KIS record 2015/16

Back to C15061

Data collection schedule - stages of data submission

Version 1.1 Produced 2014-02-05

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

At a glance

Detailed requirements

Providers should read the C15061 KIS 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 record systems.

If you have any queries with the requirements for C15061 HEPs should contact Institutional Liaison at [email protected] and FECs should contact [email protected].

The C15061 validation kit is made available to download from Validation kits. The March 2015 release of the kit contains the updated business rules for C15061 and is released to assist providers in preparing their data ahead of the data collection system opening. A schema only validation kit is available from February 2015.

The kit enables providers to test their data locally against the first-stage validation ahead of the data collection systems opening in May 2015. Providers are strongly encouraged to use the validation kit as part of their data preparations.

Further details on the checks included in first-stage validation can be found within the data items of the record specification and in the business rules document on the C15061 coding manual.

A guide to using the validation kit can be found at Help with validation kits. Alternatively please contact Institutional Liaison ([email protected]).

Providers are advised to contact Institutional Liaison ([email protected]) if they encounter any issues with the validation kit.

In advance of the main collection opening in May, HESA releases a preparation guide for HEPs. 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 and information relating to the data collection system. HEFCE will publish a separate communication for FECs.

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

The C15061 collection database opens on the HESA data collection system (for HEPs) and the HEFCE extranet (for FECs) for providers to test files against the full range of validation and exception checks ahead of the last submission and sign-off date deadline.

Data from the Longitudinal DLHE survey will be available when the system opens for files that pass validation.

For HEPs only:

A user guide for the submission of C15061 KIS record data to the HESA data collection system (HEPs only) can be found at KIS collection.

Access for this system will be automatically granted to HESA KIS record contacts and those who have been assigned the appropriate privileges, through the HESA Identity System when the C15061 collection opens. An email will be sent to inform relevant colleagues when the data collection system becomes available.

HESA monitors all transactions on the data collection 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 July the NSS and DLHE data will be provided for providers. The Unistats file and other reports which reference this data will then become available for providers to download and review. From this point onwards it will be possible for providers to sign-off the KIS data provided all errors have been resolved.

By 16 July 2015, providers are required to have submitted a dataset which passes validation and contains the majority of their courses.

This schedule allows the maximum amount of available time for providers to review their reports, perform quality checks and make any amendments required before sign-off.

Providers are required to have signed off a valid dataset which is suitable for publication.

In order to be included in the organisational preview on the Unistats, HEFCE/HESA must receive signed-off data by 12pm on 06 August. As part of the data quality assurance procedures, HEFCE/HESA require 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.

Data that has been signed off by 12pm on 6 August will be available for preview on the Unistats website on 12 August. This early preview gives providers a chance to review, and if applicable, amend their data prior to the last submission deadline and before Unistats goes live.

Data does not need to be signed off again if no amendments have been made during the preview period.

Providers are required to send complete data that has passed all stages of validation to HESA (HEPs) or HEFCE (FECs) by 27 August 2015.

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 HESA or HEFCE.

As part of the data quality assurance procedures, HEFCE/HESA require 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 must be returned to HEFCE/HESA by 12pm on 27 August 2015. Data does not need to be signed off again if no amendments have been made during the preview period.

For providers submitting to HESA only:

Once the submitted data has passed all stages of validation and all externally provided data is available a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, 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.

Data that was signed-off by 27 August will be published on the Unistats website on 2 September 2015 for prospective students to view. Thereafter, updates will be published on a weekly cycle.

The C15061 collection database will reopen on the HESA data collection system (for HEPs) and the HEFCE extranet (for FECs) in September for providers to make updates to data. The Unistats website will be updated on Wednesdays, incorporating signed-off data received by HEFCE/HESA by 12pm on the preceding Tuesday.

Need help?

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