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HESA Student record 2012/13

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HESA Student record 2012/13

Summary of changes since 2011/12


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Version 1.2 Produced 2012-09-27

This document summarises the main changes to the Student record for 2012/13 as outlined in the Student record circular 11/03. Please note that any changes made to the 2012/13 Student record after the first release of the manual will be documented in the Revision history.

New Entities/Fields

Entity/Field Long Name Reason for change
Course.AWARDBOD Awarding body This field is required due to the changing nature of the higher education sector and an increasing interest in the area of joint and collaborative provision.
EmploymentStatusMonitoring.ESMCODE Employment status monitoring code

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

EmploymentStatusMonitoring.ESMTYPE Employment status monitoring type

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.ACTPROGROUTE Actual Progression Route

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.AIMTYPE The type of aim recorded

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.DISTLEARNSLN Distance Learning SLN

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.FEEREGIME Fee regime indicator To monitor the number of students under the different fee regimes and to monitor and predict HEFCW's responsibility for fee grant.
Instance.FEOUTCOME Outcome

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.FUNDMODEL Funding model

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.FWORKCODE Framework code

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.GROSSFEE Gross fee To monitor the fee regimes and their spread across the UK and to capture the gross fee for the student on their course.
Instance.LearnerEmploymentStatus Learner Employment Status

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.LearnerFAM Learner funding and monitoring

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.LearningDeliveryFAM Learning delivery funding and monitoring

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.LEARNPLANENDDATE Learning Planned end date

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.NETFEE Net Fee To monitor the various fee regimes and their spread across the UK and to capture the net fee for the student on their course.
Instance.PROGTYPE Programme type

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.PROPFUNDREMAIN Proportion of funding remaining

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.PWAYCODE Apprenticeship pathway

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

Instance.SSN Student Support Number To enable robust linking between HESA data and the student finance data held by SLC.
Instance.WITHDRAWREASON Withdrawal Reason

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerEmploymentStatus.DATEEMPSTATAPP Date employment status applies to

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerEmploymentStatus.EMPID Employer identifier

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerEmploymentStatus.EmploymentStatusMonitoring Employment status monitoring

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerEmploymentStatus.EMPSTAT Employment status

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerEmploymentStatus.WORKLOCPOSTCODE Workplace location postcode

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerFAM.LEARNFAMCODE Learner funding and monitoring code

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearnerFAM.LEARNFAMTYPE Learner funding and monitoring code

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.

LearningDeliveryFAM.LEARNDELFAMCODE Learning delivery funding and monitoring code

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England. (NB: The list of valid entries that correspond to the LearningDeliveryFAM.LEARNDELFAMTYPE valid entry SPP has been updated in this field to align the HESA Student record with the ILR.)

LearningDeliveryFAM.LEARNDELFAMTYPE Learning delivery funding and monitoring type

Required to bring data collected in the HESA Student record into line with the FE Individual Learner Record (ILR), in England.
(NB: The list of valid entries in this field has been updated to include valid entry SPP 'Special projects and pilots' to align the HESA Student record with the ILR.)

Module.FRANIND Module franchise indicator

Required to indicate if a module is part of a franchised or other collaborative arrangement.

Required by HEFCW in Wales.

Student.GENDERID Gender identity To monitor equal opportunities issues in the higher education sector and support higher education institutions (HEIs) in meeting their obligations under the Equality Act 2010.

The use of a consistent coding frame and central collection will allow comparisons and benchmarking both within the sector and with the local/regional populations. It will also assist the sector in demonstrating its commitment to equality issues.

Student.RELBLF Religion or belief To monitor equal opportunities issues in the higher education sector and support higher education institutions (HEIs) in meeting their obligations under the Equality Act 2010.

The use of a consistent coding frame and central collection will allow comparisons and benchmarking both within the sector and with the local/regional populations. It will also assist the sector in demonstrating its commitment to equality issues.

Student.SEXID Sex identifier To monitor equal opportunities issues in the higher education sector and support higher education institutions (HEIs) in meeting their obligations under the Equality Act 2010.

The use of a consistent coding frame and central collection will allow comparisons and benchmarking both within the sector and with the local/regional populations. It will also assist the sector in demonstrating its commitment to equality issues.

Student.SEXORT Sexual orientation To monitor equal opportunities issues in the higher education sector and support higher education institutions (HEIs) in meeting their obligations under the Equality Act 2010.

The use of a consistent coding frame and central collection will allow comparisons and benchmarking both within the sector and with the local/regional populations. It will also assist the sector in demonstrating its commitment to equality issues.

StudentOnModule.APEL APEL indicator Required to monitor provision taken through APEL (Accreditation of Prior Experiential Learning).

