HESA Staff record 2013/14
Revision history
This table lists the changes and additions to the record specification and supporting documentation.
| Date | Documentation version |
Element | Element version |
Notes | |
| 2014-10-30 | 1.8 | Check documentation | 1.3 | The Check documentation has been updated to include the latest sector averages for Person.ACTCHQUAL in items 13a and 13c. | |
| 2014-10-09 | 1.7 | Person.PREVHEI | 1.2 | Change to the label of valid entry 0064 from 'Leeds Metropolitan University' to 'Leeds Beckett University', to reflect the name change of the higher education provider. | |
| 2014-10-09 | 1.7 | Clinical academic salary values | 1.0 | Release of the Clinical academic salary values added under the 'Further guidance' section of the manual. | |
| 2014-10-09 | 1.7 | Single pay spine | 1.0 | Release of the Single pay spine added under the 'Further guidance' section of the manual. | |
| 2014-09-18 | 1.6 | Check documentation | 1.2 | The Check documentation has been updated to correct a small number of cell references within the Query sheet. | |
| 2014-09-04 | 1.5 | Check documentation | 1.1 | The Check documentation has been updated to remove duplicated conditional formatting under item 10b, and to correct a formula in CCANALYSIS queries 3 and 4 that was referencing the wrong cell. | |
| 2014-09-04 | 1.5 | Timetable | 1.1 | The guidance has been amended to highlight that HEPs should return sign-off forms to HESA via e-mail rather than by post. | |
| 2014-07-09 | 1.4 | Check documentation | 1.0 | Release of the Check documentation added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-07-09 | 1.4 | Check documentation definitions and notes | 1.0 | Release of the Check documentation definitions and notes added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-07-09 | 1.4 | Check documentation guide | 1.0 | Release of the Check documentation guide added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-06-30 | 1.4 | Person.ACTCHQUAL | 1.2 | Additional guidance added to the notes section, advising on the use of codes 07 'Holder of a PGCE in higher education, secondary education, further education, life long learning or any other equivalent UK qualification' and 09 'Other UK accreditation or qualification in teaching in the higher education sector'. Guidance amended in the notes section, clarifying that the National Teaching Fellowship Scheme Individual Award is permanent. | |
| 2014-06-30 | 1.4 | Person.PREVHEI | 1.1 | Addition of valid entry 0228 'Liverpool School of Tropical Medicine'. Change to the label of valid entry 0039 from 'St Mary's University College, Twickenham' to 'St Mary's University, Twickenham' and to the label of valid entry 0090 from 'University of Glamorgan' to 'University of South Wales'. | |
| 2014-06-30 | 1.4 | COMMIT-stage validation | 1.1 | The following updates have been applied to COMMIT-stage rules: New rules added: Person.ACTCHQUAL.Exception.2 added to provide a warning when over 40% of staff are returned as valid entry 99 'No academic teaching qualification held'. Person.ACTCHQUAL.Exception.3 added to provide a warning when over 5% of staff are returned as valid entry 09 'Other UK accreditation or qualification in teaching in the higher education sector'. Person.REFUOA2014.Exception.1 added to ensure that for each record in the HEFCE look-up, file the combination of Institution.UKPRN, Person.STAFFID and Person.REFUOA2014 must exist in the HESA Staff return. Person.REFUOA2014.Exception.2 added to ensure that where Person.REFUOA2014 exists and does not end with 'Z', the combination of Institution.UKPRN and Person.REFUOA2014 must exist in the HEFCE look-up file. Amendments to existing rules: Contract.RESCON.Exception.1 amended to exclude contracts ending on (Y2)-07-31 or where another contract is active. | |
| 2014-06-30 | 1.4 | Derived field specifications | N/A | Release of the Derived field specifications added under the 'Data specification' section of the manual. | |
| 2014-06-30 | 1.4 | Fixed database facility | N/A | A link to the Fixed database facility has been added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-06-30 | 1.4 | REF data supply | 1.0 | Release of the REF data supply added to the 'File structures for downloadable files' under the 'Submission process and quality assurance' section of the manual. | |
