Student record 2016/17 - Revision history
Student record 2016/17 - Revision history
This table lists changes and additions to the record specification and supporting documentation.
Jump to version: 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13
Version 1.13 (2017-11-27)
| Element | Element version | Notes |
|---|---|---|
| File structures for downloadable files - Data supply | N/a | The Data supply tables have been amended to not include Apprenticeship finances specific fields and tables, the Data supply schema (dscore.xsd) has also been updated to reflect this. |
| File structures for downloadable files - Expected instance population (HE and FE) | N/a | The XML schema file for the HE expected instance population (expind_he.xsd) has now been amended to reflect the table published. |
Version 1.12 (2017-10-05)
| Element | Element version | Notes |
|---|---|---|
| Course.REGBODY | 1.4 | Guidance has been amended to clarify that codes 02 and 07 should not be returned by providers in England, Wales, and Northern Ireland. Guidance has been added to state that code 06 does not apply to providers in Wales and Northern Ireland. |
| Engagement.DELLOCPOSTCODE | 1.3 | Guidance has been removed relating to 'HE centre location' field, which HESA do not collect. |
| Instance.FEEREGIME | 1.2 | The coverage of the field for English providers has been amended to clarify where this field should be returned. |
| Instance.MSTUFEE | 1.2 | Guidance has been amended to give clarity on returning fees for School Direct students. |
| File structures for downloadable files - Data supply | 1.1 | ModuleSubject.MODSBJ has been removed from the COST CENTRE table and the associated schema file (dscc.xsd). |
| File structures for downloadable files - Expected instance population (HE and FE) | 1.1 | XAPP01 has been added to the HE expected instance population table and the associated schema file (expind_he.xsd). |
| File structures for downloadable files - Postgraduate research (PGR) student collaborative provision | 1.1 | Institution.RECID has been added to the PGR transfers in report table and the associated schema file (collin.xsd). |
Version 1.11 (2017-07-25)
| Element | Element version | Notes |
|---|---|---|
| EntryProfile.QualificationsOnEntry | 1.1 | The coverage has been amended to remove the requirement for submissions where EntryProfile.QUALENT3 is P80. |
| Instance.DISALL | 1.2 | Guidance has been amended to clarify that if Student.DISABLE is coded 08-96 (indicating that the student has a disability), this field should be coded 4, 5 or 9. |
| Instance.ENTRYRTE | 1.2 | Guidance has been amended to clarify that an Instance.INITIATIVES valid entry must be returned if applicable but are considered a subset of this field. |
| Derived field specifications | N/a | First release of the processing field specifications for credibility reporting for this collection. |
| File structures for data supply files | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structure for DLHE survey population file | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for Expected instance population (HE and FE) | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for FE continuity reports A, B and C | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for HE continuity reports A, B and C | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for National Student Survey (NSS) | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for postgraduate research (PGR) student collaborative provision | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| File structures for Unistats | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2015/16 collection. |
| Further guidance about returning NCTL programmes (excluding EYITT) | 1.1 | Guidance has been amended to reflect changes in the INITIATIVES valid entries. |
| HEFCE usage of individualised student data | N/a | A link has been added to the 'Further guidance' section, detailing HEFCE usage of individualised student data. |
| Reduced returns | 1.2 | Instance.TREFNO has been added to Reduced returns types 01 (Low credit bearing) and 08 (Instances present on the Student Loans Company (SLC) attendance confirmation date who do not progress beyond two weeks of their course). |
Version 1.10 (2017-06-05)
| Element | Element version | Notes |
|---|---|---|
| All documentation | N/a | Guidance surrounding Apprenticeship funding has been amended in several places across the coding manual to encompass both Apprenticeship Frameworks and Apprenticeship Standards (as opposed to just the former) where appropriate. |
| Course.REGBODY | 1.3 | Guidance has been added to give more clarity on the general coverage of this field. Additional guidance has been added for providers in England to give more information on when generic code 06 should be returned. |
| Instance.LOCSDY | 1.1 | Guidance has been added, detailing when codes 6 and 9 should be returned. |
| QualificationsOnEntry.QUALTYPE | 1.4 | Valid entries updated to consume new qualifications. QUALTYPEs added: EY (Edexcel BTEC National Award in Early Years) and KL (City and Guilds Level 3 Diploma In Electrical Power Engineering - Wind Turbine Maintenance (Technical Knowledge)). Additionally, valid entry labels NR and NS have been switched to align with current UCAS terminology. |
| Further guidance on Apprenticeship students | 1.1 | Guidance has been amended to reflect changes in the ILR specification. |
| Further guidance on FE field requirements for Apprenticeship Frameworks and Apprenticeship Standards | 1.2 | The guidance and table have been amended to reflect changes made to the ILR specification. |
