Skip to main content

Aggregate offshore 2014/15: Support guides

This page provides an overview of the 2014/15 Aggregate offshore collection (C14052).

This should be used alongside the C14052 coding manual, which provides more detailed, technical information about the collection.

Need help? Contact us by email or on +44 (0)1242 211144

Aggregate offshore overview

What is the Aggregate offshore stream?

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

The Aggregate offshore stream collects data about students studying wholly outside the UK who are either registered with or studying for an award of a UK higher education provider. Details of which students 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 fundng 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.

What is a coding manual?

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.

Data collection schedule

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

Period Actions
August 2015 C14052 data collection opens
30 September 2015 Return date
13 October 2015 Commit date
7 November 2015 Last submission
10 November 2015 Sign off
How do I submit data to HESA?

You submit data via our online 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, track the progress of your submission, view data quality issues and download reports. An overview of the submission and validation process is given below. Further details are provided in the Coding manual under the 'Submission process and quality assurance' section heading.

Submit data

Where can I find...?

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:

  • Preparation guide
  • Stream user guide
  • Data collection system: Known issues and release history.

In the Contact and support area of our site, you can find:

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 us section, you can find:

Where can I find further help with the Aggregate Offshore record? Who are Liaison?

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

Our Aggregate offshor support is led by Janet, although any member of our team will be able to help.

Contact Liaison by email or on +44 (0)1242 211144 

Find out more about Liaison

Preparation guide

Collection news (C14052)

A summary of the changes to the Aggregate offshore record for 2014/15 since 2013/14 is available from the revision history on the C14052 coding manual. Any changes made to the 2014/15 Aggregate offshore record after the first release of the manual will also be documented here.

HESA Identity System

We have now introduced our Identity System (IDS), which serves as a single-sign-on portal governing access to all our websites This means that you will only have one username and password to access all of our services. Use of this portal will be rolled out across our web applications over the coming months.

Release of our Identity System is particularly significant to Aggregate offshore record contacts as access to the data collection system for forthcoming collections will be governed through IDS. IDS will also give record contacts control over granting and revoking roles relating to submitting and viewing data as required.

If you have not already registered for IDS and attempt to log onto the Minerva site, you will be redirected to the IDS where you will be required to set up an account, allowing you to access the Data Collection System and Minerva.

The Identity System IDS User Guide provides detailed help with using this system and more information about permissions.

The AOR 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.

Key Changes for C14052 2014/15: New User Interface and Submission Process

Our data collection system has been upgraded for this year. These upgrades include an improved user Interface, streamlined submission process bar and new style reports. This is now accessed through a different web page to previous collections: https://datacollection.hesa.ac.uk.

You will be able to send a file to the system earlier than previous years. This year the file will be processed as far as possible, producing as many reports as available, subject to satisfying schema and Entry Profile rules. There is no longer a test commit option; every time you send data the system effectively carries out a test commit. Once all quality rule errors have been resolved the option to Commit will appear in the process bar. 

Reminders (C14052)

Validation kit

The new Validation kit for the 2014/15 student data is now available to download. A user guide for the kit is available from the same link. The new kit has both increased functionality and a greatly improved processing speed. This allows users earlier access to validation processes and to test against a wider set of quality rules. Please note that if you have a previous version of the Validation kit, it will not be updated to include the C14052 quality rules; you will need to download the new Validation Kit.

Minerva Queries

We expect you to respond to all Minerva queries within the collection window. As a guide we expect that these queries should be answered within 5 working days.

Derived field specifications     

Full details of the derived fields we use in analysis of the C14052 Aggregate offshore record data are available from the C14052 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.

Stages of data submission

Stage 1: Submitting and validating data

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.

Data collection system - Process flow

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.

Stage 2: Committing and decommitting data

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 211144

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

Stage 3: Credibility checks

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

Access the Minerva Data Quality database

Stage 4: Sign off

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.

When data is set to credible, a link to the sign-off form is automatically emailed to the head of the submitting organisation as well as the appropriate record contact. The form should be completed and signed by the head of the reporting organisation and returned to us by email or post. This verification offers both you and us assurances regarding onward use of the data.

Sign-off completes the data collection process.