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Destinations of Leavers from Higher Education 2016/17: Support guides

This page provides an overview of the 2016/17 Destinations of Leavers from Higher Education (DLHE) collection (C16018).

This should be used alongside the C16018 coding manual, which provides more detailed, technical information about the collection.

Please note, the information below is regarding the HESA data submission system and processes for HE providers. Further education colleges should refer to the HEFCE website for guidance on submitting their DLHE return to HEFCE.

Need help? Contact us by email or on +44 (0)1242 211144

Destinations of Leavers from Higher Education overview

What is the Destinations of Leavers from Higher Education stream?

We collect data across a number of streams. These streams focus on different aspects of higher education.

The Destinations of Leavers from Higher Education (DLHE) stream collects data about what students completing their higher education experience have gone on to do after six months. Details of which individuals 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 funding 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.

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 DLHE? 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.

Our Destinations of Leavers support is led by Janet, although any member of our team will be able to help.

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

Find out more about Liaison

DLHE 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-DLHE JISCmail list

If you encounter any problems, contact Liaison

Preparation guide

Collection news (C16018)

Changes to the record - updates to guidance

The notification of changes summarises the main changes to the DLHE record for 2016/17; this includes changes to JACS coding, TYPEQUAL, NHS Employment Marker and clarity to Q26 around the qualification a graduate is aiming for.

Data collection system

The data collection system for the C16018 collection, as well as Minerva, is governed through our Identity System (IDS).

The DLHE record contact for each provider will have access to our data collection system and through the IDS will be able to grant access for themselves and invite additional colleagues to also have access to the system to submit data and view reports.

The Identity System user guide provides detailed help with using our new single sign-on system.

Bristol Online Survey (BOS)

For the 2016/17 collection of DLHE, the online survey will be supplied through Bristol Online Surveys (BOS).

The DLHE BOS user guide is available to help with the setting up of the survey, as well as analysing the results.

Reminders (C16018)

 

Response rates

The response rates for the DLHE survey are set to ensure that detailed data can be published and that the results of the survey genuinely reflect the outcomes for students gaining HE qualifications.  In addition these are set to supply the sector with the best possible statistics, providers are required to meet specific target response rates for the DLHE Survey. All providers are expected to meet, or exceed these thresholds and we carry out extensive data quality checks to monitor both short and long term success in this regard. The target response rates are:

  • 80% for UK-domiciled (i.e. home) leavers who previously studied full-time
  • 70% for UK-domiciled leavers who studied part-time
  • 80% for Research Council-funded students
  • 50% for all other EU students
  • 20% for non-EU international leavers.

Therefore, while response rates are set at the provider level, providers should seek to ensure that as far as possible the target threshold is met for all courses, and also that response rates are uniform across all student and course characteristics. Specific groups of students should be targeted for additional follow-up where response rates in the previous or current year have been significantly lower than the provider's average. Providers must also ensure that they return a record to us for all leavers where they receive a valid response.

 

Validation kit

Our new validation kit for the 2016/17 DLHE 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 allows users earlier access to validation processes and to test against a wider set of quality rules. Please note that if you have a previous version of the validation kit it will not be updated to include the C16018 quality rules. You will need to download the new validation kit.

Credibility report

You are reminded that responsibility for data quality rests with providers; we aim to help providers in ensuring your data is of the highest quality through the provision of the credibility report. You are therefore advised to ensure that sufficient time is spent examining the credibility report produced through a commit, to check that errors have not been introduced that would cause any degradation to data quality. As you are in a better position than us to recognise more detailed anomalies within your data, using local knowledge of the intricacies of your own organisations, you are strongly encouraged to closely scrutinise the credibility reports.

Responding to Minerva queries

You are required to actively engage with data quality checking and the resolution of Minerva queries during the collection period. Best practice suggests you interact with Minerva and our data collection system frequently throughout the checking period. This allows you to gradually resolve issues either through providing explanations of genuine data or submitting revised data that corrects issues. Through adopting this approach, you can iteratively improve the quality of your data and expose issues in a timely manner leading to better quality returns.

As a guide we expect that these queries should be answered within 5 working days.

We expect you to have responded to all queries raised prior to sign-off by the head of your provider. Failure to do so may result in the sign-off not being accepted.

System releases and known issues

We provide information about the releases of the system to date, planned system releases and known issues with the collection system and the BOS DLHE survey system.

All reported issues are available on the Known issues section of this page. This includes both fixed and open issues we are aware of.

Record contact changes

The record contact is the first point of communication during data collection. Access to the data collection system is 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 & BOS Survey systems: Release history and known issues

Changes to the C16018 DLHE BOS Survey

Following the adoption of the BOS platform for the C15018 DLHE survey we have received feedback from the sector on the structure and functionality of the survey.
Whilst we have not been able to adopt all of your suggestions for the C16018 DLHE survey we have made a number of changes. We have put those relevant to the HESA system in the standard Notification of Changes page on the HESA website, but the others which are changes to the surveys hosted on the BOS platform are detailed below with timeframes.
As these will cause changes to the output files it is imperative that you extract your output files from your C15018 surveys before 14 March 2017. After this date they will still be accessible but may not be in the previously published output structure.

Previously advised in Notification of changes

For all templates, we have added a new question:
“Q14; Is this organisation part of the NHS?"  - As a result of this we have re-numbered the questions which follow question 14.