Version 1.9 (2017-04-28)
| Element | Element version | Notes |
|---|---|---|
| Instance.DHREGREF | 1.1 | Coverage has been amended to include Course.REGBODY codes 60-65. |
| Instance.ITTSCHMS | 1.1 | Guidance has been amended to clarify instances where code 6 applies to students. |
| ITTPlacement.PLMNTSCH | 1.1 | Guidance has been added to this field, providing generic codes to use when the employing school doesn't have a URN. |
| LearningDeliveryFAM.LEARNDELFAMCODE | 1.1 | NSA 21-30 Unassigned has been removed from the Funding and monitoring table as this option no longer appears in the Individualised Learner Record (ILR) for 2016/17. |
| Student.BIRTHDTE | 1.1 | Guidance added to detail the purpose for this field being collected. |
| Student.DISABLE | 1.2 | Guidance added to detail the purpose for this field being collected. Additional guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Student.ETHNIC | 1.3 | Guidance added clarifying that providers may select 'Prefer not to say' on this field when conducting questionnaires. Guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Student.GENDERID | 1.1 | Guidance added clarifying that providers may select 'Prefer not to say' on this field when conducting questionnaires. Guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Student.NATIOND | 1.1 | Guidance added clarifying that providers may select 'Prefer not to say' on this field when conducting questionnaires. Coverage has been amended to remove Course.TTCID code Q. |
| Student.RELBLF | 1.1 | Guidance added clarifying that providers may select 'Prefer not to say' on this field when conducting questionnaires. Guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Student.SEXID | 1.2 | Guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Student.SEXORT | 1.1 | Guidance added clarifying that providers may select 'Prefer not to say' on this field when conducting questionnaires. Guidance added to inform users of further information on protected characteristics covered by the Equality Act 2010. |
| Data collection schedule | 1.1 | Guidance has been removed due to the fact that for C16051, continuity errors will stop providers from committing their data. |
| DLHE - Coverage of the record | 1.0 | The coverage of the 2016/17 Destinations of Leavers from Higher Education (DLHE) record, which supplements the Student record, has now been published and a link made available under the Student record 'Further guidance' section. |
| File structure for DLHE survey population file | 1.0 | First issue of this document for 2016/17, linked from 'File structures for downloadable files' under the 'Submission process and quality assurance' section. |
| Generating an ILR file from the HESA data collection system | 1.4 | An updated version of the guide to Generating an ILR file from the HESA data collection system has been released under the 'Further guidance' section. |
| Specification of the UCAS data for HESA (*J) 2016/17 | N/a | A new version of the Specification of the UCAS data for HESA (*J) has been published under the 'UCAS data for HESA transaction' section. |
Version 1.8 (2017-02-23)
| Element | Element version | Notes |
|---|---|---|
|
ApprenticeshipEngagement.ApprenticeFinances
Student.ContactPreference
Instance.Engagement
Instance.ACHDATE
Student.LearnerContact
Instance.LearningDeliveryFAM
Instance.LearnerEmploymentStatus LearnerEmploymentStatus.EmploymentStatusMonitoring
Student.ETHNIC |
Per field. | These data items have been adjusted to align with the FE Individualised Learner Record (ILR) Version 3: Information relating to the elements changed may be found in the change management notes for each item. |
| Course.REGBODY | 1.2 | Guidance added to the Notes section, describing which of the options for the General Dental Council (GDC); Health and Care Professions Council (HCPC); and the Nursing & Midwifery Council (NMC) should be used in each devolved administration. |
| CourseSubject.SBJCA | 1.3 | Additional guidance added to the Notes section, describing how providers with ITT primary provision could should code this field in relation to the INITIATIVES field. |
| EntryProfile.QUALENT3 | 1.2 | Guidance in the Notes section relating to UK NARIC updated to add further information on the process of assigning a code to overseas qualifications. |
| Instance.DISALL | 1.1 | Coverage statement amended to re-insert Student.DISABLE valid entry 08 into the list of valid entries for which this field is required. Code 08 represents those with multiple disabilities, and had been accidentally deleted when deprecated codes were removed in an earlier version of this manual. |
| Instance.ENTRYRTE | 1.1 | Coverage statement revised to remove the requirement for this entity to be submitted for dormant students. |
| Instance.INITIATIVES | 1.6 | Additional guidance added to the Notes section for valid entry U (Postgraduate Loan Eligibility), describing why this information is necessary. |
| Instance.ITTAIM | 1.1 | Coverage statement revised to remove the requirement for this entity to be submitted for dormant students. |
| Instance.ITTPlacement | 1.1 | Coverage statement revised to remove the requirement for this entity to be submitted for dormant students. |
| Instance.MODE | 1.1 | Additional guidance added to Notes section, under 'Dormant Students' section, describing the expected coding for Postgraduate Research students who submit their thesis from an active mode. |
