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Unistats record 2017/18 - Data collection schedule

Back to C17061

Unistats record 2017/18 - Data collection schedule

Version 1.0 Produced 2017-03-07

The document below is designed to guide providers through the stages of data submission for the Unistats record.

At a glance

August 2016 to May 2017 Providers' local preparation
March 2017 Validate data locally using validation kit
April 2017 Preparation guide for HE providers released
25 May 2017 Data collection opens
Early July 2017 NSS and DLHE data added
13 July 2017 Valid data submission required
03 August 2017 (12pm) Deadline for sign-off of data to be included in organisational preview
09 to 23 August 2017 Data available for preview on Unistats website
24 August 2017 (12pm) Final deadline for submission and sign-off prior to publication of new dataset on Unistats
04 September 2017 Update of Unistats website with 2017 dataset
September 2017 System reopens for updates
29 September 2017 Deadline for up to date widgets on providers' websites

Detailed requirements

August 2016 to May 2017: Providers' local preparation

Providers should read the C17061 Unistats record coding manual and associated documentation for details of the requirements for the return.

During these months providers will need to load and maintain local record systems.

If you have any queries with the requirements for C17061 HE providers should contact Liaison at [email protected] and FE colleges should contact [email protected].

March 2017 onwards: Validate data locally using validation kit

The C17061 validation kit is made available to download from Validation kits. The March 2017 release of the kit contains the updated schema and business rules for C17061 and is released to assist providers in preparing their data ahead of the data collection system opening.

The kit enables providers to test their data locally against the first-stage validation ahead of the data collection systems opening in May 2017. Providers are strongly encouraged to use the validation kit as part of their data preparations.

Further details on the checks included in first-stage validation can be found within the data items of the record specification and in the business rules document on the C17061 coding manual.

A guide to using the validation kit can be found at Help with validation kits.

Providers are advised to contact Liaison ([email protected]) if they encounter any issues with the validation kit.

April 2017: Preparation guide for HE providers released

In advance of the main collection opening in May, HESA releases a preparation guide for HE providers. This provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's statutory customers wish providers to pay particular attention to during coding and submission and information relating to the data collection system. OfS will publish a separate communication for FE colleges.

Notification of the publication of this guide will be sent to HESA Unistats record contacts, and is also circulated on sector mailgroups such as the HESA-KIS JISC mailgroup. If you would like to join this mailgroup please contact Liaison.

25 May 2017: Data collection opens

The C17061 collection database opens on the HESA data collection system (for HE Providers) and the OfS extranet (for FE Colleges) for providers to test files against the full range of validation and exception checks ahead of the last submission and sign-off date deadline.

Data from the Longitudinal DLHE survey will be available when the system opens for files that pass validation.

For HE providers only:

A user guide for the submission of C17061 Unistats record data to the HESA data collection system (HE providers only) can be found at Support guides.

Access for this system will be automatically granted to HESA Unistats record contacts and those who have been assigned the appropriate privileges, through the HESA Identity System when the C17061 collection opens. An email will be sent to inform relevant colleagues when the data collection system becomes available.

HESA monitors all transactions on the data collection system to ensure providers are progressing reasonably and not encountering difficulties. However if you require assistance with the submission process, please contact Liaison.

Early July 2017: NSS and DLHE data added

In July the NSS and DLHE data will be provided for providers. The Unistats file and other reports which reference this data will then become available for providers to download and review. From this point onwards it will be possible for providers to sign-off the Unistats data provided all errors have been resolved.

13 July 2017: Valid data submission required

By 13 July 2017, providers are required to have submitted a dataset which passes validation and contains the majority of their courses.

This schedule allows the maximum amount of available time for providers to review their reports, perform quality checks and make any amendments required before sign-off.

03 August 2017 (12pm): Deadline for sign-off of data to be included in organisational preview

Providers are required to have signed off a valid dataset which is suitable for publication.

In order to be included in the organisational preview on the Unistats, OfS/HESA must receive signed-off data by 12pm on 03 August. As part of the data quality assurance procedures, OfS/HESA require the return to be signed-off by the head or acting head of your organisation. This verification offers both the providers and HESA assurances regarding onward use of the data.

09 August 2017: Data available for preview on Unistats website

Data that has been signed off by 12pm on 03 August will be available for preview on the Unistats website on 09 August. This early preview gives providers a chance to review, and if applicable, amend their data prior to the last submission deadline and before Unistats goes live. Data that is not signed off by 12pm on 03 August will not be included in the Unistats preview.

24 August 2017 (12pm): Final deadline for submission and sign-off prior to publication of new dataset on Unistats

Data does not need to be signed off again if no amendments have been made during the preview period.

Providers are required to send complete data that has passed all stages of validation to HESA (HE providers) or OfS (FE collegess) by 24 August 2017.

A single validation failure will result in no data being imported into the system. Data which fails validation will not be considered to have been returned to HESA or OfS.

As part of the data quality assurance procedures, OfS/HESA require the return to be signed-off by the head or acting head of your organisation. This verification offers both the providers and HESA assurances regarding onward use of the data. Sign-off must be returned to OfS/HESA by 12pm on 24 August 2017.

For providers submitting to HESA only:

Once the submitted data has passed all stages of validation and all externally provided data is available a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be scanned and emailed back to [email protected]. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off.

04 September 2017: Update of Unistats website with 2017 dataset

Data that was signed-off by 24 August will be published on the Unistats website on 04 September 2017 for prospective students to view. Thereafter, updates will be published on a weekly cycle.

September 2017: System reopens for updates

The C17061 collection database will reopen on the HESA data collection system (for HE providers) and the OfS extranet (for FE colleges) in September for providers to make updates to data. Providers are required to make updates to the Unistats return if data regarding their courses changes. The Unistats website will be updated on Wednesdays, incorporating signed-off data received by OfS/HESA by 12pm on the preceding Tuesday.

29 September 2017: Deadline for update of widgets to reflect new course data

By the 29 September, providers must have up to date widgets embedded on their course pages for each course within the Unistats return. Further guidance on embedding widgets can be found in the Unistats widget user guide.


Need help?

Contact Liaison by email or on 01242 211144.