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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

What is the Student stream?

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

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 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
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 Student 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.

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

Find out more about Liaison

Student record JISCMail list

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.

Join the HESA-Student JISCMail list

If you encounter any problems, contact Liaison

Preparation guide

Collection news (C15051)

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

Guidance from statutory customers (C15051)

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.

Reminders (C15051)

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

Known issues (C15051)
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)

Experiencing an issue not listed here? Let us know.

Release history (C15051)
Release ID Release date Release summary
48B 17 August 2017

This release includes a couple of bugs on exception rules: 

  • QR.C15051.Instance.GROSFEE.22 (Issue ID 39791)
  • QR.C15051.Instance.STULOAD.21, QR.C15051.Instance.STULOAD.22, QR.C15051.Instance.STULOAD.14 (to fix bug 28621) 
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:

  • The Unistats downloadable report
  • An amendment to the rule QR.C15051.Instance.ELQ.5 to add Course.COURSEAIM M16 to the exclusions list
  • An update to QR.C15051.Student.TTPCODE.12
  • An update to the look up data used in QR.C15051.EntryProfile.PREVINST.4
27a 20 October 2016

This release includes:

  • A fix to issues in the Performance Indicators tables in Check documentation
  • The remaining Check doc tables, such as the Campus information sheet, cost centre breakdown by level and fundcode and two table for providers in Wales relating to the proportion on modules taught in Welsh.
  • The FEQAIMC report previously held in Check documentation
  • A correction to the text in section B of the Sign off form
  • Bug fixes detailed in the Known issues page

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:

  • The long awaited NSS population report! The report will become visible to providers on 14 October
  • The Performance Indicator tables are now visible in the Check documentation report
  • The Expected instance population files for HE and FE
  • The dashboard will now display the number of Minerva queries outstanding and provide a link to the Minerva database
  • A number of bug fixes including to QR.C15051.Instance.ENDDATE.1 which was underreporting 
25 28 September 2016 

This release includes a further suite of Credibility report tables;

  • REF1
  • REGB1
  • WLS3

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:

  • Commit option made available on the data collection system.
  • QiW (Qualifications in Wales) data used in validation has been updated.
  • RCUK look up data updated.

The following Quality rules have been updated.

  • QR.15051.Instance.STULOAD.29 validation added.

The following Quality rules have been amended.

  • QR.15051.Course.AWARDBOD.6
  • QR.15051.EntryProfile.PREVINST.4
  • QR.15051.Instance.TYPEYR.7
  • QR.15051.Instance.NETFEE.1
  • QR.15051.Instance.NETFEE.7
  • QR.C15051.Student.SCN.8
  • QR.15051.Student.TTPCODE.17
21 5 August 2016 This release includes the following quality rules:

  • QR.C15051.EntryProfile.DOMICILE.12
  • QR.C15051.EntryProfile.PARED.5
  • QR.C15051.EntryProfile.POSTCODE.15
  • QR.C15051.EntryProfile.POSTCODE.16
  • QR.C15051.EntryProfile.PREVINST.9
  • QR.C15051.EntryProfile.QUALENT3.20
  • QR.C15051.EntryProfile.QUALENT3.21
  • QR.C15051.Instance.YEARPRG.8
  • QR.C15051.Instance.MSTUFEE.18
  • QR.C15051.Instance.MSTUFEE.19
  • QR.C15051.Instance.MSTUFEE.20
  • QR.C15051.Instance.DISALL.7
  • QR.C15051.Instance.FEEWAIVETYPE.2
  • QR.C15051.Instance.FEEWAIVETYPE.4
  • QR.C15051.Instance.FinancialSupport.9
  • QR.C15051.Instance.FinancialSupport.10
  • QR.C15051.Student.ETHNIC.12
  • QR.C15051.Student.ETHNIC.13
  • QR.C15051.Student.ETHNIC.14
  • QR.C15051.Student.SCN.8
  • QR.C15051.Student.Instance.1
  • QR.C15051.Student.TTPCODE.17
  • QR.C15051.Student.TTACCOM.3
  • QR.C15051.QualificationsOnEntry.QUALGRADE.7

The queries raised previously on the Collaborating/Franchising table in Check Documentation have now been replaced by a suite of quality rules:

