KIS record 2016/17 - Data collection schedule
KIS record 2016/17 - Data collection schedule
Version 1.0 Produced 2016-03-04
The document below is designed to guide providers through the stages of data submission for the KIS record.
At a glance
| August 2015 to May 2016 | Providers' local preparation |
|---|---|
| March 2016 | Validate data locally using validation kit |
| April 2016 | Preparation guide for HEPs released |
| 26 May 2016 | Data collection opens |
| Early July 2016 | NSS and DLHE data added |
| 14 July 2016 | Valid data submission required |
| 04 August 2016 (12pm) | Deadline for sign-off of data to be included in organisational preview |
| 10 to 24 August 2016 | Data available for preview on Unistats website |
| 25 August 2016 (12pm) | Final deadline for submission and sign-off prior to publication of new dataset on Unistats |
| 31 August 2016 | Update of Unistats website with 2016 dataset |
| September 2016 | System reopens for updates |
Detailed requirements
August 2015 to May 2016: Providers' local preparation
Providers should read the C16061 KIS record coding manual and associated documentation for details of the requirements for the return.
During these months providers will need to load and maintain local record systems.
If you have any queries with the requirements for C16061 HEPs should contact Institutional Liaison at [email protected] and FECs should contact [email protected].
March 2016 onwards: Validate data locally using validation kit
The C16061 validation kit is made available to download from Validation kits. The March 2016 release of the kit contains the updated business rules for C16061 and is released to assist providers in preparing their data ahead of the data collection system opening. A schema only validation kit is available from February 2016.
The kit enables providers to test their data locally against the first-stage validation ahead of the data collection systems opening in May 2016. Providers are strongly encouraged to use the validation kit as part of their data preparations.
Further details on the checks included in first-stage validation can be found within the data items of the record specification and in the business rules document on the C16061 coding manual.
A guide to using the validation kit can be found at Help with validation kits.
Providers are advised to contact Institutional Liaison ([email protected]) if they encounter any issues with the validation kit.
April 2016: Preparation guide for HEPs released
In advance of the main collection opening in May, HESA releases a preparation guide for HEPs. 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 and information relating to the data collection system. HEFCE will publish a separate communication for FECs.
Notification of the publication of this guide will be sent to HESA KIS record contacts, and is also circulated on sector mailgroups such as the HESA-KIS JISC mailgroup. If you would like to join this mailgroup please contact Institutional Liaison.
26 May 2016: Data collection opens
The C16061 collection database opens on the HESA data collection system (for HEPs) and the HEFCE extranet (for FECs) for providers to test files against the full range of validation and exception checks ahead of the last submission and sign-off date deadline.
Data from the Longitudinal DLHE survey will be available when the system opens for files that pass validation.
For HEPs only:
A user guide for the submission of C16061 KIS record data to the HESA data collection system (HEPs only) can be found at KIS collection.
Access for this system will be automatically granted to HESA KIS record contacts and those who have been assigned the appropriate privileges, through the HESA Identity System when the C16061 collection opens. An email will be sent to inform relevant colleagues when the data collection system becomes available.
HESA monitors all transactions on the data collection system to ensure providers are progressing reasonably and not encountering difficulties. However if you require assistance with the submission process, please contact Institutional Liaison.
Early July 2016: NSS and DLHE data added
In July the NSS and DLHE data will be provided for providers. The Unistats file and other reports which reference this data will then become available for providers to download and review. From this point onwards it will be possible for providers to sign-off the KIS data provided all errors have been resolved.
14 July 2016: Valid data submission required
By 14 July 2016, providers are required to have submitted a dataset which passes validation and contains the majority of their courses.
This schedule allows the maximum amount of available time for providers to review their reports, perform quality checks and make any amendments required before sign-off.
04 August 2016 (12pm): Deadline for sign-off of data to be included in organisational preview
Providers are required to have signed off a valid dataset which is suitable for publication.
In order to be included in the organisational preview on the Unistats, HEFCE/HESA must receive signed-off data by 12pm on 04 August. As part of the data quality assurance procedures, HEFCE/HESA require the return to be signed-off by the head or acting head of your organisation. This verification offers both the providers and HESA assurances regarding onward use of the data.
10 August 2016: Data available for preview on Unistats website
Data that has been signed off by 12pm on 4 August will be available for preview on the Unistats website on 10 August. This early preview gives providers a chance to review, and if applicable, amend their data prior to the last submission deadline and before Unistats goes live.
25 August 2016 (12pm): Final deadline for submission and sign-off prior to publication of new dataset on Unistats
Data does not need to be signed off again if no amendments have been made during the preview period.
Providers are required to send complete data that has passed all stages of validation to HESA (HEPs) or HEFCE (FECs) by 25 August 2016.
A single validation failure will result in no data being imported into the system. Data which fails validation will not be considered to have been returned to HESA or HEFCE.
As part of the data quality assurance procedures, HEFCE/HESA require the return to be signed-off by the head or acting head of your organisation. This verification offers both the providers and HESA assurances regarding onward use of the data. Sign-off must be returned to HEFCE/HESA by 12pm on 25 August 2016.
For providers submitting to HESA only:
| Once the submitted data has passed all stages of validation and all externally provided data is available a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be scanned and emailed back to [email protected]. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off. |
31 August 2016: Update of Unistats website with 2016 dataset
Data that was signed-off by 25 August will be published on the Unistats website on 31 August 2016 for prospective students to view. Thereafter, updates will be published on a weekly cycle.
September 2016: System reopens for updates
The C16061 collection database will reopen on the HESA data collection system (for HEPs) and the HEFCE extranet (for FECs) in September for providers to make updates to data. The Unistats website will be updated on Wednesdays, incorporating signed-off data received by HEFCE/HESA by 12pm on the preceding Tuesday.
Need help?
Contact Liaison by email or on +44 (0)1242 388 531.