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HESA Student Record 2007/08

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HESA Student Record 2007/08

Commit-stage validation


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Version 1.9 Produced 2008-09-12

This document lists the validation checks including HIN validation checks that will be applied during the COMMIT transaction of the data collection system. An explanation of the different stages of validation is shown in the validation overview document.

HIN Validation Checks at COMMIT

Course.COURSEAIM 1 Error Where a Year on Year link has been made to the HIN Register, where level (PG/UG/FE based on QUALAIM/Course.COURSEAIM) has changed
EntryProfile.DOMICILE 1 Error Where a Year on Year link has been made to the HIN Register, when EntryProfile.DOMICILE has changed from known to unknown (ZZ) value
EntryProfile.DOMICILE 2 Error Where a Year on Year link has been made to the HIN Register, when EntryProfile.DOMICILE has changed from a UK (XF, XG, XH, XI, XK) code to non-UK OR non-UK to UK (XF, XG, XH, XI, XK) excluding unknown (ZZ) to known, using XDOM01
EntryProfile.DOMICILE 3 Warning Where a Year on Year link has been made to the HIN Register, when EntryProfile.DOMICILE differs [exclude records identified in Exception.1 and Exception.2 and changes from XC to XA or XB, and unknown (ZZ) to known value]
EntryProfile.POSTCODE 2 Error Where a Year on Year link has been made to the HIN Register, when EntryProfile.POSTCODE has changed from known full postcode to unknown (POSTCODE ReasonForNull="1") value or only the outward postcode has been returned
EntryProfile.POSTCODE 3 Warning Where a Year on Year link has been made to the HIN Register, when EntryProfile.POSTCODE differs [exclude records identified in Exception2, unknown (POSTCODE ReasonForNull="1") to known value, and outward postcode to full valid postcode]
EntryProfile.QUALENT2 1 Error Where a Year on Year link has been made to the HIN Register, when EntryProfile.QUALENT2, where it exists, has changed from known to unknown (99) value
EntryProfile.QUALENT2 2 Warning Where a Year on Year link has been made to the HIN Register, when EntryProfile.QUALENT2, where it exists, differs [exclude records identified in Exception.1 and unknown (99) to known value]
Instance.COMDATE 1 Error Where a Year on Year link has been made to the HIN Register, when Instance.COMDATE exists and is after start of reporting year
Instance.NUMHUS 2 Error No year-on-year link in incoming data for an instance that was 'live' last year i.e appeared on the HIN Target List
Instance.NUMHUS 3 Error Year on year link exists but incoming instance links to a SAS instance (TTCID = 'E') on the HIN Register
Instance.NUMHUS 4 Warning Year on year link exists but incoming instance links to a previously wholly overseas instance (LOCSDY = '7') on the HIN Register
Student.BIRTHDTE 1 Error Where a Year on Year link has been made to the HIN Register, when Student.BIRTHDTE changed from known to unknown (ReasonForNull = 1) value
Student.BIRTHDTE 2 Warning Where a Year on Year link has been made to the HIN Register, Student.BIRTHDTE differs (exclude records identified in Student.BIRTHDTE.Exception.1 and unknown (9999-12-31) to known value changes)
Student.ETHNIC 2 Error Where a Year on Year link has been made to the HIN Register, when Student.ETHNIC exists and it has changed from known to unknown (90) value
Student.ETHNIC 3 Warning Where a Year on Year link has been made to the HIN Register, when Student.ETHNIC exists and it differs (exclude records identified in Student.ETHNIC Exception.2 and unknown (90) to known value, and information refused (98) to known value, and codes 11, 12, 13 and 19 changing to 10, and for institutions not in NI exclude codes changing from 14 to 10)
Student.GENDER 1 Warning Where a Year on Year link has been made to the HIN Register, Student.GENDER differs
Student.SURNAME 1 Warning Where a Year on Year link has been made to the HIN Register, when Student.GENDER = '1' and Student name differs NAMECAT (Concatenation of Student.SURNAME and Student.FNAMES)

