Campus Information System
To access the data collection system you will need to register for the Campus Information System collection on the HESA submit website. For assistance with registration please view the Registering for the system help page.
When you have registered for the Campus Information System, you will be
able to view the campus information for the institution as currently
held by HESA, as shown below.
Stage 1 Checking a Campus
Each campus displayed must be checked. Click on the 'Check' button as shown below and amend or verify data in the Campus ID, Campus Name, Country and Postcode fields as appropriate.
Where the postcode relates to a PO Box and/or a Non-Geographical Postcode the Easting and
Northing fields must be completed. The information required for this National Grid reference is available
from http://www.multimap.com or an Ordnance Survey map.
Where the postcode is neither a PO Box nor a Non-Geographical Postcode, the Campus Information System auto-fills Easting and Northing data, which is available for you to check when a successful COMMIT transaction is processed.
Click on the 'Save and Check' button when the details are complete.
Where the postcode is neither a PO Box nor a Non-Geographical Postcode, the Campus Information System auto-fills Easting and Northing data, which is available for you to check when a successful COMMIT transaction is processed.
Click on the 'Save and Check' button when the details are complete.
Adding a Campus
Click on the 'Add New Campus' button and complete Campus ID, Campus Name, Country, Postcode and if appropriate, the Easting and Northing in respect of the new campus.Deleting a Campus
Click on the 'Delete' button and confirm that the campus selected no longer exists.Stage 2 Committing data
- When all of the campus information has been returned/checked the data must be committed. This is done by clicking on the 'Commit All Campuses' button as shown below.
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Check that all the data is correct, including any Easting and Northing data generated by the system.
Stage 3 Credibility checking
- Once the data has passed COMMIT level checks institutions should review the Check Documentation to ensure the committed data is correct. HESA will also carry out credibility checks and contact you with any queries that may need resolving by resubmitting the data.
- If corrections have to be made following a successful COMMIT, contact the Institutional Liaison team at HESA who will DECOMMIT the submission. Note: The DECOMMIT simply reverses the COMMIT transaction; you will then have to edit the data you want to change.
Minerva data quality database
HESA has launched a new data quality (DQ) database: Minerva. Data quality queries raised by HESA as part of the data quality checking process will be logged in the Minerva database. Institutions will be notified by email when queries have been logged on the Minerva database.
Institutions will then need to log into Minerva to view and respond to these data quality queries. Institutional record contacts will be issued with a password to be used to enter the Minerva DQ database. Assistance on using the Minerva DQ database can be found at: Minerva user guide.
Stage 4 Signing-off data
- Once any issues highlighted during credibility checking have been addressed, HESA will set the return to CREDIBLE after which you will be able to download the sign-off form.
- In order to verify the return once the sign-off slip is printed it needs to be signed by the Head or Acting Head of the reporting institution and posted to HESA.
