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Estates management record 2013/14

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Quick start guide

Version 1.0 Produced 2014-08-15

New to HESA?

This page contains some useful information to get you started in navigating the coding manual pages and finding the information you need to complete the return.

If you cannot find the information that you are looking for on the HESA website please contact the Institutional Liaison team, by either emailing [email protected] or telephoning 01242 211144.


Navigating the HESA website

The toolbar along the top of the website page can be used to direct you to the area of the HESA website that is relevant to your needs. Selecting one of the options from this toolbar will generate a drop-down menu showing further options to choose from. For example, selecting 'Data Collection' generates the following menu:


The first column of this menu provides links to the coding manual pages for each data stream that HESA collects. The second column relates to the data collection system and the third and final column provides additional information that applies to more than one collection.

Navigating the coding manual pages

For each data collection HESA publishes a coding manual to provide higher education providers (HEPs) with all the necessary documentation associated with the record requirements. The coding manuals can be accessed by selecting the 'Data Collection' option from the toolbar at the top of the screen on the HESA website. Once a data stream has been selected from the menu presented, the user will then be taken, by default, to the pages relevant to the current collection. This landing page, containing a number of sections, is referred to collectively as the coding manual.

Thus the coding manual contains a range of information relating to a specific collection, such as the data specification, submission process, quality assurance, and the onwards use of the data, and as such is an essential point of reference for both HEPs making the return, and those using the data. If you are new to HESA, the 'Overview' section of the coding manual contains some background information on the collection and so may be a useful starting point.

The 'Data specification' section of the coding manual contains detailed information relating to the data items collected. Within the Data Items page you will find a full list of the items collected and the associated guidance.

Coverage of the record

Which items are included in the Estates management record?

Full details of the coverage of the record can be found in the Coverage of the record document in the coding manual page, shown under the 'Data specification' section heading.

What is the reporting period?

All HESA records are collected on the basis of the HESA reporting period, which determines the period of time the data being returned relates to. This ensures consistency across the data streams collected. The reporting period is from 01 August year 1 to 31 July year 2, for example the 2013/14 Estates management record was collected in respect of the activity which took place between 01 August 2013 and 31 July 2014.

Completing the return

What online resources are available to support me in making the return?

The coding manual details all of the data items collected in the record, the valid entries for each and notes of guidance relevant to the coding of the information returned. Issue of each version of the coding manual is accompanied by Release notes and any changes to the coding manual are detailed in the Revision history document. It is therefore essential that HEPs are familiar with the coding manual and make frequent reference to it when completing the return.

An Excel submission template will be made available from the coding manual landing page to assist institutions in capturing the data before the collection opens.

The data collection hub gives important information relating to the data collections, for example data return deadlines together with other useful resources. It also includes a data collection diary that can be downloaded onto your computer to assist with local planning.

How is data submitted to HESA?

Data is submitted to HESA through the online HESA data collection system known as 'Aardvark'. The system opens approximately six weeks before the return date for the record. To enable access to the system two forms of security 'tokens' are sent to each record contact ahead of the system opening and via separate media. For security reasons HESA cannot provide these tokens to anyone other than the named record contact, so it is important to ensure that these contact details are kept up to date. However wider access to the system can be managed locally within the HEP at the discretion of the record contact. Once users are registered for the system they are able to both upload files and view reports. More information on the submission process and interaction with the system is available in the Help with the data collection system.

Information relating to the submission and validation of data can be found in the coding manual under the 'Submission process and quality assurance' section heading.

Record contacts

What is the role of the record contact?

For each of the data streams returned to HESA the institution must nominate a record contact. This person will be the point of contact for HESA and will receive operational documentation such as the access and PIN codes which enable registration for the data collection system, alongside data quality queries, updates and consultation documents. Whilst the record contact may not necessarily be the person submitting the data they are responsible for overseeing the process and ensuring that deadlines are achieved and the submission progresses.

HESA will liaise with the record contact during data collection and some specific information, such as the access and PIN codes, can only be provided to this named person. It is therefore essential that HESA are informed of any changes to contact details as soon as possible.

How are contacts nominated?

HESA undertakes an annual contact management exercise whereby the head of the HEP is requested to nominate a contact for each record and provide their full contact details. It is understood that there may be changes to the contacts within year, however HEPs are requested to notify Institutional Liaison of any changes as soon as possible. In the future it will be possible for this process to be managed entirely within the institution through the IDS.

Need help?

Contact Liaison by email or on +44 (0)1242 388 531.