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This table lists changes and additions to the record specification and supporting documentation.

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Element Element version Notes Version Type of change  
InstancePeriod.YEARPRG 1.1 Guidance has been updated to state that Instance.YEARPRG should not be updated if the student takes longer to complete their course due to extenuating circumstances. Version 1.7 (2019-10-16) Documentation, Field  
Student.StudentEquality 1.1 Guidance has been updated to state that this entity will be returned to HESA each reporting year that the student is active. Version 1.7 (2019-10-16) Documentation, Field  
File structures for downloadable files - NSS 1.1 NSS Person file structure has been amended to align with the Data Collection System and the downloadable XSD. Apprentice has also been added to NSS Person. Version 1.7 (2019-10-16) Documentation,  
EntryProfile.DOMICILE StudentEquality.NATION 1.3 The valid entry MM Burma [Myanmar] has been updated to 'Myanmar (Burma) [The Republic of the Union of Myanmar]'. This follows a change in the labels used by the National Statistics Country Classification, which align with the labels used by ISO-3166. Version 1.6 (2019-08-30) Documentation, Field, Valid  
Instance.RSNEND 1.1 Guidance has been updated to state when Code 04 'Health Reasons' can be used. Version 1.6 (2019-08-30) Documentation, Field, Guidance  
InstancePeriod.MODE 1.3 Guidance has been updated to clarify the codes used for sandwich courses. Version 1.6 (2019-08-30) Documentation, Field, Guidance  
StudentEquality.RELBLF 1.2 Guidance has been updated to clarify the use of codes 98 and 99. Version 1.6 (2019-08-30) Documentation, Field, Guidance  
Derived field specifications 1.1 The derived field specifications has been updated, more information can be found in the derived field revisions. Version 1.6 (2019-08-30) Documentation  
File structures for National Student Survey (NSS) 1.1 Student.BIRTHDTE and AGE31JUL added to the NSS Exclusions. Version 1.6 (2019-08-30) Documentation  
Course.COURSEAIM 1.3 Guidance added for Health and Social Care courses to clarify that post-registration health and social care students taking continuing professional updating modules should be recorded under credit with the appropriate REGBODY. Version 1.5 (2019-07-18) Field Guidance  
InstancePeriod.DISALL
StudentEquality.ETHNIC
StudentEquality.GENDERID
StudentEquality.NATION
StudentEquality.RELBLF
StudentEquality.SEXID
StudentEquality.SEXORT
N/A Guidance added for these fields to clarify that providers are expected to reconfirm this information with the student at least on an annual basis. Version 1.5 (2019-07-18) Field Guidance  
EntryProfile.DOMICILE 1.2 Guidance has been updated to clarify that this should be the country the student lived in for non-educational purposes before starting their course. Version 1.5 (2019-07-18) Documentation  
InstancePeriod.MODE 1.2 Guidance added regarding Code 25, which should be used where students still meet the definition of being on a sandwich course but study less than 21 hours a week for 24 weeks study/placement. Version 1.5 (2019-07-18) Field Guidance  
InstancePeriod.MSTUFEE 1.1 Guidance added to code 01 to note other codes should be used in preference to 01 where it is known that the student received their funds from one of the sources listed. Version 1.5 (2019-07-18) Field Guidance  
Data Collection Schedule 1.2 The sign-off date has been updated to 25 November 2019 from 22 November. Version 1.4 (2019-06-13) Documentation  
File structures for data supply files 1.0 First issue of this document for 2018/19, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2017/18 collection. Version 1.4 (2019-06-13) Documentation  
File structures for Expected instance population (HE and FE) 1.0 First issue of this document for 2018/19, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2017/18 collection. Version 1.4 (2019-06-13) Documentation  
