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Estates management record 2016/17 - Revision history

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Estates management record 2016/17 - Revision history

This table lists changes and additions to the record specification and supporting documentation.

Version 1.4 (2018-02-26)

Element Element version Notes
Purchase of renewable energy through green tariffs 1.1 Guidance has been updated after consultation with AUDE and Funding Councils.

Version 1.3 (2018-01-18)

Element Element version Notes
Gross Internal Area and Net Internal Area 1.1 The document has been updated to include internal car parks in the list of exclusions for NIA.

Version 1.2 (2017-12-14)

Element Element version Notes
HESA supplied other non-residential income (FINRIO) 1.1 'Head 7d Total donations and endowments' has been added to the list of Finance headings included in the calculation of the field.
All documentation N/A All instances of BIS have been amended to BEIS, reflecting the name change of this organisation to the Business, Energy and Industrial Strategy (BEIS) department.

Version 1.1 (2017-10-26)

Element Element version Notes
Calculated data items 1.0 Release of the Calculated data items under the 'Data specification' section of the coding manual. This webpage contains a list of the data items that are automatically calculated in the webform.
Data items PDF N/A It has been HESA's policy to move away from producing PDFs for the data items, and Estates is the last collection for the pdf to be removed from. While we understand that a pdf version can be useful and most providers are diligent in downloading the latest version, there is concern that if old copies are kept, data fields will not be returned according to up to date guidance.
Derived field specifications 1.0 Release of the Derived field specifications under the 'Data specification' section of the coding manual.
Residential functional suitability grade 1 (BRFSG1)
Residential functional suitability grade 2 (BRFSG2)
Residential functional suitability grade 3 (BRFSG3)
Residential functional suitability grade 4 (BRFSG4)
1.1 Functional suitability % changed from Total GIA to Residential GIA.
Fixed database facility N/A A link has been added to the fixed database information page under the 'Submission process and quality assurance' section of the coding manual. This webpage describes the process for submitting corrected data to HESA once the Estates management collection has closed.
Nil return sign-off form N/A Release of the Nil return sign-off form under the 'Submission process and quality assurance' section of the coding manual. This document must be submitted to HESA when the higher education provider will not be returning Estates management record data.
Quality rules 1.0 Release of the quality rules under the 'Submission process and quality assurance' section of the coding manual. This webpage describes the validation which enforces the quality of the submitted data.
Ratio definitions 1.0 Release of the Ratio definitions under the 'Further guidance' section of the coding manual. This webpage contains a list of the ratios produced by HESA together with a description of how they are calculated.

Version 1.0 (2017-10-12)

