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Student record 2016/17 - Notification log

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Student record 2016/17 - Notification log

This document summarises all communications associated with the 2016/17 Student collection, from first publication of known changes to the record through to collection closure in October 2017. Please refer to the Revision history document for full technical list of changes to the specifications.

HESA issue regular communications during the life of a collection:

  • Communications: announcements to interested parties concerning or issues relating to the collection. Communications are always made available on the HESA website for later reference, and emailed out to the mailgroup for the collection.
  • Coding manual release overviews: these document iterative changes to the technical documentation that define the form of the data to be submitted, as well as being a place to host resources associated with collecting that data.

2017-11-27 Coding manual release - version 1.13

The File structures for downloadable files - Data supply table and schema (dscore.xsd) has been updated to remove reference to Apprenticeship finances specific fields and tables.

The XML schema file for the HE expected instance population (expind_he.xsd), on the File structures for downloadable files - Expected instance population (HE and FE) document has now been amended to reflect the table published.

2017-10-05 Coding manual release - version 1.12

The coverage has been amended for Instance.FEEREGIME.

Guidance has been added to Course.REGBODY, to clarify the countries where codes 02, 06 and 07 are applicable.

A number of minor guidance changes have been made.

Several changes have been made to the File structures for Downloadable files and associated schema files.

2017-07-25 Coding manual release - version 1.11

The following documents and schemas have been added to the coding manual under 'File structures for downloadable files' in the 'Submission process and quality assurance' section:

The processing field specification have been added to the Derived field specifications.

A link has been added to 'Further guidance', detailing HEFCE usage of individualised student data.

The coverage has been updated for the EntryProfile.QualificationsOnEntry entity.

Instance.TREFNO has been added to Reduced returns types 01 and 08.

Minor guidance amendments have been made to the Further guidance about returning NCTL programmes (excluding EYITT) document and the Instance.DISALL and Instance.ENTRYRTE fields. For more details, please refer to the Revision history.

2017-06-05 Coding manual release - version 1.10

Valid entries EY and KL have been added to QualificationsOnEntry.QUALTYPE. Additionally, valid entry labels NR and NS have been switched to align with current UCAS terminology.

Guidance has been amended in several places to remove references to Apprenticeship Standards; this is to encompass both Apprenticeship Frameworks and Apprenticeship Standards (as opposed to just the former).

A small number of guidance changes have been made, detailed more fully in the Revision history.

2017-04-28 Coding manual release - version 1.9

The following documents have been added:

The coverage of Instance.DHREGREF has been updated to include new Course.REGBODY codes.

The coverage of Student.NATIOND has been amended to remove Course.TTCID code Q.

Guidance relating to Apprenticeship students has been amended to reflect changes made to the ILR specification.

A small number of guidance changes have been made, detailed more fully in the Revision history.

2017-02-23 Coding manual release - version 1.8

Version 1.8 of the coding manual includes an alignment with the latest version published of the SFA’s Individualised Learner Record (ILR) Version 3, which has had an effect on a large number of fields designed for recording students at FE and Apprenticeship level – the latter for submission to the SFA. New guidance has been included, and a new Instance.FUNDMODEL ('36') has created to allow the coding of Apprenticeship funding. Coverage statements have been revised to reference this.

New qualification coding entries have been included in QualificationsOnEntry.QUALTYPE and QualificationsOnEntry.QUALSBJ, following their inclusion in the UCAS data for HESA ('*J') transaction for 2016/17; and reconciliation with UCAS’s most recent tariff coding frames.

The derived field suite for 2016/17 have been included in this release. This suite includes, for the first time, a specification for XTPOINTS: the tariff aggregation algorithm that will be used for the New Tariff scheme.

A small number of other guidance changes have been made, detailed more fully in the Revision history.

2016-11-24 Coding manual release - version 1.7

Version 1.7 of the coding manual includes a schema change to introduce new valid entries V 'European Social Fund (ESF) Developing Scotland's Workforce (DSW) programme' and W 'Industry funded place attracting additional SFC-funded place for Undergraduate Skills for Growth scheme' in Instance.INITIATIVES. A minor change has been made to the schema to correct the data type of Instance.NHSEMP, aligning it with the guidance. The coverage statement for Instance.Engagement has been revised to remove a restriction.

The Specification for the UCAS data for HESA (*J) 2016/17 document has been released under the 'UCAS data for HESA transaction' section of the manual.

2016-10-27 Coding manual release - version 1.6

Version 1.6 of the coding manual includes a schema change to introduce a new valid entry U 'Postgraduate Loan Eligibility' in Instance.INITIATIVES, replacing the existing T, 'Postgraduate Loan'. The required data has changed, as the need is for data on eligibility rather than receipt.

