Alternative provider student record 2014/15
Understanding student instance continuity and the UHN link
Version 1.1 Produced 2015-09-24
- What is the UHN?
- The instance entity
- How the UHN link works
- Students not in active study
- Expected population for the next year
- Breaking the UHN link
- Assigning the Instance.NUMHUS to an instance
What is the UHN?
The UHN is a combination of three fields, the Provider.UKPRN, the Student.HUSID, and Instance.NUMHUS, which uniquely identify an instance of study. The Provider.UKPRN identifies the provider at which the student is registered, the Student.HUSID identifies the student and the Instance.NUMHUS identifies particular studies leading to a course aim.
UHN = UKPRN (U) + HUSID (H) + NUMHUS (N)
For example, the UHN 1000000098100012345621 represents the registration of Peter Smith on a BSc Mathematics course at The University of Poppleton.
UHN = 1000000098100012345621
The instance entity
The instance entity is defined as a coherent engagement with the provider aiming towards the award of qualification(s) or credit. The Instance.NUMHUS uniquely identifies studies leading to a course aim. A student registered at an provider undertakes one or several courses; a course being a combination of subject and qualification that together define what the student is aiming for e.g. BSc Mathematics. Where a student has a single engagement they will have a single instance in a collection. Only where a student is undertaking two entirely independent courses will they have two instances in a collection.
Peter Smith is studying two courses at The University of Poppleton
How the UHN link works
The UHN is a year-on-year linking mechanism which is used to track the progression of the student on the instance from one year to the next, and thus from commencement of the instance through to completion. A UHN of 1000000098100012345621 represents the registration of Peter Smith on the BSc Mathematics course at The University of Poppleton. Whenever an instance that details Peter Smith's progress on this BSc Mathematics course is returned to HESA by the provider, the instance must have the UHN of 1000000098100012345621.
Once an instance has been returned for one HESA reporting year, an instance with the same UHN will be required for subsequent years, until an explicit end statement has been received indicating that the student has:
- completed the instance (Instance.RSNEND and Instance.ENDDATE completed)
- suspended their study on the instance (InstancePeriod.NOTACT completed on the InstancePeriod entity)
Students not in active study
HESA will not assume that a student is inactive on an instance (on which they were active in the previous reporting year) if details of the instance have not been included in the current year's return. Providers must account for all instances on which a student was active in the previous year (and who did not complete or suspend study on that programme). This is the case even where the student has been inactive throughout the current reporting year; when it is necessary to submit the instance with the InstancePeriod.NOTACT field set to 1. This will satisfy the requirements of the 'Continuity report C: Expected instances not returned' checks.
Where suspended instances are re-opened, an instance with the same UHN will continue to be required until a new explicit end statement is received. If the student withdraws from the course having suspended studies in a previous instance period a record should be submitted in order to provide a permanent end statement; this is done by completing Instance.RSNEND, Instance.ENDDATE and where relevant, QualificationAwarded.QUAL.
Expected population for the next year
In order to assist organisations with making their returns to HESA, a list of students for whom a record is required is provided. This population file will be produced by the data collection system and will be applicable to the following year's return. The report lists all continuing students for whom a UHN record is expected to be returned in the following year.
Breaking the UHN link
The UHN link is broken when a provider incorrectly changes the Student.HUSID and/or the Instance.NUMHUS assigned to a student instance. Breaks in the UHN link will cause UHN validation errors when the data is returned.
Breaking the UHN that links the records by incorrectly changing Instance.NUMHUS
Changing the data returned in Instance.NUMHUS between years could result in the incorrect conclusion that the instance relates to Peter Smith's progress onto another instance. This can be caused by a program error mistakenly updating Instance.NUMHUS on an annual basis.
Breaking the UHN that links the records by incorrectly changing Student.HUSID
Incorrectly assigning more than one Student.HUSID to a single student may occur if there is more than one student record system in use, e.g. a main student record system and a departmental record system. Once a Student.HUSID has been assigned to a student, it should be used throughout their experience at the provider. The Student.HUSID assigned to a given student must never be used for another student.
Assigning the Instance.NUMHUS to an instance
A student should be allocated a new UHN (different NUMHUS) when:
- the student transfers to a course at a different level of study*
- the student completes a course and proceeds to take another
* Level of study is defined by broad level for the purposes of UHN between postgraduate and undergraduate course aims.
Failure to maintain the UHN link from one year to the next makes tracking the progression of the student on the instance problematic. It is acknowledged that there will be cases where it is difficult to determine when an existing Instance.NUMHUS should continue to be used and when a new one should be allocated and providers are encouraged to contact Institutional Liaison in such instances.
Maintaining the UHN Link
The following examples set out the guidelines for assigning Instance.NUMHUS and maintaining the UHN link.
a) Student continues to study on a course at the same level - do not change the Instance.NUMHUS
If a student continues to study on a course at the same level (i.e. undergraduate or postgraduate) at the same provider, then this is treated as the same student instance and the Instance.NUMHUS should not be changed from one year to the next.
There are some cases when it is not expected that Instance.NUMHUS will be retained. These include cases where the previous instance has been successfully completed and where the student withdraws or suspends studies on the previous instance and then returns to study a separate programme.
b) Transfers by changing subject or course aim within the same level
Where a student transfers courses by changing subject or even course aim but within the same level of study, this would not, in general, lead to a change in Instance.NUMHUS. It does not matter whether the studies already taken count towards the current course aim or not. Where a student transfers courses and the logical outcome of the first course is that the student changed to studying on the new course - this is shown explicitly by keeping the same Instance.NUMHUS.
Where a student follows two distinct instances concurrently, a new Instance.NUMHUS should be assigned to the second course, in order to uniquely identify the studies leading to the second course aim.
In this example the instances are distinct in that credits from one instance cannot count towards the other instance. Where the course aim is provider credit and credits from several courses can be used towards the same qualification, a single instance should be returned; in these cases multiple UHNs should not be generated.
d) Normal progression
The same student instance number should be returned where a student registers first for an MPhil and then progresses onto a PhD, if this is regarded as the normal progression route for this course aim at the provider.
This would also be the case where a foundation degree and top-up are combined within one course of study.
Where a student withdraws part way through the course, and then returns later to the same provider to study at the same level, this is treated as the same student instance. The fact that the UHN has been closed (by completing Instance.ENDDATE and Instance.RSNEND) should not preclude the provider from re-opening the record when studies commence again in a future reporting period.
f) Students who spend part of their time overseas
i. Where it is known at the beginning of the course that the student will spend more than 8 consecutive weeks in the UK as part of their course they should be included in the AP student record throughout, and will appear on the Expected population list until the instance is closed. Where a student commences studies in the UK but then unexpectedly moves to complete their studies abroad they will need to remain in the AP student record and will appear on the UHN target list until the instance is closed.
For the year(s) where the student spends part or all of the year abroad, InstancePeriod.LOCSDY should be coded as 'S' to indicate the student has spent more than 8 consecutive weeks in the UK. InstancePeriod.STULOAD should be reduced in these years to reflect only that part of the course undertaken in the UK.
ii. Where study in the UK is optional and it is not known at the outset whether or not the student will come to the UK they should not be returned. A full AP student record, including entry profile, will need to be returned if and when the student comes to the UK. The Instance.COMDATE returned in the AP student record should reflect the start of the instance rather than the date at which they came to the UK.
Contact Liaison by email or on +44 (0)1242 388 531.