| 2014-04-30 | 1.3 | Activity.ACTSOC | 1.1 | Business rule 1 amended to prevent multiple occurrences of the same Activity.ACTSOC/Activity.CCENTRE relationship being returned on the same contract. Additional guidance added to the notes section, providing further information on the Standard Occupational Classification (SOC) as well as linking to resources available from the Office for National Statistics (ONS). | |
| 2014-04-30 | 1.3 | Contract.CLINSUB | 1.1 | Business rule 4 added to ensure staff members are returned with an appropriate REF Unit of Assessment. | |
| 2014-04-30 | 1.3 | Contract.CONFTE | 1.1 | Business rule 4 added in the place of Contract.CONFTE.Exception.4. | |
| 2014-04-30 | 1.3 | Contract.ENDCON | 1.1 | Business rule 6 added to prevent the return of a contract end date that is after the date the staff member left the HEI. | |
| 2014-04-30 | 1.3 | Contract.RESCON | 1.1 | Business rule 2 and 3 have had the severity changed to an error. Business rule 3 has been amended to restrict to non-atypical contracts only. | |
| 2014-04-30 | 1.3 | Contract.SALREF | 1.1 | Business rule 2 amended to reflect the National Minimum Wage rates. | |
| 2014-04-30 | 1.3 | Contract.STARTCON | 1.1 | Business rule 7 added to ensure that when all contracts are non-atypical the contract start date must be before or on the date the staff member left the HEI. | |
| 2014-04-30 | 1.3 | Person.ACTCHQUAL | 1.1 | Additional guidance added to the notes section, proving a link to the HEFCE statement describing the background to the requirement for the data from HEIs in England, and the intended use of the data collected in the 2013/14 record. Further guidance added to inform HEIs to contact the Higher Education Academy to obtain data on individuals recognised by the HEA that are currently recorded as employed at the institution. | |
| 2014-04-30 | 1.3 | Person.BIRTHDTE | 1.1 | Business rules 3 and 4 amended to ensure that they only apply to new staff members. | |
| 2014-04-30 | 1.3 | Person.CURACCDIS | 1.1 | Additional guidance added to the notes section, clarifying that the current academic disciplines of staff are required by statutory customers for the monitoring and progress of strategically important and vulnerable subjects (SIVS). | |
| 2014-04-30 | 1.3 | Person.DATELEFT | 1.1 | The coverage has been amended to remove the requirement for staff members where Contract.RESCON = 2 to return this field. Business rule 1 amended to enforce the coverage statement of the field. | |
| 2014-04-30 | 1.3 | Person.ECRSTAT | 1.2 | Business rule 1 amended to ensure that the contract is active on '(Y1)-10-31'. Business rule 3 amended to ensure that early career researcher status does not exist when the contract is inactive on '(Y1)-10-31'. Business rule 4 added to provide a warning when early career researcher status exists for a staff member that started their current period of continuous service with the reporting HEI after '(Y1)-10-31'. | |
| 2014-04-30 | 1.3 | Person.NATION | 1.1 | The labels for valid entries BO, LY and VE have changed to 'BO Bolivia [Bolivia, Plurinational State of]', 'LY Libya' and 'VE Venezuela [Venezuela, Bolivarian Republic of]' to reflect the ISO-3166-1 and the National Statistics Country Classification (NSCC) standards. Where the label differs from the NSCC, the ISO-3166-1 label is given in square brackets. | |
| 2014-04-30 | 1.3 | Person.REFUOA2014 | 1.2 | The labels for the valid entries of three Units of Assessment have been updated in line with HEFCE's most recent terms for REF2014. '22 Social work and Social Policy' has changed to '22 Social Work and Social Policy', '26 Sports-Related Studies' has changed to '26 Sport and Exercise Sciences, Leisure and Tourism' and '28 Modern Languages' has changed to '28 Modern Languages and Linguistics'. Business rules 2 and 3 amended to enforce the coverage statement of the field. Additional guidance added to the notes section, clarifying that Research Excellence Framework (REF) information is required by the UK funding bodies to monitor the impacts of their policies on equality and that the letter within the valid entries denotes the multiple submission (if multiple submissions are made). | |
