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Estates management record 2012/13

Back to C12042

Revision history


This table lists changes and additions to the record specification and supporting documentation.

Date Documentation
version
Element Element
version
Notes
2014-03-10 1.6 COMMIT-stage rules 1.2 The following updates have been applied to the COMMIT-stage rules: Amendments to existing rules: StudentStaffCounts. StudentHeadcount. STSHT. 2 amended to ensure that the rule triggers when the figure returned in Total student headcount (STSHT) is different to that returned in Number of students at risk (INPARST) and Total student headcount health and safety (SBSHTOT) or is null. IncidentsInvolvingFire. OverallNumberOfFireAlarmActivations. IFNRFAA. 1 amended to ensure that the rule does not trigger when the total value is equal to the sum of its component parts. IncidentsInvolvingFire. OverallNumberOfFireAlarmActivations. IFRFAA. 1 amended to ensure that the rule does not trigger when the total value is equal to the sum of its component parts. IncidentsInvolvingFire. OverallNumberOfFireAlarmActivations. IFFAAT. 1 amended to ensure that the rule does not trigger when the total value is equal to the sum of its component parts. Rule deleted: EnvironmentEnergyEmissionsandWaste. Scope1and2CarbonEmissions. E12CET. 1 due to difficulties splitting vehicle emissions into Residential and Non-residential.
2014-02-07 1.5 Business rules 1.1 The following updates have been applied to the Business rules: Amendments to existing rules: SpaceMeasurement. FrequencyRate. SMTEFRSD. BusinessRule. 1 amended to include dates up to the end of the current reporting period. SpaceMeasurement. OccupancyRate. SMORTESD. BusinessRule. 1 amended to include dates up to the end of the current reporting period. Rules deleted: EnvironmentEnergyEmissionsandWaste. HazardousWaste. EHAZWT. BusinessRule. 1 removed and replaced by exception rule EnvironmentEnergyEmissionsandWaste. HazardousWaste. EHAZWT. Exception. 2. SpaceMeasurement. FrequencyRate. SMTEHW. BusinessRule. 1 removed and replaced by exception rule SpaceMeasurement. FrequencyRateCalculation. SMTEHW. Exception. 1.
2014-02-07 1.5 COMMIT-stage rules 1.1 The following updates have been applied to the COMMIT-stage rules: New rules added: EnvironmentEnergyEmissionsandWaste. HazardousWaste. EHAZWT. Exception. 2 added in the place of EnvironmentEnergyEmissionsandWaste. HazardousWaste. EHAZWT. BusinessRule. 1. SpaceMeasurement. FrequencyRateCalculation. SMTEHW. Exception. 1 added in the place of SpaceMeasurement. FrequencyRate. SMTEHW. BusinessRule. 1. StudentStaffCounts. StudentHeadcount. STSHT. Exception. 2 added to ensure that fields Total student headcount (STSHT), Total student headcount health and safety (SBSHTOT) and Number of students at risk (INPARST) are returned with the same values. Rules deleted: EnvironmentEnergyEmissionsandWaste. PurchaseofRenewableEnergyThroughGreenTariffs. EPREPGTT. Exception. 1 removed as the fields within the rule cannot be used. Finance. CapitalExpenditureBuildings. FCEXT. Exception. 1 removed as this field is validated as part of the FSR with HE-BCI Survey collection. Finance. Expenditure. FENREXP. Exception. 1 removed as this field is validated as part of the FSR with HE-BCI Survey collection. Finance. PorterageCosts. FPOCT. Exception. 2 removed as the fields within the rule cannot be used. Finance. SecurityCosts. FSCOT. Exception. 3 removed as the fields within the rule cannot be used. IncidentsInvolvingInjury. PersonsAtRisk. INPARST. Exception. 1 removed as this field is validated as part of Total student headcount health and safety (SBSHTOT). SpaceMeasurement. SpaceChargingSystem. SMNRSCS. Exception. 1 removed as the fields within the rule cannot be used.
2014-02-07 1.5 Nil return sign-off form n/a First release of the Nil return sign-off form, added under the 'Downloadable files' section.
2014-02-07 1.5 Ratio definitions 1.1 The ratio definitions have been updated to correct any discrepancies between the numerator/denominator description column and numerator/denominator fieldname column, in some cases the calculation is amended as a result. Two ratio names have also been updated to clarify that the ratios in question relate to non-residential income. The ratios affected are: 042C01S07R03, 042C01S07R04, 042C13S01R13, 042C13S01R14, 042C13S03R08, 042C13S06R05, 042C13S10R10, 042C13S10R13, 042C13S10R15, 042C13S10R16, 042C13S11R06 and 042C13S11R07.
2014-01-09 1.4 Non-residential repairs and maintenance costs total (FNRRMCT) 1.1 Additional guidance added to the notes section, clarifying that care should be taken to avoid double-counting between Capital expenditure buildings and the repairs and maintenance costs returned in this field.
