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This table lists changes and additions to the record specification and supporting documentation.

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Element Element version Notes Version Type of change  
Data collection schedule 1.1 The sign off date for the 2017/18 collection has been moved by two days from the 14th November to 16th November. Version 1.6 (2018-10-11) Documentation  
Person.HQHELD 1.2 Guidance has been amended for Code 97 stating that it should also be used when UK qualifications are not listed. Version 1.5 (2018-08-15) Documentation  
Person.SEXID 1.2 Guidance has been amended recommending providers ask staff two separate surveys on sexual identification as only Male or Female can be returned to the HMRC. Version 1.5 (2018-08-15) Documentation  
Person.Governor 1.1 The description of this entity has been amended to state that the entity records whether a Person is a member of the HE's governing body rather than specifically a member of staff. Version 1.5 (2018-08-15) Documentation  
Governor.ENDGOV
Governor.STARTGOV
1.2 The description of these fields have been amended to state that the fields record whether a Person is a member of the HE's governing body rather than specifically a member of staff. Version 1.5 (2018-08-15) Documentation  
Governor.EXPENDGOV 1.1 The description of this field has been amended 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. Version 1.5 (2018-08-15) Documentation  
Clinical academic salary values 1.0 This document has been added under the 'Further guidance' section of the coding manual, describing the salary values of clinical academic staff (please note that these will be updated with the figures for Northern Ireland when they are received) Version 1.5 (2018-08-15) Documentation  
Fixed database facility n/a A link to the Fixed database facility has been added under the 'Submission process and quality assurance' section of the coding manual. Version 1.5 (2018-08-15) Documentation  
Returning Governors 1.1 Content has been updated to reflect why funding councils are collecting governor data rather than just specifically the OfS. Version 1.5 (2018-08-15) Documentation  
Single pay spine 1.0 This document has been added under the 'Further guidance' section of the coding manual, containing pay spine information for academic and support staff. Version 1.5 (2018-08-15) Documentation  
Person.GOVFLAG 1.3 The description of this field has been amended 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. Version 1.4 (2018-04-27) Documentation  
Returning Governor data 1.0 A statement from the Office for Students has been added as to why Governor data is being collected within the 2017/18 Staff record. Version 1.4 (2018-04-27) Documentation  
Governor.ENDGOV
Governor.STARTGOV
1.1 Guidance has been amended to clarify that only one governor entity should exist per record if a governor has two start dates within a reporting year due to one contract ending. Version 1.3 (2018-04-11) Documentation  
Person.BIRTHDTE 1.1 Guidance has been amended to explain how to return birth dates for Governors where certain parts of the Date of Birth are not known. Version 1.3 (2018-04-11) Documentation  
Person.ORCID 1.1 Guidance has been amended to clarify that the numbers 0-9 and X can be used as the checksum digit as a capital 'X' takes the value of 10. Version 1.3 (2018-04-11) Documentation  
Person.PREVHEI 1.1 The valid entry '0213 - AECC University College' has been added to Person.PREVHEI Version 1.3 (2018-04-11) Documentation  
Person.SEXID 1.1 Guidance has been amended to clarify that the following options should be made available by HE providers to staff - Male, Female, Other. Version 1.3 (2018-04-11) Documentation  
Credibility reporting definitions 1.0 The Credibility reporting definitions have been released under the 'Submission process and quality assurance' section. This aids providers to be able to see what information is in each credibility report table. Version 1.3 (2018-04-11) Documentation  
Derived field specifications n/a The Derived field specifications have been released under the 'Data specification' section of the coding manual. Version 1.3 (2018-04-11) Documentation  
Download Amalgamation tool n/a A link to the downloadable amalgamation tool has been added, to aid providers merging multiple smaller XML files into one large file for submission. Version 1.3 (2018-04-11) Documentation  
Download HESA XML data entry tool n/a This program has been added under the 'Submission process and quality assurance' section of the coding manual, in order to produce XML data in the format required for submission. It takes the data entered into it, validates it against the schema structure, and outputs a valid XML file for submission. Version 1.3 (2018-04-11) Documentation  
