Student 2017/18: Support guides
This page provides an overview of the 2017/18 Student collection (C17051).
This should be used alongside the C17051 coding manual, which provides more detailed, technical information about the collection.
We collect data across a number of streams. These streams focus on different aspects of higher education.
The Student stream collects data about students studying at higher education providers in the UK. Details of which students need to be returned to us are included in the Coverage document found in the Coding manual.
The data we collect on behalf of the sector is provided to governments and fundng bodies in order to support the regulation of higher education. We also make anonymised data available to the public to enhance understanding of UK higher education and to support its advancement
Our coding manuals provide you with all the necessary documentation to support your data return. The coding manual contains technical documents giving detailed information on the record's coverage, data specification and submission formats. Familiarising yourself with these documents will help you make an accurate and timely return.
Each collection has its own coding manual which can be found in the Data collection section of our site. By default, you will land on the open collection for each record; you can then select previous or future years.
The coding manuals will be updated throughout the data collection cycle and Record Contacts informed by email when new versions are made live. Be sure to check the manual's Revision history for a summary of changes.
You submit data via our online data collection system. To access this, you will need to have an appropriate role in our Identity System (IDS). We publish an IDS user guide which includes information on creating and editing your account.
You will need to be given access to the data collection system by the relevant record contact at your provider.
Once you have access to the system you will be able to upload files, track the progress of your submission, view data quality issues and download reports. An overview of the submission and validation process is given below. Further details are provided in the Coding manual under the 'Submission process and quality assurance' section heading.
The coding manual homepage includes all the technical information you require, including:
- The data specification
- File format specifications
- A detailed collection schedule
- Our XML data entry tool (available for some streams)
- Quality rules.
This Support guides page collects together the following resources:
- Preparation guide
- Stream user guide
- Data collection system: Known issues and release history.
In the Contact and support area of our site, you can find:
- User guides for our Identity System (IDS) and Minerva Data Quality database (HESA subcribers only).
- Support with using XML files
- Our XML amalgamator tool and Validation kits available for some collections.
Our Data innovation section includes information about:
- Open and recently completed record reviews, including information about changes we are implementing
- Our Data Futures programme which will transform the higher education information landscape.
In the About us section, you can find:
Our expert analysts have a thorough understanding of our records and processes. We are here to support you throughout the data submission process.
Our Student support is led by Kieran, although any member of our team will be able to help.
Preparation guide (to follow)
Data collection system: Release history and known issues
|Issue Summary||Status||Date raised||Date resolved|
Issue ID: 55248 - Schema changes
The changes to schema in ITTSCHMS field (adding codes 7 and 8 back in) was not fully taken throughout the system. This has caused a provider to fall over in the system, and may cause others to error. In the meantime, please don't submit any files with codes 7 and 8 in the ITTSCMS field. This will be fixed and released this week.
|Closed||13 March 2018||15 March 2018|
Issue ID: 54841 - Quality Rules
The new warning business rules QR.C17051.QualificationsAwarded.QUAL.17 was incorrectly triggering when no codes ending in '91' were returned in the QUAL field.
|Closed||2 March 2018||15 March 2018|
Issue ID: 54823 - Schema changes
The changes to schema in coding manual release 1.4 was not fully taken throughout the system. This caused a couple of providers to error in the derived field process.
|Closed||2 March 2018||2 March 2018|
Issue ID: 53039 - ILR generation file
A provider has caused an error with their ILR file generation. If you don't supply a Learner FAM entity and the student is coded DISALL = 4, it falls over and can't create the ILR file.
|Closed||2 February 2018||5 February 2018|
|Release ID||Release date||Release summary|
|63B||14 March 2018||
The exception rules have all been rolled forward now. Most of the amendments have also been made - though there are a few new rules to come in the next few weeks.
Deleted 6 exception rules:
Amended 11 exception rules (mostly adding COURSEAIM M73 into the rules, or bugs from last year) :
Added 8 exception rules (mostly to enforce changes in coverage and around new codes):
The *J data for UCAS has been loaded into the system now - this is referenced in a number of rules.
The system has been amended to fix bug 55248 (the schema error with ITTSCHMS field, codes 7 and 8).
|63A||2 March 2018||An interim release, to fix bug 54823 and the schema changes we made recently. As suspected, this was the derived field process causing the errors.|
|62||1 March 2018||
The changes in the recent coding manual have now been updated in the system - for example the new valid entries in QUALGRADES and QUALTYPES, TQSSUB and TQGSUB fields etc. See the revision history for full details.
Amended 3 business rules:
Added 9 new business rules (mostly around changes to funding for nursing, apprenticeship):
This completes all the business rules changes that we are currently aware of. Now we will move onto exception rules!
|61||15 February 2018||
The web service for NCTL to pick up ITT data for the Student record has now been opened. This is to allow the NCTL plenty of testing time for their new data management system.
