Staff 2014/15: Support guides

We collect data across a number of streams. These streams focus on different aspects of higher education.

The Staff stream collects data about staff employed in the UK at a higher education provider. Details of which staff need to be returned to us are included in the Coverage document found in the Coding manual.

The data we collect on behalf of the sector is provided to governments and funding bodies in order to support the regulation of higher education. We also make anonymised data available to the public to enhance understanding of UK higher education and to support its advancement.

Our coding manuals provide you with all the necessary documentation to support your data return. The coding manual contains technical documents giving detailed information on the record's coverage, data specification and submission formats. Familiarising yourself with these documents will help you make an accurate and timely return.

Each collection has its own coding manual which can be found in the Data collection section of our site. By default, you will land on the open collection for each record; you can then select previous or future years.

The coding manuals will be updated throughout the data collection cycle and Record Contacts informed by email when new versions are made live. Be sure to check the manual's Revision history for a summary of changes.

The below table provides an overview of the data collection schedule. A more detailed timetable can be found in the Coding manual.

You submit data via our Data Collection system. To access this, you will need to have an appropriate role in our Identity System (IDS). We publish an IDS user guide which includes information on creating and editing your account.

You will need to be given access to the Data Collection system by the relevant Record Contact at your provider.

Once you have access to the system you will be able to upload files and track the progress of the collection.

The coding manual homepage includes all the technical information you require, including:

• The data specification
• File format specifications
• A detailed collection schedule
• Our XML data entry tool (available for some streams)
• Quality rules.

This Support guides page collects together the following resources:

• User guide
• Data collection system: Known issues and release history.

In the Support area of the HESA website, you can find:

• User guides for our Identity System (IDS) and Issue Management System data quality database (HESA subscribers only).
• Support with using XML files
• Our XML amalgamator tool and Validation kits available for some collections.

Our Data innovation section includes information about:

• Open and recently completed record reviews, including information about changes we are implementing
• Our Data Futures programme which will transform the higher education information landscape.

In the About section, you can find:

• Details of who we are and what we do
• Information about data protection 
• Information for providers including the Code of practice for HE data collections, and information about subscription rates and the fixed database facility.

Our expert analysts have a thorough understanding of our records and processes. We are here to support you throughout the data submission process.

Contact Liaison by email or on +44 (0)1242 388531 

Find out more about Liaison

Our JISCMail groups allow you to discuss specific streams with colleagues from across the sector. We also use the lists to circulate news regarding data requirements and coding manual and validation kit releases.

Join the HESA-Staff JISCMail list

If you encounter any problems, contact Liaison

Changes made to the Staff record for 2014/15

A document summarising the changes that have been made to the Staff record for 2014/15 can be found in the coding manual. A full list of the changes can be found in the Revision history for the coding manual. Any changes made to the 2014/15 Staff record after the first release of the manual will also be documented here, so you should frequently reference this web page.

Accessing the Data Collection System

From 2014/15 onwards, access to the data collection system for the forthcoming C14025 collection, as well as Minerva, will be governed through our Identity System (IDS).

The Staff record contact for each provider will have access to the data collection system and through the IDS will be able to invite additional colleagues to also have access to the system to submit data and view reports. This replaces the previous system of access codes and PINs. Further information can be found in the IDS User Guide.

Together with the UK funding councils, we are soon to publish a code of practice on data collection. Formally the code comes into practice from the reporting year 2015/16. However, given the nature of the code, it is expected that providers will wish to ensure that their 2014/15 returns are prepared in a way that is consistent with the code.

HEFCE intend to publish initial data on staff teaching qualifications at each provider in Autumn 2015 based on the 2013-14 staff record. It is anticipated that this will be the first of an annual series of publications. The levels of unknown data continue to be a concern to HEFCE and any published statistics will clearly highlight the extent of unknown data at each provider.

C14042 Estates management record 2014/15

Staff record information is included in some of the data items contained in the Estates management data collection. Please ensure that you liaise with colleagues completing this return to provide them with the necessary information to complete the associated staff FTE data items. Details about the collection can be viewed at C14042.

Data supply files

The Data supply files are available to download following every test_commit/commit transaction. These files are designed to provide the Person, Contract and Activity tables as downloadable .csv or XML files during the data collection process. This enables you to replicate the populations used in the check documentation. The files can also be exported to your local systems to act as a basic data management tool. 