Element Element version Notes
Environment, energy, emissions and waste 1.0 Guidance added to detail that where commercial space can be identified as a discrete space, along with all associated energy, water and waste, then it should be excluded from the EMR.
Frequency rate calculation - D45 1.0 Guidance has been added to notify providers that HESA aims to standardise this entity in the long term and will only wish data to be returned where it has been collected through a survey.
Gross Internal Area - D11 1.0 Guidance amended to clarify when the GIA of commercial space should and shouldn’t be included in the EMR.
Grounds area - D09 1.0 Guidance added to explain that footprints of buildings should not be included in grounds area.
Net Internal Area - D12 1.0 Guidance amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR. The preferred methods of returning NIA have also been specified as Net Usable Area or Room Area Basis.
Non-residential GIA (SMGIANR) 1.0 Guidance updated to highlight this is a mandatory field for providers in England, Wales and Northern Ireland. Guidance amended to clarify when the GIA of commercial space should and shouldn’t be included in the EMR.
Non-residential NIA other (SMNIANRO) 1.0 Guidance updated to highlight this is a mandatory field for providers in England, Wales and Northern Ireland. Guidance also amended to clarify when the NIA of commercial space should be included in the EMR.
Non-residential NIA total (SMNIANRT) 1.0 Guidance updated to highlight that this is a mandatory field for providers in England, Wales and Northern Ireland.
Non-residential NIA vacant (SMNIANRV) 1.0 Guidance updated to highlight this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Guidance on what is considered vacant space also added.
Occupancy rate calculation - D46 1.0 Guidance has been added to notify providers that HESA aims to standardise this entity in the long term and will only wish data to be returned where it has been collected through a survey.
Research NIA total (SMNIARET) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland.
Research not offices NIA (SMNIARE) 1.0 Guidance updated to highlight this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Guidance also amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Research not offices specialist academic area (SMRESAA) 1.0 Guidance amended to clarify what areas are deemed to be “specialist”. Note also added to state that we would expect this space to be aligned with space returned by providers as specialist in TRAC.
Research offices NIA (SMNIAREO) 1.0 Guidance updated to highlight this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Guidance also amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Residential GIA (SMGIAR) 1.0 Guidance updated to highlight this is a mandatory field for providers in England, Wales and Northern Ireland. Guidance amended to clarify when the GIA of commercial space should and shouldn’t be included in the EMR.
Residential NIA (SMNIAR) 1.0 Guidance updated to clarify what should be included in Residential NIA. Guidance also amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Scope 3 carbon emissions from waste 1.0 Guidance added to advise that emission conversion calculations give an answer in kilograms, but this needs to be returned in metric tonnes for the EMR.
Specialist academic area - D14 1.0 Guidance amended to clarify what areas are deemed to be “specialist”. Note also added to state that we would expect this space to be aligned with space returned by providers as specialist in TRAC.
Support NIA associated with catering (SMNIACS) 1.0 Guidance updated to clarify when the Student Union should and should not be returned under this field. Guidance also amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Support NIA learning centre space (SMNIALC) 1.0 Guidance amended to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Support NIA total (SMNIAST) 1.0 Guidance updated highlight this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland.
Support not offices NIA (SMNIAS) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Note also added to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Support offices NIA (SMNIASO) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Note also added to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Teaching NIA total (SMNIATET) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland.
Teaching not offices frequency rate calculation (SMTEFRC) 1.0 Guidance has been added to notify providers that HESA aims to standardise this field in the long term and will only wish data to be returned where it has been collected through a survey.
Teaching not offices occupancy rate calculation (SMTEORC) 1.0 Guidance has been added to notify providers that HESA aims to standardise this field in the long term and will only wish data to be returned where it has been collected through a survey.
Teaching not offices specialist academic area (SMTESAA) 1.0 Guidance amended to clarify what areas are deemed to be “specialist”. Note also added to state that we would expect this space to be aligned with space returned by providers as specialist in TRAC.
Teaching not offices NIA (SMNIATE) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Note also added to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Teaching offices NIA (SMNIATEO) 1.0 Guidance updated to highlight that this forms part of the calculation for a mandatory field for providers in England, Wales and Northern Ireland. Note also added to clarify when the NIA of commercial space should and shouldn’t be included in the EMR.
Total energy consumption (EECTOT) 1.0 Guidance updated to highlight that this field is mandatory for providers in England, Northern Ireland and Wales. The components that make up this field have also been clarified.
Total GIA (SMGIAT) 1.0 Guidance updated to highlight that this is a mandatory field for providers in England, Wales and Northern Ireland.
Total GIA Commercial Space (SMGIACT) 1.0 Guidance updated to define what commercial space is and the principles of returning this data. Guidance amended to clarify when the GIA of commercial space should and shouldn’t be included in the EMR.
Total grounds area (SMGAT) 1.0 Guidance added to explain that footprints of buildings should not be included.
Total NIA (SMNIAT) 1.0 Guidance added to clarify that this field does not use Total NIA commercial space in the calculation because any returnable space is already included within the component fields.
Total NIA commercial space (SMNIACT) 1.0 Guidance in relation to the definition of commercial space has been removed and replaced with Principles of returning commercial space.
Total percentage of renewable energy purchased through green tariffs (EPREPGTT) 1.0 Guidance added to detail the calculation that is expected for this field.
Total scope 1 and 2 carbon emissions (E12CET) 1.0 Guidance updated to highlight that this field is mandatory for providers in England, Northern Ireland and Wales. The components that make up this field have also been clarified and the Scope 1 and 2 carbon emissions calculation diagram has also been updated.
Non-residential functional suitability grade 1 (BNRFSG1)
Non-residential functional suitability grade 2 (BNRFSG2)
Non-residential functional suitability grade 3 (BNRFSG3)
Non-residential functional suitability grade 4 (BNRFSG4)
1.0 Functional suitability % changed from Total GIA to Non-residential GIA.
Dangerous occurences :
Total other dangerous occurrences (DOTDO)
Total RIDDOR reportable dangerous occurrences (DRDRDOT)

