Skip to main content

Student record 2014/15

Back to C14051

File structure

Version 1.0 Produced 2014-09-25

The physical file structure to be returned to HESA is based on the logical data model but with repeating elements associated with some of the logical entities expressed seperately.

The repeating elements are:

Entity Repeating element Description
CourseCourseSubjectA JACS subject code and a proportion indicator
ModuleModuleSubjectA JACS subject code and a proportion indicator
InstanceFinancial SupportA financial support type and amount
InstanceLearner Employment StatusEmployment attributes and status (English FE only)
InstanceEmployment status monitoringMonitoring data relating to employment attributes (English FE only)
InstanceLearner funding and monitoringLearner funding code and type (English FE only)
InstanceLearning delivery funding and monitoringLearning delivery funding code and type (English FE only)
InstanceLearning delivery work placementLearning delivery work placement start and end dates (English FE only)
InstanceREFDataA Unit of Assessment code and a proportion indicator

Click on the relevant section of the model to view the fields which collect the attributes associated with each entity or repeating element. Repeating elements with a blue background are returnable for FE students in England only.

Student Data Model
Institution Student Learner Employment Status Employment Status Monitoring Learner Funding and Monitoring Learning Delivery Funding and Monitoring Learning Delivery Work Placement Financial Support Instance Course Course Subject Entry Profile Qualifications on Entry Qualifications Awarded Student on Module Module Module Subject REF Data Mobility

Data format

Data must be returned to HESA as an XML file. XML is the eXtensible Markup Language and is a W3C recommendation. There are many XML training resources on the web, including the W3C Tutorial on XML and the resources of W3Schools.

Files must be encoded with UTF-8 and schema validation will be in place to ensure this. Providers must specify the encoding used in their XML files in the first line of the file (i.e. <?xml version="1.0" encoding="UTF-8" ?>) and to ensure that their files are actually saved with that encoding. If XML files are edited with some text editors and the encoding is not specified or does not match the actual file encoding, there may be problems when submitting these files for validation.

Ordering of attributes for submission

The order in which entities and fields should be submitted is governed by the Cyy051.xsd file, which is ordered according to the following principles:

  • 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 their location.

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