| Instance.MSTUFEE | 1.4 | Additional guidance added to the Notes section, describing some examples of what falls under valid entry 91 'Provider own funds'. |
| Institution.ILRGEN | 1.1 | Additional guidance added to the Notes section, stating that it is advisable to maintain the coding of this field for both the generation of the ILR file and for submission of the Student record. |
| QualificationsOnEntry.QUALSBJ | 1.1 | Valid entries updated to consume new qualification subjects for 2016/17. QUALSBJs added: 10B, 44H, 47N, 50M, 51M, 62E, A03, A47, A92, B38, B61, B62, B63, C09, D68, E03, E09, E40, E44, E48, E49, E94, F32, G22, H61, H64, H66, H67, I09, I90, L09, L55, L98, M05, M06, M07, M08, N10, N54, P08, P09, P55, P58, P70, P80, P97, R10, R50, R98, S56, S74, S75, T25, T30, W23, W24, W25, W26, W27, W28, W29. |
| QualificationsOnEntry.QUALTYPE | 1.3 | Valid entries updated to consume new qualifications. QUALTYPEs added: EE, EF, IH, IJ, KA, KB, KC, KD, KE, KF, KG, KH, KI, KJ, KK, KM, KN, KP, KQ, KR, KS, KT, KU, KV, KW, KX, KY, KZ, L1, L2, L3, L4, L5, L6, L7, L8, L9, LA, LB, O9, OA, OB, P1, P2, P3, P4, P5, WS. Labels for QUALTYPEs A3-A9 and AY have been amended to align with current UCAS terminology. QUALTYPE PO, introduced for 16/17, has been revised to P0 as UCAS has changed their identifier. |
| Student.ETHNIC | 1.2 | The coverage statement has been amended to remove the requirement for this field for students studying an ITT EYITT course - Course.TTCID='Q'. |
| Derived field specifications | n/a | First release of the derived field specifications for this collection, added under the 'Data specification' section. |
| Understanding student continuity and the UHN link | 1.1 | The text in Example A under 'Maintaining the UHN Link (HE)' has been revised to remove ambiguity. The text related to circumstances where a NUMHUS would and wouldn't be expected to be updated when a student's course changes. |
| Further guidance about FE field requirements for Apprenticeship Frameworks and Apprenticeship Standards | 1.1 | Additional guidance added to the document, stating that a common format is used for generation of the ILR file and for submission of the Student record. |
| Further guidance on reporting qualifications on entry | 1.5 | Document aligned with the most recent changes to coding frames introduced by UCAS. |
| Reduced Returns | 1.1 | Document updated to insert two fields and an entity, added to the record for 2016/17 but accidentally omitted from this document, to Type 01. Instance.ENTRYRTE, Instance.ITTAIM, and Instance.ITTPlacement are now required from providers in England for this redued return. |
Version 1.7 (2016-11-24)
| Element | Element version | Notes |
|---|---|---|
| CourseSubject.SBJCA | 1.2 | The guidance on dental courses in the Notes section has been amended to include a reference to 'B840 Dental technology'. |
| Instance.Engagement | 1.1 | The coverage statement for this entity has been revised to remove the restriction that required this entity only for those with an Instance.REDUCEDI of 00 or 01. This entity must now be returned where all other criteria are met, regardless of Instance.REDUCEDI coding. |
| Instance.INITIATIVES | 1.5 | Addition of 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), and accompanying guidance, for providers in Scotland. Additional guidance added to the Notes section for valid entry U (Postgraduate Loan Eligibility), further clarifying eligibility criteria. |
| Instance.NHSEMP | 1.1 | References and links within the Notes section updated, as the Health and Social Care Information Centre (HSCIC) is now NHS Digital. |
| Instance.NUMHUSPREV | 1.1 | Data type updated from xs:string to NUMHUSType, aligning with the data type for Instance.NUMHUS. This change is consistent with the guidance in the field. |
| Further guidance about returning Early Years Initial Teacher Training (EYITT) programmes | 1.1 | An explanatory sentence in the first paragraph of this document has been revised to state more clearly that EYITT students who fall within the coverage of the Student record must be returned. |
| File structure | 1.1 | The linking of sections of the diagram on this page to specific entities in the data items section has been removed. With the release of the new HESA website, the scaling of this feature across mobile devices is no longer supported, and does not work. |
| Specification for the UCAS data for HESA (*J) 2016/17 | 1.0 | This document has been added under 'UCAS data for HESA transaction'. The specification describes the file sent to HE providers who subscribe to UCAS, which may be used to aid in the submission of their HESA return. |
Version 1.6 (2016-10-27)
| Element | Element version | Notes |
|---|---|---|
| C16051DataTypes.xsd | n/a | The ADDRESSType data type has been amended to permit a slightly wider set of characters, in line with the Skills Funding Agency's ILR schema. This data type is used for 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. |
| Course.COURSEAIM | 1.1 | The guidance in the Notes section has been revised, rewording the paragraph relating to social work for clarity. No change to meaning. |
| Instance.FUNDCODE | 1.2 | The guidance in the Notes section has been revised to add in a sentence to the end of the PGR guidance for England which relates to alignment with HESES. |
| Instance.INITIATIVES | 1.4 | Valid entry T, 'Postgraduate Loan', has been removed and replaced with valid entry U, 'Postgraduate Loan Eligibility'. The requirement for data associated with Postgraduate Loans for Masters Study has changed to eligibility rather than receipt, necessitating a new code. |
