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Staff record 2014/15

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Revision history

This table lists changes and additions to the record specification and supporting documentation.

Jump to version:   1.0 | 1.1 | 1.2 | 1.3 | 1.4 | 1.5 | 1.6 | 1.7

Version 1.7 (2015-09-04)Back to top

Element Element version Notes
Clinical academic salary values 1.0 Release of the Clinical academic salary values added under the 'Further guidance' section of the coding manual.

Version 1.6 (2015-08-20)Back to top

Element Element version Notes
Check documentation 1.1 The Check documentation has been updated to include the latest pay spine information for academic and support staff in item 15d.
Single pay spine 1.0 Release of the Single pay spine added under the 'Further guidance' section of the coding manual.

Version 1.5 (2015-06-25)Back to top

Element Element version Notes
Activity.ACTSOC 1.1 The guidance has been updated in the Notes section to provide a link to the Warwick IER Cascot web page.
Check documentation 1.0 Release of the Check documentation added under the 'Submission process and quality assurance' section of the coding manual.
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 coding manual.
Check documentation guide 1.0 Release of the Check documentation guide added under the 'Submission process and quality assurance' section of the coding manual.
Data supply 1.1 The Data supply webpage has been updated to remove underscores from data items with multiple occurrences to bring the Staff record in line with other HESA collections.
Derived field specifications N/A Release of the Derived field specifications added under the 'Data specification' section of the coding manual.
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 coding manual.
Quick start guide 1.1 All references to the former access control methodology for the Data Collection System have been updated.