  • QR.C15051.Module.TINST.12
  • QR.C15051.Module.TINST.13
  • QR.C15051.Module.TINST.14
  • QR.C15051.Module.TINST.15

The queries previously raised on the Cost Centre Analysis sheet have also been replaced by the following quality rules:

  • QR.C15051.ModuleSubject.COSTCN.4
  • QR.C15051.ModuleSubject.COSTCN.5
  • QR.C15051.ModuleSubject.COSTCN.6
  • QR.C15051.ModuleSubject.COSTCN.7
  • QR.C15051.ModuleSubject.COSTCN.8
  • QR.C15051.ModuleSubject.COSTCN.9
  • QR.C15051.ModuleSubject.COSTCN.10

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:

  • Students by fee waiver scheme type (WAIV1)
  • Fee waiver amount by fee waiter type (WAIV2)
  • Student instance numbers using an unrestricted population (SIN2)
  • Course length profile (EXPL3)
  • Type of Instance Year (TYPEYR1)
  • Student instances by mode, domicile and fundability (FE2)
  • Female age by mode and level (AGEF1)
  • Female age by mode and level – proportion difference (AGEF1P)
  • Male age by mode and level (AGEM1)
  • Male age by mode and level – proportion difference (AGEM1P)
  • Completion status: England, Wales and Northern Ireland (COMP1P).

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:

  • QR.C15051.Student.BIRTHDTE.12
  • QR.C15051.Instance.YEARLGTH.4
  • QR.C15051.Student.WELSSP.4
  • QR.C15051.EntryProfile.PGCESBJ.5
  • QR.C15051.EntryProfile.PGCECLSS.5
  • QR.C15051.EntryProfile.RELIGION.5.

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:

  • QR.C15051.Instance.FUNDCODE.28
  • QR.C15051.Instance.FUNDCODE.34
  • QR.C15051.Instance.FUNDCODE.35
  • QR.C15051.Instance.FUNDCOMP.4
  • QR.C15051.Instance.TYPEYR.7
  • QR.C15051.Instance.LearnerEmploymentStatus.1
  • QR.C15051.Instance.LearnerEmploymentStatus.5
  • QR.C15051.QualificationsOnEntry.QUALGRADE.6
  • QR.C15051.QualificationsOnEntry.2
  • QR.C15051.QualificationsOnEntry.8
  • QR.C15051.QualificationsOnEntry.9
  • QR.C15051.QualificationsAwarded.QUAL.8
  • QR.C15051.Instance.INITIATIVES.15
  • QR.C15051.Instance.INITIATIVES.21
  • QR.C15051.Instance.MCDATE.14
  • QR.C15051.Instance.MCDATE.15
  • QR.C15051.CourseSubject.SBJCA.15
  • QR.C15051.Course.FEQAIMC.6
  • QR.C15051.EntryProfile.YRLLINST.3.

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:

  • QR.C15051.Instance.COMDATE.10
  • QR.C15051.EntryProfile.SOC2010.5
  • QR.C15051.EntryProfile.SOC2010.6.

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:

  • QR.C15051.Student.SSN.6
  • QR.C15051.Student.SSN.7
  • QR.C15051.EntryProfile.CARELEAVER.14
  • QR.C15051.EntryProfile.DOMICILE.6
  • QR.C15051.EntryProfile.PGCECLSS.2
  • QR.C15051.EntryProfile.POSTCODE.12
  • QR.C15051.EntryProfile.PREVINST.3
  • QR.C15051.EntryProfile.QUALENT3.14
  • QR.C15051.EntryProfile.SEC.2
  • QR.C15051.EntryProfile.SOC2010.4
  • QR.C15051.EntryProfile.QUALENT3.13
  • QR.C15051.EntryProfile.QUALENT3.15
  • QR.C15051.EntryProfile.QUALENT3.16
  • QR.C15051.EntryProfile.QUALENT3.17
  • QR.C15051.EntryProfile.POSTCODE.9
  • QR.C15051.EntryProfile.POSTCODE.10
  • QR.C15051.EntryProfile.POSTCODE.11
  • QR.C15051.QualificationsOnEntry.QUALGRADE.2
  • QR.C15051.QualificationsOnEntry.QUALGRADE.3
  • QR.C15051.QualificationsOnEntry.QUALGRADE.4
  • QR.C15051.QualificationsOnEntry.QUALGRADE.5
  • QR.C15051.QualificationsOnEntry.QUALYEAR.28
  • QR.C15051.QualificationsOnEntry.5
  • QR.C15051.Student.BIRTHDTE.9
  • QR.C15051.Student.DISABLE.4
  • QR.C15051.EntryProfile.QualificationsOnEntry.3
  • QR.C15051.EntryProfile.QualificationsOnEntry.6
  • QR.C15051.EntryProfile.QualificationsOnEntry.7
  • QR.C15051.EntryProfile.QualificationsOnEntry.13 New rule for this year
  • QR.C15051.Course.CourseSubject.3
  • QR.C15051.Course.FEQAIMC.5
  • QR.C15051.Instance.DISALL.5.
18 27 June 2016