2014-01-09 1.4 Non-residential scope 3 carbon emissions from water supply (E3NRCEWS) 1.1 Additional guidance added to the notes section, clarifying that Non-residential water consumption will be multiplied by the corresponding Defra conversion factor to produce the Non-residential scope 3 carbon emissions from water supply.
2014-01-09 1.4 Residential repairs and maintenance costs total (FRRMCT) 1.1 Additional guidance added to the notes section, clarifying that care should be taken to avoid double-counting between Capital expenditure buildings and the repairs and maintenance costs returned in this field.
2014-01-09 1.4 Residential scope 3 carbon emissions from water supply (E3RCEWS) 1.1 Additional guidance added to the notes section, clarifying that Residential water consumption will be multiplied by the corresponding Defra conversion factor to produce the Residential scope 3 carbon emissions from water supply.
2014-01-09 1.4 Scope 1 and 2 carbon emissions biofuels (E12CEBF) 1.1 Guidance amended in the Notes section, explaining that HEIs will need to calculate the scope 1 and 2 emissions as the Defra conversion factor is dependent upon the type of biofuel consumed.
2014-01-09 1.4 Scope 1 and 2 carbon emissions biomass (E12CEBM) 1.1 Additional guidance added to the Notes section, clarifying that a carbon conversion factor of 0 will be used to complete this field.
2014-01-09 1.4 Scope 1 and 2 carbon emissions vehicles biofuels (E12CEVB) 1.1 Guidance amended in the Notes section, explaining that HEIs will need to calculate the scope 1 and 2 emissions as the Defra conversion factor is dependent upon the type of biofuel consumed.
2014-01-09 1.4 Total scope 3 carbon emissions from wastewater treatment (E3CEWWTT) 1.1 Additional guidance added to the notes section, clarifying that the sum total of Total volume of wastewater, Total water supply grey water and rain water, and Total water borehole extraction will be multiplied by the corresponding Defra conversion factor to produce the Total scope 3 carbon emissions from wastewater treatment.
2014-01-09 1.4 Estates management template (non-functional) 1.2 Addition of the data reference numbers that were used in C11042 to column A of the Estates management template (non-functional) to assist HEIs in the transition between C11042 and C12042.
2014-01-09 1.4 Mapping document 1.1 The mapping document has been updated to assist HEIs in the transition between C11042 and C12042.
2013-10-18 1.3 All occupational diseases 1.1 The list of occupational diseases reportable under RIDDOR has been updated with the latest guidance.
2013-10-18 1.3 RIDDOR reportable dangerous occurrences 1.1 The link to the latest RIDDOR guidance has been updated.
2013-10-18 1.3 Specified major injuries 1.1 Reportable injuries updated in line with the latest RIDDOR guidance.
2013-10-18 1.3 Business rules 1.0 First release of the business rules for the collection added under the 'Data collection' section.
2013-10-18 1.3 Calculated data items specification 1.1 SMNGAT has been removed from the list of calculated fields under 'Space measurement' as this is not automatically calculated.
2013-10-18 1.3 COMMIT-stage rules 1.0 First release of the COMMIT-stage rules for the collection added under the 'Data collection' section.
2013-10-18 1.3 Derived field specifications n/a First release of the derived field specifications for the collection added under the 'Downloadable files' section.
2013-10-18 1.3 Ratio definitions 1.0 First release of the specifications for the ratios derived from the fields in the collection added under the 'Supporting documents' section.
2013-10-18 1.3 Estates management template (non-functional) 1.1 The Estates management template (non-functional) has been updated to allow for the submission of FE student FTE (STFTEFE) data in cells D33 and E33.
2013-08-30 1.2 Field list and detail n/a External web links to the conversion factor guidance have been redirected to the new Greenhouse Gas Conversion Factor Repository, which is maintained by the Department for Environment Food & Rural Affairs (Defra). All references to the Teaching Agency (TA) have been replaced with the National College for Teaching and Leadership (NCTL), to reflect that on 1st April 2013 the National College merged with the Teaching Agency to become the National College for Teaching and Leadership (NCTL).
2013-08-30 1.2 Building condition assessment condition 1.1 Additional guidance added to the Notes section, clarifying that HEIs should conduct an assessment of condition on a building by building basis and how to treat survey data that is not up to date.
2013-08-30 1.2 Capital expenditure buildings 1.1 The Capital expenditure buildings entity has been moved from 'Buildings and functionality' to 'Finance', in order to align with data taken from the HESA Finance Statistics Return (FSR).
