Student 2015/16: Support guides
This page provides an overview of the 2015/16 Student collection (C15051).
This should be used alongside the C15051 coding manual, which provides more detailed, technical information about the collection.
Need help? Contact us by email or on +44 (0)1242 211144
Student overview
We collect data across a number of streams. These streams focus on different aspects of higher education.
The Student stream collects data about students studying at higher education providers in the UK. 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
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.
| Period | Actions |
|---|---|
| August 2015 to January 2016 | Data capture and collation |
| January 2016 | Validate data locally using validation kit |
| March 2016 | C15051 Data Collection system opens |
| June/July 2016 | C15051 preparation guide released |
| 15 September 2016 | Return date |
| 22 September 2016 | Commit date |
| 22 September to 31 October 2016 | Data quality checking period |
| 31 October 2016 | Last submission |
| 3 November 2016 | Sign-off |
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.
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.
Preparation guide
Release - overview
For the C15051 Student record, we have adopted an agile approach to data collection. Functional components of the system are being released incrementally during the period leading up to full functionality being released by early August. This approach gives you more flexibility in when data can be submitted. This in turn provides a longer window for data quality checks to be made.
Details of the contents of each release so far can be found in the Release History section of this page.
HESA Amal tool
For the C15051 collection you need to submit a single file containing full data. Each subsequent file you upload will replace the previous one. If you prepare your data in multiple *.xml files, our XML amalgamator tool will combine these records prior to submission.
NCTL Performance Profiles
In previous collections, in order to populate the NCTL Performance Profiles, you needed to fully commit your data in order for these to be produced. New for this year a full commit will not be required in order to populate these reports and meet the deadline. As long as valid data has been received that generates all possible reports (i.e. data does not fail Entry Profile or other fundamental rules) then data will also successfully transfer to the NCTL webservice.
Quality rules
The redesigned quality rules webpage available from the coding manual has improved filtering and the facility to display further information. For further information on the new webpage, please view the FAQ document in the coding manual.
Instance.SSN field moving
Providers will be aware of recent work by HESA and collaborators on an SLC data analysis project. One outcome of this project is that the Student Support Number (Instance.SSN) field will be moved to the Student entity for 2015/16. As part of this work ten providers were consulted, and the majority felt that the field was logically an attribute of the student and many also held this on their own student systems.
Instance.INITIATIVES
Data has been requested on a new scheme for Higher Apprenticeships (for all UK providers). This will be recorded in the Instance.INITIATIVES field as a new code “Higher Apprenticeships”, with the following guidance:
A Higher Apprenticeship incorporates a work-based learning programme and leads to a nationally recognised qualification at NVQ levels 4, 5, 6 or 7 or equivalent. Code 'K' is used to identify students for whom the instance comprises any part of the study component of a Higher Apprenticeship Framework.
REFData.COLPROV
To assist providers in liaising with colleagues in relation to the Student COLPROV data, we have generated the Student COLPROV contact role in the HESA Identity System. Student Record Contacts are encouraged to nominate up to 3 members of staff who will be overseeing this work and will be contactable by other colleagues in the sector. Contacts details will then be accessible through a reports tool and list function. Guidance on how to invite colleagues to the role can be found on the Identity System User guide
Together with the UK funding councils, we have published a code of practice on data collection, which came into practice from the reporting year 2015/16. You will wish to ensure that your 2015/16 returns are prepared in a way that is consistent with the code.
From 2017-18 it is proposed that students studying certain healthcare qualifications in England will no longer be supported by bursaries but will instead have access to mainstream student support supplemented by HEFCE grant. It is therefore likely that 2015-16 data on these professions will be of particular significance in informing allocations. You are therefore encouraged to pay particular attention to the coding of COURSEAIM, REGBODY and JACS for these courses.
Providers in Scotland are reminded of the importance of providing information on care leavers through the CARELEAVER field. This information is required to monitor the participation in higher education of such students and to assist with the development of national policy to support this vulnerable group of students.
Validation kit
Our new validation kit for the 2015/16 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 gives you earlier access to validation processes and allows you to test against a wider set of quality rules.
Please note that if you have a previous version of our validation kit it will not be updated to include the C15051 quality rules. You will need to download the new Validation Kit.
