06 or 07 (UKCC for Nursing, Midwifery and Health Visiting1 or Council for Professions Supplementary to Medicine2)
There is a default code for use where field 41 is coded 18 or 33 and a number does not already exist for the student. The default code is 99999999
<strong>Field 172/157 DHFUND Department of Health Alphanumeric Field length 5 funding body</strong>For students coded 31 'Department of Health/NHS/Health Authorities' in Field 64 and studying at institutions in England, this field will provide additional detail as to the actual source of DH funding. The codes will be provided in the coding manual to be available from the HESA www site once DH has confirmed them.
<strong>Field 173/158 NHSEMP NHS Employer Alphanumeric Field length 5</strong>This field will be compulsory for those students where Field 41 QUALAIM is coded 15 and the student is studying in England.
0001 Not an NHS Employee
Additional valid entries will be provided in the coding manual to be available from the HESA web site once DH has confirmed them. NHS organisation codes exist which will identify each specific NHS funding organisation.
FIELDS TO COLLECT INFORMATION ABOUT THE TARIFF SCORES FOR QUALIFICATIONS ON ENTRY
The following information about qualifications on entry will be provided by UCAS for all UCAS entrants.
Field 174/159 GCEASN Number of GCE AS level Alphanumeric Field length 1 Field 175/160 GCEASTS Tariff Score for GCE AS level Alphanumeric Field length 3 Field 176/161 VCEASN Number of VCE AS level Alphanumeric Field length 1 Field 177/162 VCEASTS Tariff Score for VCE AS level Alphanumeric Field length 3 Field 178/163 GCEAN Number of GCE A level Alphanumeric Field length 1 Field 179/164 GCEATS Tariff Score for GCE A level Alphanumeric Field length 3 Field 180/165 VCEAN Number of VCE A level Alphanumeric Field length 1 Field 181/166 VCEATS Tariff Score for VCE A level Alphanumeric Field length 3 Field 182/167 KSQN Number of Key Skills Alphanumeric Field length 1 Qualification Field 183/168 KSQTS Tariff Score for Key Skills Alphanumeric Field length 3 Qualification Field 184/169 UKSAN Number of 1-unit Key Alphanumeric Field length 1 Skills Award Field 185/170 UKSATS Tariff Score for 1-unit Alphanumeric Field length 3 Key Skills Award Field 186/171 SAHN Number of Scottish Alphanumeric Field length 1 Advanced Higher Field 187/172 SAHTS Tariff Score for Scottish Alphanumeric Field length 3 Advanced Higher Field 188/173 SHN Number of Scottish Higher Alphanumeric Field length 1 Field 189/174 SHTS Tariff Score for Scottish Alphanumeric Field length 3 Higher Field 190/175 SI2N Number of Scottish Alphanumeric Field length 1 Intermediate 2 Field 191/176 SI2TS Tariff Score for Scottish Alphanumeric Field length 3 Intermediate 2 Field 192/177 SSGCN Number of Scottish Alphanumeric Field length 1 Standard Grade Credit Field 193/178 SSGCTS Tariff Score for Scottish Alphanumeric Field length 1 Standard Grade Credit Field 194/179 SCSN Number of Scottish Alphanumeric Field length 1 Core Skills Field 195/180 SCSTS Tariff Score for Scottish Alphanumeric Field length 3 Core Skills Field 196/181 AEAN Number of Advanced Alphanumeric Field length 1 Extension Awards Field 197/182 AENTS Tariff score for Advanced Alphanumeric Field length 3 Extension Awards <strong>Field 198/183 TOTALTS Total Tariff Score Numeric Field length 3</strong>In addition, the following additional qualifications are likely to be brought into the tariff system before any further review of the student record. Institutions are advised therefore to make space in their records for the following fields, which will be returned as blank in 2002/03 and institutions advised as to when they become operational.
<em> Field 199/184 CACHEN Number of CACHE Alphanumeric Field length 1 qualifications Field 200/185 CACHETS Tariff score for CACHE Alphanumeric Field length 3 qualifications Field 201/186 BTECN Number of BTEC Alphanumeric Field length 1 National Field 202/187 BTECTS Tariff score for BTEC Alphanumeric Field length 3 National Field 203/188 IBTS Tariff score for International Alphanumeric Field length 3 Baccalaureate Field 204/189 ILCTS Tariff score for Irish Alphanumeric Field length 3 Leaving Certificate Field 205/190 MDPATS Tariff score for Music, Alphanumeric Field length 3 Drama, Performing Arts </em>CHANGES TO EXISTING FIELDS
<strong>Field 3 CAMPID</strong>
The guidance for the current Campus identifier Field 3 CAMPID has been changed.