| Instance.MSTUFEE | 1.3 | The guidance in the Notes section has been revised to remove a conflicting sentence on the precedence in which codes should be used where funding is given by the SLC. |
| Data collection schedule | 1.0 | This document has been added to describe the stages of data submission for the collection. It complements the 'Data collection schedule - Apprenticeship Standards' document, which details the stages for generating files to submit to the Skills Funding Agency. |
Version 1.5 (2016-09-29)
| Element | Element version | Notes |
| Additionally released 2016-10-04 | ||
| C16051.xsd | n/a | A minor change has been made to the schema to replace the data type for LearnerContact.TELNUMBER to use a string-based data type 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. The validation kit and data collection system will automatically use the updated version. |
| LearnerContact.TELNUMBER | 1.1 | Schema updated to use a string-based data type to aid internal processing. No change to permitted content. |
| Originally released 2016-09-29 | ||
| C16051.xsd | n/a | A minor change has been made to the schema to remove an obsolete and non-functional restriction on StudentOnModule.MODID. 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. The validation kit and data collection system will automatically use the updated version. |
| Engagement.STANDCODE | 1.1 | Guidance in the Notes section updated to link to the ILR document 'List of apprenticeship standards approved for delivery'. |
| EntryProfile.CARELEAVER | 1.1 | The coverage statement for providers in Wales has been amended to include the French Overseas Department of Mayotte ('YT'), which has joined the European Union. |
| EntryProfile.DOMICILE | 1.1 | The labels for valid entries BF 'Burkina [Burkina Faso]' and SR 'Surinam [Suriname]' have been updated to 'Burkina Faso' and 'Suriname' respectively. This follows a change in the labels used by the National Statistics Country Classification, which now align with the labels used by ISO-3166. The guidance in the Notes section associated with the coding of France has been updated, as Mayotte has been redesignated as an Overseas Department (Département d'Outre-Mer), and joined the European Union. |
| Instance.FUNDCODE | 1.1 | The guidance in the Notes section has been revised to split out the HEFCE-funded section from the DfE(NI) guidance. |
| Instance.MSTUFEE | 1.2 | Additional guidance added to Notes section to clarify the precedence in which codes should be used where funding is given by the SLC. |
| Instance.INITIATIVES | 1.3 | The guidance for valid entry T, 'Postgraduate Loan', has been updated. This guidance is now explicit in stating that this code should only be returned where a loan has been received. |
| Mobility.MOBLOCA | 1.1 | The labels for valid entries BF 'Burkina [Burkina Faso]' and SR 'Surinam [Suriname]' have been updated to 'Burkina Faso' and 'Suriname' respectively. This follows a change in the labels used by the National Statistics Country Classification, which now align with the labels used by ISO-3166. |
| Student.NATION | 1.1 | The labels for valid entries BF 'Burkina [Burkina Faso]' and SR 'Surinam [Suriname]' have been updated to 'Burkina Faso' and 'Suriname' respectively. This follows a change in the labels used by the National Statistics Country Classification, which now align with the labels used by ISO-3166. The guidance in the Notes section associated with the coding of France has been updated, as Mayotte has been redesignated as an Overseas Department (Département d'Outre-Mer), and joined the European Union. |
| QualificationsAwarded.QUAL | 1.2 | Additional guidance added to the Notes section, stating that qualifications should only be included when the awarding body has confirmed that the student has gained the award. |
| QualificationsOnEntry.QUALTYPE | 1.2 | The labels for QUALTYPEs N1-N5 have been amended to use ampersands for consistency with other City & Guild labels. |
| Further guidance on reporting qualifications on entry | 1.4 | The labels for QUALTYPEs N1-N5 have been amended to use ampersands for consistency with other City & Guild labels. |
| HESA XML data entry tool | n/a | Tool added under 'Submission process and quality assurance', allowing the manipulation and generation of XML for submission to HESA. |
| How to use the HESA XML data entry tool | 1.0 | Document added under 'Submission process and quality assurance', describing the HESA XML data entry tool and how to use it. |
Version 1.4 (2016-08-04)
| Element | Element version | Notes |
| Engagement.ENGOUTCOME | 1.1 | Valid entry 2 'Partial achievement' added to field, with associated guidance added to the Notes section. |
| Instance.LearningDeliveryFAM | 1.1 | The guidance in the Notes section has been revised. Clarification added to state that where FFI is applicable, Engagement.ENGFFI should be completed, that NSA is only applicable where Instance.FUNDMODEL = 35 or 99, and an obsolete reference to ALN has been removed from the EEF section. |
| Instance.NETFEE | 1.1 | Additional guidance added to the Notes section to describe the coding of Postgraduate Support Scheme payments where these are implemented as fee waivers. |
| QualificationsOnEntry.QUALGRADE | 1.1 | Valid entry Z added to the field, valid for associated QUALTYPEs C1 and C2. |
| Student.DISABLE | 1.1 | A sentence in the Notes section which referred to code 53 as a cognitive impairment has been removed. |