Changes to existing fields

Entity/Field Long Name Change Reason for change
Course.COURSEAIM General qualification aim of course New code 'H62' added. To capture graduate diplomas leading to eligibility to register to practise with a health or social care or veterinary statutory regulatory body.
Course.FEQAIMC FE general qualification aim Default code '66666666' no longer valid for institutions in England. To align the HESA Student record with the ILR.
Course.MSFUND Major source of funding Coverage updated to:

For institutions in Wales, Scotland and Northern Ireland, all courses where for any linked instance Course.REDUCEDC is 00, 01, or 04.

For instances at English institutions, all courses where for any linked instance Instance.FESTUMK is 2 or Course.REDUCEDC is 00, 01, or 04.

Notes updated to:

For FE Courses in England, institutions should instead complete the LearningDeliveryFAM entity.

To avoid duplication of data for English FE.
Coverage statement changed to align the HESA Student record with the ILR. Coverage statements for administrations changed to clarify that this field should still be returned for HE students. English statement revised to remove coverage for FE students as they are covered by other fields.
Course.REGBODY Regulatory body for health and social care students Code 08 'General Social Care Council (GSCC)' removed. Change reflects the closure of the General Social Care Council and the new responsibilities of the Health and Care Professions Council.

Note: this change has not been carried out, due to the subsequent identification of a need to collect regulatory body seperately for social workers in England. Valid entry 08 was retained with the label 'Health and Care Professions Council (HCPC): social workers in England', with valid entry 07 amended to 'Health and Care Professions Council (HCPC): excluding social workers in England'. This maintains the coverages of these valid entries as per the 2011/12 record, with no need for continuing students to be recoded.
CourseSubject.SBJCA Subject of course Coding frame has been updated to accept JACS3 codes. JACS3 is being implemented by HESA and UCAS and subsequently this field will only accept a valid JACS3 code from 2012/13 onwards.
Course.TTCID Teacher training course Following new valid entries added:
  • G - School Direct initiative (mainstream)
  • H - School Direct initiative (flexible)
  • J - School-led HEI provision (mainstream)
  • K - School-led HEI provision (flexible)
New valid entries G, H, J and K added to accommodate new teacher training schemes.
EntryProfile.PGCESBJ PGCE subject of undergraduate degree Coding frame has been updated to accept JACS3 codes. JACS3 is being implemented by HESA and UCAS and subsequently this field will only accept a valid JACS3 code from 2012/13 onwards.
Instance.CSTAT Completion status Valid entry 4 'The student has transferred to a new qualification aim. That is the student has withdrawn from this qualification aim & as a direct result has at the same time started studying for another qualification aim' is no longer valid for institutions in England.
Addition of valid entry 6 'Learner has temporarily withdrawn from the aim due to an agreed break in learning' for institutions in England.
To align the HESA Student record with the ILR.
Instance.ELIDISUP Eligibility for disadvantage uplift Field has been removed This data is now collected as code DUE 'Disadvantage uplift eligibility' in LearnerFAM.LEARNFAMTYPE
Instance.ELIGENFD Eligibility for enhanced funding Field has been removed This data is now collected as code EFE 'Eligibility for 16 - 18 funding entitlement' in LearnerFAM.LEARNFAMTYPE
Instance.GOVINIT Government initiatives Field has been removed This data is now collected as codes NSA 'National Skills Academy'/ LDM 'Learning delivery monitoring'/ SPP 'Special projects and pilots' in LearningDeliveryFAM.LEARNDELFAMTYPE
Instance.IMPRATE Implied rate of council partial funding Field has been removed This data is no longer required in the ILR and there is no corresponding need for it to be collected in the HESA Student record.
Instance.INITIATIVES Initiatives Following new valid entries added:
  • 8 - One Wales Scheme
  • 9 - European Social Fund (ESF)
  • A - National Scholarship Programme
Following valid entries and guidance for these entries has been removed as the programmes are no longer running.
  • 1 - Lifelong Learning Networks
  • 2 - Employer engagement co-funded students
  • 3 - Flexible Learning Pathfinder - two-year accelerated honours degree
  • 4 - Flexible Learning Pathfinder - four-year accelerated part-time honours degree
  • 5 - Flexible Learning Pathfinder - other
  • 6 - Undergraduate Internships

A new valid entry 'A' has been added to for institutions in England to identify those students that have received support under the National Scholarship Programme.

New valid entries '8' and '9' have been added for institutions in Wales to identify Foundation Degree students funded through the One Wales or European Social Fund schemes.

