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AP student record 2014/15 - Not in active study

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AP student record 2014/15

Fields required from institutions in England

Not in active study

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valid entries
Short nameNOTACT

This field indicates whether a student has suspended study and/or is no longer actively studying on this student instance.

Applicable toEngland

Compulsory for all instance periods where study is suspended and fields Instance.RSNEND and Instance.ENDDATE are not completed.

Valid entries and labels
1Student is not in active study
2DH/NHS student temporarily stepping-off Continuity Register

This field is used to indicate either that a student was active during the instance period but has now suspended studies or has been inactive for the duration of the instance period.

An entry in this field is not required if the student has completed/left the student instance (Instance.RSNEND and Instance.ENDDATE completed).

Once a record has been returned with an entry in this field, a record with the same combination of UKPRN-HUSID-NUMHUS (UHN) will not be required in subsequent years unless the student returns to resume the instance or a record is being returned to end the instance (by completing (Instance.RSNEND, Instance.ENDDATE and QualificationsAwarded.QUAL (where relevant)).

Code 2 DH/NHS student temporarily stepping-off Continuity Register

The reasons for stepping-on and off are many and varied. The DH core definition of such stepping-off points would be: 'a student who takes a break in study, at an agreed appropriate time, and who plans to return to join a later cohort from the one with which they originally started'.

This provides individuals with the ability to enter or leave a programme of education at a given point, providing maximum flexibility, thereby enabling an individual to consider alternative options of employment and education.

For example, a particular nursing programme allows for stepping-off points at the end of Year 1 (following successful completion of the Common Foundation Programme) and throughout the course.

Reporting students who temporarily suspend studies

The InstancePeriod.NOTACT field is used to indicate where a student temporarily suspends study on the instance. If the student suspends study during the instance period the InstancePeriod.NOTACT flag must be returned and InstancePeriod.STULOAD should be reduced to reflect the fact that the student was not active for a proportion of the reporting period.

For example a student is studying full-time on a programme. The academic year runs from early September to the end of June but at the end of March the student suspends their studies due to ill health. They intend to re-join the course in the following year:

In this scenario you would return the data as follows:

Data item Value returned Reason
InstancePeriod.STULOAD 70 The STULOAD value should be reduced to reflect the proportion of the year that the student was active
InstancePeriod.MODE 01 The mode of study remains as the last active position
InstancePeriod.NOTACT 1 This indicates that the student has suspended studies
Instance.ENDDATE Null Where it is expected that the student will resume studies leaving information should not be returned

Where the student completes all required activity in the current reporting year but informs the provider that they will be taking a break in study in the next reporting year this can be reported in one of two ways:

  1. If it is known prior to submission to HESA that the student will not be resuming study in the next reporting year or next instance period, providers can report the InstancePeriod.NOTACT flag on the latest InstancePeriod record. This will indicate to HESA that the student is not expected in the next return.
  2. If it is not known prior to submission to HESA, in the year in which the suspension occurs the provider will need to return a full instance period record to HESA. Providers can choose either to resend the previous (last active) instance period record with InstancePeriod.NOTACT = 1 and InstancePeriod.STULOAD = 0 or they can create a new instance period reflecting the study period that the student would have followed had they not interrupted studies, again with InstancePeriod.NOTACT = 1 and InstancePeriod.STULOAD = 0. The InstancePeriod.MODE field should in both cases reflect the last active mode of study.

Once the student has been reported to HESA as having suspended studies, a further record is not required until they resume on the instance.

Quality rules
Quality rules relating to this field are displayed here.
Reason required

This field indicates whether a student has suspended study and/or is no longer actively studying on this student instance.

Part of
Field length1
Minimum occurrences0
Maximum occurrences1
Schema components
Element: NOTACT
Related fields
Date modified2014-10-30
Change management notesValid entry 2 'DH/NHS student temporarily stepping-off HIN' relabelled to 'DH/NHS student temporarily stepping-off Continuity Register' in line with the name change from HIN Register to Continuity Register applied elsewhere in the manual. Additional guidance added to this field describing the method for returning students who temporarily suspend studies.

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