| 2014-04-30 | 1.3 | Person.REGBODY | 1.1 | The label for valid entry 06 has changed to 'The Nursing & Midwifery Council (NMC)' to reflect the current name of the organisation. | |
| 2014-04-30 | 1.3 | Person.RESAST | 1.2 | Business rule 2 amended to ensure that Person.RESAST must not exist where all Contract.TERMS = 3. Business rule 3 removed as it is now included within Person.RESAST.BusinessRule.2. | |
| 2014-04-30 | 1.3 | Person.STAFFID | 1.1 | Business rule 3 amended to include 1228 (Liverpool School of Tropical Medicine). | |
| 2014-04-30 | 1.3 | Business rules | 1.1 | The Business rules have been updated for the 2013/14 collection under the 'Submission process and quality assurance' section. Individual changes are listed against each field. New rules added: Contract.CLINSUB.BusinessRule.4 Contract.CONFTE.BusinessRule.4 Contract.ENDCON.BusinessRule.6 Contract.STARTCON.BusinessRule.7 Person.ECRSTAT.BusinessRule.4 Person.REFUOA2014.BusinessRule.3 Amendments to existing rules: Activity.ACTSOC.BusinessRule.1 Contract.RESCON.BusinessRule.2 Contract.RESCON.BusinessRule.3 Contract.SALREF.BusinessRule.2 Person.BIRTHDTE.BusinessRule.3 Person.BIRTHDTE.BusinessRule.4 Person.DATELEFT.BusinessRule.1 Person.ECRSTAT.BusinessRule.1 Person.ECRSTAT.BusinessRule.3 Person.REFUOA2014.BusinessRule.2 Person.RESAST.BusinessRule.2 Person.STAFFID.BusinessRule.3 Rules deleted: Person.RESAST.BusinessRule.3 | |
| 2014-04-30 | 1.3 | COMMIT-stage validation | 1.0 | Release of the COMMIT-stage validation added under the 'Submission process and quality assurance' section of the manual, with the following changes made since the 2012/13 rules: New rules added: Activity.CCENTRE.Exception.2 added to provide a warning when a cost centre returned in the Institutional profile record is not in the Staff record. Person.REGBODY.Exception.2 added to provide a warning when all Activity.CCENTREs = 109 and no occurrence of Person.REGBODY (if exists) = 14. Amendments to existing rules: Contract.RESCON.Exception.1 amended to exclude any contract ending on '(Y2)-07-31' or where another contract is active. Contract.SALREF.Exception.1 amended to match the National Minimum Wage rates as well as only applying to staff members aged 21 or over. Contract.SALREF.Exception.3 amended to increase the threshold to 175,000 based on last year's data. Contract.STARTCON.Exception.1 amended to restrict the rule to staff that receive a new contract during the HESA reporting period. Person.ACTCHQUAL.Exception.1 amended to ensure that no other academic teaching qualification exists if it = 90 or 99. Person.BIRTHDTE.Exception.1 amended to remove any values that are no longer permissible. Person.DATEFHEI.Exception.1 amended to account for breaks in continuous service as well as to remove one value that is no longer permissible. Person.DISABLE.Exception.3 amended to increase the threshold to 99% based on last year's data. Person.HQHELD.Exception.3 amended to restrict the date appointed at the current HEI to >='(Y1)-08-01'. Person.NATION.Exception.1 amended to add a tolerance of 5%. Person.PARLEAVE.Exception.1 amended to change the tolerance level to 1% as well as to change the base population. Person.PARLEAVE.Exception.2 amended to change the tolerance level to 1% as well as to change the base population. Person.PREVEMP.Exception.1 amended to add a tolerance of 5% as well as to remove any values that are no longer permissible. Person.PREVHEI.Exception.1 amended to account for breaks in continuous service as well as to remove one value that is no longer permissible. Person.REGBODY.Exception.1 amended to remove any values that are no longer permissible. Person.SEX.Exception.1 amended to add a tolerance of 5% as well as to remove any values that are no longer permissible. Person.SEXORT.Exception.1 amended to change the tolerance level to 10% as well as to change the base population. Person.SEXORT.Exception.2 amended to change the tolerance level to 10% as well as to change the base population. Person.SEXORT.Exception.3 amended to change the base population. Person.STAFFID.Exception.1 amended to add an exclusion where