Minerva Queries
We expect you to respond to all queries raised within the collection window. As a guide we expect that these queries should be answered within 5 working days.
Data collection system releases and known issues
All reported issues relating to this collection 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 C15051 Student record data are available from the C15051 coding manual.
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.
Data collection system: Release history and known issues
| Issue summary | Status | Date raised | Date resolved |
|---|---|---|---|
|
Issue ID: 39791 - Quality rules COURSEAIM M71 is failing rule QR.C15051.Instance.GROSSFEE.22 but isn't in the list of COURSEAIMs that should be flagged by this error. |
Fixed | 10 July 2017 | 17 August 2017 (release 48B) |
|
Issue ID: 28621 - Quality rules Rules QR.C15051.Instance.STULOAD.14, QR.C15051.Instance.STULOAD.21 and QR.C15051.Instance.STULOAD.22 are all not triggering if the BRIDGE field is null. |
Fixed | 30 May 2017 | 17 August 2017 (release 48B) |
|
Issue ID: 26028 - Sign-off form The sign-off form is displaying an incorrect date for the sign-off deadline. |
Fixed | 01 November 2016 | 01 November 2016 (release 28a) |
|
Issue ID: 25600 - Credibility report The REF1 table in the PGR chapter appears to be incorrectly displaying the total for UOA 06. |
Fixed | 21 October 2016 | 27 October 2016 (release 27) |
|
Issue ID: 25516 - Quality rules QR.C15051.EntryProfile.POSTCODE.9 is currently triggering incorrectly where the outward part of the postcode crosses country borders. |
Fixed | 19 October 2016 | 27 October 2016 (release 27) |
|
Issue ID: 25545 - Quality rules QR.C15051.QualificationsAwarded.OUTCOME.9 is triggering correctly but is displaying the rules that do have QualificationsAwarded.OUTCOME = D rather than those that do not. |
Open |
20 October 2016 | |
|
Issue ID: 25523 - Credibility report The WAIV1 table is displaying an incorrect record count. |
Fixed | 19 October 2016 | 27 October 2016 (release 27) |
|
Issue ID: 25433 - Credibility report The RCUK2 table in the PGR chapter is displaying the correct column and row totals for the historic data but the breakdown is not correctly displayed. |
Fixed | 17 October 2016 | 20 October 2016 (release 27a) |
|
Issue ID: 25392 - Check documentation The Performance Indicators sheet is showing incorrect data for the current year. Static data from 2014/15 is correctly displaying. |
Fixed | 14 October 2016 | 20 October 2016 (release 27a) |
|
Issue ID: 25201 - Quality rules QR.C15051.Instance.ENDDATE.1 is underreporting. This will be corrected as soon as possible and all data will be reprocessed - this may result in validation failures. |
Fixed | 13 October 2016 | 13 October 2016 (release 26) |
|
Issue ID: 25153 - Data supply and Credibility report A problem has been identified with the XCLASS01 and XCLASSF01 derived fields. This affects data supply and the classification tables in the Qualifications Awarded chapter in the Credibility report. |
Fixed | 11 October 2016 | 20 October 2016 (release 27a) |
|
Issue ID: 24982 - Credibility report The REGB1 table in the Health and Social credibility report chapter is not displaying data correctly for Instance where REGBODY= 01-09. These figures are currently displaying as 0. |
Fixed | 4 October 2016 | 13 October 2016 (release 26 |
|
Issue ID: 24393 - Continuity report QR.C15051.Instance.COMDATE.10 (report A warning) is not working correctly. It is currently only displaying records where the Instance.COMDATE returned in the current year is later than the date previously reported. Cases where the Instance.COMDATE has changed by less than 14 days but where this spans a month are also being raised incorrectly. |
Fixed | 20 September 2016 | 28 September 2016 (release 25) |
|
Issue ID: 24283 - Quality rules QR.C15051.Instance.STULOAD.9 is working correctly but displaying the Course.COURSEAIM value in place of the sum of module FTE in the final column of the rule. |
Open | 19 September 2016 | |
|
Issue ID: 23126 - Credibility report Table WAIV2 (applicable to providers in Wales only) was unable to display data in some cases. |
Fixed | 01 September 2016 | 28 September 2016 (release 25) |
|
Issue ID: 20304 - Credibility report Printing the Excel download of the report would currently use approximately 1500 pages due to a formatting issue. Please exercise caution if printing this download prior to a fix being issued. |
Fixed |
25 August 2016 | 13 October 2016 (release 26 |
|