Amended 6 business rules:
Added 5 new business rules:
The FE static data has been updated to remove LDA from the LearnerFAM entity and SPP from the LearningDELFAM entity. These are used in the rules: LearnerFAM.LEARNFAMCODE.1 and LearningDeliveryFAM.LEARNDELFAMCODE.1.
|60||5 February 2018||
The Entry Profile Match report is now available to providers.
We have amended 26 business rules in total and 1 new business rule added.
Amended 13 business rules to include COURSEAIM code M73:
Amended 6 business rules to removal REDUCEDI code 07:
Amended 5 business rules due to changes in maximum fee chargeable:
Amended 2 other business rules, for other reasons:
1 new business rule:
A fix for bug 53039, so the ILR generation will now be working correctly again. We have updated the file generation process to cater for this scenario.
|59||18 January 2018||
The 7 QUALTYPEs that were fixed in coding manual version 1.3 are now able to be returned in the data collection system.
Deleted 1 business rule:
Amended 14 business rules (mostly to remove TTCID code F):
Also a number of quality rules have had plain English translations added.
|57||14 December 2017||
Amended 12 business rules (mostly COURSEAIM D01 removed):
Deleted 20 business rules:
|56||8 December 2017||
Our work to start rolling forward C17051 has started now.
Schema updates have been made to reflect recent changes in the coding manual - for example the new QUALTYPE and QUALGRADE fields are now usable in the data collection system and validation kit.
Rolled forward all derived fields from C16051. Please be aware that this means the changes for 2017/18 have not yet been made.
Amended 18 business rules (many are due of removing COURSEAIM D01 or removing TTCID F):
|54||9 November 2017||
One new business rule has been added:
|52||11 October 2017||
Some minor bugs have been fixed in this release:
QR.C17051.Instance.INITIATIVES.37 - COURSEAIM L99 has been added into the business rule.
The coding manual links from quality rules have all been fixed. This is when you are in the Quality Rules Report and click on the coding manual link in the rule (right corner); or when you are in the validation kit and right click on a rule.
|50A||5 September 2017||
Some minor changes have been to quality rules:
|49||30 August 2017||
A number of minor updates have been made to the user interface on the dashboard page, including:
|48||22 August 2017||
The data collection system for the 2017/18 Student record is now open.
The validation kit is now available. This will allow users to validate their XML against the revised schema that caters for Apprenticeship Standards. If you already have the validation kit installed there is no need to install a new version. If you do not currently have the validation kit installed, you can access it by going here. This includes the rolled-on business rules from the 2016/17 record.
The ILR file generation tool capability has also been introduced in this release.
The terms and conditions for using the ILR generation tool have been reviewed this year (see www.hesa.ac.uk/collection/c17051/apprenticeship-data-processing-terms for more details). You will now be required to contact [email protected] to let us know if you would like to use the ILR generation tool. If you haven't informed us that you would like to opt-in, then the system will not allow you to send apprenticeship data and you will not be able to continue with your submission.
|Month||Scheduled areas of work|
Work will be released in roughly the following order:
Stages of data submission
A. Sending data
Send data by clicking on the 'send data' button in the data collection system. Note that actions not currently available will be greyed out.
Browse your computer to locate the file you wish to submit, and upload the file to the data collection system.
- Files can have any name
- Files must be in XML and conform to the relevant XML Schema Definition (XSD) file
- Files can be compressed using PKZip/WinZip which will significantly reduce the upload time
- Only a single file can be held on the system.
Automated validation checks (quality rules) will now run.
Further details on the quality rules which apply to this collection can be found in the coding manual.
The Quality rules report will contain the details of any rules triggered by the submission. Make any necessary amendments to the data and resubmit the file to the system. To pass validation, the file must not trigger any validation errors.
You can run some of these validation checks through our validation kit before submitting data to the data collection system. The kit enables you to test your data locally against schema and business stage validation rules prior to submission. You are strongly encouraged to use the validation kit as part of your data preparations.
Remember that you need to process and pass the business-stage validation in order to meet the requirements of the return deadline.
To proceed to the next stage in the submission process, a valid file needs to have been submitted. The data will then be classed as 'committable' and the option to process a COMMIT transaction will be made available through the data collection system.
Prior to committing data, you should review all of the reports produced on the data collection system and make any necessary corrections to the data.
The COMMIT transaction sends a copy of your submission to our data quality assurance team and, where appropriate, to HEFCE. We analyse your return in parallel with your own analysis.
A passed commit transaction will lock the system to prevent the data from being amended. This is to allow our data quality assurance team to analyse the submission. To unlock the system you will need to request a DECOMMIT transaction.
Remember that you need to process and pass a COMMIT transaction in order to meet the requirements of the commit deadline.
Once your data has passed all the stages of validation, and any issues highlighted during credibility checking have been addressed, we will set the return to CREDIBLE. This produces the sign-off form.
When data is set to credible, a link to the sign-off form is automatically emailed to the head of the submitting organisation. The form should be completed and signed by the head or acting head of the reporting organisation and returned to us by email or post. This verification offers both you and us assurances regarding onward use of the data.
Sign-off completes the data collection process.