Version 1.4 (2015-04-30)Back to top

Element Element version Notes
Contract.Activity 1.2 Business stage rule 1 added to prevent the return of more than three occurrences of the Contract.Activity entity when the specified criteria is not met.
Contract.ENDCON 1.1 Business stage rule 1 updated to remove references to the ReasonForNull attribute. Business stage rules 2 and 3 deleted following the removal of the ReasonForNull attribute.
Contract.HEIJOINT 1.1 Business stage rule 1 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Contract.RESAST 1.2 Business stage rules 1 and 2 added to enforce the coverage of the data item.
Contract.SALREF 1.1 Business stage rules 1 and 2 updated to increase the salary threshold in line with the National Minimum Wage.
Contract.STARTCON 1.1 Business stage rule 3 updated to remove references to the ReasonForNull attribute. Business stage rules 4 and 5 deleted following the removal of the ReasonForNull attribute.
Contract.TCHWLH 1.1 Business stage rules 1 and 2 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.ABLWELSH 1.1 Business stage rules 1 and 2 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.ACTCHQUAL 1.1 Business stage rule 1 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.DATEFHEI 1.1 Business stage rules 2 and 3 deleted following the removal of the ReasonForNull attribute.
Person.ETHNIC 1.1 Business stage rules 1, 2 and 3 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.NATIOND 1.1 Business stage rules 1 and 2 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.PREVEMP 1.3 Business stage rule 3 added to prevent the return of valid entry 20 'Working in the voluntary sector' for members of staff with a contract start date after 2014-07-31.
Person.RELBLF 1.1 Business stage rules 1, 2 and 3 updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Person.STAFFID 1.1 Business stage rule 3 updated to include higher education providers (HEPs) 0229 'The National Film and Television School' and 0230 'Plymouth College of Art'.
Business stage quality rules 1.1 The Business stage quality rules have been updated for the 2014/15 collection under the 'Submission process and quality assurance' section of the coding manual. Individual changes are listed against each data item. Business stage rules added: Contract.Activity.BusinessRule.1 Contract.RESAST.BusinessRule.1 Contract.RESAST.BusinessRule.2 Person.PREVEMP.BusinessRule.3 Business stage rules amended: Contract.ENDCON.BusinessRule.1 Contract.HEIJOINT.BusinessRule.1 Contract.SALREF.BusinessRule.1 Contract.SALREF.BusinessRule.2 Contract.STARTCON.BusinessRule.3 Contract.TCHWLH.BusinessRule.1 Contract.TCHWLH.BusinessRule.2 Person.ABLWELSH.BusinessRule.1 Person.ABLWELSH.BusinessRule.2 Person.ACTCHQUAL.BusinessRule.1 Person.ETHNIC.BusinessRule.1 Person.ETHNIC.BusinessRule.2 Person.ETHNIC.BusinessRule.3 Person.NATIOND.BusinessRule.1 Person.NATIOND.BusinessRule.2 Person.RELBLF.BusinessRule.1 Person.RELBLF.BusinessRule.2 Person.RELBLF.BusinessRule.3 Person.STAFFID.BusinessRule.3 Business stage rules deleted: Contract.ENDCON.BusinessRule.2 Contract.ENDCON.BusinessRule.3 Contract.STARTCON.BusinessRule.4 Contract.STARTCON.BusinessRule.5 Person.DATEFHEI.BusinessRule.2 Person.DATEFHEI.BusinessRule.3
Data supply 1.0 Release of the Data supply webpage added to the 'File structures for downloadable files' under the 'Submission process and quality assurance' section of the coding manual.
Exception stage quality rules 1.0 Release of the Exception stage quality rules for the 2014/15 collection added under the 'Submission process and quality assurance' section of the coding manual. The following changes have been made since the 2013/14 Exception stage quality rules:
Exception stage rules added:
Person.BIRTHDTE.Exception.2 Exception stage rule 2 added to validate against 'default' birth dates returned by some higher education providers (HEPs).
Person.CLINARD.Exception.1 Exception stage rule 1 added to validate against large variations in staff numbers between years.
Contract.SALREF.Exception.6 Exception stage rule 6 added to support the changes to Contract.SALREF.BusinessRule.1.
Exception stage rules amended:
Person.ACTCHQUAL.Exception.2 Person.ACTCHQUAL.Exception.3 Contract.CLINICAL.Exception.1 Contract.LEVELS.Exception.2 Person.PREVHEI.Exception.2 Person.PREVHEI.Exception.3 Person.STAFFID.Exception.1 Person.STAFFID.Exception.5 Eight exception stage rules updated with references to higher education institution (HEI) replaced with higher education provider (HEP). References to institution (as a short-hand for higher education institution) have been changed to provider.
Contract.CONFTE.Exception.1 Contract.CONFTE.Exception.2 Contract.CONFTE.Exception.3 Three exception stage rules updated to include a tolerance of 5%.
Person.PARLEAVE.Exception.1 Person.PARLEAVE.Exception.2 Person.SEXORT.Exception.1 Person.SEXORT.Exception.2 Person.SEXORT.Exception.3 Five exception stage rules updated with amendments made to the wording of the rule text for clarity.
Contract.SALREF.Exception.1 Exception stage rule 1 updated to increase the salary threshold.
Contract.SALREF.Exception.2 Exception stage rule 2 updated to reorder the list of data items.
Exception stage rules deleted:
Person.REFUOA2014.Exception.1 Person.REFUOA2014.Exception.2 Two exception stage rules deleted following the removal of Person.REFUOA2014.
Expected contract population 1.0 Release of the Expected contract population webpage added to the 'File structures for downloadable files' under the 'Submission process and quality assurance' section of the coding manual.

