HESA Collections
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 | |
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File structures for data supply files | 1.1 | The field ModuleSubject.MODSBJ within the Cost centre table has been updated to reflect the correct field length of 6. The schema for the downloadable cost centre table file has also been updated to reflect this change. | Version 1.10 (2021-04-26) | Documentation | |
Instance.GROSSFEE Instance.NETFEE | 1.2 | Guidance expanded to clarify the value of the fee that should be returned. | Version 1.9 (2020-11-13) | Field Guidance | |
Derived field specifications | n/a | The list of valid entries for XINSTID01 has been updated, more detail in the derived field revisions page. | Version 1.8 (2020-10-13) | Field | |
File structures for National Student Survey (NSS) | 1.1 | Field lengths for NSS_LEV1, NSS_LEV2 and NSS_LEV3 have been amended from 1, 2 and 3 to 5, 8 and 11. INITIATIVES1, INITIATIVES2 and INITIATIVES3 incorrect field length this has been increased from 1 to 2 and the field AGE31JUL has been moved to be after YEARADJ. The XML Schema's have also been amended to reflect these changes. | Version 1.8 (2020-10-13) | Documentation | |
Understanding student continuity and the UHN link | 1.1 | All references to Minerva and links have been removed and replaced with Issue Management System. | Version 1.7 (2020-09-22) | Documentation | |
Course.CourseSubject | 1.2 | Coverage updated to remove reference to Course.TTCID = F for providers in Wales and England as the valid entry 'F' no longer exists. | Version 1.7 (2020-09-22) | Coverage Field Guidance | |
Instance.SPECFEE | 1.6 | Additional guidance added under new sub heading 'Higher or Degree Apprenticeships'. | Version 1.7 (2020-09-22) | Field Guidance | |
QualificationAwarded.QUAL | 1.4 | Additional guidance added when it is necessary for providers to decommit their return late. | Version 1.7 (2020-09-22) | Field Guidance Schema Valid | |
Reduced returns | 1.3 | Additional guidance has been added to the type 04 - dormant students section. | Version 1.6 (2020-08-07) | Documentation | |
Data collection schedule (2020-09-02) | 1.4 | Additional information has been added to advise the approach on deadlines due to COVID-19 pandemic. | Version 1.6 (2020-08-07) | ||
Derived field specifications (2020-08-25) | n/a | The specification for XTPOINTS has been updated, more detail in the derived field revisions page. | Version 1.6 (2020-08-07) | Field | |
Specification for the UCAS data for HESA (*J) 2019/20 | n/a | The document has been released under the 'UCAS data for HESA transaction' section of the manual. | Version 1.6 (2020-08-07) | Guidance Documentation | |
Course.CTITLE | 1.1 | Guidance updated to advise that this field is also used in the Graduate Outcomes survey. | Version 1.6 (2020-08-07) | Coverage Field Guidance | |
CourseSubject.SBJCA | 1.3 | Guidance added to advise that for secondary programmes, the HECoS code returned in SBJCA should indicate the subject, not the level of teaching. | Version 1.6 (2020-08-07) | Field Guidance | |
Instance.FEEREGIME | 1.4 | Guidance amended within the last sentence 'alternative providers' changed to 'approved providers'. | Version 1.6 (2020-08-07) | Field Guidance | |
Instance.FUNDCODE | 1.3 | The guidance within the section 'For providers fundable by the DfE' has been updated to add clarification on postgraduate teaching apprenticeships. | Version 1.6 (2020-08-07) | Field Guidance | |
Instance.MODE | 1.5 | Guidance added to advise students with an active MODE and Instance.ENDDATE in a previous reporting year can be returned in the current reporting year through a reduced record. | Version 1.6 (2020-08-07) | Field Guidance | |
Instance.SPECFEE | 1.5 | Guidance added to advise if a students fees increase, for example a module retake, this should not be reflected in SPECFEE. | Version 1.6 (2020-08-07) | Field Guidance | |
StudentOnModule.MODSTAT | 1.1 | Additional guidance added to provide clarification when modules for the instance are returned with MODSTAT 4. | Version 1.6 (2020-08-07) | Field Guidance | |