Issue ID: 23035 - Credibility report In the Excel download where a table has two data sources both are being labelled as '2015/16'. This is incorrect and the second data source should read '2014/15'. The display is correct in the online version of the report. |
Fixed | 25 August 2016 | 01 November 2016 (release 28a) |
|
Issue ID: 23014 - Credibility report Table FIN1 in the Student support chapter is displaying incorrect data; the count of awards is using the incoming data and the total amount is using the 2014/15 data. |
Fixed | 25 August 2016 | 05 September 2016 (release 23) |
|
Issue ID: 22971 - Quality rules QR.C15051.Instance.FUNDCODE.34 not triggering correctly. The rule was failing to to report records failing the rule. |
Fixed | 24 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22936 - Quality rules QR.C15051.EntryProfile.PARED.5 Displaying codes 7 and 8 (No Response Given/Information Refused). The labels are incorrect and should read 'No response given/don't know'. |
Fixed | 23 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22866 - Validation kit, quality rules QR.C15051.EntryProfile.POSTCODE.9 triggering incorrectly when DOMICILE = XK is returned. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22850 - Data supply, quality rules XFTE01 not deriving correctly. This impacts the Data Supply report but also the Module.COSTCN exception rules. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22856 - Validation kit, quality rules QR.C15051.Instance.RCSTDNT.2 triggering incorrectly. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22843 - Validation kit, quality rules QR.C15051.EntryProfile.PREVINST.9 triggering incorrectly. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 23019 - Quality rules QR.C15051.Module.TINST.15 .not calculating the count of instances correctly. |
Fixed | 22 August 2016 | 05 September 2016 (release 23) |
|
Issue ID: 22853 - Quality rules QR.C15051.Module.TINST.14 .not calculating the count of instances correctly. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22854 - Quality rules QR.C15051.Module.TINST.13 .not calculating the count of instances correctly. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22850 - Validation kit, quality rules QR.C15051.Instance.STULOAD.29 not triggering correctly. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22845 - Quality rules QR.C15051.Instance.GROSSFEE.18 using incorrect look up data. |
Fixed | 22 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22827 - Validation kit, quality rules QR.C15051.StudentOnModule.LANGPCNT.3 is triggering incorrectly. |
Fixed | 19 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22310 - Validation kit, quality rules QR.C15051.REFData.COLPROV.2 not triggering for all records that fail the rule. |
Fixed | 16 August 2016 | 28 September 2016 (release 25) |
|
Issue ID: 22288 - Quality rules QR.C15051.Instance.GROSSFEE.24 calculating the anniversary of the commencement date incorrectly. |
Fixed | 16 August 2016 | 25 August 2016 (release 23a) |
|
Issue ID: 22046 - Student continuity QR.C15051.Student.SCN.8 is triggering incorrectly. |
Fixed | 9 August 2016 | 19 August 2016 (release 22) |
|
Issue ID: 21965 - Validation kit, quality rules QR.C15051.Student.TTPCODE.17 is triggering incorrectly. |
Fixed | 8 August 2016 | 19 August 2016 (release 22) |
|
Issue ID: 21923 - Validation kit, quality rules QR.C15051.Course.AWARDBOD.6 is triggering erroneously for constituent colleges of the University of London. |
Fixed | 5 August 2016 |
19 August 2016 (release 22) |
|
Issue ID: 21733 - Validation kit, quality rules QR.C15051.Instance.NETFEE.7 is missing a clause to exclude instances where MODE = 63/64. |
Fixed | 3 August 2016 | 19 August 2016 (release 22) |
|
Issue ID: 21614 - Data supply XQLEV501, XQLEV601 & XQLEV701 not deriving correctly. |
Fixed | 2 August 2016 | 4 August 2016 (release 21) |
|
Issue ID: 19770 - Validation kit, quality rules QR.C15051.Instance.LearnerEmploymentStatus.1 is triggering incorrectly where Student.BIRTHDTE= < 19. |
Fixed | 7 July 2016 | 27 July 2016 (release 20) |
|
Issue ID: 19764 - Validation kit, quality rules QR.C15051.Course.FEQAIMC.6 is triggering incorrectly where not all associated Instance have Instance.FESTUMK=2. |
Fixed | 30 June 2016 | 27 July 2016 (release 20) |
|
Issue ID: 22096 - Validation kit, quality rules QR.C15051.Instance.TYPEYR.7 is triggering for students where Instance.TYPEYR does not equal 1 or Course.COURSEAIM does not begin D or L, the rule should not trigger for these students.. |
Fixed | 27 June 2016 | 19 August 2016 (release 22) |
|
Issue ID: 19769 - Validation kit, quality rules QR.C15051.Instance.MCDATE.15 (Where exists and is not null, Instance.MCDATE must be equal to or later than Instance.COLFROMDATE) is triggering incorrectly. |