| Further guidance on reporting qualifications on entry | 1.3 | Subject restrictions have been reinserted for QUALTYPEs 6M, 7M and 8M: QUALSBJs M94, M96 and M98 respectively. These QUALTYPEs correspond with music theory qualifications; practical qualifications have a much wider variety of subject codes and are not restricted in the same way. |
| Further guidance about FE field requirements for Apprenticeship Frameworks and Apprenticeship Standards | 1.0 | Document added under 'Further guidance', describing the FE fields required for those submitting apprenticeships. |
| Generating an ILR file from the HESA data collection system | 1.2 | Document updated to include additional mapping for LearningDeliveryFAM code LSF. Mapping of BFPO post codes also referred to. |
Version 1.3 (2016-07-07)
| Element | Element version | Notes |
| All documentation | n/a | All references to the Northern Irish 'Department for Employment and Learning' (DEL(NI)) have been amended to 'Department for Education' (DfE(NI)), reflecting the name change of this organisation. |
| Course.REGBODY | 1.1 | Valid entries for this field revised to allow for further detail for the General Dental Council, Health and Care Professions Council, and the Nursing & Midwifery Council. Valid entry 32 removed and replaced with new entries 36 and 37; 53 removed and replaced with 56, 57 and 58; and valid entries 60-65 added for the Nursing & Midwifery Council. |
| Engagement.ENGEEF | 1.2 | The description has been updated to 'Field to indicate eligibility for enhanced apprenticeship funding', reflecting the purpose of the field more clearly. |
| Engagement.DELLOCPOSTCODE | 1.1 | Field length description changed to '8', instead of '10', with a minimum occurrence of '1'. The schema already restricted the field to be both mandatory and 8 characters in length, this change corrects the description to match the format of the data permitted. |
| Instance.ACHDATE | 1.1 | The coverage statement has been amended to revise the final Instance.PROGTYPE clause for clarity. |
| Instance.CSTAT | 1.1 | The coverage statement has been amended to add Instance.FESTUMK code 5, which is a new code for 2016/17. |
| Instance.FEOUTCOME | 1.1 | The coverage statement has been amended to add Instance.FESTUMK code 5, which is a new code for 2016/17. |
| Instance.FUNDADJPRIOR | 1.1 | The coverage statement has been amended to include Instance.FESTUMK 5, which is a new code for 2016/17. |
| Instance.FUNDCOMP | 1.1 | Additional guidance added to Notes section, describing the expected coding of this field when a student is transferred between collaborating providers. |
| Instance.FWORKCODE | 1.1 | Coverage statement amended to remove a reference to Instance.PROGTYPE code 10, which no longer exists. |
| Instance.INITIATIVES | 1.2 | Valid entry T, 'Postgraduate Loan', has been added to the field, with appropriate guidance added to the Notes section. The guidance for code R, 'Undergraduate Opt-in', has been updated. This guidance, which refers to an Initial Teacher Training initiative, is now more tailored to the Student record. |
| Instance.LearnerEmploymentStatus | 1.1 | The coverage statement has been revised to reflect the implicit requirements of the SFA's Individualised Learner Record (ILR), and has been stated in a more understandable manner. |
| Instance.NOTACT | 1.2 | Coverage corrected to express the existing requirement that this field be returned for all instances with an Instance.MODE of 73 or 74. This requirement is already stated in the Notes section and enforced by validation. |
| Instance.PLANLEARNHOURS | 1.1 | The coverage statement has been amended to add Instance.FESTUMK code 5, which is a new code for 2016/17. |
| Instance.PWAYCODE | 1.1 | The coverage statement has been amended to remove a reference to Instance.PROGTYPE code 10, which no longer exists. |
| Instance.TYPEYR | 1.1 | The coverage statement has been amended, excluding instances associated with providers in Wales at FE level. This restriction has previously been enforced using Quality Rules, but is now explicit. |
| Instance.WITHDRAWREASON | 1.1 | The coverage statement has been amended to add a restriction of Instance.PROGTYPE = 25 to the final exclusion. |
| LearnerContact.CONTPCODECURR | 1.1 | Field length description changed to '8', instead of '10'. The schema already restricted the field to 8 characters in length, this change corrects the description to match the format of the data permitted. |
| LearnerContact.CONTPCODEPAST | 1.1 | Field length description changed to '8', instead of '10'. The schema already restricted the field to 8 characters in length, this change corrects the description to match the format of the data permitted. |
| QualificationsOnEntry.QUALTYPE | 1.1 | Addition of new valid entries, following confirmation of their availability for 2016/17 from UCAS. New valid entries: 1E, 1N, 1W, A3, A4, A5, A6, A7, A8, A9, AK, AY, AZ, CF, CM, CN, CP, N0, N6, N8, N9, NA, NB, NE, NF, NG, NH, NI, NJ, NK, NL, NM, NN, NP, NQ, NR, NS, O8, PK, PO, WF, WJ, WK, WL, YK, YL. |
| Student.ETHNIC | 1.1 | The coverage statement has been amended to require this field for those in England with an Instance.PROGTYPE = 25 and Institution.ILRGEN = 1, as ETHNIC is required for Apprenticeship Standards students who are to be submitted to the SFA. |
| Student.NINO | 1.1 | Guidance in the Notes section revised to remove a misleading statement relating to the coverage of the field. |
| Further guidance on reporting qualifications on entry | 1.2 |
New qualifications confirmed by UCAS have been added to this document.
