08/01 - November

Development of DLHE-related systems and processes

Background

In 2005 HESA developed a central electronic data capture system for use as part of the Destinations of Leavers from Higher Education Survey. The system enables institutions to send a link to an electronic version of the DLHE questionnaire to graduates and for the responses to be returned to institutions via the HESA data collection system. Following two small pilots the system was first made available to all institutions for use as part of the January 2006 survey (2004/05 DLHE survey) and institutions have taken advantage of the system over the last three surveys.

Online survey development

HESA developed the DLHE survey system to support institutions wishing to take advantage of electronic data capture in undertaking the DLHE survey. HESA has encouraged institutions to use the DLHE survey system as it reduces the burden on institutions in the preparation and administration of the survey and also in processing the data. Maximising online responses reduces data input and resources needed and can limit postal costs. Using HESA’s survey system also reduces the resources institutions need to put into preparation e.g. HESA updates the electronic questionnaire and validation for each survey. Institutions need only subscribe to the service and tailor some of the elements to suit their requirements.

The key benefits of the system are:

· Provided free at the point of use by HESA

· Includes relevant validation in the form

· Institutions can control elements such as access control/PIN numbers

· Institutions can link directly to a version for their institution if they are contacting graduates via email or web portal

· Institutions can monitor the rate of data capture

As it is now over three years since the survey system was developed HESA wishes to find out how institutions are finding the system and if more guidance is required.

Also, HESA acknowledges that not all institutions have taken advantage of the system by including it as part of their DLHE data capture and data management. HESA has encouraged institutions to use the system and to see it as part of the standard methodology for the survey; it is hoped that over time use of this version will increase thus reducing the need for other resource intensive versions.

If your institution has used the DLHE survey system, has the system met with your expectations? What has been useful or what areas could be developed to better match your requirements.

If your institution has never used the DLHE survey system, why is this?

Development of an input only version

HESA acknowledges that some institutions have been using the DLHE survey system for inputting the responses from postal questionnaires and telephone interviews. Institutions using the system in this way find the built in validation helpful but some requirements of the system to be superfluous e.g. the requirement to enter graduate name, contact details and student identifier at the beginning when the student identifier alone would be sufficient for linking back to institutions' own systems.

HESA is considering extending the system for use for data entry. Like the versions currently produced twice a year for graduates to complete the survey electronically, the data entry only version would reflect the current version of the questionnaire and contain up to date validation.

If the DLHE survey system was extended for use for data entry would your institution use it for this purpose? What additional or changed features would you require to use the system in this way?

HTML provision

As well as providing paper versions of the questionnaire HESA has made available an HTML version of the questionnaire to assist institutions in setting up a local electronic data capture option. Institutions download the HTML from the HESA website and programme any ‘back-end’ or database structures that are required to support use of this version of the questionnaire. HESA is aware that while some institutions have taken advantage of electronic data capture over the years many institutions have not had the necessary resources or expertise available locally to implement and manage such a system. Also the system requires updates for each survey to reflect the current version of the questionnaire.

Part of the thinking behind the development of the centrally-hosted system was that this would replace the requirement to produce the HTML for institutions and to concentrate on maintaining and updating a system that would meet institutional requirements and remove some of the burden on institutions in preparing for the collection of DLHE data.

HESA is aware that whilst many institutions have been making use of the DLHE survey system some institutions continue to host their own electronic version instead. HESA is also aware that some institutions use their locally-hosted version of the questionnaire for inputting the responses to telephone interviews and general in-house management and processing of DLHE data. Therefore it is important to HESA that it understands how institutions use local electronic systems which require the HTML that HESA provides in order to support institutions in using the survey system. HESA believes that the DLHE survey system is capable of matching institutional requirements for DLHE purposes but that institutions are not aware of all the benefits of the system.

Does your institution host an electronic version of the DLHE questionnaire? If so, is this based on the HTML that HESA provides?

Training

The responses to this consultation will enable HESA to gain a better understanding of how the survey system is being used and to identify where additional support is required. HESA is considering supplementing this consultation with a training session for institutions to better understand how the system can be used as part of the DLHE data capture process. HESA staff members involved in developing and maintaining the system would be in attendance as well as those staff who prepare supporting and methodology documentation for the DLHE process.

Would your institution be interested in attending such a training session?

April Target List system

There is evidence that the April Target List System https://submit.hesa.ac.uk/help/Early_QuickStart.asp produced by HESA each year to assist institutions in identifying those graduates to be included in the April DLHE survey is not used by a significant number of institutions because these institutions are able to produce their PODLHE lists without it. HESA would like to learn more about why usage of the system is low and if anything can be done to make it more useful to institutions.

If your institution has used the April Target List system, has the system met with your expectations? Are there any areas that could be developed to better match your requirements?

If your institution has never used the April Target List system, why is this?

Would institutions find it useful if the Target List functionality was available within the desktop version of the Validation Kit rather than having to submit files to the Aardvark system?

Action required

HESA is inviting institutions to feed into the further development of DLHE-related systems and processes by responding to the questions throughout this document and also to make any other relevant comments. Responses should be sent by email to consult@hesa.ac.uk by 5 December 2008.

Next steps

Following collation of the responses to this consultation and internal discussions, institutions will be informed of the outcome of this review and likely timescales for implementation.

Yours sincerely

C. Jane Wild
Director of Operations