Fixed | 27 June 2016 | 27 July 2016 (release 20) |
|
Issue ID: 19480 - Validation kit, quality rules QR.C15051.QualificationsAwarded.QUAL.8 is triggering incorrectly for Instances where QualificationsAwarded.QUAL= H12. H12 is a valid QUAL code for CLASS codes 01-11. |
Fixed | 24 June 2016 | 27 July 2016 (release 20) |
|
Issue ID: 18996 - Quality rules report When viewing the Quality Rules report for an historic transaction, the individual records triggering each rule are currently not being displayed. The record details are available in the XML and CSV downloads of historical reports so these can be used instead of the on screen report whilst we look to correct the issue. |
Fixed | 21 June 2016 | 8 July 2016 (release 19) |
|
Issue ID: 18518 - Validation kit, quality rules QR.C15051.Instance.RSNEND.3 (Instance.RSNEND should exist where Qualification Awarded.QUAL exists unless Instance.INTERCALATE = 01) is triggering incorrectly. |
Fixed | 9 June 2016 | 27 June 2016 (release 18) |
|
Issue ID: 17475 - Validation kit, quality rules QR.C15051.LearnerEmploymentStatus.EmploymentStatusMonitoring.1 triggering where EMPSTAT = 12. |
Fixed | 21 May 2016 | 9 June 2016 (release 17) |
|
Issue ID: 15821 - Validation kit, quality rules QR.Instance.INITIATIVES.31 is triggering incorrectly for providers in Northern Ireland where Instance.Initiatives = K. |
Fixed | 5 May 2016 | 9 June 2016 (release 19) |
|
Issue ID: 14225 - Validation kit, quality rules QR.Instance.INITIATIVES.33 is triggering incorrectly for Instances with Instance.INITIATIVES not equal to A. |
Fixed | 4 April 2016 | 16 May 2016 (release 15) |
|
Issue ID: 14225 - Validation kit, quality rules QR.Instance.INITIATIVES.32 is triggering incorrectly for Instances with Instance.INITIATIVES not equal to A. |
Fixed | 4 April 2016 | 7 April 2016 (release 12) |
|
Issue ID: 13603 - Validation kit, quality rules QR.Module.MODLANG.2 not triggering when conditions of the rule have been met. |
Fixed | 18 March 2016 | 15 April 2016 (release 13) |
|
Issue ID: 11690 - Validation kit, quality rules QR.Instance.INITIATIVES.15 is not triggering where 0 records have been returned with Instance.INITIATIVES= A. |
Fixed | 8 February 2016 | 27 July 2016 (release 20) |
|
Issue ID: 11268 - Validation kit, quality rules The new QualificationsOnEntry.QUALSBJ codes added to the schema are not recognised by the kit. |
Fixed | 29 January 2016 | 4 February 2016 (release 8) |
| Issue ID: 25091 - Validation kit, quality rules
QR.C15051.REFData.UOA2014.2 is triggering when conditions of the rule have not been met. |
Fixed | 7 October 2016 | 13 October 2016 (release 26) |
| Release ID | Release date | Release summary |
|---|---|---|
| 48B | 17 August 2017 |
This release includes a couple of bugs on exception rules:
|
| 29 | 24 November 2016 |
This release includes an update to the XPDLHE02 derived field which will impact those providers with sequential research supervision and any students with multiple instances eligible for the same survey population. Those providers affected by this issue have been contacted directly by the Liaison team. Additionally, for those providers with sequential research supervision the Expected Instance Population report has been updated to include a new section containing the entry profile information for those students being transferred in. |
| 28 | 11 November 2016 | This release includes a new report, 'PGR transfers in' which is designed to assist those providers with sequential PGR supervision arrangements with the handover of reporting responsibilities for students. |
| 28a | 01 November 2016 | This release includes an update to the sign-off form to correct the deadline for sign-off which was incorrectly showing as 15 November. The correct, published, date is 3 November. |
| 27 | 27 October 2016 |
This release includes:
|
| 27a | 20 October 2016 |
This release includes:
A full reprocess will take place following this release and you are advised to review the amended reports. |
|
26 |
13 October 2016 |
This release includes:
|
| 25 | 28 September 2016 |
This release includes a further suite of Credibility report tables;
Plus updates to the tables DLHE1, ITT1 and WAIV2. A number of fixes have been released to known issues. Testing of the NSS report with HEFCE is continuing however we hope to be able to release this shortly. |
| 23 | 05 September 2016 | This release addresses a number of bugs raised during the collection - please see the Known Issues page for further details. |
