ITT In-year collection

To access the data collection system you will need to register for the ITT In-Year collection (C12053) on the HESA submit website. For assistance with registration please view the Registering for the system help page.

When you have registered for the ITT In-Year collection, you will be able to access the system from the available systems page.

Stage 1: Submitting and validating data

1. Send data by clicking on ‘Send more or replace existing records to HESA' in the ‘What can I do now?' section.

2. Browse your computer to locate the file you wish to submit, and upload the file to the data collection system. Go back to the status page to check on the outcome of submission.

3. Validation checks (contained within the validation kit) run automatically when the file is received.

4.  If the file fails validation, review errors (and warnings if any). Make any necessary corrections to the data and resubmit. N.B. Corrections cannot be made online to the file submitted to the data collection system and instead must be made to the file held locally. 

5. If the file passes INSERT-stage validation, review warnings (if any) and other reports produced e.g. frequency counts and validation summary. 

You will encounter this icon if the file fails validation. Click on this icon to review the errors triggered by the file. Make any necessary amendments to the data and resubmit the file to the system.        

6. Please note that files cannot be deleted once they have passed validation. If an error within an individual record is noticed it can be corrected by submitting the record again using the 'Add or Replace' transaction. The original incorrect record will be replaced by the updated one (linked through the HUSID field). If a record is submitted in error this should either remain on the system or be removed by adjusting the 'inclusion status', which allows users to exclude individual student records from submission for TRN allocation, census and funding information or both.

Tips:

• The file can have any name.
• Files must be in XML and conform to the relevant XML Schema Definition (XSD) file.
• Files can be compressed using PKZip/WinZip which will significantly reduce the upload time.
• Complete data can be sent in one or more files (all files must pass validation).
• Institutions are encouraged to test their data locally using the validation kits made available by HESA before submitting data to the system. Run the kit locally to generate a report of the errors in the data. Note that the data collection system only reports the first 200 errors.

Stage 2: Reviewing records

This function is available to:
HEI submission users
HEI approval (TRN allocation) users (read-only)
HEI approval (Census/funding) users (read-only)

A summary of all records (frequency counts) submitted is available for review by selecting 'View a summary of records currently held by HESA'.

Stage 3: Approving records

Once a file has passed validation records can be approved for TRN allocation or for census/funding information. This can be done by selecting either 'Approve individual records for TRN allocation' or 'Approve the entire submission for census/funding information', depending on which transaction you wish to complete. Institutions should ensure that when performing this task data is requested directly from the submission site known as 'Aardvark' and not from any cached version from earlier usage.

Approving individual records for TRN allocation

This option will allow the user to select individual records for TRN allocation. If the name, date of birth or NI number in a record is updated, the QTS and Induction division of the Teaching Agency will require re-approval of this record (any other detail change will not require re-approval).
This function is available to: HEI approval (TRN allocation) users.

Approving the entire submission for census/funding information 

This option will allow the user to approve the entire submission for transmission to the Teacher Supply and Training department of the Teaching Agency for purposes of census/funding information. If it is subsequently wished to remove a record from the census information, records can be excluded from transactions. This can be done from 'Review of total Institution records' using the 'INCLUSION' column, which allows users to exclude individual student records from transmission for TRN allocation, census/funding information or both. Alternatively, the TTCID field can be set to '0' with a RSNEND and/or ENDDATE being completed. Please note that once data is transmitted census/funding TA institutions will be unable to send further or amended data without permission from the Teacher Supply and Training department of the TA.
This function is available to: HEI approval (census/funding TA) users.

Stage 4: Reviewing approved records

Once some or all records have been sent for TRN allocation or census/funding information, users will be able to review this information.

Review records that have been sent for TRN allocation

Selecting this option will display all records that have been sent for TRN allocation. This information will be displayed by course and then at individual record level.
This function is available to:
HEI submission users
HEI approval (TRN allocation) users

Review records that have been sent for census/funding information

Selecting this option will display all records that have been sent for census/funding information. This information will be displayed by course and then at individual record level. This function is available to:
HEI submission users
HEI approval (Census/funding information) users

Stage 5: Committing data

When data has been submitted and passed INSERT stage validation checks, the option to COMMIT data will be available.

TEST_COMMIT

1. The 'What can I do now?' section includes an option to ‘Test approve the entire submission for census/funding information (TEST COMMIT to TA)'. This transaction allows the user to review institution-level frequency counts and then approve the data for transmission to the TA as a ‘TEST_COMMIT'.
2. Institutions can ‘TEST_COMMIT' again after sending further or amended data and without the need for the TA to process a DECOMMIT transaction.
3. This TEST_COMMIT option will be available until ?? October 2012; thereafter only the full COMMIT transaction will be available to users.

COMMIT

1. The 'What can I do now?' section includes an option to ‘Approve the entire submission for census/funding information to TA (COMMIT to TA)'. This transaction allows the user to review institution-level frequency counts and then approve the data for transmission to the TA as a full 'COMMIT'.
2. Following a full COMMIT data will be sent to and checked by the Teacher Supply and Training arm of the TA.
3. After this time, institutions will need to contact the TA to 'DECOMMIT' their return if amendments are required. Corrections must be made using the 'Add or Replace' transaction.

Please note institutions are reminded that they must process a full COMMIT transaction by the ?? October 2012 deadline.

Stage 6: Excluding records from census/funding information and/or TRN allocation

Included within 'Review of total Institution records' is a column 'INCLUSION', which allows users to exclude individual student records from the ‘Approval of records for TRN allocation' and/or ‘Mark return as ready for census/funding information' transactions.

Stage 7: Downloading Teacher Reference Numbers

The QTS and Induction division of the TA will feed back Teacher Reference Numbers (TRNs) to institutions through the HESA data collection system. Following transmission to the QTS and Induction division of the TA the option to 'Download the records that have been allocated Teacher Reference Information' will appear in the 'What can I do now?' section.

This function enables users to download TRN numbers. The record contact will be notified via email when new information is available to download. TRN numbers will automatically be incorporated into the HESA return.