12/02 - May
2011/12 HESA Student record update (Ref: C11051)
This circular details the new validation being implemented for C11051 and highlights key areas. The details contained within this circular should be viewed in conjunction with the C11051 coding manual. Institutions should ensure that they refer to the most recent version of the coding manual. Any changes to the coding manual are listed within the Revision history.
Matrix of validation changes
The table below details the new/amended rules*, the validation stage when they will be run and to which countries they apply.
*Note that this list does not include rules that have been the subject of minor textual changes.
| Field |
Rule number |
New/amended |
Stage |
Severity |
England |
Northern Ireland | Scotland |
Wales |
Specific institutions only |
| Course.BITTM |
4 |
New |
Business rule |
Error |
Y | ||||
| Course.BITTM |
3 | Amended |
Exception |
Warning |
Y | ||||
| Course.COURSEAIM | 1 |
Amended |
Business rule |
Error |
Veterinary schools |
||||
| Course.COURSEAIM |
2 | Amended |
Business rule |
Error |
Medical and dental schools |
||||
| Course.MSFUND |
12 |
Amended |
Business rule |
Error |
Y |
||||
| Course.MSFUND |
13 | Amended |
Business rule |
Error |
Y |
||||
| Course.MSFUND |
14 | Amended |
Business rule |
Error |
Y | ||||
| Course.REGBODY | 3 |
New | Business rule |
Error |
Y |
Y | Y | Y | |
| Course.TTCID |
17 |
New |
Business rule |
Error |
Y | Y |
|||
| Course.TTCID |
18 |
New |
Business rule |
Error |
Y |
||||
| CourseSubject.SBJCA | 3 |
New |
Exception |
Error |
Y |
Y | |||
| CourseSubject.SBJCA |
4 |
New |
Exception |
Error |
Y | Y | |||
| CourseSubject.SBJCA |
9 |
Amended |
Business rule |
Error |
Y |
Y |
Y |
Y | |
| CourseSubject.SBJCA |
25 |
New |
Business rule |
Error |
Y | ||||
| EntryProfile.DOMICILE |
4 |
New |
Business rule |
Error |
Y | ||||
| EntryProfile.DOMICILE | 5 |
New |
Business rule |
Error |
Y | Y | Y | Y | |
| EntryProfile.DOMICILE | 5 |
New |
Exception | Error |
Y | Y | Y | ||
| EntryProfile.DOMICILE |
6 |
New |
Exception | Error |
Y |
|
Y |
Y |
|
| EntryProfile.QUALENT3 |
7 |
New |
Exception |
Error |
Y |
Y |
Y |
Y |
|
| EntryProfile.QUALENT3 |
8 |
New |
Exception |
Error |
Y |
Y |
Y |
Y |
|
| EntryProfile.QualificationsOnEntry | 6 |
Amended |
Exception |
Error |
Y |
Y |
Y |
Y |
|
| EntryProfile.QualificationsOnEntry |
7 |
Amended |
Exception |
Warning |
|
Y | Y |
Y | |
| EntryProfile.QualificationsOnEntry |
8 |
Amended |
Exception |
Warning | Y |
|
|||
| EntryProfile.QualificationsOnEntry |
9 |
Amended |
Exception |
Error |
Y | ||||
| EntryProfile.QualificationsOnEntry |
10 |
Amended |
Exception |
Warning |
Y |
||||
| EntryProfile.UCASAPPID |
7 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Instance.DESTOCM |
3 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Instance.DISALL |
3 |
Amended |
Business rule |
Warning |
Y |
Y | Y | Y |
|
| Instance.DISALL |
2 |
New |
Exception |
Error |
Y | Y | Y | Y | |
| Instance.EXCHANGE |
5 |
Amended |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Instance.EXCHANGE |
2 |
New |
HIN |
Error |
Y |
Y | Y | Y | |
| Instance.FUNDCODE |
4 |
Amended | Business rule |
Error |
Y |
Y | Y |
||
| Instance.FUNDCODE |
12 |
Amended |
Business rule | Warning |
Y |
Y | Y | Y | |
| Instance.FUNDCODE |
5 |
Amended |
Exception |
Warning |
Y |
Y |
Y |
||
| Instance.FUNDCOMP |
1 |
New |