Incidents involving fire:
Directly exposed to fire or smoke :
Number of other persons directly exposed to fire or smoke (IFOTEFS)
Number of staff directly exposed to fire or smoke (IFSFEFS)
Number of students directly exposed to fire or smoke (IFSTEFS)
Fire and Rescue Services attendance :
Non-residential Fire and Rescue Services attendance (IFNREMER)
Residential Fire and Rescue Services attendance (IFREMER)
Total Fire and Rescue Services attendance (IFEMERT)
Number of automatic detectors :
Non-residential number of automatic detectors (IFNRATOD)
Residential number of automatic detectors (IFRATOD)
Total number of automatic detectors (IFATODT)
Number of internal fires that did not sound the fire alarm :
Total number of internal fires that did not sound the fire alarm (IFINTFAT)
Number of major fires :
Non-residential number of major fires total (IFNRMAT)
Residential number of major fires total (IFRMAT)
Total number of major fires (IFMATOT)
Number of malicious fire alarms :
Non-residential number of malicious fire alarms (IFNRMFAA)
Residential number of malicious fire alarms (IFRMFAA)
Total number of malicious fire alarms (IFMFAAT)
Number of minor fires :
Non-residential number of minor fires total (IFNRMIT)
Residential number of minor fires total (IFRMIT)
Total number of minor fires (IFMINTOT)
Number of other false fire alarm activations :
Non-residential number of other false fire alarm activations (IFNRFFAA)
Residential number of other false fire alarm activations (IFRFFAA)
Total number of other false fire alarm activations (IFFFAAT)
Overall number of fire alarm activations :
Non-residential number of fire alarm activations (IFNRFAA)
Residential number of fire alarm activations (IFRFAA)

Incidents involving injury :
Fatalities :
Number of other persons fatalities (INOTFAT)
Number of staff fatalities (INSFFAT)
Number of student fatalities (INSTFAT)
Non-employee hospital treatment for reportable injuries :
Number of other non-employees requiring hospital treatment for reportable injuries (INOTHOS)
Number of students requiring hospital treatment for reportable injuries (INSTHOS)
Other injuries involving more than seven days incapacitation :
Number of staff other injuries involving more than seven days incapacitation (INSFOTH7)
RIDDOR reportable injuries :
Number of other persons RIDDOR reportable injuries (INOTRDIJ)
Number of staff RIDDOR reportable injuries (INSFRDIJ)
Number of student RIDDOR reportable injuries (INSTRDIJ)
Total RIDDOR reportable injuries (INRDIJT)
Specified major injuries :
Number of other persons specified major injuries (INOTMAIJ)
Number of staff specified major injuries (INSFMAIJ)
Number of student specified major injuries (INSTMAIJ)

