Student 2018/19: Support guides
This page provides an overview of the 2018/19 Student collection (C18051).
This should be used alongside the C18051 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:
Preparation guide (to follow)
Data collection system: Release history and known issues
|Issue Summary||Status||Date raised||Date resolved|
Issue ID: 71463 - Schema validation for ILR
EmploymetStatusMonitoring.EMSCODE.1 requires ESM Codes 2, 3 and 4 added to the schema to match the ILR - as these are valid for continuing students. The addition has been requested.
|Open||03 March 2019||11 April 2019|
Issue ID: 96509 - Schema validation
A schema error has been reported in the submission of COURSEAIM and QUALSBJ code H91. Initial investigation has found this may also affect code I91.
|Closed||01 February 2019||14 February 2019|
Issue ID: 67214 - ILR file generation
Schema errors have been reported in the submission of the ILR file when submitted to the ESFA. This has been experienced in the 'OTJHours' element, reporting an 'invalid child element 'OTJOURS' and capitalisation errors for 'AgreeId'.
|Closed||23 October 2018||29 November 2018|
Issue ID: 65066 - ILR file generation
The ILR file generation output is removing capital letters from the SWSUPAIMID field, which is causing files to trigger schema errors when they are submitted to the ESFA.
|Closed||1 October 2018||5 October 2018|
|Release ID||Release date||Release summary|
|13||24 May 2019||
The following two Exception rules have been added:
|12||09 May 2019||
Following the implementation of derived fields, the Exception rules have been rolled-on, and the following updates released:
Business rule QR.C18051.Instance.INITIATIVES.5 has been deleted, as 'Troops to Teachers' is no longer a valid Initiative.
A revised *J data for UCAS file has been loaded into the system following an update by UCAS. This is used in various quality rules.
|11||25 April 2019||
The following reports have been updated for 2018/19 and are now available from the data collection dashboard:
(Please note that the Graduate Outcomes report will no longer be available from the Student data collection dashboard. The functionality for reviewing the population information and returning contact details is now available via the Graduate Outcomes collection site).
|10||11 April 2019||
Validation kit updated to match Coding manual version 1.4 schema update.
Validation rule updates:
|09||29 March 2019||
Validation rule updates:
For full details of changes please refer to the Reason for change on individual rules.
|07||28 February 2019||
|06||14 February 2019||
The HUSID Lookup Service (HLS) has been updated.
The *J data for UCAS has now been been loaded into the system. This is used for a number of quality rules.
|04||10 January 2019||
Release of updated validation kit to match the schema for Coding manual release version 1.3:
|04||04 January 2019||
Amended the following rule:
|01||29 November 2018||
ILR Output File (File for submsiion to the ESFA):
Release to fix bug 67214 with the ILR file generation tool. (OTJHours and AgreeId schema fixes).
Any providers that have experienced issues should ask for their submission to be reprocessed for the ILR output file fix to take effect.
|80||6 November 2018||
Amended/Added the following rules:
|78||5 October 2018||Release to fix bug 65066 with the ILR file generation tool.|
|75||30 August 2018||A text change has been made to the ILR row on the dashboard to amend 'SFA' to 'ESFA'. Similarly, the ILR Generation file header has been fixed to read "ESFA/ILR/2018-19" (note that this went live on 24 August 2018).|
|74||16 August 2018||
Amended the following rules:
|73||3 August 2018||
The data collection system for the 2018/19 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 2017/18 record. It also includes the following changes, to validation data for creating an ILR ready file:
The data entry tool is also available. This is the program which will produce XML data in the format required for submission to HESA.
The ILR file generation tool capability has been introduced in this release.The terms and conditions for using the ILR generation tool are available here: www.hesa.ac.uk/collection/c18051/apprenticeship-data-processing-terms. You are 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.
Please note that access to the data collection system is governed by the Identity system. Users will need to ensure that they have the relevant permissions attached to their Identity system account in order to access the data collection system.
|Month||Scheduled areas of work|
|April 2019||Validation kit update to match Coding manual release 1.4 (2019-03-11)|
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 the relevant funding council. 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 as well as the appropriate record contact. The form should be completed and signed by the 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.