Version 1.3 (2015-02-26)Back to top

Element Element version Notes
All data items and documents N/A Business stage validation and Exception stage validation is now collectively referred to under the umbrella term Quality rules rather than validation rules in all associated documentation.
Contract.RESAST 1.1 The coverage statement has been amended to reflect that this data item has moved to the Person.Contract entity. Guidance that has been made redundant by this entity change has been removed from the Notes section.
Contract.SOBS 1.1 The label for valid entry 02 has changed to 'Partly financed by the higher education provider' to re-align with the terminology used in the Finance record.
Person.ORCID 1.1 Data type amended to permit the final character in an ORCID to be an X, as per the standard for this identifier.
Person.PREVEMP 1.2 Additional guidance added to the Notes section, clarifying that for the purposes of this field The University of Buckingham is considered to be a higher education institution (HEI).
Person.PREVHEI 1.1 The label for valid entry 0113 has changed to 'Brunel University London' to reflect the current name of the higher education institution (HEI). The label for valid entry 9999 has changed to 'Higher education institution (HEI) not listed/not known' to reflect that this field is restricted to recording HEIs only, rather than all HE providers. Additional guidance added to the Notes section, clarifying that for the purposes of this field The University of Buckingham is considered to be a HEI.
Business stage quality rules 1.0 Release of the Business stage quality rules, rolled-on from the 2013/14 collection unchanged. Added under the 'Submission process and quality assurance' section of the manual.
Coding activities and cost centres 1.1 Additional guidance added to the Notes section, clarifying the criteria required for six occurrences of the Contract.Activity entity to be submitted, rather than the standard maximum restriction of three.
Data collection schedule 1.0 Release of the Data collection schedule, added under the 'Submission process and quality assurance' section of the coding manual.
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 coding manual.

Version 1.2 (2015-01-15)Back to top

Element Element version Notes
Contract.Activity 1.1 Additional guidance added to the Notes section, clarifying the criteria required for six occurrences of the Contract.Activity entity to be submitted, rather than the standard maximum restriction of three.
Person.PREVEMP 1.1 Reinstatement of valid entry 20 'Working in the voluntary sector' for members of staff with a Person.DATEFHEI before 2014-08-01, to remove the burden of resurveying staff for this field.