Exception |
Warning |
Y | Y |
Y | Y | |
| Instance.FUNDCOMP |
2 |
New |
Exception | Warning |
Y | Y | Y | Y | |
| Instance.FUNDCOMP |
3 |
New |
Exception |
Warning |
Y | Y | Y | Y | |
| Instance.FUNDCOMP |
4 |
New |
Exception |
Warning |
Y | Y | Y | Y | |
| Instance.FUNDCOMP |
5 |
New |
Exception |
Warning |
Y | Y | Y | Y | |
| Instance.FUNDCOMP |
6 |
New |
Exception |
Warning |
Y | Y | Y | Y | |
| Instance.INITIATIVES |
1 |
Amended |
Business rule | Error |
Y |
Y |
|
||
| Instance.INITIATIVES | 6 |
New |
Business rule |
Error |
Y |
||||
| Instance.INITIATIVES |
7 |
New |
Business rule |
Error |
Y |
||||
| Instance.INITIATIVES |
8 |
New |
Business rule |
Error |
Y |
||||
| Instance.INITIATIVES |
3 |
New |
Exception |
Error |
Y |
||||
| Instance.INITIATIVES |
4 |
New |
Exception |
Warning |
Y |
||||
| Instance.LOCSDY |
3 |
Amended |
Business rule |
Warning |
Y |
Y |
Y |
Y |
|
| Instance.MCDATE |
1 |
Amended |
Business rule | Error |
Y |
Y | |||
| Instance.MCDATE |
4 |
Amended |
Business rule |
Error |
Y |
Y |
|||
| Instance.MCDATE |
8 |
New |
Business rule |
Error |
Y |
||||
| Instance.MCDATE |
9 |
New |
Business rule |
Error |
Y |
Y | |||
| Instance.MCDATE |
1 |
New |
HIN |
Error |
Y | Y | |||
| Instance.MCDATE |
2 |
New |
HIN |
Error |
Y |
Y | |||
| Instance.MCDATE |
3 |
New |
HIN |
Error |
Y |
Y | |
||
| Instance.MODE | 2 |
New | Exception | Warning |
Y | ||||
| Instance.MODE |
17 |
Amended |
Business rule |
Warning |
Y |
Y |
Y |
Y |
|
| Instance.MODE | 25 |
New |
Business rule |
Error |
Y |
Y | Y | ||
| Instance.PHDSUB |
12 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Instance.SKEITT | 1 |
Amended |
Business rule |
Error |
Y |
||||
| Instance.SKEITT | 1 |
Amended |
Exception |
Error | Y |
||||
| Instance.SPECFEE |
1 |
New |
Exception |
Warning |
Y |
Y |
Y |
Y |
|
| Instance.SPLENGTH |
3 |
Amended |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Instance.STULOAD | 5 |
Amended |
Business rule |
Warning | Y |
Y |
Y |
Y |
|
| Instance.STULOAD |
8 |
Amended |
Business rule |
Error |
Y |
|
|||
| Instance.STULOAD | 9 |
New |
Business rule |
Error |
Y |
||||
| Instance.STULOAD |
10 |
New |
Business rule |
Error |
Y |
||||
| Instance.STULOAD |
11 |
New |
Business rule |
Error |
Y | Y |
|
||
| Instance.STULOAD |
12 |
New |
Business rule |
Warning |
Y |
Y |
Y |
||
| Instance.STULOAD |
13 |
New |
Business rule |
Warning | Y |
Y |
Y |
||
| Instance.STULOAD |
1 |
Amended |
Exception |
Error |
Y |
Y |
Y |
||
| Instance.STULOAD |
2 |
Amended |
Exception |
Error |
Y |
Y |
Y |
||
| Instance.STULOAD |
3 |
Amended |
Exception |
Error |
Y |
Y |
Y | ||
| Instance.STULOAD |
4 |
New |
Exception |
Error |
Y |
Y |
|||
| Instance.STULOAD |
5 |
New |
Exception |
Error |
Y |
Y |
|||
| Instance.STULOAD | 6 |
New |
Exception |
Error |
Y |
Y |
|||
| instance.STULOAD |
7 |
New |
Exception |
Warning |
Y |
Y |
Y |
||
| Instance.STULOAD |
8 |
New |
Exception |
Warning |
Y |
Y |
Y |
||
| Instance.STULOAD | 9 |
New |
Exception |
Warning |
Y |
Y |
Y |
||
| Instance.YEARSTU |
3 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| Module.TINST | 6 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| QualificationsAwarded.CLASS |
3 |
Amended |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| QualificationsAwarded.CLASS |
7 |
New |
Business rule |
Error |
Y |
Y |
Y | Y |
|
| QualificationsAwarded.QUAL |
3 |
Amended |
Business rule |