This release includes the addition of the following new business stage rules:

  • QR.C15051.Course.COURSEAIM.16
  • QR.C15051.Instance.COLFROMPROV.1
  • QR.C15051.Instance.COLFROMPROV.2
  • QR.C15051.Instance.COLFROMPROV.3
  • QR.C15051.Instance.NUMHUSPREV.1
  • QR.C15051.Instance.NUMHUSPREV.2
  • QR.C15051.Instance.MCDATE.14
  • QR.C15051.Instance.MCDATE.15
  • QR.C15051.Instance.COLFROMDATE.1
  • QR.C15051.Instance.COLFROMDATE.2
  • QR.C15051.Instance.COLFROMDATE.3
  • QR.C15051.Instance.COLFROMDATE.4
  • QR.C15051.Instance.COLFROMDATE.5
  • QR.C15051.Instance.COLTOPROV.1
  • QR.C15051.Instance.COLTOPROV.2
  • QR.C15051.Instance.COLTOPROV.3
  • QR.C15051.Instance.RSNEND.9
  • QR.C15051.Instance.RSNEND.10
  • QR.C15051.Instance.ENDDATE.13
  • QR.C15051.Instance.MODE.33
  • QR.C15051.Instance.COLTODATE.1
  • QR.C15051.Instance.COLTODATE.2
  • QR.C15051.Instance.COLTODATE.3
  • QR.C15051.Instance.COLTODATE.4
  • QR.C15051.Instance.COLTODATE.5
  • QR.C15051.Instance.COLTODATE.6
  • QR.C15051.Instance.FEEWAIVETYPE.8.

The following business rules have been amended from the 2014/15 specification:

  • QR.C15051.Instance.TYPEYR.7
  • QR.C15051.Instance.FUNDCODE.8
  • QR.C15051.Instance.FUNDCODE.9
  • QR.C15051.Instance.ENDDATE.1
  • QR.C15051.Instance.COLPROV.2
  • QR.C15051.Module.TINST.11
  • QR.C15051.Instance.FUNDCOMP.3
  • QR.C15051.Instance.GROSSFEE.1
  • QR.C15051.Instance.GROSSFEE.30
  • QR.C15051.Instance.DISALL.4.

This release includes the addition of the following new exception stage rules:

  • QR.C15051.Instance.EMPFUND.3
  • QR.C15051.Instance.FEEWAIVETYPE.2
  • QR.C15051.Instance.FEEWAIVETYPE.4
  • QR.C15051.Instance.GROSSFEE.31
  • QR.C15051.Instance.INTENTLEV.4
  • QR.C15051.REFData.UOA2014.2
  • QR.C15051.REFData.UOA2014.3
  • QR.C15051.Student.SSN.3
  • QR.C15051.Student.SSN.5.

The following exception rules have been amended from the the 2014/15 specification:

  • QR.C15051.EntryProfile.QUALENT3.8
  • QR.C15051.EntryProfile.QUALENT3.9
  • QR.C15051.Instance.CAMPID.1
  • QR.C15051.Instance.EMPFEES.5
  • QR.C15051.Instance.NETFEE.5
  • QR.C15051.Instance.NETFEE.6
  • QR.C15051.ModuleSubject.COSTCN.1
  • QR.C15051.ModuleSubject.COSTCN.2
  • QR.C15051.ModuleSubject.COSTCN.3
  • QR.C15051.REFData.UOA2014.1.