Coverage of the record | 1.3 | Guidance amended in the 'Dormant students' section under sub heading 'For providers in England, Northern Ireland and Wales', to provide clarification when an award is being made to a student that completed in a previous reporting period. | Version 1.5 (2020-06-26) | Guidance | |
Data items | 1.1 | Amendments made to the applicable countries within the download.csv and download.xlsx for the following three fields - Course.FEQAIMC, Instance.CSTAT and Instance.TREFNO as applicable countries did not match up with the field details. | Version 1.5 (2020-06-26) | Documentation | |
File structures for data supply files | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
File structures for Expected instance population (HE) | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
File structures for HE continuity reports A, B and C | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
File structures for National Student Survey (NSS) | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
File structures for postgraduate research (PGR) student collaborative provision | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
File structures for Unistats | 1.0 | First issue of this document for 2019/20, linked from 'File structures for downloadable files' under 'Submission process and quality assurance', including any changes since the 2018/19 collection. | Version 1.5 (2020-06-26) | Documentation | |
Data collection schedule | 1.3 | A link to the support guide has been added to provide additional information under sections 'Return' and 'Commit'. | Version 1.5 (2020-06-26) | ||
Nil return sign-off form | n/a | Release of the Nil return sign-off form under the 'Submission process and quality assurance' section of the coding manual. This document must be submitted to HESA when the higher education provider will not be returning Student record data. | Version 1.5 (2020-06-26) | ||
Instance.ENDDATE | 1.4 | Additional guidance section added providing information on 'Rescinded awards'. Two examples added to the section 'Resit Exams and/or Results from Late Exam Boards' to add clarification. | Version 1.5 (2020-06-26) | Field Guidance | |
Instance.FEEREGIME | 1.3 | (Instance.INITIATIVES is not K) has been added to the coverage statement for providers in England (Postgraduate and Undergraduate). | Version 1.5 (2020-06-26) | Coverage Field Guidance | |
Instance.INITIATIVES | 1.5 | Guidance update has been made in the 'Postgraduate Loan eligibility' section to include M76 to the list of COURSEAIM valid entries. Additional guidance added to the 'Accelerated provision' section to advise part-time courses should not be returned as accelerated provision. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
Instance.MODE | 1.4 | Two examples added to the guidance under the section advising when returning a student with an Instance.ENDDATE in a previous reporting year, the Instance.MODE should not be updated. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
Instance.RSNEND | 1.1 | Additional guidance added to provide clarification within Code 98 'Completion of course - result unknown'. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
Instance.SPECFEE | 1.4 | Point C removed from the guidance as it is no longer applies. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
QualificationAwarded.CLASS | 1.1 | Guidance updated to advise providers to contact liaison if they award qualifications with a class not represented in the coding frame. Additional guidance added for Postgraduate research students who do not receive any form of class or grade. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
QualificationAwarded.QUAL | 1.3 | Additional guidance section added providing information on 'Rescinded awards'. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
Module.FTE (2020-07-20) | 1.1 | Guidance updated link removed for further guidance on FTE reporting as it is no longer applicable. | Version 1.5 (2020-06-26) | Field Guidance Schema Valid | |
Covid-19 Exceptional guidance | 1.0 | Exceptional guidance created for the C19051 Student return. | Version 1.4 (2020-05-19) | Guidance | |
