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Student record 2018/19 - Data collection schedule

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Student record 2018/19 - Data collection schedule

Version 1.1 Produced 2019-10-16

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

At a glance

August 2018 to January 2019 Data capture and collation
January 2019 Validate data locally using validation kit
March 2019 C18051 Data Collection system opens
June/July 2019 C18051 preparation guide released
15 September 2019 Return date
21 September 2019 Commit date
21 September to 31 October 2019 Data quality checking period
31 October 2019 Last submission
06 November 2019 Sign-off

Detailed requirements

August 2018 to January 2019: DATA CAPTURE AND COLLATION

Providers should read the C18051 Student 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 student record systems including: registration, enrolments, qualifications and, if applicable, the UCAS data for HESA (formerly *J transaction).

If you have any queries with the requirements for C18051 please contact Institutional Liaison.


HESA's data quality assurance processes are outlined in the Validation overview.

The C18051 validation kit is made available to download from: Validation kits.

The kit enables providers to test their data locally ahead of the data collection system opening. Providers are strongly encouraged to use the validation kit as part of their data preparations.

A guide to using the validation kit can be found at Help with XML validation kits. Alternatively please contact Institutional Liaison.


The C18051 collection database is available on the data collection system ( giving providers the opportunity to test files against quality rules ahead of the return deadline.

The C18051 collection will adopt a modular (tranche) approach to preparation of the Student data collection system thus allowing incremental release of functional components of the system to providers.

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


In advance of the return deadline HESA releases a preparation guide. 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.

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

15 September 2019: RETURN DATE (KEY DEADLINE)

Providers are required to send one complete data file that has passed business stage validation to HESA by 15 September 2019.

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 the Agency.

21 September 2019: COMMIT DATE

Providers are advised to send complete data that has passed exception stage validation to HESA by 21 September 2019. This schedule allows the maximum amount of available time for data quality checking.

Data which fails validation will not be considered to have been returned to the Agency.

21 September to 31 October 2019: DATA QUALITY CHECKING PERIOD

This is an iterative process during which providers may need to submit, commit, review and decommit their data several times to ensure the final submission is credible. The suite of web reports should be reviewed by the provider to ensure that the data submitted is a credible representation of your organisation.

By this stage, providers will have committed their data, which is then checked by Data Quality Analysts at HESA. If any anomalies are found, queries will be raised through the Minerva data quality database. Nevertheless providers are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisation. As a consequence providers are required to either amend and resubmit their data to resolve them or provide an explanation as to why these apparent anomalies are genuine. In closing queries in Minerva and marking as genuine data, HESA are not accepting that the data is correct, HESA are acknowledging that the provider has given an explanation. It remains the provider’s responsibility to ensure that the data submitted conforms to the guidance and quality expectations set out on the HESA website.

Upon satisfactory completion of this process data will be set to credible.

31 October 2019: LAST SUBMISSION

In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 31 October 2019.

06 November 2019: SIGN-OFF

As part of the data quality assurance procedures, HESA requires 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 completes the data collection process.

Sign Off Slip On the system your organisation's data will be set to credible and a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be 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.

Note: Providers should download and keep copies of all relevant reports that they are likely to need during the year. This will be necessary as access to the site will be restricted after the collection has closed.

Need help?

Contact Liaison by email or on +44 (0)1242 388 531.