The schema has additionally been amended to permit a slightly wider set of characters, in the LearnerContact entity fields ADDLINE1, ADDLINE2, ADDLINE3 and ADDLINE4. The validation kit and data collection system will automatically use the updated version of the data type.

This version additionally sees the first release of the Data collection schedule, added under the Overview section of the manual. Minor guidance updates have been made to Course.COURSEAIM, Instance.FUNDCODE and Instance.MSTUFEE.

2016-09-29 Coding manual release - version 1.5

Version 1.5 of the coding manual includes a minor update to the schema to remove an obsolete constraint. We have also made two label changes to valid entry labels in EntryProfile.DOMICILE, Mobility.MOBLOCA and Student.NATION, reconciling the names of Suriname and Burkina Faso with the National Statistics Country Classification, and to five labels in QualificationsOnEntry.QUALTYPE for consistency with other qualifications in that family.

A HESA XML data entry tool and associated guide have been released to assist providers in generating XML code in situations where local systems may not be available.

A number of minor guidance changes have been made, details of which may be found in the Revision history .

NB: The schema was edited once more on October 4th to replace the data type used in LearnerContact.TELNUMBER. The replacement uses a string-based type rather than number, in order to aid internal processing. There is no impact on the structure or valid entries permitted by the schema, and therefore no need to perform any local update to consume this schema unless providers wish to do so.

2016-08-04 Coding manual release - version 1.4

Version 1.4 of the coding manual makes some further minor guidance changes to the information released in version 1.3. We have also published a guide to the FE fields required for the two types of degree apprenticeships.

Also included is a new valid entry, Z, in QualificationsOnEntry.QUALGRADE, and a new valid entry, 2, in Engagement.ENGOUTCOME.

2016-07-07 Communication - Additional outcomes (July 2016)

An Additional outcomes communication has been published, describing changes to the specification required to identify those who are receiving a postgraduate loan for Master's study (via the Student Loans Company), and changes to the monitoring of health specialisms.

2016-07-21 Communication 16/06 - July

This communication provides clarification regarding the data requirements for Degree Apprenticeships (both Frameworks and Standards) in the HESA Student return and the Individualised Learner Record (ILR). This details the requirements for both the 2015/16 and the 2016/17 reporting years.

2016-07-07 Coding manual release - version 1.3

Version 1.3 of the coding manual makes some further changes to the information released in version 1.2.

2016-05-19 Coding manual release - version 1.2

Version 1.2 of the coding manual makes some minor adjustments to the information released in version 1.1.

  • A valid entry has been removed from Instance.INITIATIVES, and another relabelled, both used in association with Initial Teacher Training.
  • The coverage statements for Engagement.ENGEEF, Engagement.ENGFFI and Instance.TREFNO have been revised to relax the requirements for the fields.
  • A number of guidance updates have been made to various fields.

2016-05-06 Coding manual release - version 1.1

Version 1.1 of the coding manual includes the release of key documentation regarding Apprenticeship Standards in the HESA Student record, including:

37 new fields have been added to the HESA Student record for ILR requirements, including the new entities Engagement.ApprenticeFinances, Instance.Engagement, Student.ContactPreference, and Student.LearnerContact.

HEPs are required to submit students on Apprenticeships Standards programmes to HESA but use of the HESA-supplied XML output file is optional. Providers with such provision who are NOT intending to use the HESA submission to generate a file for the ILR are encouraged to contact Institutional Liaison.

5 new fields have been added to the HESA Student record for various other requirements. These include:

  • A new Instance.ITTPlacement entity to meet the NCTL requirement for providers to return data regarding the placements of Provider-led ITT students.
  • A new Instance.ENTRYRTE field to meet the NCTL requirement for providers to return data regarding the route by which the student has accessed ITT provision.
  • A new Instance.ITTAIM field to meet the NCTL requirement for providers to return the general qualification aim of a programme.
  • A new QualificationsOnEntry.OWNQUAL field to record the HEP's own internal identifier for the qualification.

2016-03-16 Communication 16/03 - March

This communication provides further Student record changes for 2016/17. This communication sets out the changes made as a result of the Initial Teacher Training record review that will be implemented for 2016/17.

2016-02-04 Communication - version 1.0

Version 1.0 of the coding manual publicises two communication which describe the agreed changes for the 2016/17 Student record.

2016-02-04 Communication 16/02 - February

This communication provides supplemental information about the Student record changes for 2016/17. This includes collecting new data on Higher Apprenticeships and Degree Apprenticeships.

2016-01-14 Communication 16/01 - January

This communication provides information about the agreed Student record changes for 2016/17. This communication sets out the results of the consultation process and summarises the changes that will be implemented for 2016/17.

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