Coverage of the record | 1.2 | Guidance added to the 'Dormant students' section, detailing where an award is being made to a student that completed in a previous reporting period. | Version 1.4 (2020-05-19) | Guidance | |
Derived field specifications | n/a | Multiple technical specifications have been updated, more detail in the derived field revisions page. | Version 1.4 (2020-05-19) | Field | |
Course.COURSEAIM | 1.3 | Valid entry I13 (Access course or pathway programme at level 5) amended and changed to J13 (Access course or pathway programme at level 5). | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
EntryProfile.QualificationsOnEntry | 1.1 | Entry P80 removed from the coverage, entry was removed in collection C17051 and was included in C19051 erroneously. Additional guidance added to advise of valid QUALTYPE and QUALGRADE combinations avilable in the XTPOINTS derived field guidance. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
Instance.INITIATIVES | 1.4 | Guidance update has been made in the 'Maths and Physics Chairs Programme' section. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
Instance.MSTUFEE | 1.3 | Coverage updated as agreement given to exclude dormant modes. Additionally guidance has been updated to remove 50/50 from the paragraph that refers to source of tuition fees. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
Instance.SPECFEE | 1.3 | Guidance updated to add clarification as to when code '0' should be used. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
Instance.STULOAD | 1.1 | Coverage updated to remove Instance.FESTUMK = 5 as it is no longer used. Additionally guidance has been expanded to replace the 'Further detailed notes' document. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
QualificationAwarded.QUAL | 1.2 | Valid entry I13 (Access course or pathway programme at level 5) amended and changed to J13 (Access course or pathway programme at level 5). | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
QualificationsOnEntry.QUALTYPE | 1.2 | EN valid entry amended from 'Certa Level 3 Certificate in Construction Skills' to 'AIM Awards Level 3 Diploma in Games, Animation and VFX Skills (VRQ)' and EM valid entry label amended from 'NCFE CACHE Level 3 Diploma in Supporting Teaching and Learning' to 'Certa Level 3 Certificate in Construction Skills', as entered erroneously on version 1.2 release. | Version 1.4 (2020-05-19) | Field Guidance Schema Valid | |
Derived field specifications | n/a | First release of the derived field specifications for this collection, added under the 'Data specification' section. | Version 1.3 (2020-04-16) | Field | |
HESA XML data entry tool | n/a | The data entry tool has been included under the 'Submission process and quality assurance' section. This facilitates the manipulation and generation of XML for submission to HESA. | Version 1.3 (2020-04-16) | Documentation | |
How to use the HESA XML data entry tool | 1.0 | A user guide for the HESA XML data entry tool has been included under the 'Submission process and quality assurance' section. This describes the HESA XML data entry tool and how to use it. | Version 1.3 (2020-04-16) | Documentation | |
Quality rules | n/a | The quality rules web page, describing the validation which enforces the quality of the submitted data, has been included under the 'Submission process and quality assurance' section. | Version 1.3 (2020-04-16) | Documentation | |
Submit data to HESA | n/a | A link to the data collection system has been under the 'Submission process and quality assurance' section. | Version 1.3 (2020-04-16) | Documentation | |
Validation kit | n/a | The downloadable validation kit has been included under the 'Submission process and quality assurance' section. This allows data to be tested against quality rules during preparation, prior to submission. | Version 1.3 (2020-04-16) | Documentation | |
Instance.CAMPID | 1.2 | Guidance has been updated to add clarification and to advise only CAMPID codes submitted to HESA as part of the Provider profile collection can be returned in this field. | Version 1.3 (2020-04-16) | Field Guidance Schema Valid | |