Person.PREVHEI = 9999. Person.STAFFID.Exception.4 amended to remove any values that are no longer permissible. Rules deleted: Contract.CONFTE.Exception.4 removed as it is now included within Contract.CONFTE.BusinessRule.4. Person.ACTLEAVE.Exception.2 removed as there were too many scenarios where the restriction could be genuine. Person.DISABLE.Exception.1 removed as it was only applicable to C12025. Person.DISABLE.Exception.2 removed as it was only applicable to C12025. Person.ETHNIC.Exception.1 removed as there were too many scenarios where the restriction could be genuine. Person.ETHNIC.Exception.3 removed as it was only applicable to C12025. Person.ETHNIC.Exception.4 removed as it was only applicable to C12025. Person.ETHNIC.Exception.5 removed as it was only applicable to C12025. Person.ETHNIC.Exception.6 removed as it was only applicable to C12025. Person.HQHELD.Exception.1 removed as it is now included within Person.HQHELD.Exception.2. Person.NATIOND.Exception.2 removed as it was only applicable to C12025. Person.NATIOND.Exception.3 removed as it was only applicable to C12025. Person.PREVEMP.Exception.3 removed as it is now included within Person.PREVEMP.Exception.2. | |
| 2014-04-30 | 1.3 | Timetable | 1.0 | Release of the Timetable detailing the key dates and deadlines for the Staff collection, added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-04-30 | 1.3 | Data protection guidance | N/A | A link to the latest Data protection guidance providing information about how Data Protection legislation affects the processing of Staff data by HESA, added under the 'Overview' section of the manual. | |
| 2014-04-30 | 1.3 | Data supply | 1.0 | Release of the Data supply added to the 'File structures for downloadable files' under the 'Submission process and quality assurance' section. | |
| 2014-04-30 | 1.3 | Satisfying the muster for 2012/13 leavers | 1.0 | Release of the Satisfying the muster for 2012/13 leavers document added to the 'File structures for downloadable files' under the 'Submission process and quality assurance' section. | |
| 2014-04-30 | 1.3 | Statement from HEFCE about academic teaching qualifications | 1.1 | Release of a statement from HEFCE about academic teaching qualifications added to the 'Further guidance' section. | |
| 2014-04-30 | 1.3 | Validation kit | N/A | A link to the downloadable validation kit and related help pages, allowing insert-stage validation to be run locally added under the 'Submission process and quality assurance' section of the manual. | |
| 2014-03-13 | 1.2 | Institution.RECID | 1.1 | The valid entry and label has changed to '13025 2013/14 Staff record' in line with the collection reference. | |
| 2014-03-13 | 1.2 | Person.ECRSTAT | 1.1 | The coverage statement has been changed to state that this field should only be returned for staff with an active contract of employment on the REF census date of 2013-10-31. Additional guidance added to the notes section, clarifying the amended coverage statement and that any queries that relate to the REF should be addressed to [email protected]. | |
| 2014-03-13 | 1.2 | Person.REFUOA2014 | 1.1 | The coverage statement has been changed to state that this field should only be returned for staff with an active contract of employment on the REF census date of 2013-10-31 and who are eligible to be submitted to the 2014 REF as Category A staff. Additional guidance added to the notes section, clarifying the amended coverage statement and that any queries that relate to the REF should be addressed to [email protected]. | |
| 2014-03-13 | 1.2 | Person.RESAST | 1.1 | Additional guidance added to the notes section, clarifying Person.RESAST is not used solely for the purposes of REF and that any queries that relate to the REF should be addressed to [email protected]. | |
| 2014-01-14 | 1.1 | Business rules | 1.0 | Release of the business rules, rolled-on from C12025 unchanged. Added under the 'Submission process and quality assurance' section of the manual. | |
| 2013-11-20 | 1.0 | Activity.ACTSOC | 1.0 | Additional guidance added to the Notes section, highlighting that further information on Coding activities and cost centres is available under the 'Further guidance' section of the manual. | |
