Completing the templates

This guide is designed to help with any issues encountered whilst completing the spreadsheet templates for the FSR and HE-BCI Part B sections of the return. For assistance with any queries on the data being returned please see the FAQs and if you cannot find an answer there please contact Institutional Liaison.

How can I tell if I am using the correct version of the template?

Each template has a version number in cell D2 of the title page. It is essential that institutions are using the current version of the template as there may be changes to formulae or headers between versions which could impact upon validation. HESA notifies record contacts via email when a new template is released and this is also documented in the Revision history. Email notifications are also distributed on the admin-HESA mail group. If you would like to subscribe to this mail group please contact Institutional Liaison.

I am completing the template but the totals are not calculating. Is the template broken?

The first template released is a non-functional version which does not contain the formulae that the fully functional templates do. The functional template is usually released in the Autumn ahead of the collection opening and contacts are notified when it is available. The non-functional template is released first so that institutions are able to store the relevant information and start preparating for the return. 

I have completed the template but am failing a rule regarding administration-specific fees information, why is this?

The most likely cause of this error is that the cells for the UKPRN and country on the title page have been completed incorrectly or not at all. In order for the country-specific validation to work the country field must be completed with one of the following codes:

E = England

N = Northern Ireland

S = Scotland

W = Wales

How can I view the validation rules applied to the template?

The title page of the workbooks for the FSR and HE-BCI Part B contains a list of the errors and warnings built in to the template. All of these rules must have 'PASS' in the result column in order for the file to proceed past validation and be submitted on the data collection system. The formulae involved in running validation are also included for reference on the title page.

Why can't the shaded cells be completed?

Some cells are protected as these will be auto-populated once other sections of the spreadsheet have been completed. Entering a figure in these cells rather than allowing the formula to calculate a value could create issues of accuracy. 

What order should the tables in the FSR be completed in?

As the tables are related and linked to each other it is suggested that they are completed in the following order:

Table 5a, Table 5b, Table 6a, Table 6b, Table 7, Table 1, Table 2, Table 3, Table 4 and Table 8.  

Completing the tables in this order will enable the relevant fields to auto populate and therefore assist the institution in making the return.

I have downloaded the template but cannot see the previous years' data - where can I access this?

The templates for the FSR amd Part B of the HE-BCI return do not contain the data submitted in the previous years' return as the templates are downloadable from the general web page and are not therefore in a secure environment. The HE-BCI Part A webform that is accessible through the data collection system does however include data from the previous return. A copy of the data for the previous year should have been downloaded and stored by the institution at the time; if this was done the data should be available to you. Alternatively, if the institution does not have a copy of the data, please contact Institutional Liaison who will be able to provide a copy to the record contact via a secure transfer.

How do I submit the templates?

Whilst non-functional versions of the templates are available to download ahead of the collection opening these cannot be submitted to HESA as they will fail validation. Completed versions of the fully functional templates must be submitted via the data collection system and will not be accepted via email. Guidance on submitting data to HESA can be found in the user guide.