Error |
Y |
||||
| QualificationsOnEntry.QUALSBJ |
8 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| QualificationsOnEntry.QUALSBJ | 9 |
New |
Business rule |
Error |
Y |
Y |
Y |
Y |
|
| QualificationsOnEntry.QUALTYPE |
1 |
Amended |
Exception |
Warning |
Y |
Y |
Y |
Y |
|
| Student.DISABLE |
2 |
Amended |
Business rule |
Warning |
Y |
Y | Y |
Y |
|
| Student.DISABLE | 2 |
New |
Exception |
Error |
Y |
Y |
Y |
Y |
|
| Student.SURNAME |
1 | Amended |
HIN |
Warning |
Y |
Y |
Y |
Y |
|
| Student.SURNAME |
2 | New |
HIN |
Warning | Y |
Y |
Y |
Y |
|
| Student.SURNAME |
3 |
New |
HIN |
Error |
Y |
Y |
Y |
Y |
|
| StudentOnModule.MODCOUNT |
1 |
New |
Exception |
Warning |
Y |
||||
| StudentOnModule.MODOUT | 1 |
New |
Exception |
Warning | Y |
Y |
|||
| StudentOnModule.MODOUT |
2 |
New |
Exception |
Warning |
Y |
Y |
|||
| StudentOnModule.MODOUT | 3 |
New |
Exception |
Warning |
Y |
Y |
|||
| StudentOnModule.MODOUT |
4 |
New |
Exception |
Warning |
Y |
Y |
|||
| StudentOnModule.MODOUT |
5 |
New |
Business rule |
Error |
|
Y |
|||
| StudentOnModule.MODSTAT |
1 |
New |
Exception |
Warning |
Y |
Y |
|||
| StudentOnModule.MODSTAT |
2 |
New |
Exception |
Warning |
Y |
Y | |||
| StudentOnModule.MODSTAT | 3 |
New |
Exception |
Warning | Y | Y | |||
| StudentOnModule.MODSTAT | 4 |
New | Exception |
Warning | Y |
Y |
Key areas
Detailed below are key issues that some of these new/amended rules seek to address. Institutions are advised to review their coding of data with reference to the new suite of validation rules ahead of the main data collection period commencing in August. Wherever possible use should be made of the pre-collection validation system. This system, which opens in May, provides institutions with an early opportunity to run their data against both business and exception stage validation. Further details on the pre-collection validation system.
EntryProfile.DOMICILE
Use of the XK 'United Kingdom, not otherwise specified' code will be limited. It is recognised that this data is rapidly becoming more important in the context of the new fee regimes being introduced for 2012 entrants. Institutions need to establish the country of domicile in order to apply the correct regime. Therefore use of the XK code will be more closely monitored. For institutions in Northern Ireland it is not expected that this code will be used for any HE level students. For institutions in England, Scotland and Wales a 5% tolerance will be introduced, with a warning at 2%.
Instance.MCDATE
The coverage of this field has altered for C11051 to require the completion of Instance.MCDATE for all applicable instances including modes 63 and 64 (Instance.MODE.businessrule.1). Instance.MCDATE must be completed with the date on which MODE changes from active to non-active (modes 43, 44, 51 63, 64, 73 and 74) or vice-versa. New business rule validation is being introduced to require Instance.MCDATE when Instance.MODE is 73 or 74. (Instance.MCDATE.businessrule.8).
Validation will also be introduced at HIN level to cross-check that Instance.MCDATE is being correctly populated where Instance.MODE changes from active to non-active or vice-versa at the turn of the reporting year.
Institutions are advised to review their current coding of Instance.MCDATE and also use of Instance.MODE codes 73 and 74.
Further guidance on the completion of Instance.MCDATE.
