Staff record 2018/19 - File structures for downloadable files
Version 1.1 Produced 2019-08-05
This page contains details of the file structures of the downloadable files output from the Data Collection System; including Data Supply and Expected Contract Population.
Contents:
Data Supply
The three data tables below are supplied in XML and CSV format. The CORE PERSON table contains the majority of fields. The CORE CONTRACT, CORE ACTIVITY and CORE GOVERNOR tables are also provided separately.
The tables contain the following types of field:
- Base fields from the Cyy025 submission prefixed with the appropriate entity: Person, Contract and Activity.
- Derived fields, prefixed with an 'X', are standard ways of grouping data.
- PERSONKEY, CONTRACTKEY and ACTIVITYKEY are unique keys within the database used to link records across tables.
CORE PERSON table
Field Name | Description | Element name in XML | Length |
Person.PERSONKEY | Unique key for every person record | PERSONKEY | 13 |
Institution.RECID | Record type indicator | RECID | 5 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Person.BIRTHDTE | Date of birth | BIRTHDTE | 10 |
Person.SEXID | Sexual identification | SEXID | 1 |
Person.NATION | Nationality | NATION | 2 |
Person.ETHNIC | Ethnicity | ETHNIC | 2 |
Person.NATIOND1 | National identity | NATIOND1 | 1 |
Person.NATIOND2 | National identity | NATIOND2 | 1 |
Person.DATEFHEI | Date appointed at current HEI | DATEFHEI | 10 |
Person.PREVEMP | Previous employment | PREVEMP | 2 |
Person.PREVHEI | Previous HEI | PREVHEI | 4 |
Person.HQHELD | Highest qualification held | HQHELD | 2 |
Person.CURACCDIS1 | Current academic discipline | CURACCDIS1 | 4 |
Person.CURACCDIS2 | Current academic discipline | CURACCDIS2 | 4 |
Person.CURACCDIS3 | Current academic discipline | CURACCDIS3 | 4 |
Person.REGBODY1 | Regulatory body | REGBODY1 | 2 |
Person.REGBODY2 | Regulatory body | REGBODY2 | 2 |
Person.ABLWELSH | Ability to teach through the medium of Welsh | ABLWELSH | 1 |
Person.DATELEFT | Date left HEI | DATELEFT | 10 |
Person.ACTLEAVE | Activity after leaving | ACTLEAVE | 2 |
Person.LOCLEAVE | Location after leaving | LOCLEAVE | 1 |
Person.DISABLE | Disability | DISABLE | 2 |
Person.CLINARD | Clinical excellence award | CLINARD | 2 |
Person.GENREASSIGN | Gender reassignment | GENREASSIGN | 1 |
Person.GOVFLAG | Governor status flag | GOVFLAG | 1 |
Person.SEXORT | Sexual orientation | SEXORT | 2 |
Person.PARLEAVE1 | Parental leave | PARLEAVE1 | 1 |
Person.PARLEAVE2 | Parental leave | PARLEAVE2 | 1 |
Person.PARLEAVE3 | Parental leave | PARLEAVE3 | 1 |
Person.REFUOA2021 | REF Unit of Assessment | REFUOA2021 | 3 |
Person.RELBLF | Religion or belief | RELBLF | 2 |
Person.ACTCHQUAL1 | Academic teaching qualification | ACTCHQUAL1 | 2 |
Person.ACTCHQUAL2 | Academic teaching qualification | ACTCHQUAL2 | 2 |
Person.ACTCHQUAL3 | Academic teaching qualification | ACTCHQUAL3 | 2 |
Person.ACTCHQUAL4 | Academic teaching qualification | ACTCHQUAL4 | 2 |
Person.ACTCHQUAL5 | Academic teaching qualification | ACTCHQUAL5 | 2 |
Person.ACTCHQUAL6 | Academic teaching qualification | ACTCHQUAL6 | 2 |
Person.ORCID | ORCID identifier | ORCID | 19 |
XPOPP01 | Staff person population at 1 December | XPOPP01 | 1 |
XPOPPA01 | Staff atypical population | XPOPPA01 | 1 |
XAGEA01 | Age at 31 August in reporting year | XAGEA01 | 2 |
XAGRPB01 | Staff age group | XAGRPB01 | 1 |
XINSTC01 | Country of institution | XINSTC01 | 1 |
XINSTG01 | Region of institution location | XINSTG01 | 1 |
XINSTID01 | Derived HESA institution identifier | XINSTID01 | 4 |
XSNAT01 | Staff nationality | XSNAT01 | 1 |
XHQHELD01 | Highest qualification held | XHQHELD01 | 1 |
Download: XML Schema for the CORE PERSON table file.