File structures for National Student Survey (NSS) 1.0 First issue of this document for 2018/19, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2017/18 collection. Version 1.4 (2019-06-13) Documentation  
File structures for Unistats 1.0 First issue of this document for 2018/19, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2017/18 collection. Version 1.4 (2019-06-13) Documentation  
InstancePeriod.PRIPROV 1.1 The guidance has been updated to clarify that code 4002 should be used for Non-UK providers that have a UK campus, but no UKPRN. Version 1.4 (2019-06-13) Field Guidance  
Course.COURSEAIM 1.2 Guidance updated for code M01 to clarify that this should be used when a MRes degree is primarily taught and when the MRes degree is primarily research-based then L00 should be used. Version 1.3 (2019-05-02) Field Guidance  
Coverage of the record 1.1 The coverage has been updated to remove references to the HEAPES return as the HEAPESPOP field is now optional and will be removed from the 2019/20 record. Version 1.3 (2019-05-02) Documentation COverage  
Derived field specifications n/a The XTPOINTS appendix has been updated, more detail in the derived field revisions page. Version 1.3 (2019-05-02) Field  
Instance.INITIATIVES 1.2 Guidance updated to clarify when Initiatives U should be returned and for which Course.COURSEAIM codes. Version 1.3 (2019-05-02) Field Guidance  
InstancePeriod.HEAPESPOP 1.3 The coverage has been updated to optional for all students. Guidance has been updated to explain that the HEAPES survey is not taking place in the 18/19 reporting year and the OfS will no longer use this field. Version 1.3 (2019-05-02) Guidance Field Notes  
QualificationsOnEntry.QUALTYPE 1.3 The following qualifications have been added: 8A, GH and GI. The following qualification names have been updated to include subject descriptions: XA, X2, X4, X5, X6, X7 and X9. Guidance from the previous release regarding QUALENT3 P92 has been removed. Version 1.3 (2019-05-02) Field Guidance Valid Schema  
StudentEquality.DISABLE 1.1 Guidance has been added to clarify that Providers are expected to collect this information annually. Version 1.3 (2019-05-02) Field Guidance  
Course.COURSEAIM 1.1 Guidance updated to clarify that codes M76, H76, I76 and J76 no longer include Continuing Professional Development (CPD). Version 1.2 (2019-03-18) Field Guidance Notes  
Data Collection Schedule 1.1 The Sign-off date has changed from the 21st November 2019 to the 22 November 2019. Version 1.2 (2019-03-18) Documentation  
Derived field specifications n/a First release of the derived field specifications for this collection, added under the 'Data specification' section. Version 1.2 (2019-03-18)  
EntryProfile.DOMICILE
Student.NATION
1.1 The valid entry SZ Swaziland has been updated to 'Eswatini' and MK Macedonia [Macedonia, The Former Yugoslav Republic of] has been updated to 'North Macedonia'. This follows a change in the labels used by the National Statistics Country Classification, which align with the labels used by ISO-3166. Version 1.2 (2019-03-18) Schema Field Coverage Valid  
Further guidance on reporting qualifications on entry 1.0 Document rolled on for 2018/19 and updated to align with the most recent changes to coding frames introduced by UCAS. Version 1.2 (2019-03-18) Documentation  
InstancePeriod.HEAPESPOP 1.2 The guidance has been updated to clarify that NA can be returned if providers are not subject to a Student Number Control (SNC) and have a Student Number Allowance (SNA). Version 1.2 (2019-03-18) Guidance Field Notes  
Instance.ENDDATE 1.1 The guidance has been updated to clarify the end date would be after any planned exam or formal writing up periods. Version 1.2 (2019-03-18) Guidance Field Notes  
