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HESA Student Record 2010/11

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HESA Student Record 2010/11

Entry Profile Processing


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Version 1.0 Produced 2010-02-15

Submitting entry profiles for entrants is compulsory however resubmitting entry profiles for continuing students is required only in cases where institutions are correcting data sent in previous years.

Where institutions resubmit entry profiles for continuing students, the entry profile entity must be complete; i.e. all fields that apply to a given student within the entry profile must be included and completed and not just the field that is being corrected. All null fields within the entry profile being resubmitted will count as null even if valid codes were submitted in such fields in previous returns. Entry profile fields that are not included in the resubmission will also count as null even if the fields were included in previous returns.

Example: Outcome of processing the Entry Profile entity for continuing students

Original Entry Profile Entry Profile in resubmission Final Entry Profile
A F F
B Null Null
C C C
D D D
E E E

In the example above, the assumption is that the institution is explicitly choosing to replace the value A with F and also that the institution is explicitly choosing to replace the value B with null. Therefore the value B submitted originally will not be carried forward into the final entry profile. The combination of codes that results will be (F, Null, C, D and E) and not (F, B, C, D and E). In so doing, current year’s validation can be applied to the entry profile being resubmitted as a whole, ensuring that the combination of F, Null, C, D and E is consistent. This is essential because, if for example, the institution was changing domicile from UK to non-UK it would be valid for the postcode to be null. It would not be valid to change domicile from UK to non-UK and then have a UK postcode carried forward.

Qualifications on entry sub-entity

The requirement to include and complete all applicable fields within the entry profile does not extend to the qualifications on entry sub-entity – assuming that it is not a field within the qualifications on entry sub-entity that is being corrected. Institutions wishing to correct entry profile data do not have to include the qualifications on entry entity. Institutions wishing to correct qualifications on entry data must return all qualifications on entry data submitted originally as well as the data being corrected. Furthermore, the complete entry profile must also be included.

HIN validation at COMMIT

As part of HIN validation at COMMIT, institutions will be given the opportunity to compare entry profile data submitted originally with that in the resubmission.


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