For questions 26 and 27 we have made changes to the text of the questions:
Q26 – TYPEQUAL (formally Q25) – example of PGDE added to “Postgraduate diploma or certificate (including PGCE/PGDE)” Also in notification of changes.
Q27 – COURSENAME (formally Q26) – survey date added to question for clarity: “What is the name of the course you were registered on 12 April 2017 (e.g. MSc in Interactive Media)?”

All surveys

Country List

We have updated the valid entries country list and it now follows the National Statistics country classification (NSCC) rather than the previous NSCC / ISO 3166 hybrid. This has been applied to the Country and EMPCOUNTRY fields. Please note while the names of the countries may be slightly different the values produced in the output file will be unchanged.

Teaching and Non-Teaching Templates

Personal Details page

Following feedback on the personal details page we have now broken this into two pages

Page 1 contains the following fields:

  • Forename
  • Surname
  • Student number – n.b. this continues to be an optional field.

Page 2 contains the remainder, as well as a note advising these fields are optional and only for updating the student’s details:

  • Country
  • Address line 1
  • Address line 2
  • Address line 3
  • Town/City
  • County/Region/State
  • Postcode / Zip code
  • Telephone
  • E-Mail address
  • Title of course studied
EMPPAY Validation

The validation which is applied to the field has been changed to trigger if the calculated hourly rate is less than £7.05 per hour rather than £6.50 in the previous year.

Telephone Template

New fields

We have added four new fields to help record details of the telephone survey:

  • Name of person making the call – name of member of staff making the call, Free text 80 characters
  • Name of Person spoken to – name of the person who answered the phone, Free text 80 characters
  • Time of call – time the call was made, Free text 16 characters, but suggested format is YYYY-MM-DD hh:mm
  • Data Source – this is the field which outputs as STATUS. It is accessible on the telephone survey and offers the following choices:
    • Standard questionnaire
    • Telephone survey: HE leaver
    • Telephone survey: third party
    • HEP's student record
    • HEP third party
    • Deceased
    • Reply received explicitly refusing to provide information
Changes to the order

We have moved the field Student number to sit after surname to follow a more logical model.

Timeframes and output files

In order to provide this additional information to you there will now be two output files, one for the Teaching & Non-Teaching templates and the other for the Telephone survey. We will notify you with full details of these before the April survey starts.
As these changes may affect the current output file, we have been working with BOS to minimise risk to the on-going C15018 survey. Therefore, we will not make any changes to the surveys until 14 March 2017; this will allow you to download all your responses to the C15018 survey. Work on the system is planned to be finished before 7 April to allow you to access the system.

Onward Development

We are aware of additional requests for development and have logged these, but were unable to incorporate them into the changes for this year’s survey. We will keep you advised of any future development, especially as we move towards the NewDLHE collection.

Known issues with the BOS DLHE survey system (C16018)
Issue summary Status Date raised Date resolved
Custom download - mapping issue on question 4 "Data Source" - the responses not being mapped correctly for the "Status" field for the responses; HEP's student record, HEP third party, Deceased & Reply received explicitly refusing to provide information.

Resolved

2017-05-04 2017-05-11

Experiencing an issue not listed here? Let us know.

Known issues with the collection system (C16018)
Issue summary Status Date raised Date resolved

Issue ID: Unistats report

The Unistats report does include apprenticeship students, however, these students are not required to be included in the populations used in Unistats. Therefore there could potentially be a mis-match to the populations in the Unistats report in DLHE, and the populations appearing in the Unistats record.

 

For info only 16 April 2018  

Issue ID: 56875 Unistats report for APs

The Unistats report for APs is not populating correctly and the files are empty.

 

Closed 16 April 2018 19 April 2018
       

Experiencing an issue not listed here? Let us know.

Promoting DLHE

Promoting the Destinations of Leavers survey

Raising the profile of DLHE can be achieved through targeted and comprehensive promotion.

There are many different ways of promoting DLHE. Which ones are used will depend on the type of organisation:

DLHE promotion

Internal publicity

Displaying promotional material such as eye-catching posters and results charts on notice boards and within the students' union will raise the profile of DLHE so future leavers are aware of what it is and why it is important to respond.

You may also wish to consider promoting DLHE within staff areas. Staff buy-in can be an important tool in increasing response rates due to the information they possess about student destinations and contact details.

Graduation ceremonies

Graduation ceremonies are an ideal opportunity to promote DLHE. They are a chance to encourage graduates to update contact details and remind them that they will receive a survey soon and why it is important to complete it.

You could consider including a poster or flyer in graduation packs. Including the information in packs that guests receive will further raise awareness of the survey and might help with third party responses.

Graduate contact

Contacting leavers through the careers service is a good way of offering leavers support whilst simultaneously updating contact and employment information. Regular alumni events are also an opportunity promote DLHE.

Poster, flyer and postcard designs

We have produced a range of downloadable designs which you can use to publicise and promote DLHE. The designs are available to download for free in A3, A4 and A6.  

Design 1 Design 2 Design 3 Design 4

A3 Poster (pdf)

A4 Poster (pdf)

A6 Postcard (pdf)

A3 Poster (pdf)

A4 (pdf)

A6 Postcard (pdf)

A3 Poster (pdf)

A4 Poster (pdf)

A6 Postcard (pdf)

A3 Poster (pdf)

A4 Poster (pdf)

A6 Postcard (pdf)

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.