CORE CONTRACT table
Field Name | Description | Element name in XML | Length |
Contract.CONTRACTKEY | Unique key for every contract record | CONTRACTKEY | 13 |
Contract.PERSONKEY | Unique key for every person record | PERSONKEY | 13 |
Institution.RECID | Record type indicator | RECID | 5 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Contract.CAMPID | Campus identifier | CAMPID | 1 |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution’s own staff identifier | OWNSTAFFID | 20 |
Contract.CONTID | Contract identifier | CONTID | 20 |
Contract.OWNCONTID | Institution’s own contract identifier | OWNCONTID | 20 |
Contract.TERMS | Terms of employment | TERMS | 1 |
Contract.MOEMP | Mode of employment | MOEMP | 1 |
Contract.ACEMPFUN | Academic employment function | ACEMPFUN | 1 |
Contract.APPRENTICESHIP | Apprenticeship marker | APPRENTICESHIP | 1 |
Contract.LEVELS | Contract levels | LEVELS | 2 |
Contract.CONFTE | FTE during reporting period | CONFTE | 5 |
Contract.TCHWLH | Teaching through the medium of Welsh | TCHWLH | 1 |
Contract.SOBS1 | Source of basic salary | SOBS1 | 2 |
Contract.SOBS2 | Source of basic salary | SOBS2 | 2 |
Contract.SOBS3 | Source of basic salary | SOBS3 | 2 |
Contract.PSCAG | Proportion of basic salary charged against general income | PSCAG | 5 |
Contract.SPOINT | Salary point | SPOINT | 3 |
Contract.SALREF | Basic salary at reference date | SALREF | 7 |
Contract.CLINSUB1 | Clinical sub-specialty | CLINSUB1 | 4 |
Contract.CLINSUB2 | Clinical sub-specialty | CLINSUB2 | 4 |
Contract.CLINSUB3 | Clinical sub-specialty | CLINSUB3 | 4 |
Contract.NHSCON | NHS contracts | NHSCON | 1 |
Contract.NHSCONGR | NHS contract grade | NHSCONGR | 2 |
Contract.HSPEC1 | Healthcare professional specialty | HSPEC1 | 2 |
Contract.HSPEC2 | Healthcare professional specialty | HSPEC2 | 2 |
Contract.HSPEC3 | Healthcare professional specialty | HSPEC3 | 2 |
Contract.HEIJOINT | HEI joint contract | HEIJOINT | 8 |
Contract.HOURLYPAID | Hourly paid marker | HOURLYPAID | 1 |
Contract.SIGRES | Significant responsibility | SIGRES | 1 |
Contract.STARTCON | Start date of contract | STARTCON | 10 |
Contract.ENDCON | End date of contract | ENDCON | 10 |
Contract.RESCON | Reason for end of contract | RESCON | 1 |
Contract.CLINICAL | Clinical status | CLINICAL | 1 |
Contract.RESAST | Research assistant | RESAST | 1 |
Contract.ZEROHRS | Zero hours contract | ZEROHRS | 1 |
XACMRK01 | Academic employment marker | XACMRK01 | 1 |
XPOPC01 | Staff contract population at 1 December | XPOPC01 | 1 |
XSALR01 | Salary at reference date | XSALR01 | 7 |
XSALG01 | Salary at reference date | XSALG01 | 1 |
XPSESC01 | Staff contract session population | XPSESC01 | 1 |
XSALPNT01 | Contract salary grouping | XSALPNT01 | 2 |
XMOEMP01 | Mode of employment | XMOEMP01 | 2 |
XSOBS01 | Source of basic salary | XSOBS01 | 2 |
Download: XML Schema for the CORE CONTRACT table file.