| 23a | 25 August 2016 | This release addresses a number of bugs raised during the collection. All data has been reprocessed and we would advise that you review the updated outputs for the Quality rules report and Data Supply. |
| 22 | 19 August 2016 |
This release includes the following:
The following Quality rules have been updated.
The following Quality rules have been amended.
|
| 21 | 5 August 2016 | This release includes the following quality rules:
The queries raised previously on the Collaborating/Franchising table in Check Documentation have now been replaced by a suite of quality rules:
The queries previously raised on the Cost Centre Analysis sheet have also been replaced by the following quality rules:
In addition the OFFA look up data has been updated. This affects a number of quality rules surrounding Instance.GROSSFEE.A further set of Credibility tables have been released:STAT1, STAT2, STAT3, MOD1, FIN1, RCUK1, RCUK2, TTACCOM1, ETHNIC1 and DISAB.1. |
| 20 | 27 July 2016 |
This release includes: Credibility report This is the first release of the Credibility report for C15051 and includes all of the tables that existed in 2014/15 plus the following new tables:
The majority of these tables are replacements for tables previously in Check Documentation however the WAIV1 and WAIV2 tables are new tables for providers in Wales to cover the two new data items Instance.FEEWAIVETYPE and Instance.FEEWAIVEAMT. The chapter structure has been revised this year to remove the 'New data items' chapter and introduce five new chapters: 'Funding', 'Student attributes', 'Module', 'PGR' and 'Health and social care'. A mapping document will be made available on the coding manual shortly. Quality rules If you have submitted data to the Student record before you may be familiar with the 'Unknown' table that resided in Check Documentation which reported the percentage of 'unknown' or 'refused' data for a series of data items. For the 2015/16 collection these 'unknowns' are being implemented as quality rules and will appear in the Quality Rules report at Exception stage. The benefit of this approach is that in addition to showing the number of records with unknown data and the percentage that this represents, you will also be able to access the details of the records triggering the rule. We will be releasing all of these rules over the next few weeks but the first of these are now available for you:
There are also a series of rules that will be replacing some of the checks made previously against the Cost Centre Analysis table. A Cost Centre Analysis table will be released shortly to provide context to the rules and assist you with quality assurance and analysis. In addition, the following rules have been updated:
Collaborative Supervision A suite of fields have been added to the 2015/16 Student record to record collaborative research supervision arrangements between providers. To assist providers in ensuring that these arrangements are reported correctly we will be producing a series of reports. The first of these reports, 'PGR transfers out' is now available. This report details the students that have been reported under a sequential arrangement and for whom responsibility is being passed from the reporting provider to a partner organisation. |
| 19 | 8 July 2016 |
This release includes: Continuity report The report is largely unchanged from the previous year however an additional three rules have been introduced to Report A:
Data Supply The Data Supply report is now available for providers to access. As last year the report contains 10 tables that can be downloaded in either CSV or XML format and contain the raw data submitted by the provider as well as the derived fields applied by HESA. We plan to add in functionality to enable providers to download all tables in a single zip file in a future release. Quality rules One new business rule has been introduced at the request of the NCTL - QR.C15051.Instance.TREFNO.6. A number of new exception rules have been released:
|
| 18 | 27 June 2016 |
This release includes the addition of the following new business stage rules:
The following business rules have been amended from the 2014/15 specification:
This release includes the addition of the following new exception stage rules:
The following exception rules have been amended from the the 2014/15 specification:
A further 168 exception rules have been carried forward from 2014/15. These can be found in the quality rules page on the coding manual. The following rules have been deleted:
The majority of the additional and amended rules relate to the changes to the record for recording collaborative supervision arrangements. There are a number of rules still to come, some of which are brand new for this year and others that are amendments. The proposed* new rules are as follows:
* This is proposed text and is subject to change prior to release In addition there are a number of rules to be amended from the 2014/15 specification:
Additionally there are several rules that uses look up/reference data that are not yet available. These rules will be carried forward with no changes to the specification from 2014/15 other than the change to the look up data. We will endeavour to release the majority of these rules outstanding rules in the next release (19) but there may be rules with lookup data that is not yet available. |
| 17 | 9 June 2016 |
This release includes: The addition of the following rules:
Amendments to the following rules:
The following rules have been deleted:
An update has also been made to the UKRLP look up that is used to validate fields such as Module.TINST and EntryProfile.PREVINST. Providers previously failing validation on rules relating to UKPRNs that were not in the look up may now pass validation. |
| 16 | 27 May 2016 |
This release includes: Deletion of the following rules:
Wording changes to the following rules:
For all 3 rules the reference to 'Institution profile' has been updated to 'Provider profile'. For rules 1 and 3 the reference to 'academic cost centre' has been updated to 'academic HESA cost centre' In addition there has been a lot of behind the scenes work to prepare more business stage rules for release in the next development window and to create the framework for the exception stage rules that will follow. The 'Data Collection Student Admin' role can now be requested in the Identity System. This role allows the user to grant the Submitter, Guest and Query roles to other colleagues within the organisation. Work on the AMAL tool has also been completed and this will be released in the next week. |
| 15 | 16 May 2016 |
This release includes the following new rules:
This release also includes an update to QR.C15051.Instance.INITIATIVES.33 to fix issue 14225 and a correction for the country specific validation for the Open University. |
| 13 | 15 April 2016 |
This release includes: An update to the rule QR.Module.MODLANG.2 to fix issue 13603 Release of the new Identity System role 'Student COLPROV contact'. This role enables users to view role holders at other providers and is intended to assist providers in managing the reporting of collaborative postgraduate research supervision arrangements. Each provider can have up to three contacts and access is governed by the Student record contact. |
| 12 | 7 April 2016 |
This release includes: The following new rules:
Updates and amendments to the following rules:
This release also includes an improvement to processing times for files submitted on the data collection system.This improvement will be most apparent for large files and has seen processing times one aspect of the process chain reduced from six hours to three minutes for the largest file currently uploaded. We anticipate making further improvements over the coming months which you will hopefully see the benefit of soon. |
| 11 | 22 March 2016 |
This release includes:
|
| 10 | 3 March 2016 |
This release includes:
|
| 09 | 19 February 2016 | First release of the Data collection system for C15051. Functionality released includes the Quality rules report and the Frequency counts report. The validation rules available within the online system are the same as through the validation kit |
| 08 | 4 February 2016 |
Update to the validation kit to include the QualificationsOnEntry.QUALSBJ codes added to the schema for 2015/16 Addition of the following business rules:
These rules have been amended as a result of the SSN field moving from the Instance entity to the Student entity |
| 07 | 29 January 2016 | This was the first release of the validation kit for C15051. It contains the rolled on business rules for 2015/16 less any rules requiring amendment |
This section contains information about the planned system releases for the next few months. Please note that this information is subject to change and therefore should not taken as a guarantee. This page will be updated with more detailed information as we get closer to the date.
| Month | Scheduled areas of work |
|---|---|
| There are no more planned releases for C15051. |
Stages of data submission
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.
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.