A separate campus identifier should be used if a substantial number of students are studying on a campus at a substantial distance from where the main institution is based.
The criteria for assessing whether a campus identifier is appropriate are as follows:
- A separate campus identifier should be used if a substantial number
of students are studying on a campus at a substantial distance from
where the main institution is based, such that it would be regarded as
not being in the same city/town. Greater London can be treated as a
single entity. This is to facilitate analysis of geographic patterns of
study.
- A separate campus identifier should be used when a merger takes place, to identify any merged institutions as separate campuses if they fit the criteria specified in (a).
Campus identifiers can only be used where a student can be associated with a single site. It is recognised that because of the flexibility of study patterns adopted by some institutions, it will be impossible to say categorically that some students are assigned to a particular campus.
Field 18, LASTINST
Field to become ‘not used’.
Field 21, QUALENT2
Revived codes:
44 Access course validated by QAA 45 Access course not validated by QAAA recognised Access to HE course is one listed under the DfES's List of Access Courses Preparing Students for Entry to Courses of Higher Education. To qualify for inclusion on the list, an Access course must be validated by an Authorised Validating Agency which has been licensed for the purpose by the Quality Assurance Agency for Higher Education (QAA), under the terms of the QAA Recognition Scheme for Access to Higher Education in England, Wales and Northern Ireland. This list is available in hard copy from the DfES and is also recorded on the UCAS Access Courses Database (http://www.ucas.ac.uk/access/). QAA does not validate any Access courses at institutions in Scotland.
Continuing students do not need to be recoded, but code 48 ‘Access Course’ should not be used for any students with COMDATE> 31/07/02.
Field 23, ALEVPTS and Field 24,HIGHPTS
Fields to be become ‘not used’.
Field 25, OCCCODE
The new SOC 2000 standard occupational code classification is being introduced with the 2001 Census. The new SOC is 4 characters. Students entering through UCAS from 2002/03 will have an associated SOC 2000 code, as well as a single character code indicating the new Social Class based on SOC 2000. These will be recorded in new fields 167 and 168.
Field 25 should continue to be used for entrants coded by UCAS prior to 2002 only. Field 25 should only be used where COMDATE<01/08/02.
Field 28, SPCSTU
New code:
7 Outgoing ERASMUS student
Currently ERASMUS Exchange students, out for the whole year, are identified by a combination of Field 67 code 99 No fee band, Field 68 code 98 No fees and Field 71 code 5 Exchange out. In future there will be a specific identification of outgoing ERASMUS students in Field 28.
Field 33, RSNLEAVE
New code:
12 Redundant HIN
To be used in cases where institutions have erroneously returned more than one HIN for a student. Validation will ensure that institutions are not required to give a date left for such records.
Field becomes compulsory where Field 152/137 NOTACT=2 (new code)
Field 41, QUALAIM and fields 37/38, QUAL1/QUAL2
New codes:
15 Post Registration health and social care courses
18 First degree leading towards obtaining eligibility to register
to practice with a Health or Social Care or Veterinary statutory
regulatory body
19 not used
33 Diploma in HE leading towards obtaining eligibility to register to practice with a health or social care regulatory body
63 Non-accredited and non-approved HE qualification
79 Access course validated by QAA
80 Access course not validated by QAA
Courses coded 15 which lead to a qualification to teach on nursing, midwifery or health visiting courses should be coded 2 in Field 53 TTCID.
All students currently coded 19 in this field should be recoded to 18. In addition those students currently coded 21 ‘First Degree’ whose degrees give eligibility to register with a Health or Social Care regulatory body should also be recoded to 18.
By 2002 the QCA will have completed its process of accrediting external awarding bodies (i.e. awarding bodies other than HEIs). It is important that qualifications made by external awarding bodies are distinguished between those with and those without QCA recognition.
After that date, the HEFCE will only fund courses leading to qualifications made by external awarding bodies if they have received the appropriate QCA accreditation, or if the continued funding has been approved as part of transition arrangements. Code 63 should be used for courses that have neither QCA accreditation, nor such approval.