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:

  • QR.C15051.Instance.MSTUFEE.3
  • QR.C15051.Course.TTCID.19
  • QR.C15051.Course.TTCID.20
  • QR.C15051.Course.TTCID.21
  • QR.C15051.Course.TTCID.22
  • QR.C15051.Instance.SSN.17
  • QR.C15051.Student.SCN.7.

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:

  • QR.C15051.EntryProfile.QualificationsOnEntry.13 - this is a new rule that will trigger where more than 5 and 5% of young students have UK Nationality and QUALENT3 P80.  P80 should only be used for non-UK qualifications
  • QR.C15051.Instance.FUNDCODE.35 – proposed rule text: For this instance, Instance.FUNDCODE can only be coded 1 where, for at least one REFData entity, (REFData.COLPROV does not exist and the corresponding REFData.UOAPCNT is greater than zero) or (REFData.COLPROV is a UKPRN of a publically funded HEIand the corresponding REFData.UOAPCNT is greater than zero)
  • QR.C15051.Instance.TREFNO.6 – will warn where Course.TTCID=1 but Student.TREFNO does not exist
  • QR.C15051.Student.SSN.6 - For providers in England, Northern Ireland and Wales no Student.SSN has been returned for more than 20% of instances where (Course.COURSEAIM begins H, I, J or C (excluding codes H60, H61, H62, I60, I61 and those ending with 90 or 99) or is M22, M26 or M28) and (Instance.MODE = 01, 02, 23, 24 or 25) and Instance.FEEELIG = 1 and (Instance.FUNDCODE = 1 or 7)
  • QR.C15051.Student.SSN.7 - For providers in England and Northern Ireland, no Student.SSN has been returned for more than 80% of instances where (Course.COURSEAIM begins H, I, J or C (excluding codes H60, H61, H62, I60, I61 and those ending with 90 or 99) or is M22, M26 or M28) and (Instance.MODE = 31) and Instance.FEEELIG = 1 and (Instance.FUNDCODE = 1 or 7).

* 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:

  • QR.C15051.EntryProfile.QualificationsOnEntry.6 – will be amended to remove P80 from the list of EntryProfile.QUALENT3 codes in coverage of the rule and add in P53
  • QR.C15051.EntryProfile.QualificationsOnEntry.7 - will be amended to remove P80 from the list of EntryProfile.QUALENT3 codes in coverage of the rule and add in P53
  • QR.C15051.QualificationsOnEntry.QUALYEAR.28 – will be amended to add QUALTYPEs F1, F2, K1 and K2 to list excluded from the age check
  • QR.C15051.Instance.FUNDCODE.28 -will be amended to include the country codes IS, NO, LI, AI, BM, VG, KY, FK, MS, PN, SH, GS, TC, PF, YT, NC, BL, PM, WF, AW, BQ, GL, FO, SX and CW. DOMICILE code AA will be removed as it is no longer in the schema
  • QR.C15051.Instance.FUNDCODE.34 - Add the following country codes to the list: IS, NO, LI, AI, BM, VG, KY, FK, MS, PN, SH, GS, TC, PF, YT, NC, BL, PM, WF, AW, BQ, GL, FO, SX, CW
  • QR.Instance.DISALL.5 – will be amended to include a restriction on Student.NATION =GB.

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:

  • QR.C15051.Instance.MATHGRADE.1
  • QR.C15051.Instance.MATHGRADE.2 
  • QR.C15051.Instance.MATHGRADE.3
  • QR.C15051.Instance.INITIATIVES.34
  • QR.C15051.Instance.GROSSFEE.32
  • QR.C15051.Instance.NOTACT.2.

Amendments to the following rules:

  • QR.C15051.Course.AWARDBOD.4
  • QR.C15051.Course.TTCID.11
  • QR.C15051.Instance.FUNDCODE.6
  • QR.C15051.Instance.FUNDCODE.22
  • QR.C15051.Instance.RSNEND.3
  • QR.C15051.Instance.PHDSUB.1
  • QR.C15051.Instance.PHDSUB.2
  • QR.C15051.Instance.PHDSUB.3
  • QR.C15051.Instance.PHDSUB.5
  • QR.C15051.Instance.PHDSUB.13
  • QR.C15051.Instance.RCTSDNT.1
  • QR.C15051.Instance.NOTACT.1
  • QR.C15051.Instance.REFData.COLPROV.1
  • QR.C15051.Instance.INITIATIVES.31
  • QR.C15051.Instance.INITIATIVES.17
  • QR.C15051.Instance.STULOAD.10
  • QR.C15051.Instance.LOCATION.1
  • QR.C15051.Instance.FUNDADJPRIOR.3
  • QR.C15051.Instance.FEOUTCOME.5
  • QR.C15051.Instance.FWORKCODE.1
  • QR.C15051.Instance.NOTACT.2
  • QR.C15051.Instance.LearnerEmploymentStatus.1
  • QR.C15051.Instance.PLANLEARNHOURS.1
  • QR.C15051.StudentOnModule.MODOUT.11
  • QR.C15051.QualificationsOnEntry.QUALTYPE.2
  • QR.C15051.QualificationsOnEntry.QUALSBJ.2
  • QR.C15051.QualificationsAwarded.CLASS.1
  • QR.C15051.QualificationsAwarded.CLASS.3
  • QR.C15051.QualificationsAwarded.CLASS.5.

The following rules have been deleted:

  • QR.C15051.Instance.INITIATIVES.23 
  • QR.C15051.Student.BIRTHDTE.5.

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:

  • QR.C15051.Course.TTCID.5
  • QR.C15051.Course.TTCID.7
  • QR.C15051.CourseSubject.SBJCA.14
  • QR.C15051.Instance.MSTUFEE.17
  • QR.C15051.Instance.MSTUFEE.4
  • QR.C15051.CourseSubject.SBJCA.13
  • QR.C15051.Student.SCN.6.

Wording changes to the following rules:

  • QR.C15051.ModuleSubject.COSTCN.1
  • QR.C15051.ModuleSubject.COSTCN.2
  • QR.C15051.ModuleSubject.COSTCN.3.

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:

  • QR.C15051.Instance.FEEWAIVETYPE.1
  • QR.C15051.Instance.FEEWAIVETYPE.3
  • QR.C15051.Instance.FEEWAIVETYPE.5
  • QR.C15051.Instance.FEEWAIVETYPE.6
  • QR.C15051.Instance.FEEWAIVETYPE.7
  • QR.C15051.Instance.SSN.4
  • QR.C15051.Instance.FEEREGIME.10
  • QR.C15051.Instance.FEEREGIME.11
  • QR.C15051.Instance.FEEWAIVEAMT.1
  • QR.C15051.Instance.FEEWAIVEAMT.2
  • QR.C15051.Instance.FEEWAIVEAMT.3
  • QR.C15051.Instance.FEEWAIVEAMT.4
  • QR.C15051.Instance.FEEWAIVEAMT.5
  • QR.C15051.Instance.FEEWAIVEAMT.6.

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:

  • QR.C15051.Instance.ENGGRADE.1 
  • QR.C15051.Instance.ENGGRADE.2 
  • QR.C15051.Instance.ENGGRADE.3 
  • QR.C15051.Instance.INITIATIVES.7 
  • QR.C15051.Instance.INITIATIVES.30 
  • QR.C15051.Instance.INITIATIVES.33.

Updates and amendments to the following rules:

  • QR.C15051.Instance.INITIATIVES.11 
  • QR.C15051.Instance.INITIATIVES.12 
  • QR.C15051.Instance.INITIATIVES.31 
  • QR.C15051.Instance.INITIATIVES.32 to fix issue 14225
  • QR.C15051.CourseSubject.SBJCA.24.

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:

  • The Entry profile match report
  • The DLHE survey population report.
10 3 March 2016

This release includes:

  • An update to the validation kit to include the two new QualificationsOnEntry.QUALGRADE codes PA* and Absent.
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:

  • QR.C15051.Instance.EMPFEES.3
  • QR.C15051.Instance.FEEREGIME.4
  • QR.C15051.FEEREGIME.14
  • QR.C15051.Instance.FEEREGIME.15
  • QR.C15051.Instance.GROSSFEE.1
  • QR.C15051.Instance.GROSSFEE.30
  • QR.C15051.Instance.HEAPESPOP.5
  • QR.C15051.Instance.NETFEE.1
  • QR.C15051.Instance.NETFEE.7
  • QR.C15051.Instance.SSN.1.

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
Upcoming releases (C15051)

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

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.