Instance.LEARNDIF Learning difficulty Addition of valid entry 20 'Autism spectrum disorder'. To align the HESA Student record with the ILR.
Instance.NONPAY Reason for partial or full non-payment of tuition fees Field has been removed This data is no longer required in the ILR and there is no corresponding need for it to be collected in the HESA Student record.
Instance.NOUNTACH Number of units to achieve full qualification Removal of England from the coverage.
Coverage updated to:
All instances at institution in Wales where Instance.FESTUMK = 1, 3 or 4 and Instance.REDUCEDI = 00
This data is no longer required in the ILR and there is no corresponding need for it to be collected for English institutions in the HESA return.
Instance.NUMUNITS Number of units completed Removal of England from the coverage.
Coverage updated to:
All instances at institution in Wales where Instance.FESTUMK = 1, 3 or 4 and Instance.REDUCEDI = 00
This data is no longer required in the ILR and there is no corresponding need for it to be collected for English institutions in the HESA return.
Instance.PROGRESS Good standing marker Field has been updated to make it applicable to institutions in Wales only For FE instances in England, institutions should use the new Instance.FEOUTCOME field.
Instance.RECFEE Amount of tuition fees received/expected for the student Description updated to:
The actual amount of tuition fees the provider has received during this teaching year for the learner on this learning aim.
To align the HESA Student record with the ILR.
ModuleSubject.COSTCN Cost Centre The coding frame has been updated with new 3 character Cost Centres. The Cost Centre coding frame has been revised to align more closely with the REF Units of Assessment.
ModuleSubject.MODSBJ Subject of module Coding frame has been updated to accept JACS3 codes. JACS3 is being implemented by HESA and UCAS and subsequently this field will only accept a valid JACS3 code from 2012/13 onwards.
Student.ETHNIC Ethnicity New ethnicity coding frame. Changed to bring HESA data into line with the UK Census, the ISB standards in this area and with UCAS.
Student.GENDER Gender Student.GENDER has been replaced with Student.SEXID

The coding frame has been revised to remove 'Indeterminate' and add 'Other' as valid entry.

Student.ULN Unique Learner Number Student.ULN has been made compulsory for students at institutions in England where any Instance.FESTUMK is coded 1 or 3. The English FE system now uses the ULN as its primary key and therefore ULN will now be required for FE students studying in HE institutions in England.
QualificationsAwarded.QUAL Qualifications awarded New code 'H62' added. To capture graduate diplomas leading to eligibility to register to practise with a health or social care or veterinary statutory regulatory body.

Other changes

Document Change Reason for change
Coverage of the record The section "Students who leave shortly after registering" has been updated to reflect that from 2012/13 students who start a course and leave within the first two weeks but these two weeks includes an SLC attendance confirmation date should be included in the record. To enable linking to SLC data.
Reduced Returns

Type 02 - FE students at institutions in England or Wales has been removed from 2012/13 onwards.

The following new fields have been added to reduced returns:

Type 01 - Low credit bearing (institutions in England, Northern Ireland and Scotland only)

Field name Required for institutions in
Student.SEXID England Scotland Northern Ireland
Instance.FEEREGIME England for all Reduced Returns. Scotland and Northern Ireland only if Instance.SSN not completed
Instance.GROSSFEE England Scotland and Northern Ireland, if Instance.SSN not completed
Instance.NETFEE England Scotland and Northern Ireland, if Instance.SSN not completed
Instance.SSN England if Instance.GROSSFEE and Instance.NETFEE not completed. Scotland and Northern Ireland, if Instance.FEEREGIME, Instance.GROSSFEE and Instance.NETFEE not completed
Course.AWARDBOD England Scotland Northern Ireland

FE students in England

For Type 1 reduced returns where the student is a learner at an institution in England and Instance.FESTUMK = 1, 3 or 4, The Data Service require the additional submission of the following fields and entities, in order to align with the data required in the Individual Learner Record (ILR):

Field/Entity name Required for institutions in
Instance.ACTPROGROUTE England
Instance.ADDSUPCT England
Instance.AIMTYPE England
Instance.DISTLEARNSLN England
Instance.DISUPFAC England
Instance.EMPROLE England
Instance.FEOUTCOME England
Instance.FROUTARR England
Instance.FUNDMODEL England
Instance.FWORKCODE England
Instance.GLHRS England
Instance.LEARNDIF England
Instance.LEARNPLANENDDATE England
Instance.PROGTYPE England
Instance.PROPFUNDREMAIN England
Instance.PWAYCODE England
Instance.RECFEE England
Student.ULN England
Instance.WITHDRAWREASON England
Instance.LearnerEmploymentStatus England
LearnerEmploymentStatus.EmploymentStatusMonitoring England
Instance.LearnerFAM England
Instance.LearningDeliveryFAM England

Type 03 - Incoming visiting and exchange students

Field name Required for institutions in
Student.SEXID England Wales Scotland Northern Ireland
Course.AWARDBOD England Wales Scotland Northern Ireland

Type 04 - Dormant students

Field name Required for institutions in
Student.SEXID England Wales Scotland Nothern Ireland
Course.AWARDBOD England Wales Scotland Northern Ireland

Type 07 - Subject Knowledge Enhancement (SKE)

Field name Required for institutions in
Student.SEXID England

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