Staff record 2017/18 - Notification log

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This document summarises all communications associated with the 2017/18 Staff record, starting with the publication of known changes to the record in May 2017 all the way through to collection closure in November 2018. 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:

• Circulars: announcements to interested parties concerning or issues relating to the collection. Circulars 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.

2018-10-11 Coding manual release - Version 1.6

The Data collection schedule has been amended due to the sign off deadline being pushed back by two working days.

2018-08-15 Coding manual release - Version 1.5

The following documents have been added under the 'Further guidance' section

• Clinical academic salary values,
• Single pay spine.

The Fixed database facility document has also been added under the 'Submission process and quality assurance' section.

Guidance updates have been made for Person.HQHELD and Person.SEXID.

Description updates have been made to Person.Governor, Governor.ENDGOV, Governor.EXPENDGOV, Governor.STARTGOV.

Content has been updated to reflect why funding councils are collecting governor data rather than just specifically the OfS within the Returning Governors page.

2018-04-27 Coding manual release - Version 1.4

The Office for Students has issued a statement on the collection of governor data. The following document has been added to aid providers as to why this data is collected:

• Collection of Governor data

The description for Person.GOVFLAG has been updated to state that the field records whether a Person is a member of the HE's governing body rather than specifically a member of staff.

2018-04-11 Coding manual release - Version 1.3

As of the 1st April 2018 the Office for Students replaced HEFCE, therefore any mention of HEFCE has been removed and replaced with Office for Students.

The following documents have been added:

• The Quality rules as well as a link to the Validation kit which allows quality checks to be run locally,
• The Quality rules web page - FAQ,
• The HESA XML Data Entry Tool,
• A link to the Amalgamation tool page,
• The Derived field specifications,
• The File structures for downloadable files, containing information on both the Data Supply and the Expected contract population,
• The Credibility reporting definitions.

Person.PREVHEI now includes the following valid entry: '0213 - AECC University College'.

Guidance has been amended for Person.BIRTHDTE to explain how to return birth dates for Governors where certain parts of the Date of Birth are not known.

Guidance has been amended in both Governor.ENDGOV and Governor.STARTGOV to explain how to return staff starting more than one governor contract in a reporting year.

Guidance has been amended for Person.ORCID to clarify that the values '0-9' and 'X' can be used as the checksum digit as 'X' represents the number 10.

Guidance has been amended for Person.SEXID for providers to offer the following options to staff - 'Male', 'Female', 'Other', as HESA does not have a 'Prefer not to say' option

2017-11-27 Coding manual release - Version 1.2

The minimum occurrences of the Person.Contract entity has been amended to 0.

The Coverage of Person.GOVFLAG and Person.HQHELD have been amended for clarity.

2017-10-23 Coding manual release - Version 1.1

The following documents have been added to the manual:

• Coding activities and HESA cost centres documentation,
• Combined levels,
• The Data collection schedule,
• FTE vs FPE documentation,
• The Template exit survey.

Guidance has been amended in the Coverage of the record, to indicate the eligibility of Governors for the Staff 2017/18 collection.

New entity Person.Governor has been added for the 2017/18 collection, containing fields:

• Governor.STARTGOV,
• Governor.ENDGOV,
• Governor.EXPENDGOV.

New fields have been added for the 2017/18 collection:

• Contract.APPRENTICESHIP,
• Contract.HOURLYPAID,
• Contract.ZEROHRS,
• Person.GENREASSIGN,
• Person.GOVFLAG,
• Person.SEXID.

The Person.SEXID and Person.GENDERID fields have been removed for the 2017/18 Staff collection.

Label changes have been made to valid entries in Person.NATION, moving HESA guidance from the labels to the guidance section.

Additional valid entry 0337 'The University College of Osteopathy' has been added to Person.PREVHEI.

The File structure has been updated to include the new Governor entity.

Several minor guidance amendments have been made.

Please refer to the Revision history document for full technical list of changes to the specifications.

2017-06-29 Coding manual release - Version 1.0

Version 1.0 of the coding manual publicises the circular which describes the agreed changes for the 2017/18 Staff record.

This circular provides information on the Staff record 2017/18 (C17025): Notification of changes. It sets out the results of the consultation process and summarises the changes that will be implemented for the C17025 collection.

Coverage of the record has been amended to exclude any staff working for a provider through an intermediary, such as a personal service company.

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