Instance.STULOAD
1. The new exception rules introduced for 2010/11 to prevent over-reporting of FTE (Instance.STULOAD.Exception1-3) have been amended for C11051, and some supplementary rules have been introduced (Instance.STULOAD.Exception.4-9). The following changes have been made:
- The multiplying factor has been increased from 4.2 to 5 times the elapsed number of weeks
- The existing errors have been amended to apply to HE only, excluding where Instance.BRIDGE = 1 at institutions in England and Northern Ireland
- Three new errors have been separately created for HE instances at institutions in England and Northern Ireland where BRIDGE = 1 that (Instance.STULOAD - 30) must not be greater than 5 times the number of elapsed weeks (Instance.STULOAD.Exception.4-6)
- FE instances have been separated out into warnings Instance.STULOAD.Exception.7-9. Note that Welsh for Adults instances are excluded.
2. New validation has been introduced for institutions in Scotland to
ensure that Instance.STULOAD is greater than zero where
Instance.FTEMETHOD has been returned as 1 and for first year students
where Instance.FTEMETHOD is 2 (Instance.STULOAD.business rule.9-10).
3. Cross-validation with Instance.LOADYRA/LOADYRB has been added. This
will ensure that where Instance.LOADYRA and LOADYRB are completed that
they equal the amount of FTE returned in Instance.STULOAD
(Instance.STULOAD.Businessrule.11).
4. The validation of non-standard instances will be tightened through
two new warnings highlighting that Instance.STULOAD is less than 100
where either Instance.COMDATE or Instance.ENDDATE are in the current
reporting period (Instance.STULOAD.businessrule.12-13). By the nature of
non-standard instance it would not be expected that a non-standard
instance that starts or ends in the reporting period would have an FTE
of 100.0 (except for institutions in Scotland).
5. Following an institutional request the warning Instance.STULOAD.businessrule.5 has been reviewed to exclude dormant instances and modules that have been returned to report outcome only (StudentonModule.MODSTAT = 4). This will prevent the calculation of Module.FTE being overinflated. This change will reduce the number of warnings triggered by many institutions.
Qualifications on Entry
1. Exception stage validation for this entity will be tightened for 2011/12 to ensure that the relationship between EntryProfile.QUALENT3 and QualificationsOnEntry is completed as expected. (EntryProfile.QualificationsOnEntry.Exception.6-10).
2. New exception rules will be introduced to compare Entry.Profile.QUALENT3 and QualificationsOnEntry.QUALTYPE. Specifically it is expected that where Entry.Profile.QUALENT3 is coded as P91 'Level 3 qualifications of which some or all are subject to UCAS Tariff' at least one QualificationsOnEntry.QUALTYPE is a tariff bearing qualification. Conversely, it is also expected that where Entry.Profile.QUALENT3 is coded as P92 'Level 3 qualifications of which some or all are subject to UCAS Tariff' QualificationsOnEntry.QUALTYPE is not coded with a tariff bearing qualification.
Note that it is the presence of a tariff bearing qualification in QualificationsOnEntry.QUALTYPE that will trigger this rule and not whether a passed grade has been recorded in QualificationsOnEntry.QUALGRADE. Details on tariff status is available in the derived field specification for XTARIFF.
Student on Module
1. New validation has been introduced for StudentOnModule.MODCOUNT (this field is only applicable to institutions in Wales). Data quality issues have been identified where non-fundable instances, Instance.FUNDCODE = 2, have been returned as not countable, StudentOnModule.MODCOUNT = 1 'Module not countable'. It is expected that the majority of modules would be returned as StudentOnModule.MODCOUNT = 2 'Module is countable'. Consequently an exception warning has been introduced to warn where more than 40% are returned as not countable.2. Exception stage validation has been introduced for this entity to ensure that the related fields StudentOnModule.MODOUT and StudentOnModule.MODSTAT are completed as expected. It has been identified that use of MODOUT code 6 'Module outcome not yet known' is too high at some institutions (StudentOnModule.MODOUT.Exception.1-4). These rules are applicable to institutions in England and Wales only.
Medical and dental courses at institutions in Northern Ireland and Wales
It is expected that institutions offering clinical medicine/dentistry will also be offering pre-clinical medicine/dentistry. Exception errors have been introduced (CourseSubject.SBJCA.Exception.3-4) to ensure this is the case.
Student names
Analysis of the C10051 dataset found more than 1000 cases of transposition of student surnames and forenames across a number of institutions. New HIN validation is to be introduced to prevent from being transposed year-on-year.
Need Help?
Contact the Institutional Liaison team on 01242 211144 or email liaison@hesa.ac.uk.
Caveat: Please note that this circular may not be exhaustive, and that further rule changes may be added at a later stage should any issues arise.