A recognised Access to HE course is one listed under the DfES's List of Access Courses Preparing Students for Entry to Courses of Higher Education. To qualify for inclusion on the list, an Access course must be validated by an Authorised Validating Agency that has been licensed for the purpose by the Quality Assurance Agency for Higher Education (QAA), under the terms of the QAA Recognition Scheme for Access to Higher Education in England, Wales and Northern Ireland. This list is available in hard copy from the DfES and is also recorded on the UCAS Access Courses Database (http://www.ucas.ac.uk/access/). QAA does not validate any Access courses at institutions in Scotland.
NEW JACS CODING FRAME. USE OF FIELDS 43-46 FOR RETURNING THE GENERAL SUBJECT(S) OF QUALIFICATION AIM BECOMES COMPULSORY
The UCAS/HESA Subject Code Harmonisation Joint Academic Coding of Academic Subjects (JACS) coding frame will be introduced in 2002/03. This provides for all subjects to be coded according to a common, truly hierarchical, four-character subject code. The extension to three fields of field length 4 will allow for a full coding beyond principal subject level (last two characters '00') if required.
The introduction of the new subject codes will result in institutions having to return individual codes in fields 43-46, with a 4 character JACS code in each of fields 43, 44 and 45 as appropriate and a balance indicator, if relevant, in field 46. Field 43 should be left-justified.
The JACS coding frame will also be used for the subject area of study fields 101-146 and M13/16.
Continuing students (COMDATE <01/08/2002) will have to be re-coded using the new subject categories, a mapping is available on the HESA WWW page at index.php?option=com_content&task=view&id=609&Itemid=233
Where students are coded using codes in the B group or C8 or L5 groups and are DH funded (Field 64 coded 31), Department of Health requires that students be coded to the full four digits where these exist or to three digits otherwise.
Field 52, SPPRG
New code to indicate that programme includes intensive short HND/Foundation Degree to Degree bridging course:
08 Programme includes intensive short HND/Foundation Degree to Degree bridging course
Codes 02 to 05 become ‘Not used’.
Field 64 – MSFUND
Code 31 now reads Departments of Health/NHS/Social Care
Field 67 – FEEBAND
New code:
03 Prescribed undergraduate fee, zero fee
This is to enable instances, like the fee for Erasmus students, to be consistently coded.
Field 71, LOCSDY
With the introduction of a new field to collect information about franchising, the coding frame for field 71 will be revised as follows:
1 Not used
2 Not used
3 Not used
4 Not used
5 Not used
6 Distance Learning - UK based student (existing code)
7 Student studying for the whole of their programme of study (to date) outside of the UK (existing code)
8 Not used
A NVQ delivered fully by an institution outside the workplace (existing code)
B NVQ delivered jointly by an institution and an employer (existing code)
C NVQ delivered entirely in the workplace (existing code)
D On industrial placement for the year as a whole (new code)
E On industrial placement for a proportion of the year (new code)
F On study year abroad for the year as a whole (new code)
G On study year abroad for a proportion of the year (new code)
X Student studying at returning and/or franchise institution for whole year
Fields 86/87 and Module field 19, TINST
New codes:
4003 Other public body in the UK
4004 Other private body in the UK
In future, code 4001 should only be used exceptionally for a UK HEI or FEC that had not been included under the valid entries, but which would be expected to be included in such a list in future years.
4002 should be used for any body (educational or other) based outside the UK.
If the institution is providing teaching at the workplace then this is recorded as 'Institution only' (currently coded LOCSDY = 1 and in future FRNCHACT = 1) and no TINST is required, but that is quite different to the institution 'buying in' teaching from another body, which could be the student’s employer. These cases will now be identified by the new codes 4003 and 4004.
Student fields 117 – 132, MODRES
There has been a difficulty for institutions that return their student FTE for courses following a non-standard academic year using the '100:0' method. This difficulty only arises for modules starting in one academic year and finishing in another.
In the previous advice (HESA Circular 99/01) it was stated that in order that their results could be included in the performance indicators, institutions could return a module identifier and result in the following year, so long as the module FTE was 000.0. In practice this sometimes proved to be difficult, because the FTE is part of the module record and therefore, to make such a return of module results, a new module (with new identifier) has to be created.
A similar problem arises when, though a module is completed within one academic year, the module results are not known until the next. This problem can arise whatever the method of returning student load has been adopted.
In order to avoid this difficulty, the module results field will in future have the following codes:-
1 Passed module
2 Failed module
3 Referred
8 Not tested
9 Not known
A Passed module - late result
B Failed module - late result
C Referred - late result
D Did not continue from previous academic year/module not completed
H Not tested - late result
K Not known - late result
X Module continuing into next academic year.
