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HESA Student Record 2007/08 - Family name

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HESA Student Record 2007/08

Fields required from institutions in Northern Ireland

Family name

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Short nameSURNAME

This field is the student's family name.

Applicable toEngland Northern Ireland Scotland Wales

All students where any Instance.REDUCEDI = 00, 01 or 04

Base data typeNameType
Field length35
Part of
Minimum occurrences0
Maximum occurrences1
Reason required

To facilitate HESA checking data with institutions and for Statutory Customers to link student records collected by HESA for statistical purposes.


In cases where the student does not split their name between family and forenames, the whole name should be entered in Student.SURNAME and Student.FNAMES should be returned as an empty element with the ReasonForNull attribute set to 9 (not applicable), i.e.:

           <FNAMES ReasonForNull="9"></FNAMES>

For students entering through UCAS this information will be available from UCAS via the *J transaction.

The field length has been set to 35 characters to align this field with MIAP definitions.

Valid characters

The question of valid characters is significant in this field since many names include characters with accents and other diacritics that are not supported by the standard ASCII characterset. The valid characterset available for this field has been defined by a specific study undertaken as a part of the MIAP Common Data Definitions (CDD) project. The conclusions of this study were:

  • The general policy is to support all Latin-based characters for names, addresses and general text fields, but not non-Latin characters.
  • All Unicode code charts for Latin characters are supported. These are Basic Latin (excluding the C0 control characters), Latin-1 (excluding the C1 control characters), Latin Extended A, Latin Extended B and Latin Extended Additional. This set corresponds to Unicode code points U+0020 to U+007F and U+00A0 to U+024F.
  • Schemas are built in such a way that an individual project can further restrict the set if required.

The character set chosen will support Welsh and Gaelic languages as well as all European and most other languages using a Latin-based character set.

The Unicode charts that list each of the characters in this range can be found on the Unicode web site. The specific sets that are defined here are shown in the following PDF documents:

Institutions are advised to specify the encoding used in their XML files (i.e. <?xml version="1.0" encoding="UTF-8" ?>) and to ensure that their files are actually saved with that encoding. If XML files are edited with some text editors and the encoding is not specified or does not match the actual file encoding, there may be problems when submitting these files for validation.

OwnerManaging Information Across Partners - Common Data Definitions
Date modified2008-06-30
Change management notesNote added to highlight the need to specify file encoding
Business rules

Student.SURNAME must exist where any Instance.REDUCEDI = 00, 01 or 04

Schema components
Element: SURNAME
Data type: NameType

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