Check documentation

You are reminded that responsibility for data quality rests with providers, and that we aim to support you in ensuring your data is of the highest quality through the provision of check documentation and parallel scrutiny of the same. You are therefore advised to ensure that sufficient time is spent examining the check documentation produced through a commit, to check that errors have not been introduced that would cause any degradation to data quality. As you are in a better position than us to recognise more detailed anomalies within your data, using local knowledge of the intricacies of your own organisations, you are strongly encouraged to closely scrutinise the check documentation reports.

To assist you in the role of review of committed data, we provide a guide the interpretation of check documentation. This guide will be available from the C14025 coding manual.

Responding to Minerva queries

You are required to actively engage with data quality checking and the resolution of Minerva queries during the collection period. Best practice suggests you interact with Minerva and our data collection system frequently throughout the checking period. This allows you to gradually resolve issues either through providing explanations of genuine data or submitting revised data that corrects issues. Through adopting this approach, you can iteratively improve the quality of your data and expose issues in a timely manner leading to better quality returns.

As a guide we expect that these queries should be answered within 5 working days.

We expect you to have responded to all queries raised prior to sign-off by the head of your provider. Failure to do so may result in the sign-off not being accepted.

Known issues

All reported issues are available under Known issues. These include any fixed and open issues that we are aware of.

Derived field specifications 

Full details of the derived fields that we use in analysis of the C14025 Staff record data are available from the C14025 coding manual page.   

Record contact changes

The record contact is the first point of communication during data collection. Access to our data collection system is also managed by the nominated record contact. If these details change please ensure you notify Liaison to prevent any delay in the granting of this access.

Experiencing an issue not listed here? Let us know.

A. Sending data

Send data by clicking on the 'send data' button in the data collection system. Note that actions not currently available will be greyed out.

Browse your computer to locate the file you wish to submit, and upload the file to the data collection system. 

Tips:

• Files can have any name
• Files must be in XML and conform to the relevant XML Schema Definition (XSD) file
• Files can be compressed using PKZip/WinZip which will significantly reduce the upload time
• Only a single file can be held on the system.

B. Validation

Automated validation checks (quality rules) will now run.

Further details on the quality rules which apply to this collection can be found in the coding manual.

The Quality rules report will contain the details of any rules triggered by the submission. Make any necessary amendments to the data and resubmit the file to the system. To pass validation, the file must not trigger any validation errors.

You can run some of these validation checks through our validation kit before submitting data to the data collection system. The kit enables you to test your data locally against schema and business stage validation rules prior to submission. You are strongly encouraged to use the validation kit as part of your data preparations.

Remember that you need to process and pass the business-stage validation in order to meet the requirements of the return deadline.

How to obtain a switch

When errors are triggered in the Data Collection system but the data has been checked and is genuine, you need to request a switch. This is because your file will not pass the validation requirements of the collection deadlines if there are any remaining errors.

Please email your switch request to Liaison, stating which rule is causing the error to be triggered and for how many records, together with an explanation as to why the data is genuine.

This will then be forwarded to your funding council/regulator for them to review. They may agree the switch, ask for more information or state how they wish the data to be returned so that an error is no longer triggered.

This request should be sent well in advance of any deadline, to allow sufficient time for a decision to be made.

When a switch has been agreed, it will be applied to your data for the count specified and the data will be reprocessed. This will resolve the error.

If the count increases, the rule will be triggered again, and you will need to request that the count on the switch be increased. This will be forwarded to your funding council/regulator for approval.

To proceed to the next stage in the submission process, a valid file needs to have been submitted. The data will then be classed as 'committable' and the option to process a COMMIT transaction will be made available through the data collection system.  

Prior to committing data, you should review all of the reports produced on the data collection system and make any necessary corrections to the data.

The COMMIT transaction sends a copy of your submission to our data quality assurance team and, where appropriate, to the relevant funding council. We analyse your return in parallel with your own analysis.

Decommitting

A passed commit transaction will lock the system to prevent the data from being amended. This is to allow our data quality assurance team to analyse the submission. To unlock the system you will need to request a DECOMMIT transaction.

Request a decommit by email or on +44 (0)1242 388531

Remember that you need to process and pass a COMMIT transaction in order to meet the requirements of the commit deadline.

Once we have analysed your committed return, data quality queries will be posted onto the Issue Management System data quality database. Relevant users will be notified by email when these queries are available to view. The Issue Management System user guide provides help on using the Issue Management System.

Access the Issue Management System data quality database

Once your data has passed all the stages of validation, and any issues highlighted during credibility checking have been addressed, we will set the return to CREDIBLE. This produces the sign-off form.