2013-08-30 1.2 Central post room and internal distribution services costs 1.1 Additional guidance added to the Notes section, clarifying the costs associated with central post room and internal distribution services.
2013-08-30 1.2 Energy consumption 1.1 Additional guidance added to the Notes section, clarifying that the five year grid rolling average figures for electricity have been removed. All conversion factors are now based on a single average factor for a particular year.
2013-08-30 1.2 Frequency rate 1.1 Additional guidance added to the Notes section, clarifying that instances where rooms require set-up by technicians before use should not be included in the frequency rate calculations.
2013-08-30 1.2 Method of floor area measurement 1.1 Additional guidance added to the Notes section, clarifying that Where Method used to measure floor area is completed as room area basis (R) HESA will apply a 6% uplift to the measurements returned in Net Internal Area, Net Internal Area Commercial Space and Specialist Academic Area.
2013-08-30 1.2 Number of automatic detectors n/a The field length for all of the fields within this entity have been increased to 5 with a corresponding data type change to NUMBER5Type, to allow the figures to be returned in full.
2013-08-30 1.2 Number of major fires n/a The field length for all of the 'nature of' fields within this entity have been increased to 255 with a corresponding data type change to UnicodeType, to allow free text to be returned.
2013-08-30 1.2 Number of malicious fire alarms n/a The field length for all of the fields within this entity have been increased to 4 with a corresponding data type change to NUMBER4Type, to allow the figures to be returned in full.
2013-08-30 1.2 Number of minor fires n/a The field length for all of the 'nature of' fields within this entity have been increased to 255 with a corresponding data type change to UnicodeType, to allow free text to be returned.
2013-08-30 1.2 Number of near miss fire incidents n/a The field length for all of the 'nature of' fields within this entity have been increased to 255 with a corresponding data type change to UnicodeType, to allow free text to be returned. The field length for all of the 'number of' fields within this entity have been increased to 4 with a corresponding data type change to NUMBER4Type, to allow the figure to be returned in full.
2013-08-30 1.2 Number of other false fire alarm activations n/a The field length for all of the fields within this entity have been increased to 4 with a corresponding data type change to NUMBER4Type, to allow the figures to be returned in full.
2013-08-30 1.2 Occupancy rate 1.1 Additional guidance added to the Notes section, clarifying that the lecturer should not be included in the recording of room capacity and that the occupancy rate should exclude time blocks when the occupancy is zero within a standard working week.
2013-08-30 1.2 Overall number of fire alarm activations n/a The field length for all of the fields within this entity have been increased to 4 with a corresponding data type change to NUMBER4Type, to allow the figures to be returned in full.
2013-08-30 1.2 Persons at risk n/a The field length for all of the fields within this entity have been increased to 8 with a corresponding data type change to NUMBER8Type, to allow the figures returned to include the full headcount of persons at risk of injury.
2013-08-30 1.2 Rateable value 1.1 Additional guidance added to the Notes section, clarifying that HEIs in Northern Ireland should exclude Rateable value and Rates paid from their return on residential space.
2013-08-30 1.2 Rates paid 1.1 Additional guidance added to the Notes section, clarifying that HEIs in Northern Ireland should exclude Rateable value and Rates paid from their return on residential space.
2013-08-30 1.2 Scope 1 and 2 carbon emissions 1.2 Additional guidance added to the Notes section, clarifying that the five year grid rolling average figures for electricity have been removed. All conversion factors are now based on a single average factor for a particular year.
2013-08-30 1.2 Specialist academic area 1.1 Additional guidance added to the Notes section, clarifying that the Net Internal Area (NIA) returned in this entity will be a subset of that returned in Teaching not offices NIA and Research not offices NIA.
2013-08-30 1.2 Staff FTE 1.1 The field length for all of the fields within this entity have been increased to 9 with a corresponding data type change to LENGTH9DECIMAL3Type, to allow the FTE to be recorded in full. Additional guidance added to the Notes section, clarifying which staff should be included in the return and how their FTE should be allocated.
2013-08-30 1.2 Student FTE n/a The field length for all of the fields within this entity have been increased to 12 with a corresponding data type change to LENGTH12DECIMAL3Type, to allow the FTE to be recorded in full.
