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Student record 2015/16

Back to C15051

Timescales for data collection - stages of data submission

Version 1.0 Produced 2016-04-28

The document below is designed to guide providers through the stages of data submission for the Student record.

At a glance

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

Detailed requirements

August 2015 to January 2016: DATA CAPTURE AND COLLATION

Providers should read the C15051 Student record coding manual and associated documentation for details of the requirements for the return.

During these months providers will need to load and maintain local student record systems including: registration, enrolments, qualifications and, if applicable, the UCAS data for HESA (formerly *J transaction).

If you have any queries with the requirements for C15051 please contact Institutional Liaison.


HESA's data quality assurance processes are outlined in the Validation overview.

The C15051 validation kit is made available to download from: Validation kits.

The kit enables providers to test their data locally ahead of the data collection system opening. Providers are strongly encouraged to use the validation kit as part of their data preparations.

A guide to using the validation kit can be found at Help with XML validation kits. Alternatively please contact Institutional Liaison.


The C15051 collection database is available on the data collection system ( giving providers the opportunity to test files against quality rules ahead of the return deadline.

The C15051 collection will adopt a modular (tranche) approach to preparation of the Student data collection system thus allowing incremental release of functional components of the system to providers.

HESA monitors all transactions on the system to ensure providers are progressing reasonably and not encountering difficulties. However, if you require assistance with the submission process, please contact Institutional Liaison.


In advance of the return deadline HESA releases a preparation guide. This provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's statutory customers wish providers to pay particular attention to during coding and submission.

Notification of the publication of this guide will be sent to Student record contacts, and is also circulated on sector mailgroups such as the HESA-Student JISC mailgroup. If you would like to join HESA-Student mailgroup please contact Institutional Liaison.

15 September 2016: RETURN DATE (KEY DEADLINE)

Providers are required to send one complete data file that has passed business stage validation to HESA by 15 September 2016.

A single validation failure will result in no data being imported into the system.

Data which fails validation will not be considered to have been returned to the Agency.

22 September 2016: COMMIT DATE

Providers are advised to send complete data that has passed exception stage validation to HESA by 22 September 2016. This schedule allows the maximum amount of available time for data quality checking.

Data which fails validation will not be considered to have been returned to the Agency.

Note that failing the Continuity checks does not prevent a provider from passing commit, and therefore meeting the commit deadline. Where Continuity errors are encountered these should be resolved by the provider during the data quality checking period.

22 September to 31 October 2016: DATA QUALITY CHECKING PERIOD

This is an iterative process during which providers may need to submit, commit, review and decommit their data several times to ensure the final submission is credible. The suite of web reports should be reviewed by the provider to ensure that the data submitted is a credible representation of your organisation.

During this period Data Quality Analysts at HESA will also examine data committed by all providers. If any anomalies are found queries will be raised through the Minerva data quality database. Nevertheless providers are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisation. As a consequence providers are required to either resubmit their data to amend these anomalies, or provide an explanation through Minerva as to why these apparent anomalies are genuine.

Upon satisfactory completion of this process data will be set to credible.

31 October 2016: LAST SUBMISSION

In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 31 October 2016.

3 November 2016: SIGN-OFF

As part of the data quality assurance procedures, HESA requires the return to be signed-off by the head or acting head of your organisation. This verification offers both the providers and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.

Sign Off Slip On the system your organisation's data will be set to credible and a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be the form should be scanned and emailed back to [email protected]. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off.

Note: Providers should download and keep copies of all relevant reports that they are likely to need during the year. This will be necessary as access to the site will be restricted after the collection has closed.

Need help?

Contact Liaison by email or on +44 (0)1242 388 531.