Instance.ENDDATE | 1.3 | The guidance within 'Resit Exams and/or Results from Late Exam Boards' has been updated to add clarification for when Instance.MODE should be returned. | Version 1.3 (2020-04-16) | Field Guidance Schema Valid | |
Instance.INITIATIVES | 1.3 | Valid entry W (Industry funded place attracting additional SFC-funded place for Undergraduate Skills for Growth scheme) has been removed as it is not required for 2019/20. | Version 1.3 (2020-04-16) | Field Guidance Schema Valid | |
Instance.LOCSDY | 1.3 | Additional guidance added for further clarification on Codes D 'On industrial (or other) placement for the year as a whole. | Version 1.3 (2020-04-16) | Field Guidance | |
Instance.MODE | 1.3 | Additional guidance added to advise providers, when returning a student with an Instance.ENDDATE in a previous reporting year, the Instance.MODE should not be updated. | Version 1.3 (2020-04-16) | Field Guidance | |
Instance.SPLENGTH | 1.3 | Additional guidance added 'For students who repeat years, this field should not be adjusted'. | Version 1.3 (2020-04-16) | Field Guidance | |
Module.TINST | 1.3 | Guidance updated to include additional details against code 4002, 'this should also be used for Non-UK providers that have a UK campus, but no UKPRN'. | Version 1.3 (2020-04-16) | Field Schema Valid | |
QualificationsAwarded.QUAL | 1.1 | New valid entries have been added: E13 (Access course or pathway programme at level 8), M13 (Access course or pathway programme at level 7), H13 (Access course or pathway programme at level 6), I13 (Access course or pathway programme at level 5) and C13 (Access course or pathway programme at level 4). Additional guidance added to 'Resit exams and/or results from late exam boards' to provide clarification. | Version 1.3 (2020-04-16) | Field Guidance Schema Valid | |
QualificationsOnEntry.QUALGRADE | 1.2 | New valid entries added D0M3P15, D27M9P3 and D15M12P0. | Version 1.3 (2020-04-16) | Field Schema Valid | |
QualificationsOnEntry.QUALSBJ | 1.1 | New valid entries added: 17E, 22M, 24S, 26S, 29A, 29H, 32H, 33H, 36R, 54M, 87C, 97C, 99P, B69, D73, F55, I60, S53, T23 and T45. | Version 1.3 (2020-04-16) | Field Schema Valid | |
Data Collection Schedule | 1.2 | The guidance has been amended to provide greater clarity and additional sections 'Missed deadlines' and 'Post collection information' have been added. Additionally the nil return and return date has been amended to the 15th September. | Version 1.2 (2020-03-02) | Documentation | |
File structure | 1.1 | The data model diagram has been updated to remove ILR elements that are no longer required. | Version 1.2 (2020-03-02) | Documentation | |
Further guidance on Apprenticeship Standards students | 1.3 | The guidance for the data submission process within the further guidance on Apprenticeship Standards document has been removed. | Version 1.2 (2020-03-02) | Documentation | |
Reduced returns | 1.2 | The guidance for the Additional requirements for FE students in England has been removed. | Version 1.2 (2020-03-02) | Documentation | |
Course.COURSEAIM | 1.2 | Valid entry code Z99 removed as it is no longer required. | Version 1.2 (2020-03-02) | Field Schema Valid | |
Course.FEQAIMC | 1.2 | Guidance updated to remove all reference to providers in England. | Version 1.2 (2020-03-02) | Field Guidance | |
Course.MSFUND | 1.2 | Guidance updated to remove reference to the LearningDeliveryFAM entity. | Version 1.2 (2020-03-02) | Field Guidance | |
Course.CourseSubject | 1.1 | Coverage updated to remove reference to Course.FEQAIMC = '66666666' for providers in England. | Version 1.2 (2020-03-02) | Coverage Field Guidance | |
CourseSubject.SBJCA | 1.2 | Guidance added to clarify the use of valid entry '100433' for 'Primary PE Specialists' by English and Welsh Providers. | Version 1.2 (2020-03-02) | Field Guidance | |
EntryProfile.PGCESBJ | 1.1 | Valid entries 9999 and 9998 changed to 999999 and 999998 to align with the HECoS code length of six digits. | Version 1.2 (2020-03-02) | Field Schema Valid | |