|
| Quality rules | n/a | The quality rules web page, describing the validation which enforces the quality of the submitted data, has been included under the 'Submission process and quality assurance' section. In this release, only rolled-on rules from the 2015/16 collection have been included - more rules will be added throughtout the life of the collection. |
| Validation kit | n/a | The revised version of the downloadable validation kit has been included under the 'Submission process and quality assurance' section. This allows data to be tested against quality rules during preparation, prior to submission. |
Version 1.2 (2016-05-19)
| Element | Element version | Notes |
| Course.FEQAIMC | 1.1 | Description and Notes sections updated to make reference to the Qualifications in Wales database, and include a link both to this and to the Learning Aims Reference System (LARS). |
| CourseSubject.SBJCA | 1.1 | Guidance added to the Notes section adding additional subjects to the lists of subject specialisms for Primary and Secondary ITT programmes. |
| Engagement.ENGAIM | 1.1 | Guidance has been added to the Notes section, linking to the Learning Aims Reference System (LARS). |
| Engagement.ENGEEF | 1.1 | Coverage statement amended to 'Optional for all engagements' and guidance in the Notes section amended accordingly. |
| Engagement.ENGFFI | 1.1 | Coverage statement amended to 'Optional for all engagements' and guidance in the Notes section amended accordingly. |
| EntryProfile.QUALENT3 | 1.1 | Guidance in the Notes section reworded to clarify that advice may be sought from UK NARIC if providers are unsure how to code an overseas qualification. |
| Instance.INITIATIVES | 1.1 | Valid entry Q removed, and P relabelled, due to changes to the ITT School Direct Salaried Flexible teaching routes. Guidance updated. |
| Instance.MSTUFEE | 1.1 | Additional guidance added to Notes section to describe the expected codes to be used when funding is made by both the NHS and the SLC. |
| Instance.TREFNO | 1.1 | Coverage statement amended to make this field compulsory for providers in England where Course.TTCID = 1. Previously this field was compulsory for providers in England only where further conditions were met. |
| QualificationsAwarded.QUAL | 1.1 | Additional guidance has been added to the Notes section which draws attention to the COURSEAIM field, in which information is given about the coding frame used by the two fields. |
| Coding manual release schedule | 1.0 | The first release of this document has been added to the manual home page, describing the expected timescales for the release of key collection documentation. |
| Further guidance on reporting qualifications on entry | 1.1 | A duplicated entry for QUALTYPE AG has been removed from this document. |
| Generating an ILR file from the HESA data collection system | 1.1 | This document has been updated for accuracy. |
Version 1.1 (2016-05-06)
| Element | Element version | Notes |
| New fields and entities | n/a |
In line with the changes to the record documented in Circulars 16/01 - January and 16/02 - February, a number of fields and entities have been added to the record to accomodate new or changed collection requirements. These changed fields include: For Apprenticeship Standards collection requirements
For other requirements
As always, changes are listed against the individual fields or entities changed. |
| Course.CourseSubject | 1.0 | The coverage statement has been amended, necessitating the return of this field where Instance.FESTUMK is 3. Additionally, the requirement for the return of Course.FEQAIMC in generic code has been removed. |
| Course.CLSDCRS | 1.0 | The coverage statement has been amended, excluding the return of this field where Course.COURSEAIM is Z99. |
| Course.COURSEAIM | 1.0 | New valid entries M73 'Postgraduate Diploma in Education' and I78 'Level 5 Diploma in Education and Training (DET)' added to the field, along with Z99 'Course aim does not apply' for use with Apprenticeship Standards. Guidance associated with M73 and Z99 added to the Notes section. |
| Course.COLLORG | 1.0 | The coverage statement has been amended, excluding the return of this field where Course.COURSEAIM is L99 or Z99. |
| Course.FEQAIMC | 1.0 | The coverage statement has been amended, necessitating the return of this field where Instance.FESTUMK is 5 and excluding the return of the field where Institution.ILRGEN is 1 and all linked instances have Instance.PROGTYPE 25. |
| Course.MSFUND | 1.0 | Valid entry 12 'BIS' removed, and valid entry 39 'Skills Funding Agency' added. |
| Course.REGBODY | 1.0 | The maximum number of occurrences for this field has been increased from one to two, to permit multiple regulatory bodies to be linked to a course where appropriate. |
| Course.TTCID | 1.0 | Valid entries 8 'NCTL funded flexible provision' and G 'School Direct Training Programme' have been removed. The NCTL no longer funds flexible provision, and School Direct provision is now recorded in Instance.ENTRYRTE. The coverage statement has been amended, necessitating the return of this field where Course.COURSEAIM is not equal to Z99. |
| CourseSubject.ITTSUBJECT | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. |
| EmploymentStatusMonitoring.ESMCODE | 1.0 | Guidance updated to remove references to EmploymentStatusMonitoring.ESMTYPE valid entry RON, 'Risk of NEET', which has been removed for 2016/17. |
| EmploymentStatusMonitoring.ESMTYPE | 1.0 | Valid entry RON 'Risk of NEET' removed. |
| EntryProfile.PREVINST | 1.0 | A new generic valid entry, 4951 'Other UK training providers' has been added to this field. |
| EntryProfile.RELIGION | 1.0 | A new set of valid entries has been implemented in this field as part of the DEL-NI Widening Participation (WP) Strategy in HE. |
| Instance.AIMTYPE | 1.0 | The coverage statement has been amended, necessitating the return of this field where Instance.FESTUMK is 5. |
| Instance.BRIDGE | 1.0 | The coverage statement has been amended, excluding the return of this field where Course.COURSEAIM is Z99. |