CORE ACTIVITY table
Field Name | Description | Element name in XML | Length |
Activity.ACTIVITYKEY | Unique key for every activity record | ACTIVITYKEY | 13 |
Activity.CONTRACTKEY | Unique key for every contract record | CONTRACTKEY | 13 |
Institution.RECID | Record type indicator | RECID | 5 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Contract.CONTID | Contract identifier | CONTID | 20 |
Contract.OWNCONTID | Institution's own contract identifier | OWNCONTID | 20 |
Activity.ACTSOC | Activity Standard Occupational Classification | ACTSOC | 3 |
Activity.CCENTRE | Cost centre | CCENTRE | 3 |
Activity.CCPROP | Proportion in cost centre | CCPROP | 5 |
XACTSOC01 | Activity Standard Occupational Classification (SOC2010) major grouping | XACTSOC01 | 1 |
XSFTE01 | Staff full-time equivalent activity by cost | XSFTE01 | 7 |
XSFPE01 | Staff full-person equivalent activity by cost centre | XSFPE01 | 7 |
XSAFPE01 | Staff atypical full-person equivalent by cost centre | XSAFPE01 | 7 |
Download: XML Schema for the CORE ACTIVITY table file.
CORE GOVERNOR table
Field Name | Description | Element name in XML | Length |
Governor.GOVERNORKEY | Unique key for every governor record | GOVERNORKEY | 13 |
Person.PERSONKEY | Unique key for every person record | PERSONKEY | 13 |
Institution.RECID | Record type indicator | RECID | 5 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Governor.ENDGOV | End date of governor status | ENDGOV | 10 |
Governor.EXPENDGOV | Expected end date of governor status | EXPENDGOV | 10 |
Governor.STARTGOV | Start date of governor status | STARTGOV | 10 |
Download: XML Schema for the CORE GOVERNOR table file.
REF Data Supply
The tables contain the base fields from the C18025 submission prefixed with the appropriate entity; Person, Contract and Activity.
Staff eligible for REF
Staff holding academic contracts for which the academic employment function is recorded as 'research' or 'teaching & research' AND Staff holding contracts that were active on the REF census date of 31 July 2019 AND Staff who were not recorded as research assistants AND Staff who's scaled 'full-year' FTE is 0.2 or greater (to align with the REF 2021 eligibility criterion).
Field Name | Description | Element name in XML | Length |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.BIRTHDTE | Date of birth | BIRTHDTE | 10 |
Person.REFUOA2021 | REF Unit of Assessment | REFUOA2021 | 3 |
Contract.CONTID | Contract identifier | CONTID | 20 |
Contract.OWNCONTID | Institution’s own contract identifier | OWNCONTID | 20 |
Contract.ACEMPFUN | Academic employment function | ACEMPFUN | 1 |
Contract.CONFTE | FTE during reporting period | CONFTE | 5 |
Contract.ENDCON | End date of contract | ENDCON | 10 |
Contract.RESAST | Research assistant | RESAST | 1 |
Contract.SIGRES | Significant responsibility | SIGRES | 1 |
Contract.STARTCON | Start date of contract | STARTCON | 10 |
Contract.TERMS | Terms of employment | TERMS | 1 |
Download: XML Schema for the Staff eligible for REF table file.
Staff not in REF but meet the criteria
Staff holding academic contracts for which the academic employment function is recorded as 'research' or 'teaching & research' AND Staff holding contracts that were active on the REF census date of 31 July 2019 AND ((Staff who were not recorded as research assistants AND Staff who's scaled 'full-year' FTE is less than 0.2) OR Staff who were recorded as research assistants).
Field Name | Description | Element name in XML | Length |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.BIRTHDTE | Date of birth | BIRTHDTE | 10 |
Contract.RESAST | Research assistant | RESAST | 1 |
Person.REFUOA2021 | REF Unit of Assessment | REFUOA2021 | 3 |
Contract.CONTID | Contract identifier | CONTID | 20 |
Contract.OWNCONTID | Institution’s own contract identifier | OWNCONTID | 20 |
Contract.ACEMPFUN | Academic employment function | ACEMPFUN | 1 |
Contract.TERMS | Terms of employment | TERMS | 1 |
Contract.SIGRES | Significant responsibility | SIGRES | 1 |
Contract.STARTCON | Start date of contract | STARTCON | 10 |
Contract.ENDCON | End date of contract | ENDCON | 10 |
Contract.CONFTE | FTE during reporting period | CONFTE | 5 |
Download: XML Schema for the Staff not eligible for REF table file.