QualificationOnEntry.QUALGRADE 1.2 Addition of new valid entries, following confirmation of their availability for 2018/19 from UCAS. New valid entries: DQ, MD and PM. Version 1.2 (2019-03-18) Field Schema Valid  
QualificationsOnEntry.QUALTYPE 1.2 Addition of new valid entries, following confirmation of their availability for 2018/19 from UCAS. New valid entries: 6Z, 7A, 7D, ET, EU, K5, K6, NT, PM, PN, PX, PY, X2, 7W, 7X, T5, X5, X6, X7, X9 and XA. Version 1.2 (2019-03-18) Guidance Field  
Specification for the UCAS data for HESA (*J) 2018/19 n/a The document has been released under the 'UCAS data for HESA transaction' section of the manual. Version 1.2 (2019-03-18) Guidance Documentation  
Further guidance on returning postgraduate students to the AP Student Record 1.0 Document updated in light of the ENDDATE guidance changes. Version 1.1 (2019-01-17) Documentation Guidance  
Instance.ENDDATE 1.1 Guidance updated to clarify the definition of completing an insance. This will be after any planed exam or writing up periods. Version 1.1 (2019-01-17) Field Guidance  
Instance.HEAPESPOP 1.1 Guidance updated to clarify that the HEAPES survey is not taking place in the 18/19 reporting year, but the OfS will use this field to identify students in the SNC population. Description has also been updated to note that this field helps to monitor student number controls. Version 1.1 (2019-01-17) Field Guidance  
Instance.INITIATIVES 1.1 Guidance updated to clarify that students who are studying full-time on a M88 course should not be returned as code U. Guidance also added to clarify that for providers in England and Scotland, code K should also be used to capture students on Degree Apprenticeships. Version 1.1 (2019-01-17) Field Guidance  
InstancePeriod.NOTACT 1.1 Guidance updated to clarify the definition of completing an insance. This will be after any planed exam or writing up periods. Version 1.1 (2019-01-17) Field Guidance  
QualificationOnEntry.QUALGRADE 1.1 Addition of new valid entries, following confirmation of their availability for 2018/19 from UCAS. New valid entries: A#P, B#P, C#P, D0M15P3, D12M21P0, D18M21P3, D3M18P12, D3M3P33, D3M9P30, D6M21P12, E#NC, F#, F6, F8, G, and G#. Version 1.1 (2019-01-17) Field Schema Valid  
QualificationOnEntry.QUALSBJ 1.1 Addition of new valid entries, following confirmation of their availability for 2018/19 from UCAS. New valid entries: 10R, 10S, 11S, 12A, 12S, 13A, 13D, 16M, 17M, 18F, 18M, 19F, 19J, 19M, 20M, 21A, 21M, 22A, 23A, 23P, 23S, 24P, 25A, 25F, 25H, 25P, 26A, 26P, 27H, 28H, 28M, 39C, 44G, 44M, 45C, 46H, 47C, 52M, 56A, 57A, 57P, 61C, 62C, 62S, 63C, 63E, 63F, 64C, 65M, 67C, 67H, 72E, 73C, 73E, 74C, 75S, 76C, 76M, 76S, 77C, 78C, 79C, 80C, 81C, 82C, 83C, 84C, 91M, 91T, 94C, 94M, 95C, 95M, A05, A06, A08, A55, A72, A75, A94, B33, B66, B68, B78, B88, B96, D04, D05, D06, D07, D08, D72, E04, E07, E58, E59, E69, E85, F08, F09, F10, F33, F34, F35, F70, G47, H76, H77, H78, H79, H99, I45, I46, I91, J22, L08, L16, L97, M01, N23, N25, N87, O14, P29, P37, P38, P77, P78, P99, R60, S45, S48, S49, S55, S73, S76, S99, T09, T18, T94, V12, W30, W31, and W84. Version 1.1 (2019-01-17) Field Schema Valid  
QualificationOnEntry.QUALTYPE 1.1 Addition of new valid entries, following confirmation of their availability for 2018/19 from UCAS. New valid entries: EL, F5, F6, F7, F8, F9, GP, IA, QJ, QK, QL, QM, QN, TW, TX, TY, and X4. Version 1.1 (2019-01-17) Field Schema Valid  
Coverage of the record 1.0 This document has been added under the 'Data specification' section. Version 1.0 (2019-10-02) Documentation  
Data collection schedule 1.0 A link to this document has been added under the 'Overview' section on the main landing page for the manual. Version 1.0 (2018-10-02) Documentation  
QualificationsAwarded.QUAL 1.0 Valid entries L91, M91, H91 and I91 have been removed as they are no longer required. Version 1.0 (2018-10-02) Valid Field Schema  

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