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Staff record 2019/20 - Non Academic Contracts Guidance

Back to C19025

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

Version 1.0 Produced 2020-07-01

Requirement

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.

Interrogation and blocking of files submitted to the data collection system

All files submitted to HESA will be interrogated before they are allowed onto the data collection system.

Files that include non-academic contracts held by staff who are not VCs or Governors:

Files containing non-academic contracts held by staff who are not VCs or governors during the reporting period will be blocked from the data collection system and providers will be asked to remove erroneous records before attempting a resubmission. Files that are blocked will not be validated, stored on the data collection system or in HESA databases.

  • Academic staff who also have non-academic contracts – file will be blocked from the data collection system and providers are required to remove all non-academic contract records
  • Non-academic staff – file will be blocked from the data collection system and providers are required to exclude staff member (by removing both the person and all contract records)

Files that include non-academic contracts held only by VCs or Governors:

Based on previous submissions to HESA there are only a very small number non-academic contracts held by VCs or governors during an academic year (less than 5 across England and Northern Ireland in 2018/19) outside the period for which they are a VC or Governor. To minimise burden and cost for English and Northern Ireland providers HESA has therefore not developed additional blocking or validation of such contracts. Please note that therefore if 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.

Specification for blocking files from the data collection system

example one





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

Tables 2 and 3 below provide examples of the non-academic contracts held by members of staff with VC contracts that should be excluded from the Staff record.

example two






example three






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

Tables 4 and 5 below provide examples of the non-academic contracts held by members of staff with VC contracts that must be included in the Staff record.

example four






example five






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

Tables 6 and 7 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.

example six






example seven






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

Tables 8, 9 and 10 below provide examples of the non-academic contracts held by Governors that must be included in the Staff record.

example eight






example nine






example ten







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