Occupational diseases reportable under RIDDOR :
All occupational diseases :
Total number of occupational diseases reportable under RIDDOR (ODRRDT)
Occupational injuries reportable under RIDDOR :
Another kind of accident :
Number of other persons injuries from another kind of accident (OOTACC)
Number of staff injuries from another kind of accident (OSFACC)
Number of student injuries from another kind of accident (OSTACC)
Contact with electricity or an electrical discharge :
Number of other persons injuries from contact with electricity or an electrical discharge (OOTEED)
Number of staff injuries from contact with electricity or an electrical discharge (OSFEED)
Number of student injuries from contact with electricity or an electrical discharge (OSTEED)
Contact with moving machinery or material being machined :
Number of other persons injuries from contact with moving machinery or material being machined (OOTIJMMM)
Number of staff injuries from contact with moving machinery or material being machined (OSFIJMMM)
Number of student injuries from contact with moving machinery or material being machined (OSTIJMMM)
Drowned or asphyxiated :
Number of other persons injuries from being drowned or asphyxiated (OOTDRAX)
Number of staff injuries from being drowned or asphyxiated (OSFDRAX)
Number of student injuries from being drowned or asphyxiated (OSTDRAX)
Exposed to fire :
Number of other persons injuries from being exposed to fire (OOTIJFIR)
Number of staff injuries from being exposed to fire (OSFIJFIR)
Number of student injuries from being exposed to fire (OSTIJFIR)
Exposed to or in contact with a harmful substance :
Number of other persons injuries from being exposed to or in contact with a harmful substance (OOTEXHAR)
Number of staff injuries from being exposed to or in contact with a harmful substance (OSFEXHAR)
Number of student injuries from being exposed to or in contact with a harmful substance (OSTEXHAR)
Fell from a height :
Number of other persons injuries from falling from a height (OOTFFH)
Number of staff injuries from falling from a height (OSFFFH)
Number of student injuries from falling from a height (OSTFFH)
Hit by a moving, flying, or falling object :
Number of other persons injuries from being hit by a moving, flying, or falling object (OOTHMFFO)
Number of staff injuries from being hit by a moving, flying, or falling object (OSFHMFFO)
Number of student injuries from being hit by a moving, flying, or falling object (OSTHMFFO)
Hit by a moving vehicle :
Number of other persons injuries from being hit by a moving vehicle (OOTHMV)
Number of staff injuries from being hit by a moving vehicle (OSFHMV)
Number of student injuries from being hit by a moving vehicle (OSTHMV)
Hit something fixed or stationary :
Number of other persons injuries from hitting something fixed or stationary (OOTHFS)
Number of staff injuries from hitting something fixed or stationary (OSFHFS)
Number of student injuries from hitting something fixed or stationary (OSTHFS)
Injured by an animal :
Number of other persons injuries from an animal (OOTIJAN)
Number of staff injuries from an animal (OSFIJAN)
Number of student injuries from an animal (OSTIJAN)
Injured while handling, lifting, or carrying :
Number of other persons injuries while handling, lifting, or carrying (OOTHLC)
Number of staff injuries while handling, lifting, or carrying (OSFHLC)
Number of student injuries while handling, lifting, or carrying (OSTHLC)
Physically assaulted by a person :
Number of other persons injuries from being physically assaulted by a person (OOTPHYAS)
Number of staff injuries from being physically assaulted by a person (OSFPHYAS)
Number of student injuries from being physically assaulted by a person (OSTPHYAS)
Slipped, tripped, or fell on the same level :
Number of other persons injuries from slipping, tripping, or falling on the same level (OOTSTFSL)
Number of staff injuries from slipping, tripping, or falling on the same level (OSFSTFSL)
Number of student injuries from slipping, tripping, or falling on the same level (OSTSLFSL)
Trapped by something collapsing :
Number of other persons injuries from being trapped by something collapsing (OOTTCOL)
Number of staff injuries from being trapped by something collapsing (OSFTCOL)
Number of student injuries from being trapped by something collapsing (OSTTCOL)
N/A Data items removed from the Estates management record in line with the changes documented in the Notification of Changes.
Space Charging System:
Non-residential space charging system (SMNRSCS)
N/A Data items removed from the Estates management record as no longer required.

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