File structures for downloadable files 1.0 The file structures for downloadable files has been added under the 'Submission process and quality assurance' section, this provides an overview of what is included within the downloadable files from the data collection system. Version 1.3 (2018-04-11) Documentation  
How to use the HESA XML data entry tool 1.0 This document has been added under the 'Submission process and quality assurance' section of the coding manual, describing the XML data entry tool and how to use it. Version 1.3 (2018-04-11) Documentation  
Quality rules n/a The quality rules document, describing the validation which enforces the quality of the submitted data, has been included under the 'Submission process and quality assurance' section. Version 1.3 (2018-04-11) Documentation  
Validation kit n/a 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 1.3 (2018-04-11) Documentation  
Validation overview n/a The validation overview has been included under the 'Submission process and quality assurance' section, this provides an overview of the validation process Version 1.3 (2018-04-11) Documentation  
Person.Contract 1.1 The minimum occurrences of this entity has been amended to 0, to allow for the return of Governors, who may not have a contract. Version 1.2 (2017-11-27) Entity, Schema  
Person.GOVFLAG 1.1 The Coverage of this field has been amended to clarify that the field is compulsory for providers in England, Scotland and Wales. Version 1.2 (2017-11-27) Field, Coverage  
Person.HQHELD 1.1 The Coverage of this field has been amended to clarify that the field is compulsory for all staff where Person.GOVFLAG = 1. Version 1.2 (2017-11-27) Field, Coverage  
Contract.APPRENTICESHIP 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Contract.HOURLYPAID 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Contract.ZEROHRS 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Governor.ENDGOV 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Governor.EXPENDGOV 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Governor.STARTGOV 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Person.GENDERID N/a This field has been removed for the 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Person.GENREASSIGN 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Person.GOVFLAG 1.0 New field for 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Person.Governor 1.0 New entity for 2017/18 Staff collection. Version 1.1 (2017-10-23) Entity, Schema  
Person.NATION 1.0 Information in braces removed from the following valid entry labels: CD Congo (Democratic Republic) [Congo (The Democratic Republic of the)] {formerly Zaire}, FR France {includes Corsica}, IT Italy {Includes Sardinia, Sicily}, PS Occupied Palestinian Territories [Palestine, State of] {formerly West Bank (including East Jerusalem) and Gaza Strip}, PT Portugal {includes Madeira, Azores}, ES Spain {includes Ceuta, Melilla}. This information has been moved into the guidance section. Version 1.1 (2017-10-23) Field, Valid  
Person.ORCID 1.0 An additional link has been provided for the UK ORCID support service. Version 1.1 (2017-10-23) Field, Notes  
Person.PREVHEI 1.0 Valid entry 0337 'The University College of Osteopathy' has been added to the field. Version 1.1 (2017-10-23) Field, Valid  
Person.SEX N/a This field has been removed for the 2017/18 Staff collection. Version 1.1 (2017-10-23) Field, Schema  
Person.SEXID 1.0 New field for 2017/18 Staff collection, to more closely align with the Student collection. Version 1.1 (2017-10-23) Field, Schema  
Coding activities and HESA cost centres 1.0 This document has been added under the 'Further guidance' section. Version 1.1 (2017-10-23) Documentation  
Coverage of the record 1.1 Guidance has been added to the Coverage of the record, indicating that HE providers' governing body are eligible for the 2017/18 Staff return. Version 1.1 (2017-10-23) Coverage, Guidance  
Combined levels 1.0 This document has been added under the 'Further guidance' section. Version 1.1 (2017-10-23) Documentation  
Data collection schedule 1.0 This document has been added under the 'Overview' section. Version 1.1 (2017-10-23) Documentation  
File structure 1.1 This document has been updated to include the new Governor entity. Version 1.1 (2017-10-23) Guidance  
FTE vs FPE 1.0 This document has been added under the 'Further guidance' section. Version 1.1 (2017-10-23) Documentation  
Template exit survey 1.0 This document has been added under the 'Further guidance' section. Version 1.1 (2017-10-23) Documentation  
Coverage of the record 1.1 Guidance has been added to the Coverage of the record, indicating that HE providers' governing body are eligible for the 2017/18 Staff return. Version 1.0 (2017-06-29) Coverage, Guidance  
Publication of known changes 1.0 Publication of known changes for the 2017/18 Staff record. For more detail, please see the Circular release Staff record 2017/18 (C17025): Notification of changes. Version 1.0 (2017-06-29) Documentation  

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