Validation Checks at COMMIT

Course.COURSEAIM 2 Error Multiple occurrences of Course.COURSEAIM appear for a single Student.HUSID where (first character of Course.COURSEAIM = D, E, L, M, H, I, J or C and second and third characters of Course.COURSEAIM are not 90 or 99) and Instance.MODE = 01, 23, 24, 52 or 53 and Instance.ENDDATE is blank
Course.COURSEAIM 3 Warning Multiple occurrences of Course.COURSEAIM appear for a single Student.HUSID where Course.COURSEAIM in (C90, H90, I90, J90, D90, E90, L90, M90, C99, H99, I99, J99, L99, M99) and Instance.MODE in (01, 23, 24, 52, 53) and Instance.ENDDATE is blank
Course.COURSEAIM 4 Warning Multiple occurrences of Course.COURSEAIM appear for a single Student.HUSID where Course.COURSEAIM begins D, E, L, M, H, I, J or C and Instance.MODE not in (01, 23, 24, 52, 53, 63, 64) and Instance.ENDDATE is blank
Course.COURSEAIM 5 Warning Multiple occurrences of Course.COURSEAIM appear for a single Student.HUSID where Course.COURSEAIM begins P, Q, R, S or X and Instance.ENDDATE is blank
Course.COURSEID 1 Error Course.COURSEID must be unique within an institution's return (i.e. all Course and CourseSubject entity data for the given COURSEID must be consistent).
Course.FEQAIMC 1 Warning Course.FEQAIMC not found in LSC Qualifications database or not ‘66666666’ where institution in England and Instance.FESTUMK = 1, 3 or 4
Course.FEQAIMC 2 Error Course.FEQAIMC must not exist for institutions in England or Wales where all Instance.FESTUMK = 2
Course.MSFUND 1 Error Course.MSFUND may only be coded 73-79, 83 or 85-89 where the course is at an institution in England or Wales and all Instance.FESTUMK = 1 or 4
Course.MSFUND 2 Error Course.MSFUND codes 47, 62 - 65, 73 - 79, 83, 85 - 89, 92 - 99, AA, AB, AC or AD are only available where all Instance.FESTUMK are coded 1 or 4
Course.REDUCEDC 1 Warning If Course.REDUCEDC not equal 00 then all linked instances must have the same value in Instance.REDUCEDI
Course.REDUCEDC 2 Error Course.REDUCEDC code 01 is only available where all Instance.STULOAD are less than or equal to 010.0
Course.REDUCEDC 3 Error Course.REDUCEDC code 03 is only available where all Instance.EXCHANGE are coded 1, 2, 3, 4 or 6
Course.REDUCEDC 4 Error Course.REDUCEDC code 04 is only available where all Instance.MODE are coded 63 or 64
EntryProfile 2 Error EntryProfile entity must exist where the corresponding Instance has not been previously reported (ie cannot be found on the Entry Profile Lookup Table) and corresponding Instance.REDUCEDI = 00, 01, 03 or 04
EntryProfile 3 Error EntryProfile entity exists however the corresponding Instance with a previous year COMDATE has not been previously reported (i.e. cannot be found on the HIN Register) and corresponding Instance.REDUCEDI = 00, 01, 03 or 04
EntryProfile.POSTCODE 1 Error Where exists, EntryProfile.POSTCODE must contain a valid full postcode or a valid outward part of a postcode
EntryProfile.POSTCODE 4 Error More than 10 young (between 18 and 21), full-time, undergraduate students returned with identical EntryProfile.POSTCODE, where exists
EntryProfile.POSTCODE 5 Warning More than 10 young (between 18 and 21), full-time, undergraduate students, not in own accommodation (Student.TTACCOM=1,4,8,9), have EntryProfile.POSTCODE=Student.TTPCODE (where EntryProfile.POSTCODE and Student.TTPCODE exist)
Instance.CAMPID 1 Error Instance.CAMPID must contain a valid character 1 - 9, A - Z and have been submitted in the Campus Information System
Instance.DISALL 1 Error Instance.DISALL code 4 is only available where EntryProfile.DOMICILE (including those previously sent for the student) = GG, JE, XL, XK, IM, XF, XI, XH, XG
Instance.FEEELIG 1 Error Instance.FEEELIG must be coded 2 where the corresponding EntryProfile.DOMICILE (including those previously sent for the student) = IM, XL, GG or JE
Instance.FUNDCODE 1 Error Instance.FUNDCODE cannot be coded 1 where the corresponding EntryProfile.DOMICILE (including those previously sent for the student) not in (XK, XL, GG, JE, IM, XF, XI, XH, XG, AT, BE, XA, CZ, DK, FI, FR, DE, GI, GR, HU, IE, IT, LU, MT, NL, PL, PT, ES, SE, ZZ, AA, EE, LV, LT, SI, SK, RO, BG) and Instance.FEEELIG = 2
Instance.FUNDLEV 1 Warning If any Instance.FUNDLEV = 10 or 11 for a Course.COURSEID then Instance.FUNDLEV must be 10, 11 or 99 for all other instances for the same Course.COURSEID
Instance.FUNDLEV 2 Warning If any Instance.FUNDLEV = 20 or 21 for a Course.COURSEID then Instance.FUNDLEV must be 20, 21 or 99 for all other instances for the same Course.COURSEID
Instance.FUNDLEV 3 Warning If any Instance.FUNDLEV = 30 or 31 for a Course.COURSEID then Instance.FUNDLEV must be 30, 31 or 99 for all other instances for the same Course.COURSEID
