HESA Student record 2012/13

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Fixed database facility

Version 1.0 Produced 2012-09-27

HESA provides institutions with the opportunity to make post-collection amendments to a dataset following closure of the live data collection through the fixed database facility. However, this fixed database process is separate from the main data collection and use of this facility is only available with the express authorisation from one of HESA's Statutory Customers to an HEI.

Fixed database procedure

Use of the fixed database facility requires the express authorisation from one of HESA's Statutory Customers (usually a funding body). An action plan should be agreed with the appropriate Statutory Customer as to the extent of the changes to be made through the fixed database and the deadline by which these changes must be made.

Charges for use of the fixed database facility

The formal agreements with Statutory Customers provide for HESA making a charge to institutions for use of the fixed database facility. Amendments can be made for the following HESA data streams. Details of the associated costs of using this facility are shown in the table below. (Note that these charges do not attract VAT).

Data stream	Percentage of HESA subscription fee	Cap
Student	20%	£7,000
DLHE	20%	£7,000
Aggregate Offshore	10%	£3,500
Staff	10%	£3,500
FSR with HE_BCI	10%	£3,500
EMS	10%	£3,500
Institution profile	10%	£3,500

For information about the individual cost for your institution using this facility for a specific stream, please contact [email protected].

Availability of the fixed databases

The fixed database opens following the closure of the corresponding live data collection, and remains open for between 6 and 15 months, depending on the data stream; typically longer for the Student record and shorter for other collections.

Onwards use of fixed database data

The availability of the fixed database facility currently extends well beyond the publication date of information. Institutions should therefore be aware that onward use of information, for example in HESA publications, will normally be based on the original data collected and not on any amended data submitted through the fixed database facility.