Staff apportioned by REF Unit of Assessment
Person.REFUOA2021 | Description | FTE of eligible staff |
01A | Clinical Medicine - A | |
01B | Clinical Medicine - B | |
01C | Clinical Medicine - C | |
01Z | Clinical Medicine - Z | |
02A | Public Health, Health Services and Primary Care - A | |
02B | Public Health, Health Services and Primary Care - B | |
02C | Public Health, Health Services and Primary Care - C | |
02Z | Public Health, Health Services and Primary Care - Z | |
03A | Allied Health Professions, Dentistry, Nursing and Pharmacy - A | |
03B | Allied Health Professions, Dentistry, Nursing and Pharmacy - B | |
03C | Allied Health Professions, Dentistry, Nursing and Pharmacy - C | |
03Z | Allied Health Professions, Dentistry, Nursing and Pharmacy - Z | |
04A | Psychology, Psychiatry and Neuroscience - A | |
04B | Psychology, Psychiatry and Neuroscience - B | |
04C | Psychology, Psychiatry and Neuroscience - C | |
04Z | Psychology, Psychiatry and Neuroscience - Z | |
05A | Biological Sciences - A | |
05B | Biological Sciences - B | |
05C | Biological Sciences - C | |
05Z | Biological Sciences - Z | |
06A | Agriculture, Veterinary and Food Science - A | |
06B | Agriculture, Veterinary and Food Science - B | |
06C | Agriculture, Veterinary and Food Science - C | |
06Z | Agriculture, Veterinary and Food Science - Z | |
07A | Earth Systems and Environmental Sciences - A | |
07B | Earth Systems and Environmental Sciences - B | |
07C | Earth Systems and Environmental Sciences - C | |
07Z | Earth Systems and Environmental Sciences - Z | |
08A | Chemistry - A | |
08B | Chemistry - B | |
08C | Chemistry - C | |
08Z | Chemistry - Z | |
09A | Physics - A | |
09B | Physics - B | |
09C | Physics - C | |
09Z | Physics - Z | |
10A | Mathematical Sciences - A | |
10B | Mathematical Sciences - B | |
10C | Mathematical Sciences - C | |
10Z | Mathematical Sciences - Z | |
11A | Computer Science and Informatics - A | |
11B | Computer Science and Informatics - B | |
11C | Computer Science and Informatics - C | |
11Z | Computer Science and Informatics - Z | |
12A | Engineering - A | |
12B | Engineering - B | |
12C | Engineering - C | |
12Z | Engineering - Z | |
13A | Architecture, Built Environment and Planning - A | |
13B | Architecture, Built Environment and Planning - B | |
13C | Architecture, Built Environment and Planning - C | |
13Z | Architecture, Built Environment and Planning - Z | |
14A | Geography and Environmental Studies - A | |
14B | Geography and Environmental Studies - B | |
14C | Geography and Environmental Studies - C | |
14Z | Geography and Environmental Studies - Z | |
15A | Archaeology - A | |
15B | Archaeology - B | |
15C | Archaeology - C | |
15Z | Archaeology - Z | |
16A | Economics and Econometrics - A | |
16B | Economics and Econometrics - B | |
16C | Economics and Econometrics - C | |
16Z | Economics and Econometrics - Z | |
17A | Business and Management Studies - A | |
17B | Business and Management Studies - B | |
17C | Business and Management Studies - C | |
17Z | Business and Management Studies - Z | |
18A | Law - A | |
18B | Law - B | |
18C | Law - C | |
18Z | Law - Z | |
19A | Politics and International Studies - A | |
19B | Politics and International Studies - B | |
19C | Politics and International Studies - C | |
19Z | Politics and International Studies - Z | |
20A | Social Work and Social Policy - A | |
20B | Social Work and Social Policy - B | |
20C | Social Work and Social Policy - C | |
20Z | Social Work and Social Policy - Z | |
21A | Sociology - A | |
21B | Sociology - B | |
21C | Sociology - C | |
21Z | Sociology - Z | |
22A | Anthropology and Development Studies - A | |
22B | Anthropology and Development Studies - B | |
22C | Anthropology and Development Studies - C | |
22Z | Anthropology and Development Studies - Z | |
23A | Education - A | |
23B | Education - B | |
23C | Education - C | |
23Z | Education - Z | |
24A | Sport and Exercise Sciences, Leisure and Tourism - A | |
24B | Sport and Exercise Sciences, Leisure and Tourism - B | |
24C | Sport and Exercise Sciences, Leisure and Tourism - C | |
24Z | Sport and Exercise Sciences, Leisure and Tourism - Z | |
25A | Area Studies - A | |
25B | Area Studies - B | |
25C | Area Studies - C | |
25Z | Area Studies - Z | |
26A | Modern Languages and Linguistics - A | |
26B | Modern Languages and Linguistics - B | |
26C | Modern Languages and Linguistics - C | |