Instance.MSTUFEE 1 Warning Instance.MSTUFEE should not be coded 02, 04, 52 or 54 where the corresponding EntryProfile.DOMICILE (including those previously sent for the student) = XH
Instance.MSTUFEE 2 Warning Instance.MSTUFEE should not be coded 02, 03, 52, 53, 11, 12, 13, 14, 15, 17, 18 or 19 where the corresponding EntryProfile.DOMICILE (including those previously sent for the student) = XG
Instance.MSTUFEE 3 Warning Instance.MSTUFEE should not be coded 03, 04, 53 or 54 where the corresponding EntryProfile.DOMICILE (including those previously sent for the student) = XF or XI
Instance.NUMHUS 1 Error All Instance.NUMUHS for a Student.HUSID must be unique
Instance.QTS 1 Error Instance.QTS cannot be coded 4 where the corresponding EntryProfile.QUALENT2 (including those previously sent) = 03 or 10
Instance.QTS 2 Error Instance.QTS cannot be coded 3 where the corresponding EntryProfile.QUALENT2 (including those previously sent) = 04, 37 - 98
Module.CRDTSCM1 Error Module.CRDTSCM must be coded 2 where Scottish institution unless this module links (via StudentOnModule and Instance) to Course.COURSEAIM only beginning D or L, in which case Module.CRDTSCM can be coded 9 or 2
Module.MODID 1 Error Module.MODID must be unique within an institution's return (i.e. all Module and ModuleSubject entity data for a given Module must be consistent).
Module.TINST 1 Error Module.TINST must = 4001, 4002, 4003 or 4004 where all linked Instance.FROUTARR = 01 - 80
ModuleSubject.MODSBJ 1 Warning Where a student instance is attached to a single module then at least one ModuleSubject.MODSBJ must contain a code in the same JACS Subject Area as at least one of the CourseSubject.SBJCA codes
QualificationsAwarded.QUAL 1 Warning Multiple identical occurrences of QualificationsAwarded.QUAL appear for a single Student.HUSID where (first character of QualificationsAwarded.QUAL = D, E, L, M and second and third characters of QualificationsAwarded.QUAL are not 90)
QualificationsAwarded.QUAL 2 Warning Multiple identical occurrences of QualificationsAwarded.QUAL appear for a single Student.HUSID where QualificationsAwarded.QUAL in (C90, H90, I90, J90, D90, E90, L90, M90)
QualificationsAwarded.QUAL 3 Warning Multiple identical occurrences of QualificationsAwarded.QUAL appear for a single Student.HUSID where QualificationsAwarded.QUAL begins P, Q, R, S or X
QualificationsAwarded.QUAL 4 Warning Multiple identical occurrences of QualificationsAwarded.QUAL appear for a single Student.HUSID where (first character of QualificationsAwarded.QUAL = H, I, J or C and second and third characters of QualificationsAwarded.QUAL are not 90)
QualificationsAwarded.TQGSUB 1 Error If QualificationsAwarded.TQGSUB is coded 360 for more than 10 records then fail
Student.ETHNIC 1 Error Student.ETHNIC must exist where any EntryProfile.DOMICILE (including those previously sent for the student) = XF, XG, XH, XI, XK, XL, GG, JE or IM and the corresponding Instance.REDUCEDI = 00 or 01
Student.HUSID 1 Error Student.HUSID must be unique within an institution's return (i.e. all student entity data for the given HUSID must be consistent)
Student.HUSID 2 Warning Multiple occurrences of Student.BIRTHDTE, Student.GENDER, soundex (Student.SURNAME) and soundex (Student.FNAMES), with different Student.HUSIDs
Student.SCN 1 Error Student.SCN must exist where any EntryProfile.DOMICILE (including those previously sent for the student) = XH and the corresponding EntryProfile.UCASAPPID exists and Course.COURSEAIM begins H, I, J, C, P, Q, R or S
Student.SCN 2 Error Student.SCN must exist where Scottish institution and any EntryProfile.DOMICILE (including those previously sent for the student) = XH and Course.COURSEAIM begins H, I, J, C, P, Q, R or S
Student.TTPCODE 1 Warning More than 10 young (between 18 and 21), full-time, undergraduate students, at parental home (Student.TTACCOM=2), have EntryProfile.TTPCODE (where exists) not equal to EntryProfile.POSTCODE
Student.TTPCODE 2 Warning More than 50 students have the same Student.TTPCODE (where exists) and do not have Student.TTACCOM = 1 or 9
Student.TTPCODE 3 Error More than 150 students have the same Student.TTPCODE (where exists) and do not have Student.TTACCOM = 1 or 9
Student.TTPCODE 4 Warning Where exists, Student.TTPCODE should contain: a valid full postcode or a valid outward part of a postcode
Student.WELSSP 1 Error Student.WELSSP must exist for institutions in Wales and any EntryProfile.DOMICILE (including those previously sent for the student) = XI and the corresponding Instance.REDUCEDI = 00
Student.NATIOND 1 Error Student.NATIOND must exist where Welsh institution and any EntryProfile.DOMICILE (including those previously sent for the student) = XI and the corresponding Instance.REDUCEDI = 00 or 02

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