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Staff 2019/20 - ContractContract

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Staff 2019/20

Fields required from institutions in All fields

Contract


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Typeentity
Short nameContract
Description

The Contract entity describes the nature of the contract held by staff at the higher education provider (HEP)

Applicable toEngland Northern Ireland Scotland Wales
Coverage

All staff (with the exception of members of a HE providers' governing body who do not hold a contract of employment.)

Notes

Return of non-academic staff is optional for all English & Northern Ireland providers required to submit Staff record data to HESA as outlined here.

Additional guidance for providers in England and Northern Ireland that have not opted-in to the voluntary submission of staff outside the coverage of the Staff record

The coverage of the Staff Record in England and Northern Ireland excludes non-academic contracts except where they are held by a Vice Chancellor/Head of institution (VC) or Governor. Providers that have not opted-in to the voluntary submission of staff outside the coverage of the Staff record are therefore required to return non-academic contracts only where they are held by VCs or Governors.

VCs and governors may hold several non-academic contracts during the reporting period however, it is only the non-academic contracts they hold while they are VCs or Governors that providers are required to return. Any non-academic contracts they hold when they are not a VC or Governor, do not fall within the coverage of the record and therefore should not be included in the return.

As stated above Providers should not include non-academic contracts held while the member of staff is not also a VC or Governor, however, in order to ease the burden in this first year, where these non-academic contracts that fall outside the coverage of the Staff record are mistakenly submitted to HESA, HESA will not block the file from the data collection system or apply validation to exclude the contracts from the return and they will be accepted, stored in HESA databases and made available to statutory customers and other users of the data as part of the Staff Record.

Examples of non-academic contracts held by VCs that must be included in the C19025 Staff record

Tables below provide examples of the non-academic contracts held by members of staff with VC contracts that must be included in the Staff record

A staff member has two contracts: a VC contract and a non-academic contract. The VC contract must be returned and any non-academic contract that has not ended when the VC contract starts must also be included in the return.

Contract Contract.ACEMPFUN Contract.LEVELS Contract.STARTCON Contract.ENDCON Included/Excluded
VC contract 1, 2, 3, 4, 9 or Null A0 2019-10-01 2020-05-31 Included
Non-academic contract 4 or Null ≠A0 2016-08-01 2019-12-01 Included

A staff member has two contracts: a VC contract and a non-academic contract. The VC contract must be returned and any non-academic contract that starts before the VC contract ends must also be included in the return.

Contract Contract.ACEMPFUN Contract.LEVELS Contract.STARTCON Contract.ENDCON Included/Excluded
VC contract 1, 2, 3, 4, 9 or Null A0 2019-10-01 2020-05-31 Included
Non-academic contract 4 or Null ≠A0 2020-04-01 NULL Included

Examples of non-academic contracts held by Governors that should be excluded from the C19025 Staff record

Tables below provide examples of the non-academic contracts held by members of staff with Governor contracts that are optional to include in the Staff record

A staff member has two contracts: a Governor contract and a non-academic contract. The person and governor entities must be returned but any non-academic contract(s) that ends before the governorship starts should be excluded from the return.

Contract Governor.STARTGOV Governor.ENDGOV Contract.STARTCON Contract.ENDCON Included/Excluded
Governor contract 2019-09-05 NULL N/A N/A Included
Non-academic Contract (Contract.ACEMPFUN = 4 or Null) N/A N/A 2016-08-01 2019-08-31 Excluded

A staff member has two contracts: a Governor contract and a non-academic contract. The person and governor entities must be returned but any non-academic contract(s) that starts after the governorship ends should be excluded from the return.

Contract Governor.STARTGOV Governor.ENDGOV Contract.STARTCON Contract.ENDCON Included/Excluded
Governor contract 2017-01-05 2020-01-05 N/A N/A Included
Non-academic Contract (Contract.ACEMPFUN = 4 or Null) N/A N/A 2020-01-06 NULL Excluded

Full specification and examples can be found in the Non Academic Contracts guidance page.

Quality rules
Quality rules relating to this entity are displayed here.
Part of
Minimum occurrences0
Maximum occurrencesunbounded
Schema components
Element: Contract
Has parts
OwnerHESA
Version1.1
Date modified2020-07-01
Change management notesGuidance has been updated for the entity following the non academic contract specification.

Contact Liaison by email or on 01242 211144.