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Alternative provider student record 2016/17 - Data collection schedule

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Alternative provider student record 2016/17 - Data collection schedule

Version 1.0 Produced 2016-11-01

The document below is designed to guide higher education providers (HEPs) through the stages of data submission for the AP student record.

At a glance

Prior to August 2016 Issue of Fair Processing Notices to students
August 2016 to July 2017 Data capture and collation
February 2017 Data collection system opens
July 2017 Data collection preparation guide released
September 2017 Full data collection system available
6 October 2017 Providers are required to have submitted complete data and passed business stage validation
24 October 2017 Providers are advised to send completed data that has passed exception stage validation
24 October – 28 November 2017 Data quality checking period
This is an iterative process during which providers may need to submit, commit, review and decommit their data several times to ensure the final submission is credible.
28 November 2017 Last submission of data
In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 28 November 2017.
5 December 2017 Sign-off of data submissions
As part of the data quality assurance procedures, HESA requires the return to be signed-off by the head or acting head of your organisation. This verification offers both the provider and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.

Detailed requirements

Prior to August 2016: Issue of Fair Processing Notices to students

Further information about out how Data Protection legislation affects the processing of AP student data by HESA can be found in the Data Protection Guidance document.

Providers are required to comply with the Data Protection Acts and ensure that all students reported to HESA are provided with the relevant Fair Processing Notice.

August 2016 to July 2017: Data capture and collation

Providers should read the C16054 AP student record coding manual for details of the requirements for the return.

During these months providers will need to load and maintain local student record systems including: registration, enrolments and qualifications.

If you have any queries with the requirements for C16054 please contact Institutional Liaison.

February 2017: Data collection system opens

The C16054 collection database is available on the data collection system (https://datacollection.hesa.ac.uk) giving providers the opportunity to test files against quality rules ahead of the return date deadline.

The C16054 collection will adopt a modular (tranche) approach to preparation of the AP student data collection system thus allowing incremental release of functional components of the system to providers.

A user guide for the submission of C16054 AP student record data will be available.

HESA monitors all transactions on the system to ensure providers are progressing reasonably and not encountering difficulties. However, if you require assistance with the submission process, please contact Institutional Liaison.

July 2017: Data collection preparation guide released

In advance of the collection deadlines HESA releases a preparation guide. This provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's statutory customers wish providers to pay particular attention to during coding and submission.

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

September 2017: Full data collection system available

The full functionality for the C16054 collection database opens on the data collection system (https://datacollection.hesa.ac.uk) around 4-6 weeks ahead of the return date giving providers the opportunity to further test files against the full range of quality rules ahead of the return date deadline.

A user guide for the submission of C16054 AP student record will be available.

HESA monitors all transactions on the system to ensure providers are progressing reasonably and not encountering difficulties. However, if you require assistance with the submission process, please contact Institutional Liaison.

6 October 2017: Providers are required to have submitted complete data and passed business stage validation

Providers are required to send complete data that has passed business stage validation to HESA by 6 October 2017.

A single validation failure will result in no data being imported into the system.

Validation rules are listed within the Quality rules summary document.

Data which fails validation will not be considered to have been returned to the Agency.

24 October 2017: Providers are advised to send completed data that has passed exception stage validation

Providers are advised to send and commit complete data that has passed exception stage validation to HESA by 24 October 2017. This schedule allows the maximum amount of available time for data quality checking.

Validation rules can be viewed in the Quality rules document, when available. Data which fails validation will not be considered to have been returned to the Agency.

24 October – 28 November 2017: Data quality checking period

This is an iterative process during which providers may need to submit, commit, review and decommit their data several times to ensure the final submission is credible. The suite of web reports should be reviewed by the provider to ensure that the data submitted is a credible representation of your organisation.

During this period Data Quality Analysts at HESA will also examine data committed by all providers. If any anomalies are found queries will be raised through the Minerva data quality database. Nevertheless providers are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisation. As a consequence providers are required to either resubmit their data to amend these anomalies, or provide an explanation through Minerva as to why these apparent anomalies are genuine.

Upon satisfactory completion of this process data will be set to credible.

28 November 2017: Last submission of data

In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 28 November 2017.

5 December 2017: Sign-off of data submissions

As part of the data quality assurance procedures, HESA requires the return to be signed-off by the head or acting head of your organisation. This verification offers both the institutions and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.

Note: Providers should download and keep copies of all relevant reports that they are likely to need during the year. This will be necessary as access to the site will be restricted after the collection has closed.


Need help?

Contact Liaison by email or on 01242 211144.