Aggregate Offshore record 2017/18 - Coverage of the record
Version 1.0 Produced 2016-10-31
In general, the Aggregate offshore record should be collected in respect of students studying (to date) wholly outside the UK who are either registered with the reporting provider or who are studying for an award of the reporting provider. This will include all students active at any point in the reporting period, including students becoming dormant part way through the year, and those withdrawing from courses. Students who are dormant for the entire reporting year should be excluded from the return.
There are a small number of distance learning students studying outside the UK who are funded - e.g. Crown servants overseas and the Services. For these students a full individualised record is needed. In addition, if students studying wholly outside the UK are considered fundable under Funding Council Early Statistics rules, then they should not be included in the Aggregate offshore record; such students should continue to be included in the individualised Student record only. All other distance learning students studying outside the UK who are not fundable distance learning students are required to be included in the Aggregate offshore record. Please note that for the purposes of this return, the Channel Islands and the Isle of Man are classified as outside of the UK and thus, should be returned in this record.
Where students are studying credits at different levels they should only be included as a headcount once and within the highest level of study. For example, a student following both a PG and an UG course is counted against the PG LEVEL and not against the UG Level.
Link between coverage of the Student record and the Aggregate offshore record
If it is known at the beginning of the course that a student will spend a block of eight weeks or more in the UK as part of their programme then they should be included on the Student record throughout. For reporting years in which they spend no time in the UK they should be coded as 'S - Studying abroad and included in the Student record as student has spent or will spend more than 8 weeks in the UK' in Instance.LOCSDY.
If a period of time of eight weeks or more is an optional part of the programme then the student should be included in the Student record only if they come to the UK, and for the reporting year in which they come to the UK onwards. The Instance.COMDATE should reflect the start date of the instance abroad.
If a student is expected to spend less than eight consecutive course weeks in the UK during their entire programme they should be included on the Aggregate Offshore record throughout.
For years where the student spends the whole year at the reporting provider, use code 'Z - at HEP or a partner for the whole year' in Instance.LOCSDY. For years where the student spends part or all of the year abroad, use code 'S -Studying abroad and included in the Student record as student has spent or will spend more than 8 weeks in the UK' in Instance.LOCSDY. Instance.STULOAD should reflect only that part of the course undertaken in the UK.
Where students on distance learning programmes move between UK and overseas locations as a consequence of changes in personal circumstances they will need to remain on the Student record.
In addition, there may in any year be a small number of UK-domiciled (probably research) students who, due to the nature of their research, spend their entire studies overseas. These students will need to be included in the HESA Student record. Such students should be coded 'T - Abroad for the whole year' in Instance.LOCSDY for each year of their instance with the appropriate full-time or part-time codes used for Instance.MODE. Given the likely small numbers of such students it is this combination of coding that will be accepted by means of a validation switch.
Courses completed in the UK
Some students may commence their studies outside the UK and subsequently come to continue their studies within the UK. In such cases, up until the point at which they enter the UK, these students are to be included in the Aggregate offshore record; however, once they enter the UK to study, a full individualised record is required instead. Students who spend a sandwich, language or other year abroad as part of their overall course, which is otherwise UK based, are not to be included in the Aggregate offshore record. For these students a full individualised record is needed for all years of the course.
Students studying under articulation arrangements but who do not meet the criteria of being either registered with the reporting provider or studying for an award of the reporting provider are not included in the Aggregate offshore record.
For clarification, under articulation arrangements the students are neither registered at a UK HEP nor do they receive a UK HEP award, but the UK HEP has guaranteed entry to a UK HEP course on successful completion of a programme at an overseas partner provider, where the students work for a qualification and follow a course of study that has been approved (and in some cases developed) by a UK HEP. With such arrangements the UK HEP is often seen as having a presence in the country concerned. The main reason for not collecting information on such arrangements in the return is that it is difficult to obtain a robust definition, and also the many and varied interpretations possible of the terms likely to be used.
In the case of consortia arrangements, involving two or more UK HEPs, only one of the providers should include the students in making returns to HESA. This should be the HEP at which the students are registered and/or which will be making the award. Where this is not clearly distinguishable, it is up to the providers concerned to agree which one should be responsible for making the returns to HESA, and for which years of the course (or for which students on a particular year ofthe course), as seems most appropriate, given the particular administrative arrangements in place.
Contact Liaison by email or on 01242 211144.