26Z | Modern Languages and Linguistics - Z | |
27A | English Language and Literature - A | |
27B | English Language and Literature - B | |
27C | English Language and Literature - C | |
27Z | English Language and Literature - Z | |
28A | History - A | |
28B | History - B | |
28C | History - C | |
28Z | History - Z | |
29A | Classics - A | |
29B | Classics - B | |
29C | Classics - C | |
29Z | Classics - Z | |
30A | Philosophy - A | |
30B | Philosophy - B | |
30C | Philosophy - C | |
30Z | Philosophy - Z | |
31A | Theology and Religious Studies - A | |
31B | Theology and Religious Studies - B | |
31C | Theology and Religious Studies - C | |
31Z | Theology and Religious Studies - Z | |
32A | Art and Design: History, Practice and Theory - A | |
32B | Art and Design: History, Practice and Theory - B | |
32C | Art and Design: History, Practice and Theory - C | |
32Z | Art and Design: History, Practice and Theory - Z | |
33A | Music, Drama, Dance, Performing Arts, Film and Screen Studies - A | |
33B | Music, Drama, Dance, Performing Arts, Film and Screen Studies - B | |
33C | Music, Drama, Dance, Performing Arts, Film and Screen Studies - C | |
33Z | Music, Drama, Dance, Performing Arts, Film and Screen Studies - Z | |
34A | Communication, Cultural and Media Studies, Library and Information Management - A | |
34B | Communication, Cultural and Media Studies, Library and Information Management - B | |
34C | Communication, Cultural and Media Studies, Library and Information Management - C | |
34Z | Communication, Cultural and Media Studies, Library and Information Management - Z |
Expected Contract Population
The expected contract population is a linking mechanism designed to track staff within a higher education provider (HEP) from one year to the next. Staff holding contracts in SOC2010 groups 1-3 that did not end during the previous reporting period and are not atypical are tracked by the expected contract population. Where such staff are listed in the current (Y1) return without their having a leaving date (Person.DATELEFT) and without an end date for relevant contracts (Contract.ENDCON), they must be included in next year's (Y2) Staff record. The expected contract population is available in XML and CSV format.
The list contains all records from the C(Y1)025 collection that satisfy the criteria for the expected contract population as follows:
- Activity.ACTSOC major groups 1, 2 or 3
- Contract.TERMS < > 3
- Contract.ENDCON = null (for contracts which meet the above criteria)
- Person.DATELEFT = null.
Expected Contract Population table
Field Name | Description | Element name in XML | Length |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.BIRTHDTE | Date of birth | BIRTHDTE | 10 |
Person.SEXID | Sexual Identifier | SEXID | 1 |
Download: XML Schema for the Expected Contract Population table file.
Expected Governor Population
The expected governor population is a linking mechanism designed to track governors within a provider from one year to the next. This report provides a list of governors that are expected in the following year. Where a governor is listed in the current return without an end date (Governor.ENDGOV and Governor.EXPENDGOV), they must be included in next year's Staff record. The expected governor population is available in XML and CSV format.
The list contains all records from the C(Y1)025 collection that satisfy the criteria for the expected governor population as follows:
- Person.GOVFLAG = 1
- Governor.ENDGOV = null and Governor.EXPENDGOV = null
- Governor.ENDGOV = > 2019-07-31
- Governor.ENDGOV = null and Governor.EXPENDGOV > 2019-07-31
Expected Governor Population table
Field Name | Description | Element name in XML | Length |
Person.STAFFID | Staff identifier | STAFFID | 13 |
Person.OWNSTAFFID | Institution's own staff identifier | OWNSTAFFID | 20 |
Institution.UKPRN | UK Provider Reference Number | UKPRN | 8 |
Person.BIRTHDTE | Date of birth | BIRTHDTE | 10 |
Person.SEXID | Sexual Identifier | SEXID | 1 |
Person.GOVFLAG | Governor status flag | GOVFLAG | 1 |
Governor.STARTGOV | Start of governor status | STARTGOV | 10 |
Governor.ENDGOV | End of governor status | ENDGOV | 10 |
Governor.EXPENDGOV | Expected end date of governor status | EXPENDGOV | 10 |
Download: XML Schema for the Expected Governor Population table file.
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