2013-08-30 1.2 Water and sewerage costs 1.1 Additional guidance added to the Notes section, clarifying the term 'sewerage'.
2013-08-30 1.2 Grounds area listed or heritage (SMGALH) 1.1 Additional guidance added to the Notes section, clarifying that conservation areas should be returned in this field.
2013-08-30 1.2 Non-residential number of fire alarm activations (IFNRFAA) 1.1 Additional guidance added to the Notes section, advising HEIs to use the override function within the web form to subtract any fires on the non-residential estate that did not trigger a fire alarm activation from the total.
2013-08-30 1.2 Number of student other injuries involving more than seven days incapacitation (INSTOTH7) n/a Removal of Number of student other injuries involving more than seven days incapacitation from the record, as injuries involving more than seven days incapacitation is only applicable to staff.
2013-08-30 1.2 Number of student RIDDOR reportable injuries (INSTRDIJ) 1.1 Guidance removed from the Notes section, as Number of student other injuries involving more than seven days incapacitation has been removed from the record.
2013-08-30 1.2 Number of other persons other injuries involving more than seven days incapacitation (INOTOTH7) n/a Removal of Number of other persons other injuries involving more than seven days incapacitation from the record, as injuries involving more than seven days incapacitation is only applicable to staff.
2013-08-30 1.2 Number of other persons RIDDOR reportable injuries (INOTRDIJ) 1.1 Guidance removed from the Notes section, as Number of other persons other injuries involving more than seven days incapacitation has been removed from the record.
2013-08-30 1.2 Residences and catering income (FIRI) 1.1 The long name for this field has changed to Residences and catering income from Residential income for additional clarity.
2013-08-30 1.2 Residential number of bed spaces health and safety (SBRNBS) 1.1 The field length has been increased to 5 with a corresponding data type change to NUMBER5Type, to allow the figure returned to match Residential number of bed spaces.
2013-08-30 1.2 Residential number of fire alarm activations (IFRFAA) 1.1 Additional guidance added to the Notes section, advising HEIs to use the override function within the web form to subtract any fires on the residential estate that did not trigger a fire alarm activation from the total.
2013-08-30 1.2 Residential occupancy rate percentage (SMORRP) 1.1 Additional guidance added to the Notes section, defining bedweeks and the use of them in the return.
2013-08-30 1.2 Residential space total (SRESPT) 1.2 Additional guidance added to the Notes section, clarifying that HEIs in Scotland that choose to make an Estates management record return will need to complete this item.
2013-08-30 1.2 Total property management staffing (STPMST) 1.1 The field length has been increased to 9 with a corresponding data type change to LENGTH9DECIMAL3Type, to allow the FTE to be recorded in full.
2013-08-30 1.2 Total student headcount health and safety (SBSHTOT) 1.1 The field length has been increased to 8 with a corresponding data type change to NUMBER8Type, to allow the figure returned to match Total student headcount.
2013-08-30 1.2 Calculated data items specification 1.0 First release of the Calculated data items specification, added under the 'Supporting documents' section.
2013-08-30 1.2 Coding manual release schedule 1.0 First release of the Coding manual release schedule, added under the 'Supporting documents' section.
2013-08-30 1.2 Coverage of the record 1.1 Additional guidance added to the Notes section, clarifying the HESA reporting period and that data should be returned on an academic year basis.
2013-08-30 1.2 Estates management record support centre n/a The link to the Estates management record support centre has been removed from the 'Additional guidance' section, this material can now be accessed through the 'Training & Support' page.
2013-08-30 1.2 Estates management template (non-functional) 1.0 First release of the Estates management template (non-functional), added under the 'Downloadable files' section.
2013-08-30 1.2 Fixed database facility 1.0 First release of the Fixed database facility document, added under the 'Additional guidance' section.
2013-08-30 1.2 Timescales for data collection 1.0 First release of the Timescales for data collection, added under the 'Data collection' section.
2013-01-18 1.1 Field list and detail n/a Base datatypes, field lengths and units of measurement have been added to the Estate Management and Health and Safety field list and detail under the 'Specification of the data to be returned' section where applicable.
2013-01-18 1.1 All fields that contain valid entries 1.1 Valid entries are now listed separately to add clarity, in the following fields:

