C08041 Campus information field description

Version 1.1 Produced 2009-05-12

A web-based form built into the HESA data collection system is used to capture campus information annually. Institutions are presented with information currently held and asked to check and/or amend data. Such amendment will be through adding/editing/deleting information as required. Further information on completing the form is available in the Campus Information System Quick Start document.

All data items are compulsory for all campuses of the reporting institution which are located within the UK. Institutions are also strongly encouraged to identify campuses located outside the UK so that this information can be used in data quality checking of the Aggregate overseas stream at HESA. The information requirement is described in more detail below. In the following descriptions the length of each data item is given in brackets after the item name.

Campus identifier - CAMPID (1)

This item must contain a capital letter. 'A' for 'Main campus' or 'Entire institution', and 'B' - 'Z' or one digit (1-9) for other campuses.

Statutory Customer approval will be required in the exceptional case where an institution does not wish to refer to one of its sites as the 'Main campus' e.g. where a new institution is formed following a merger.

The CAMPID code is used in both the Student and Staff Records, although it is recognised that there may be some campuses (e.g. research sites) where there are staff but no students.

The criteria for assessing whether or not a campus identifier is appropriate can be found in the C08041 Coverage document.

Campus identifier information is required to allow breakdown by campus, and hence geographical location of study, for multi-campus institutions.

Validation Rules

This item must be completed.

This item must contain a capital letter. ‘A’ for main campus, and ‘B’-‘Z’ or one digit (1-9) for other campuses.

If single campus institution, this must be coded 'A'.

If CAMPNAME = 'Main campus' or 'Entire institution' then this item must be 'A'.

Campus name – CAMPNAME (80)

This item must contain an alphanumeric of up to 80 characters in length, be left justified and the first character must not be a space. The valid character-set will follow MIAP guidelines; valid characters are A-Z, a-z, 0-9, space, apostrophe, hyphen, ampersand, round brackets, comma and full stop. The first character of this field must be A-Z.

The CAMPNAME is determined by the institution, however the following guidance is given to ensure the validity of the name and consistency within publications.

Where institutions have a single campus (coded A), then the name should be reported as "Entire institution".

Where institutions have more than one campus, then the main site (coded A) should be reported as "Main campus". Where other campus names are used the following additional guidelines should be followed:

- Campus names should start with an uppercase character
- All other characters in campus names should be lower case except for the initial letters of nouns and all characters in acronyms
- The use of acronyms should generally be avoided
- The name of the institution should not normally be included

Campus name information is required to enable statistics to be published about provision by location and campus, and to facilitate HESA cross-checking data quality issues with institutions.

Validation Rules

This item must be completed.

This item must contain an alphanumeric of up to 80 characters in length, be left justified and the first character must not be a space. This item must contain at least one character. The valid character-set will follow MIAP guidelines.

If CAMPID = 'A' and institution has only one campus then this item must contain 'Entire institution'.

If CAMPID = 'A' and institution has more than one campus then this item must contain 'Main campus'.

All other campus names should start with an uppercase character, with all other characters being lower case except for the initial letters of nouns and all characters in acronyms*.
For example: 'Isle of Wight College'

*The use of acronyms should generally be avoided

The name of the institution should not be included. (i.e. not 'Isle of Wight College - The University of Chichester').

Country – COUNTRY (2)

COUNTRY is the country code where the campus is physically located.

Country information is required to be able to distinguish between home and overseas campuses and to disaggregate activity by country of provision.

UK campuses should be returned by locality using the following codes:

XF England

XG Northern Ireland

XH Scotland

XI Wales

IM Isle of Man

XL Channel Islands

Overseas campuses, where returned, should be coded to the appropriate country code. The coding frame is the same as that used in the HESA Aggregate Overseas Record for Country of activity (COUNTRY) and can be found at C08052 Country of activity.

Validation Rules

This item must be completed.

This item must contain a valid country code.

This item must not be coded ZZ (Not known), XK (UK - not otherwise specified), XC (Cyprus, not otherwise specified), XP (Europe, not otherwise specified), XQ (Africa, not otherwise specified), XR (Middle East, not otherwise specified), XS (Asia (Except Middle East), not otherwise specified), XT (North America, not otherwise specified), XU (Central America, not otherwise specified), XV (South America, not otherwise specified), XW (Caribbean, not otherwise specified) or XX (Antarctica & Oceania, not otherwise specified).

Postcode – POSTCODE (8)

This item must contain a combination of numbers, letters or spaces, which form a valid full postcode.

POSTCODE is the postcode of the physical location of the campus. It is not necessarily the postcode of the correspondence address of the campus. Postcodes are required for all campuses located in England, Wales, Scotland, Northern Ireland, Channel Islands or Isle of Man. Information about postcodes and postcodes for known addresses can be obtained from Postcodes Online at http://www.royalmail.com.

Postcode information is required to determine provision by location and campus and to produce regional statistics.

Validation Rules

This item must contain a combination of numbers, letters or spaces, which form a valid full postcode.

This item must not be blank where COUNTRY is coded XF, XG, XH, XI, XL or IM.

Easting – EASTING (6)

Northing – NORTHING (7)

The position of any point in Great Britain can be described by its National Grid reference. Within this framework a National Grid reference is used to state the position of any point in Britain, to any level of precision that is required. Two numbers are stated: an easting (along the horizontal axis) and a northing (along the vertical axis). When working with coordinates in mathematical formulae, full easting and northing coordinates are used. These are given in metres with respect to a false origin. Eastings can be up to 700000 and northings up to 1300000. Further information can be found at http://www.gps.gov.uk/natgrid/introduction.asp.

Campus information requires that the Easting and Northing references be reported. For most postcodes these fields will be auto-filled using the Office for National Statistics (ONS) All Fields Postcode Directory (AFPD) lookup that is also used to validate the full postcode.

Where the postcode is a PO Box No. institutions are required to supply the Easting and Northing (x and y co-ordinates) for the location of the campus. Currently only a small number of HEIs use PO Box Nos., and so these institutions will need to use an OS map or http://www.multimap.co.uk to provide the Easting and Northing.

The location will be cross-checked with the location derived from the postcode. If, when compared to the previous year, a change in the postcode or, for a PO Box No., the Easting and Northing, has moved the location of the campus by more than 500 metres, the data should be amended or the change explained.

Easting and Northing information is required to determine provision by location and campus, to produce regional statistics and to analyse the geographical choices of students.

Validation Rules

The location will be cross-checked with the location derived from the postcode. If locations differ substantially (i.e. by more than 500m), institutions will be asked to confirm that the postcode is non-geographic (these are large user or PO Box postcodes that are geographically referenced to, typically, the local Royal Mail sorting office rather than the campus).