HESA Collections
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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