Codes A,B,C,D,H,K should be used by institutions using the '100:0' method of returning FTE for modules which would straddle the academic year if the student completed the module, and for modules where the result was not known in the previous academic year.
The requirement to return late module results will be compulsory for institutions in Wales. However until the wider adoption of the part-time performance indicator, the completion of late module results will be optional for other institutions.
FIELD 152/137 NOTACT
New code:
2 DH/NHS student temporarily stepping-off HIN
FIELD 155/140, FUNDCOMP
Status of this field to be extended so it is compulsory for institutions in Wales.
This change has been requested by HEFCW.
Field 157/142, ALEVELS, Field 158/143, HIGHERS, Field 159/144, VOCQUALS and Field 160/145, ALEVSBJ
Fields to be become ‘not used’.
FIELD 162/147 NURSREF
Field to be become ‘not used’.
Module Field 20 relocated to Student Record
Module Field 20 GLHRS becomes 'Not used'
Becomes:
Student Field 191 GLHRS Guided Learning Hours
This field should be removed from the Module Record and introduced on the Student Record, as the requirement has been confirmed as the Guided Learning Hours for the whole of the programme of study. For institutions returning in the Combined Record format there will be no change to the current field 85.
Additional fields included in the reduced record for dormant students
Additional fields:
Field 6 FESTUMK
Field 7 SURNAME
Field 8 FNAMES
Field 10 BIRTHDTE
Field 53 TTCID
Inclusion of the marker fields will ensure that dormant FE and Teacher Training records are correctly included in the extracts sent to the Learning & Skills Council and to the Teacher Training Agency. Names and date of birth have been added to facilitate the matching required for student progression statistics.
USE OF UCAS DATA IN MAKING HESA RETURNS 2002/03 ONWARDS
As announced in Report 01/02, published by HEFCE in January, UCAS, HESA and the funding councils, in consultation with government education departments, have agreed an implementation plan designed to improve the links between data captured by UCAS and data that institutions provide to HESA.
In the short term, this plan includes a commitment by UCAS to enable institutions to download appropriate data relating to all the 2002/03 HESA fields for which data from specified applicants has originally been collected by UCAS. This information will be pre-processed from the UCAS sources that most closely match HESA definitions and presented in exactly the same format as required for the 2002/03 HESA record, for use in preparing HESA returns for entrants in the 2002/03 academic year onwards. The introduction of many of the 2002/03 student record changes is dependent on this information being made readily available to institutions by UCAS, hence this early assurance made by UCAS to assist in reducing the administrative burden on institutions.
Further details about the exact format and the procedure for downloading the data required by HESA will be available in due course from UCAS. UCAS and HESA will also make available descriptions of the processing checks applied to this data by UCAS.
It is also the intention that UCAS will make similar information available for the entire UCAS entrant population in 2002/03, thus including students entering through the Graduate Teacher Training Registry (GTTR), the Nursing and Midwifery Admissions Service (NMAS) and the Social Work Admission System (SWAS).
A method of summating pre-entry qualifications tariff will be available for 2002/03, UCAS and HESA will publish the individual tariff for different entry qualifications on their respective websites.
UCAS and HESA have agreed to establish a maintenance group that will ensure that coding of items on the UCAS application form and HESA records are congruent.
ARRANGEMENTS FOR DATA TRANSFER FROM HESA TO DEPARTMENT OF HEALTH
As a result of a recommendation in the report "A Health Service of all the talents: Developing the NHS workforce" the Department of Health is currently undertaking a Review of Workforce Information to establish what information is both already available or necessary to assist in planning the healthcare workforce. The Department of Health and NHS organisations (DH/NHS) have been aware of the existence of the HESA datasets but have not traditionally used these a great deal.
Information on students training in healthcare and social work professions is crucial to support the DH/NHS workforce planning process. To maximise the use of available information from HESA and also to prevent the duplication of requests to HEIs the DH has considered the existing HESA data set and also any further information that it might require.
Discussions between HESA and DH are reaching a conclusion and DH have requested a number changes to the HESA Individualised Student Record for 2002/03 which have been included in this circular following earlier consultation with institutions.
FURTHER INFORMATION
If you have any queries on the issues raised in this Circular, please
contact the Institutional Liaison team (Marietta Nkweta, Janet Earl or
Clara Elcocks) at HESA, or email (liaison@hesa.ac.uk).
Yours sincerely
Director of Operations