| Instance.CSTAT | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.PROGTYPE is 25 and Institution.ILRGEN is 1. |
| Instance.DISALL | 1.0 | Coverage statement amended to change the list of Student.DISABLE valid entries to align with the removal of valid entries in that field. |
| Instance.ELQ | 1.0 | The coverage statement has been amended, necessitating the return of this field where Instance.FESTUMK is 2 or 3. |
| Instance.ENDDATE | 1.0 | Additional guidance added to this field to describe the expected data for Apprenticeship Standards students. |
| Instance.EntryProfile | 1.0 | The coverage statement has been amended, excluding the return of this field where Course.COURSEAIM is Z99. |
| Instance.EXCHANGE | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.FEEELIG | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.FEEREGIME | 1.0 | Coverage statement revised to exclude Instance.PROGTYPE of 25, Apprenticeship Standards, from the requirements for providers in England. |
| Instance.FEOUTCOME | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.PROGTYPE is 25 and Institution.ILRGEN is 1. Guidance added to this field in line with the Individual Learner Record (ILR) for 2016/17. |
| Instance.FESTUMK | 1.0 | Valid entry 5 'The student is an SFA/EFA/DfES funded learner studying a programme which is not at a specific level' added, to allow for coding of Apprenticeship Standards. |
| Instance.FUNDADJOTH | 1.0 | The coverage statement has been reworked, return of this field is now required for instances at providers in England where Instance.FESTUMK is 1, 3, 4 or 5 and Instance.REDUCEDI is 00 or 01 and ((Instance.AIMTYPE is 4 and LearningDeliveryFAM.LEARNDELFAMTYPE is ADL) or ((Instance.AIMTYPE is 1, 3 or 4 and Instance.FUNDMODEL is 35) or Instance.FUNDMODEL is 81)). Guidance added to this field in line with the Individual Learner Record (ILR) for 2016/17. |
| Instance.FUNDADJPRIOR | 1.0 | The coverage statement has been reworked, return of this field is now required for instances at providers in England where Instance.FESTUMK is 1, 3 or 4 and Instance.REDUCEDI is 00 or 01 and ((Instance.AIMTYPE is 4 and LearningDeliveryFAM.LEARNDELFAMTYPE is ADL) or (Instance.AIMTYPE is 1, 3 or 4 and Instance.FUNDMODEL is 35 or 81)). Guidance added to this field in line with the Individual Learner Record (ILR) for 2016/17. |
| Instance.FUNDCOMP | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.FUNDLEV | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.FUNDMODEL | 1.0 | Coverage adjusted to include new Instance.FESTUMK valid entry 5. The labels for valid entries 25 - 99 have been aligned with the Individualised Learner Record (ILR) for 2016/17. Valid entry 36 'Unassigned' added. |
| Instance.INITIATIVES | 1.0 | Valid entries A 'National Scholarship Programme (NSP)', F 'EYITT Graduate Entry', G 'EYITT Graduate employment-based', H 'EYITT Undergraduate entry', I 'EYITT Assessment Only', J 'EYITT School Direct', and 2 'Employer engagement co-funded students' have been removed for 2016/17. Valid entries N 'Q-Step', P 'School Direct Salaried Flexible (Abridged)', Q 'School Direct Salaried Flexible (Part time)', R 'Undergraduate Opt-in', and S 'Engineering conversion course pilot scheme' have been added. Guidance in the Notes section amended accordingly. |
| Instance.ITTPHSC | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. |
| Instance.ITTSCHMS | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. New valid entry 8 'Currently on a course with subject knowledge enhancement (SKE) as a requirement' added to the field. The label for valid entry 7 has been changed to 'Previously completed a subject knowledge enhancement (SKE) course' for clarity. |
| Instance.LEARNDIF | n/a | This field has been removed for 2016/17, and superseded by Student.LLDDHEALTHPROB. The coverage of the new field is no different, although it is now collected on the Student entity. |
| Instance.LearnerFAM | 1.0 | Coverage adjusted to include new Instance.FESTUMK valid entry 5. The guidance for 'Learner support reason' has been aligned with the Individualised Learner Record (ILR) for 2016/17. |
| Instance.LearnerEmploymentStatus | 1.0 | The coverage statement has been reworked, return of this field is now compulsory for all instances at providers in England where Instance.FESTUMK is 5 and Institution.ILRGEN is 1. Return of this field is optional for instances at providers in England where Instance.FESTUMK is 1, 3, or 4 and Instance.REDUCEDI is 00 or 01 and (Instance.FUNDMODEL is 25, 35, 70, 81, or 99). |
| Instance.LearningDeliveryFAM | 1.0 | The coverage statement has been reworked, return of this field is now compulsory for all instances at providers in England where Instance.FESTUMK is 1, 3, 4 or 5 and Instance.PROGTYPE is 25 and Institution.ILRGEN is 1. Return of this field is optional for instances at providers in England where (Instance.FESTUMK is 1, 3, 4 or 5) and Instance.REDUCEDI is 00 or 01. The guidance has been aligned with the Individualised Learner Record (ILR) for 2016/17. |
| Instance.LEARNPLANENDDATE | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.PROGTYPE is 25 and Institution.ILRGEN is 1. |
| Instance.LOCATION | 1.0 | The coverage statement has been reworded with no change made to the meaning. |
| Instance.MODE | 1.0 | Valid entry 98 'Mode not applicable' added, to allow for coding of Apprenticeship Standards. |
| Instance.MSTUFEE | 1.0 | Valid entry 05 'Provider waiver of support costs' removed, and replaced by valid entry 91 'Provider own funds' which has a wider remit. Valid entry 33 'BIS' removed. The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. Additionally, the restriction on the return of this field where Instance.PROGTYPE is not 25 has been removed. |
| Instance.PLANLEARNHOURS | 1.0 | The coverage statement has been reworked, return of this field is now required for all instances at providers in England where (Instance.FESTUMK is 1, 3 or 4 and Instance.REDUCEDI is 00 or 01 and Instance.FUNDMODEL is 10, 25, 35, 81, 82 or 99) unless Instance.PROGTYPE is 20, 21, 22, 23 or 25. |