Method of floor area measurement
Total method of floor area measurement (SMMFAT)

Method of scope 3 carbon emissions from waste
Non-residential method used to calculate scope 3 carbon emissions from waste (E3NRMCEW)
Residential method used to calculate scope 3 carbon emissions from waste (E3RMCEW)
Total method used to calculate scope 3 carbon emissions from waste (E3MCEWT)

Method of space apportionment
Total method of space apportionment (BMSAT)

Frequency rate calculation
Teaching not offices frequency rate calculation (SMTEFRC)

Occupancy rate calculation
Teaching not offices occupancy rate calculation (SMTEORC)

Environmental management system
Environmental management system existence (EEMSE)
Environmental management system external verification (EEMSEXV)
Environmental management system external verification coverage (EEMSEXVC)

Environmental reporting
Environmental reporting total (EEREPT)

Fairtrade accreditation
Fairtrade accreditation existence (EEFAIREX)

EU Emissions Trading Scheme
EU Emissions Trading Scheme participation (ETSCEX)

Carbon reduction commitment
Carbon reduction commitment energy efficiency scheme participation (ECAREF)

Residential space
Residential space total (SRESPT)

2013-01-18 1.1 RECID 1.0 Removal of RECID from the coding manual as HEIs are not required to return this data to HESA.
2013-01-18 1.1 UKPRN 1.0 Removal of UKPRN from the coding manual as HEIs are not required to return this data to HESA.
2013-01-18 1.1 EU Emissions Trading Scheme 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Porterage costs 1.1 Additional guidance added to the Notes section, clarifying that costs for staff that carry out both security and porterage duties should be apportioned based on FTE.
2013-01-18 1.1 Scope 1 and 2 carbon emissions 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope1 and 2 emission baseline for 2005 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from business travel 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from staff commuting 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from student commuting 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from supply chain 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from waste 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from wastewater treatment 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Scope 3 carbon emissions from water supply 1.1 Additional guidance added to the Notes section, clarifying that from the 2011/12 Estates Management Statistics record onwards the alternative Defra measure of equivalent carbon dioxide (C02e) is used instead of carbon dioxide (C02) per unit.
2013-01-18 1.1 Security costs 1.1 Additional guidance added to the Notes section, clarifying that costs for staff that carry out both security and porterage duties should be apportioned based on FTE.
2013-01-18 1.1 Estates management record support centre n/a Link added to the Estates management record support centre page under the 'Additional guidance' section.
2012-09-07 1.0 Field list and detail n/a The complete Estate Management and Health and Safety field list and detail added to the 'Specification of the data to be returned' section.
2012-09-07 1.0 Coverage of the record 1.0 The mandatory fields, specific to each administration, have been added to the Coverage of the record documentation under the 'Specification of the data to be returned' section.
2012-09-07 1.0 Mapping document 1.0 Documentation (pdf) highlighting the changes between the 2011/12 EMS and 2012/13 EMR fields, including a brief summary of the change, added to the 'Additional guidance' section. This replaces the previous 'full-revisions to the record content' (pdf).
2012-09-07 1.0 Commercial space 1.0 Guidance document, defining commercial space for use in the EMR return, updated to include a link to Total NIA field.
2012-06-29 0.1 Draft release of documentation.

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