EntryProfile.UCASAPPID | 1.2 | Guidance updated to clarify the expected format of the UCAS application code/number. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.CSTAT | 1.2 | Valid entries 1, 2, 3, and 6 removed, coverage and guidance updated, as this field is no longer applicable to England. | Version 1.2 (2020-03-02) | Coverage Field Guidance Schema Valid | |
Instance.ELQ | 1.1 | The URL for the OfS has been updated within the guidance. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.ENDDATE | 1.2 | The guidance has been updated to advise exchange-in students should have the date they finished their studies at the reporting provider. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.FEEREGIME | 1.2 | (Instance.PROGTYPE is not 25) and (Instance.FUNDMODEL is not 36) has been removed from the coverage for providers in England as it is no longer applicable. | Version 1.2 (2020-03-02) | Coverage Field Guidance | |
Instance.FESTUMK | 1.2 | Valid entry 5 removed as it is no longer required. Additional guidance added for providers in England to clarify that only valid entries 2 and 3 should be used. | Version 1.2 (2020-03-02) | Field Guidance Schema Valid | |
Instance.FUNDCODE | 1.2 | The guidance has been updated for Postgraduate research students England to add clarification. The coverage has also been updated to remove reference to providers in England where Instance.FESTUMK = 1 or 4. | Version 1.2 (2020-03-02) | Coverage Field Guidance | |
Instance.FUNDLEV | 1.2 | Guidance referring to an instance year of 45 weeks or more has been clarified to confirm that this should be re-evaluated for each year of the course. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.INITIATIVES | 1.2 | Addition of valid entry 17 together with guidance for the SFC's Upskilling fund. | Version 1.2 (2020-03-02) | Field Guidance Schema Valid | |
Instance.LOCATION | N/A | This field has become redundant due to no designation for C19051, it has therefore been removed for 2019/20 as requested by OfS. | Version 1.2 (2020-03-02) | Coverage Field Schema | |
Instance.LOCSDY | 1.2 | Guidance updated to clarify that valid entry Z should be returned for apprenticeship students. Guidance updated to clarify that when students go dormant during the reporting year, their last active position should be recorded. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.MODE | 1.2 | Valid entries 98 and 99 have been removed, together with guidance surrounding their return. | Version 1.2 (2020-03-02) | Field Guidance Schema Valid | |
Instance.MSTUFEE | 1.2 | Guidance updated to clarify which valid entry should be returned where the source of tuition fees is split 50/50 between the SLC and the student's own funds or split between the SLC and another source. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.SPECFEE | 1.2 | Coverage amended to remove 'or (Instance.PROGTYPE = 25 or Instance.FUNDMODEL = 36)' reference. | Version 1.2 (2020-03-02) | Coverage Field Guidance | |
Instance.SPLENGTH | 1.2 | Guidance updated to include information on direct entrants and exchange students. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.TREFNO | 1.1 | The reason required has been updated to replace GTCW (The General Teaching Council for Wales) with EWC (Education Workforce Council). | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.YEARPRG | 1.2 | Guidance updated to clarify that courses of less than one year and exchange student instances with the provider should be coded 1 in this field. | Version 1.2 (2020-03-02) | Field Guidance | |
Instance.YEARSTU | 1.2 | Description updated to add clarification that the number of years on the student instance is with the provider. | Version 1.2 (2020-03-02) | Field Guidance | |
QualificationsOnEntry.QUALGRADE | 1.1 | Field length increase from 11 to 16 and addition of new valid entries, following confirmation of their availability for 2019/20 from UCAS. New valid entries: 2#, 7, 8, 9, C#NC, Completed Qual, Cred, D0M18P18, D0M6P12, D12M6P12, D15M18P0, D18M9P15, D21M3P0, D3M18P3, D6M0P15, D6M12P24, D6M6P0, D6M9P0, DD*, DDD*, Dist, Dist*, Distinction*, F1, F7, H, High Merit, High Pass, MDD, MMD, Not Achieved, Not yet achieved, P#, PMM, PPM, QNC, QP, Refer, Referral, U (Unclassified), U (Ungraded), X#X, Xd. | Version 1.2 (2020-03-02) | Field Schema Valid | |
