Staff record 2014/15
Quick start guide
Version 1.1 Produced 2015-06-25
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 Institutional Liaison.
Contents: Navigating the HESA website | Navigating the coding manual pages | Coverage of the record | Completing the return | Record contacts
Navigating the HESA websiteBack to top
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 pagesBack to top
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 model and the data items collected together with information about the structure of the record and the schema needed to produce the XML file that you will submit to HESA.
Coverage of the recordBack to top
Who is included in the Staff 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 2012/13 Staff record was collected in respect of the activity which took place between 01 August 2012 and 31 July 2013.
Completing the returnBack to top
What online resources are available to support me in making the return?
The Staff record 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.
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.
When does the data need to be sent to HESA?
Data for the Staff record is collected in-year, reporting in May on activity which has taken place already and will be taking place in the whole of the current academic year. This therefore requires some forecasting on behalf of the HEPs. The HESA data collection system opens at the beginning of May and HEPs are required to have sent a full and verified set of data to HESA by the deadline for last submission in June. There are several deadlines which HEPs must achieve as part of the submission process. It is important that HEPs work to the set deadlines in order to complete the return on time and ensure data quality.
The diagram below illustrates the data collection timeline:
Data is submitted to HESA through the online HESA data collection system. Access to the data collection system is governed by the Identity System (IDS). Multiple users within the HEP can be given access to the system 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 document.
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 contactsBack to top
What is the role of the record contact?
For each of the data streams returned to HESA each year the HEP must nominate a specific record contact. This person will be the first point of contact for HESA in all matters relating to data collection. As such record contacts will receive the relevant access through the Identity System (IDS) that enable registration for the data collection system, data quality queries, which must be responded to, updates to operational documentation and also consultation documents. Whilst the record contact may not necessarily be the person submitting the data they are responsible for overseeing the process locally ensuring that deadlines are met and the submission progresses satisfactorily.
HESA will liaise with the record contact during data collection. 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 such changes immediately.
Need help?
Contact Liaison by email or on +44 (0)1242 388 531.