Annex A - Changes to the Student record for 2012/13

 

Annex A - Changes to the Student record for 2012/13

Changes relating to the new fees and funding arrangements

Coverage of the record

Scope: All institutions

Currently institutions need not return records for students who start a course and leave within the first two weeks without completing. From 2012/13, if any of the SLC census dates fall within the period between starting and leaving, even if this is less than two weeks, a record for the student will need to be returned. This will enable better linking of SLC and HESA data.

Expansion of QualificationsOnEntry

Coverage: Institutions in England, HEFCE-fundable full-time entrants to undergraduate courses where the entrant's highest qualification on entry is below first degree.

From 2012/13 institutions in England will be required to return details of all Level 3 qualifications held by HEFCE-fundable entrants to full-time undergraduate courses. Current coverage of this entity is all entrants where EntryProfile.UCASAPPID exists and this data has been provided by UCAS. Discussions about expanding the scope of the data that is provided to institutions by UCAS are currently underway between HESA, HEFCE and UCAS; it is recognised that this will not provide a complete solution to the issue for institutions.

SLC Student Support Number (SSN)

Coverage: All institutions, all students in receipt of SLC supported loans

A new field Instance.SSN will be added to the record to enable robust linking between HESA and SLC data.

Fee regime indicator

Coverage (institutions in Wales, Scotland, and Northern Ireland): Full-time undergraduate and PGCE students with home fee eligibility (or fee eligibility not assessed)

Coverage (institutions in England): Full-time and part-time undergraduate and taught postgraduate students with home fee eligibility (or fee eligibility not assessed)

A new field Instance.FEEREGIME, will be added to the record. This will follow the definition of the field described in the consultation.

Gross fee

Coverage (Institutions in England): Undergraduate and taught postgraduate students with home fee eligibility (or fee eligibility not assessed)

Coverage (Institutions in Wales): Undergraduate and PGCE students with home fee eligibility (or fee eligibility not assessed)

Coverage (Institutions in Scotland and Northern Ireland): Undergraduate students with home fee eligibility (or fee eligibility not assessed)

A new field Instance.GROSSFEE will be added to the record to capture the gross fee for the student on their course.

Net fee

Coverage (Institutions in England): Undergraduate and taught postgraduate students with home fee eligibility (or fee eligibility not assessed).

Coverage (Institutions in Scotland): Undergraduate students with home fee eligibility (or fee eligibility not assessed).

A new field Instance.NETFEE will be added to the record to capture the net fee for the student on their course. Net fee will be defined as the net fee after waivers but not after other support such as bursaries or non-cash support.

National Scholarship Programme

Coverage: Institutions in England

A new valid entry will be added to Instance.INITIATIVES for institutions in England to identify those students that have received benefit under the National Scholarship Programme.

One Wales and European Social Fund schemes

Coverage: Institutions in Wales

New valid entries will be added to Instance.INITIATIVES for institutions in Wales to identify Foundation Degree students funded through the One Wales or European Social Fund schemes. (NB the consultation circular incorrectly used the label "European Science Foundation" instead of "European Social Fund").

Changes relating to equality issues and the Equality Act (2010)

Change of field - Student.GENDER becomes Student.SEX

Coverage: All institutions

The current field Student.GENDER will become Student.SEX in 2012/13 and will reflect 'legal' sex. The coding frame will be revised to remove Indeterminate as a valid entry for this field.

New fields for equalities characteristics

Coverage: All institutions - optional

New optional fields for Religion or belief, Sexual orientation and Gender identity will be added to the Student record specification for 2012/13. They will follow the specification of the equivalent fields in the Staff record:

Student.RELBLF

Student.SEXORT  

Student.GENDERID  

Changes relating to Course and Module data

Awarding body

Coverage: All institutions

A new field Course.AWARDBOD will be added to the record. The valid entries for this field will be a UKPRN (for an institution with degree-awarding powers) or an entry from a list of known awarding bodies. HESA would welcome details of any awarding bodies that HE institutions work with in order to create a list of valid entries for this field.

Module franchise indicator

Coverage: Institutions in Wales

A new field Module.FRANIND will be added to the record to indicate if a module is part of a franchised or other collaborative arrangement.

APEL indicator

Coverage: Institutions in England and Wales (Addendum 2013-01-16: Subsequent to the publication of this circular, the requirement for this field to be collected for institutions in England was dropped.)

A new field StudentOnModule.APEL will be added to the record to indicate if the module was taken through APEL (Accreditation of Prior Experiential Learning).  

Changes to existing coding frames

Coverage: All relevant institutions

Minor changes to the coding frame of Course.REGBODY will be made to reflect the closure of the General Social Care Council and the new responsibilities of the Health Professions Council.

A new valid entry will be added to Course.COURSEAIM to capture graduate diplomas leading to eligibility to register to practise with a health or social care or veterinary statutory regulatory body.

Specific changes for FE students at institutions in England

These changes only apply to English institutions that report their FE students to HESA.

Unique Learner Number

Coverage: Institutions in England that report FE students to HESA

The existing field Student.ULN will become compulsory for a student where any Instance.FESTUMK is coded 1 or 3.

New fields for FE students in England

Coverage: Institutions in England that report FE students to HESA

With the exception of the Address and Telephone Number fields, all of the fields listed in the consultation will be defined in a new EnglishFE entity. The new entity will exist within the Instance entity for records where Instance.FESTUMK is coded 1 or 3.

Changes to the 2012/13 Student record that have been previously announced

JACS3

Coverage: All institutions

JACS3 is being implemented by HESA and UCAS for 2012/13. In the HESA Student record this means that Course.SBJCA and ModuleSubject.MODSBJ will only accept a valid JACS3 code from 2012/13 onwards. The generic codes that consist of a subject group letter and three zeros (and Y000) can be used in the Course.SBJCA field to describe a truly interdisciplinary Course.

New Cost Centres

Coverage: All institutions

The new set of HESA Cost Centres is being implemented across all data streams for 2012/13. In the Student Record this will affect the field ModuleSubject.COSTCN.

New ethnicity coding frame

Coverage: All institutions

The adoption of the new ethnicity coding frame across the HESA Student and Staff records was announced in a circular in September 2011. This brings HESA data into line with the UK Census, the ISB standards in this area and, for student data, with UCAS. The circular details the differences in classification for new and continuing students in the different parts of the UK.