Version 1.1 (2014-11-06)Back to top

Element Element version Notes
All data items N/A The data item webpages have been reordered to increase the prominence of the valid entries and labels.
All data items, valid entries and documents N/A References to higher education institution (HEI) have been replaced with higher education provider (HEP). Reference to institution (as a short-hand for higher education institution) has been changed to provider. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Contract.Activity 1.0 The maximum number of occurrences has been increased to six as per the 'Notification of changes for 2014/15' documentation, to allow for more than three instances of this entity to be returned when the required criteria is met.
Contract.CLINSUB 1.0 Addition of valid entry 1504 'Bacteriology' as per the 'Notification of changes for 2014/15' documentation, to accommodate changes to the medicine speciality groups and sub-specialities listed by the Medical Schools Council.
Contract.ENDCON 1.0 Data type adjusted from 'DateWithNullStructure1' to 'DateType' as per the 'Notification of changes for 2014/15' documentation, in order to remove the 'ReasonForNull' attributes formerly available in the schema. These have been removed due to the absence of a need for such attributes.
Contract.NHSCON 1.0 The labels for valid entries 1, 2 and 3 have changed to 'Higher education provider contract and NHS honorary contract (excluding those with contracts in Nursing and Midwifery purely for the purpose of supervision of placements)', 'Separate higher education provider and NHS contracts' and 'Joint higher education provider/NHS or primary/community healthcare contracts' in line with the references to higher education institution (HEI) being replaced with higher education provider (HEP) and references to institution (as a short-hand for higher education institution) being changed to provider. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Contract.RESAST 1.0 Field moved from the Institution.Person entity to the Person.Contract entity to enable research assistants to be identified on the basis of their contract(s).
Contract.SOBS 1.0 The labels for valid entries 01 and 02 have changed to 'Wholly general financed by the higher education provider' and 'Partly general financed by the higher education provider' in line with the references to higher education institution (HEI) being replaced with higher education provider (HEP) and references to institution (as a short-hand for higher education institution) being changed to provider. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Contract.STARTCON 1.0 Data type adjusted from 'DateWithNullStructure1' to 'DateType' as per the 'Notification of changes for 2014/15' documentation, in order to remove the 'ReasonForNull' attributes formerly available in the schema. These have been removed due to the absence of a need for such attributes.
Person.ACTLEAVE 1.0 The labels for valid entries 01 and 02 have changed to 'Working in a higher education provider' and 'Working in another education provider' in line with the references to higher education institution (HEI) being replaced with higher education provider (HEP) and references to institution (as a short-hand for higher education institution) being changed to provider. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Person.CURACCDIS 1.0 The maximum number of occurrences has been increased to three as per the 'Notification of changes for 2014/15' documentation, to allow for more instances of this field to be returned.
Person.DATEFHEI 1.0 Data type adjusted from 'DateWithNullStructure1' to 'DateType' as per the 'Notification of changes for 2014/15' documentation, in order to remove the 'ReasonForNull' attributes formerly available in the schema. These have been removed due to the absence of a need for such attributes.
Person.ECRSTAT 1.0 Field removed from the Staff record as per the 'Notification of changes for 2014/15' documentation, this field related exclusively to the Research Excellence Framework undertaken by higher education providers in October 2013 and is therefore no longer required.
Person.ORCID 1.0 Field added to the Staff record as per the 'Notification of changes for 2014/15' documentation, this field will record a unique sector-wide identifier for members of staff to allow for career tracking within the higher education sector.
Person.PREVEMP 1.0 Addition of valid entries 22 'Working in the voluntary sector in the UK' and 23 'Working in the voluntary sector in an overseas country' as well as the removal of valid entry 20 'Working in the voluntary sector' as per the 'Notification of changes for 2014/15' documentation, to enable members of staff in the voluntary sector to be identified as working in either the UK or in an overseas country. The labels for valid entries 01, 02, 03, 04, 07, 09, 11, 12, 13 and 14 have changed to 'Another publicly funded higher education institution in the UK', 'Publicly funded higher education institution in an overseas country', 'Other education provider in the UK', 'Other education provider in an overseas country', 'Student in the UK', 'NHS/General medical or General dental practice in the UK', 'Other public sector in the UK', 'Private industry/commerce in the UK', 'Self-employed in the UK' and 'Other employment in the UK' in line with the references to higher education institution (HEI) being replaced with higher education provider (HEP) and references to institution (as a short-hand for higher education institution) being changed to provider as well as to ensure consistency across the valid entries. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Person.PREVHEI 1.0 Addition of valid entries 0229 'The National Film and Television School' and 0230 'Plymouth College of Art'. The label for valid entry 9999 has changed to 'Higher education provider (HEP) not listed/not known' in line with the references to higher education institution (HEI) being replaced with higher education provider (HEP) and references to institution (as a short-hand for higher education institution) being changed to provider. The change enables HESA to refer collectively to both publicly funded higher education institutions and privately funded alternative providers within its constituency.
Person.REFUOA2014 1.0 Field removed from the Staff record as per the 'Notification of changes for 2014/15' documentation, this field related exclusively to the Research Excellence Framework undertaken by higher education providers in October 2013 and is therefore no longer required.
Coverage of the record 1.0 Additional guidance added to the Coverage of the record, clarifying exclusions to the coverage.
C14025.xsd N/A The schema sequence for submitting data items has been reordered as per the 'Notification of changes for 2014/15' documentation.

  • Entities are presented in parent-child order, starting with the 'Institution entity'
  • Fields within entities are presented in the order of primary key fields, candidate key fields, foreign key fields, and non-key fields.
  • Child entities then follow.
  • Each field or entity within a parent entity is presented in alphabetical order to aid its location.
C14025CodeList.xsd N/A Attributes have been removed from the 'CodeContentType' extension base. These have been removed due to limited usage within the higher education sector and the absence of a need for such attributes.
C14025DataTypes.xsd N/A Data types have been removed due to the discontinuation of the 'ReasonForNull' attributes formerly available in the schema as per the 'Notification of changes for 2014/15' documentation. These have been removed due to the absence of a need for such attributes. The removed data types are:

  • DateWithNullStructure
  • DateWithNullStructure1
  • DateWithNullStructure9
  • ReasonForNullType
  • ReasonForNullType1
  • ReasonForNullType9
Where used, these data types have been substituted with existing types which do not feature the attributes. These changes are listed against the individual fields affected.

Version 1.0 (2014-03-10)Back to top

Element Element version Notes
Publication of known changes for the 2014/15 record.
For more detail, please see the Notification of changes for 2014/15.

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