KIS collection 2013/14
Timescales for data collection - stages of data submission
Version 1.1 Produced 2013-04-29
The document below is designed to guide institutions through the stages of data submission for the KIS record.
At a glance
|August 2012 to March 2013||Institutions' local preparation|
|21 March 2013||Validate data locally using validation kit|
|April 2013||C13061 preparation guide for HEIs released|
|29 May 2013||C13061 data collection opens|
|July 2013||NSS and DLHE (C11018) data added|
|22 August 2013||Last submission and sign-off|
|September 2013||System re-opens for updates|
|September 2013||Longitudinal DLHE data added|
Institutions should read the C13061 KIS record coding manual and associated documentation for details of the requirements for the return.
During these months institutions will need to load and maintain local record systems.
The first version C13061 validation kit is made available to download from Validation kits. This version of the kit contains the updated business rules for C13061 and is released to assist institutions in preparing their data ahead of the data collection system opening.
The kit enables institutions to test their data locally against the first-stage validation ahead of the main collection opening in the spring. Institutions are strongly encouraged to use the validation kit as part of their data preparations.
Any problems with the validation kit are detailed in the known issues page and institutions are advised to contact Institutional Liaison ([email protected]) if they encounter any issues with the validation kit not already listed.
In advance of the main collection opening in May, HESA releases a preparation guide for HEIs. This provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's statutory customers wish institutions to pay particular attention to during coding and submission and information relating to the data collection system. HEFCE will publish a separate communication for FECs.
Notification of the publication of this guide will be sent to HESA KIS record contacts, and is also circulated on sector mailgroups such as the HESA-KIS JISC mailgroup. If you would like to join this mailgroup please contact Institutional Liaison.
The C13061 collection database opens on the HESA data collection system (for HEIs) and the HEFCE extranet (for FECs) for institutions to test files against the full range of validation and exception checks ahead of the last submission and sign-off date deadline.
For HEIs only:
A user guide for the submission of C13061 KIS record data to the HESA data collection system (HEIs only) can be found at KIS record (Cyy061).
Access and PIN codes for this system will be distributed to HESA KIS record contacts when the system opens.
HESA monitors all transactions on the data collection system to ensure institutions are progressing reasonably and not encountering difficulties. However if you require assistance with the submission process, please contact Institutional Liaison.
In July the NSS and DLHE data will be provided for institutions. The UNISTATS file and other reports which reference this data will then become available for institutions to download and review. From this point onwards it will be possible for institutions to sign-off the KIS data provided all errors have been resolved.
Institutions are required to send complete data that has passed all staged of validation to HESA (HEIs) or HEFCE (FECs) by 22 August 2013.
A single validation failure will result in no data being imported into the system. Data which fails validation will not be considered to have been returned to HESA or HEFCE.
For HEIs only:
For HEIs the sign-off procedure for C13061 differs from that of the C12061 collection:
||Once the submitted data has passed all stages of validation and all externally provided data is available a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be returned to HESA. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off.|
Towards the end of September the HESA data collection system and HEFCE extranet will re-open to enable institutions to submit updated or amended data for inclusion on UNISTATS. In order for the amended data to be published the data will need to be signed-off again.
In September the data from the Longitudinal DLHE survey will become available for use in UNISTATS. The individual UNISTATS file for the institution will be reprocessed to include this information and no further action from the institution, including sign-off, will be required. This reprocess is for information only.
Contact Liaison by email or on +44 (0)1242 388 531.