HESA Aggregate record for students studying wholly outside the UK 2009/10
HESA Aggregate record for students studying wholly outside the UK 2009/10Timescales for data collection |
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Version 1.0 Produced 2009-07-30
C09052 Aggregate Offshore Record - stages of data submission.
The below document is designed to guide institutions through the stages of data submission for the Aggregate Offshore Record.
At a glance
August 2009 to March 2010 | Institutions' local preparation |
Early March 2010 | Validate data locally using validation kit |
August 2010 | C09052 data collection opens |
30 September 2010 | Return date |
7 October 2010 | Commit date |
7 October to 10 November 2010 | Data quality checking period |
10 November 2010 | Last submission and sign-off |
Detailed requirements
Institutions should read the C09052 Aggregate Offshore Record coding manual and associated documentation for details of the requirements for the return.
If you have any queries with the requirements for the C09052 Aggregate Offshore Record please contact Institutional Liaison at [email protected].
Early March 2010: VALIDATE DATA LOCALLY USING VALIDATION KIT |
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The C09052 validation kit is made available to download from:
Validation kits 2009/10.
The kit enables institutions to test their data locally against the INSERT-stage
validation ahead of the main collection opening in the summer. Institutions are
strongly encouraged to use the validation kit as part of their data preparations.
Further details on the checks included in INSERT-stage validation can be found within the field details of the C09052 field list and detail.
A guide to using the validaition kit can be found in Help with XML validation kits. Alternatively please can contact Institutional Liaison ([email protected]).
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The C09052 collection database opens on the submit site around 4-6 weeks ahead of the return date providing institutions with the opportunity to further test files ahead of the return date deadline.
For a user guide for the submission of C09052 Aggregate Offshore Record data please visit Aggregate Offshore Collection (Cyy052).
Access and PIN codes for this system will be distributed to Aggregate Offshore Record contacts when the system opens.
HESA monitors all transactions on the system to ensure institutions are progressing reasonably and not encountering difficulties. However, if you require assistance with the submission process, please contact Institutional Liaison ([email protected]).
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Institutions are required to send complete data that has passed insert-stage validation to HESA by 30 September 2010.
A single validation failure will result in no data being imported into the system.
Data which fails validation will not be considered to have been returned to the
Agency.
Institutions are advised to send complete data that has passed COMMIT-stage validation to HESA by 7 October 2010.
Commit-stage validation rules can be viewed at COMMIT-stage validation.
Data which fails validation will not be considered to have been returned to the Agency.
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A successful COMMIT will generate several reports. Institutions are required to
review the reports and resubmit data in order to resolve data quality issues.
The reports for review are:
Check documentation |
This Excel workbook contains a series of tables presenting the submitted data to
enable institutions to check that their submission presents their institution as
expected.
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Exception report |
This report details any COMMIT-stage validation errors/warnings triggered by the submission. |
Institutions are required to review the reports and to resubmit data in order to resolve data quality issues. Institutions can contact Institutional Liaison ([email protected]) throughout this period to request their data is decommitted in order to make adjustments to the submission. The data quality checking period is an iterative process during which institutions may need to submit, commit, review and decommit their data several times to ensure the fnal submission is credible.
During this period Data Analysts at HESA will also examine data committed by all institutions. If any anomalies are found queries will be raised through the Minerva DQ database. Nevertheless institutions are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own institution. As a consequence institutions are required to either resubmit their data to amend these anomalies, or provide an explanation through Minerva as to why these apparent anomalies are genuine.
Upon completion of this process data will be set to credible.
In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 10 November 2010.
As part of the data quality assurance procedures, HESA requires the return to be signed-off by the head of your institution, or by a person with suitable authority. This verification offers both the institutions and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.
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On the system your institution's data will be set to credible and a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be posted back to HESA at the address in the bar below. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off |
Note: Institutions should download and keep copies of all relevant reports that they are likely to need during the year, as it will be necessary to restrict access to the site after the submission deadline.
Following the close of the data collection all data submitted will be passed to HESA's Statutory Customers.
Data is also used by HESA in the following ways:
HESA
Students in Higher Education publication
heidi
General data enquiries
Contact Liaison by email or on +44 (0)1242 388 531.