| Instance.PROGTYPE | 1.0 | The label for valid entry 25 has been aligned with the Individualised Learner Record (ILR) for 2016/17, 'Apprenticeship Standard'. Valid entry 10 'Higher Apprenticeship' removed. Guidance updated accordingly. The coverage statement has been amended, necessitating the return of this field where Instance.FESTUMK is 5, as well as removing the compulsory return of this field for instances at providers in England where Instance.AIMTYPE is 5 and on a programme. |
| Instance.SPECFEE | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.PROGTYPE is 25. |
| Instance.SPLENGTH | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.STULOAD | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.TREFNO | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. |
| Instance.TYPEYR | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.UNITLGTH | 1.0 | The coverage statement has been amended, excluding the return of this field where Instance.FESTUMK is 5. |
| Instance.WITHDRAWREASON | 1.0 | The label for valid entry 7 has been aligned with the Individualised Learner Record (ILR) for 2016/17, 'Learner has transferred between providers due to intervention by or with the written agreement of the Skills Funding Agency'. Guidance updated accordingly. The coverage statement has been amended, excluding the return of this field where Institution.ILRGEN = 1. |
| Instance.YEARPRG | 1.0 | The coverage statement has been amended, preventing the return of this field where Instance.FESTUMK is 5. |
| Instance.YEARSTU | 1.0 | The coverage statement has been amended, preventing the return of this field where Instance.FESTUMK is 5. |
| LearnerEmploymentStatus.EMPID | 1.0 | Coverage updated for this field in line with the Individualised Learner Record (ILR) for 2016/17, removing references to Workplace Learning (LearningDeliveryFAM.LEARNDELFAMTYPE = WPL). Data type adjusted to permit a null entry to be returned. Guidance updated accordingly. |
| LearnerEmploymentStatus. EmploymentStatusMonitoring | 1.0 | Guidance updated to remove references to EmploymentStatusMonitoring.ESMTYPE valid entry RON, 'Risk of NEET', which has been removed for 2016/17. Maximum occurrences reduced to 7. |
| LearnerEmploymentStatus.EMPSTAT | 1.0 | Guidance added to this field in line with the Individual Learner Record (ILR) for 2016/17. |
| LearnerFAM.LEARNFAMCODE | 1.0 | The labels for valid entries LSR 58-60 have been revised and a new valid entry added for ESF funded learner receiving childcare support (LSR 61). GCSE English condition of funding (ECF) and GCSE Maths condition of funding (MCF) codes 4, 5 and 6 have been added to align with the Individualised Learner Record (ILR) for 2016/17. |
| LearningDeliveryFAM.LEARNDELFAMTYPE | 1.0 | The labels for valid entries ADL and ABL have been revised to align with the Individualised Learner Record (ILR) for 2016/17. Valid entries WPL 'Workplace Learning' and TBS 'Apprenticeship Trailblazer standard' have been removed. |
| LearningDeliveryFAM.LEARNDELFAMCODE | 1.0 | The labels for valid entries associated with SOF, ADL, and ABL have been revised to align with the Individualised Learner Record (ILR) for 2016/17. Valid entries associated with WPL 'Workplace Learning' and TBS 'Apprenticeship Trailblazer standard' have been removed. Valid entries FLN 1 and EEF 4 have been added. |
| QualificationsAwarded.QUAL | 1.0 | New valid entries M73 Postgraduate Diploma in Education and I78 Level 5 Diploma in Education and Training (DET) added to the field. |
| QualificationsAwarded.OUTCOME | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. |
| Student.DISABLE | 1.0 | Valid entries 02, 03, 04, 05, 06, 07, 10, 11, 97, 98, and 99 have been removed for 2016/17. These codes were only valid for entrants prior to the 2010/11 academic year. As the usage of these codes has declined to very small levels, they have now been discontinued. |
| Student.ETHNIC | 1.0 | Coverage statement amended to remove Course.TTCID valid entries 8 and G, which no longer exist. Valid entries 11 'White - Irish' and 12 'White - English, Welsh, Scottish, Northern Irish, British' are provided for Apprenticeship Standards. Guidance added accordingly. |
| Student.NATIOND | 1.0 | Field amended to be returnable for providers in England. Coverage statement revised to state this field is optionally required for ITT students in England where Course.TTCID = 1, 2, or Q. |
| Student.ULN | 1.0 | Coverage adjusted to include new Instance.FESTUMK valid entry 5. Data type adjusted to permit a null entry to be returned. |
| Coverage of the record | 1.0 | The document has been revised to state that Subject Knowledge Enhancement (SKE) students are no longer required to be submitted in the record from 2016/17. A new section for Apprenticeship Standards students has been added, as has a section clarifying the data to be returned by the Welsh FECs who are submitting their HE data to HESA this year. |
| Data collection schedule - Apprenticeship Standards | 1.0 | This document has been added to describe the stages of data submission for Apprenticeship Standards students. |
| Further guidance on Apprenticeship students | 1.0 | This document has been added to describe the submission process for Apprenticeship Standards students. |
| Further guidance about returning Early Years Initial Teacher Training (EYITT) programmes | 1.0 | The document has been revised to reflect the changes to the data items that are used to identify the different EYITT routes. |
| Further guidance about returning NCTL programmes | 1.0 | The document has been revised to reflect the changes to the data items that are used to identify the different NCTL routes. |
Version 1.0 (2016-02-05)
| Publication of known changes compared to the 2015/16 record. For more detail, please see the Circulars 16/01 or 16/02. |
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