| 2013-11-20 | 1.0 | Activity.CCENTRE | 1.0 | Additional guidance added to the Notes section, highlighting that further information on Coding activities and cost centres is available under the 'Further guidance' section of the manual. | |
| 2013-11-20 | 1.0 | Activity.CCPROP | 1.0 | Additional guidance added to the Notes section, highlighting that further information on Coding activities and cost centres is available under the 'Further guidance' section of the manual. | |
| 2013-11-20 | 1.0 | Contract.CLINICAL | 1.0 | Additional guidance added to the Notes section, clarifying when the field should be returned. | |
| 2013-11-20 | 1.0 | Contract.CLINSUB | 1.0 | Additional guidance added to the Notes section, clarifying when the field should be returned. | |
| 2013-11-20 | 1.0 | Contract.HEIJOINT | 1.0 | The coverage has been amended to allow non-academic as well as academic staff to be returned in this field. | |
| 2013-11-20 | 1.0 | Contract.HSPEC | 1.0 | Additional guidance added to the Notes section, clarifying when the field should be returned. | |
| 2013-11-20 | 1.0 | Contract.NHSCON | 1.0 | Additional guidance added to the Notes section, clarifying when the field should be returned. | |
| 2013-11-20 | 1.0 | Person.ACTCHQUAL | 1.0 | Valid entry 99 'No qualification held' has had its label changed to 'No academic teaching qualification held' for additional clarity. Additional guidance added to the Notes section, clarifying that only qualifications for teaching in higher education should be returned in this field. A link to the Higher Education Academy (HEA) website has been added. | |
| 2013-11-20 | 1.0 | Person.CURACCDIS | 1.0 | Valid entry XXXX 'Not known or not applicable' removed as it is not valid for this collection. | |
| 2013-11-20 | 1.0 | Person.ECRSTAT | 1.0 | Additional guidance added to the Notes section, providing a link to the Publication of contextual data to the Research Excellence Framework 2014. | |
| 2013-11-20 | 1.0 | Person.ETHNIC | 1.0 | Additional guidance added to the Notes section, clarifying that coverage of the coding frame is different for each of the administrations. | |
| 2013-11-20 | 1.0 | Person.HQHELD | 1.0 | Additional guidance added to the Notes section, clarifying that code 97 'Other qualification' includes any overseas qualification that is not listed. | |
| 2013-11-20 | 1.0 | Person.LOCLEAVE | 1.0 | Additional guidance added to the Description and Notes sections, clarifying that the location of a staff member's employment following the end of their employment at the reporting HEI should be returned in this field. | |
| 2013-11-20 | 1.0 | Person.PARLEAVE | 1.0 | Additional guidance added to the Notes section, clarifying when to use Code 1 'Maternity leave', Code 2 'Additional paternity leave' and Code 3 'Adoption leave'. | |
| 2013-11-20 | 1.0 | Person.PREVHEI | 1.0 | Valid entries 0139 'Queen Mary and Westfield College' and 0195 'Royal Agricultural College' have had their labels changed to 'Queen Mary University of London' and 'Royal Agricultural University' to reflect the current names of the HEIs. | |
| 2013-11-20 | 1.0 | Person.REFUOA2014 | 1.0 | Additional guidance added to the Notes section, clarifying that the letter (and title) for the multiple submissions have been provided to the REF contact at the HEI by the HEFCE REF team. Links to the Expert panels and Publication of contextual data to the Research Excellence Framework 2014 have also been provided. | |
| 2013-11-20 | 1.0 | Person.RELBLF | 1.0 | Additional guidance added to the Notes section, clarifying that coverage of the coding frame is different for each of the administrations. | |
| 2013-11-20 | 1.0 | Person.RESAST | 1.0 | Additional guidance added to the Notes section, providing a link to the Publication of contextual data to the Research Excellence Framework 2014. | |
| 2013-11-20 | 1.0 | Publication of contextual data to the Research Excellence Framework 2014 | 1.0 | Release of the Publication of contextual data to the Research Excellence Framework 2014 added under the 'Further guidance' section of the manual. | |
| 2013-11-20 | 1.0 | N/A | n/a | Release of documentation. |
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