QualificationsOnEntry.QUALTYPE | 1.1 | Addition of new valid entries, following confirmation of their availability for 2019/20 from UCAS. New valid entries: 6X, 7E, 7F, 7G, 7H, 7I, 7J, 7K, 7L, 7N, 7P, 7Q, 7R, 7S, 7T, 7U, 7V, 7Y, 7Z, 8D, 8E, 8F, 8G, 8H, EM, GR, PV, PW, RX, RY, UH, X8. | Version 1.2 (2020-03-02) | Field Schema Valid | |
Student.ETHNIC | 1.2 | Valid entry 11 and 12 have been removed, additionally the paragraph for Apprenticeships and th 'please see Apprenticeship standards' note have also been removed. | Version 1.2 (2020-03-02) | Field Guidance Schema Valid | |
Student.RELBLF | 1.2 | The sentence 'Providers are expected to reconfirm this information with the student, on at least an annual basis' has been relocated within the guidance to add clarity. | Version 1.2 (2020-03-02) | Field Guidance | |
Student.SEXID | 1.2 | Guidance added to clarify that providers are expected to survey their students to gather this information and should not use Star J data to complete this field. | Version 1.2 (2020-03-02) | Field Guidance | |
Student.SSN | 1.1 | Guidance updated to clarify SSN should be returned where any kind of funds from the SLC are being received by the student e.g maintenance loans, PG loans etc. | Version 1.2 (2020-03-02) | Field Guidance | |
Student.SURNAME | 1.2 | Guidance added to clarify that the full surname of the student should be returned. | Version 1.2 (2020-03-02) | Field Guidance | |
Student.ULN | 1.2 | Coverage updated to remove providers in England where Instance.FESTUMK = 1. | Version 1.2 (2020-03-02) | Coverage Field Guidance | |
ApprenticeFinances ApprenticeFinances.APFINAMOUNT ApprenticeFinances.APFINCODE ApprenticeFinances.APFINDATE ApprenticeFinances.APFINTYPE ContactPreference ContactPreference.CONTPREFCODE ContactPreference.CONTPREFTYPE EmploymentStatusMonitoring EmploymentStatusMonitoring.ESMCODE EmploymentStatusMonitoring.ESMTYPE Engagement Engagement.DELLOCPOSTCODE Engagement.ENGAIM Engagement.ENGEEF Engagement.ENGEND Engagement.ENGFFI Engagement.ENGFUNDADJOTH Engagement.ENGFUNDADJPRIOR Engagement.ENGOUTCOME Engagement.ENGSTART Engagement.ENGSTATUS Engagement.ENGWITHDRAW Engagement.EPAORGID Engagement.ILRSWSUPAIMID Engagement.LEARNAIMPLANEND Engagement.LEARNAIMSTART Engagement.OUTGRADE Engagement.STANDCODE Institution.ILRGEN Instance.ACHDATE Instance.ADDSUPCT Instance.AIMTYPE Instance.ENGGRADE Instance.FEOUTCOME Instance.FUNDADJOTH Instance.FUNDADJPRIOR Instance.FUNDMODEL Instance.FWORKCODE Instance.ILRCAMPID Instance.ILROTJHOURS Instance.LEARNPLANENDDATE Instance.MATHGRADE Instance.PARTNERUKPRN Instance.PLANEEPHOURS Instance.PLANLEARNHOURS Instance.PROGTYPE Instance.PWAYCODE Instance.WITHDRAWREASON LearnerContact LearnerContact.ADDLINE1 LearnerContact.ADDLINE2 LearnerContact.ADDLINE3 LearnerContact.ADDLINE4 LearnerContact.CONTPCODECURR LearnerContact.CONTPCODEPAST LearnerContact.EMAIL LearnerContact.TELNUMBER LearnerEmploymentStatus LearnerEmploymentStatus.DATEEMPSTATAPP LearnerEmploymentStatus.EMPID LearnerEmploymentStatus.EMPSTAT LearnerEmploymentStatus.ILRAGREEID LearnerFAM LearnerFAM.LEARNFAMCODE LearnerFAM.LEARNFAMTYPE LearningDeliveryFAM LearningDeliveryFAM.LEARNDELFAMCODE LearningDeliveryFAM.LEARNDELFAMFROM LearningDeliveryFAM.LEARNDELFAMTO LearningDeliveryFAM.LEARNDELFAMTYPE LearningDeliveryWork placement LearningDeliveryWork.LEARNWORKEMPID LearningDeliveryWork.LEARNWORKEND LearningDeliveryWork.LEARNWORKHOURS LearningDeliveryWork.LEARNWORKMODE LearningDeliveryWork.LEARNWORKSTART Student.LEARNREFNO Student.LLDDHEALTHPROB Student.NINO Student.PMUKPRN Student.PREVLEARNREFNO Student.PREVUKPRN Student.PRIORATTAIN |
1.2 | All FE fields have been removed from the schema following feedback from the sector. | Version 1.2 (2020-03-02) | Coverage Field Schema | |
All documentation | n/a | All references to the 'Equality Challenge Unit (ECU)', the 'Higher Education Academy (HEA)', and the 'Leadership Foundation for Higher Education (LFHE)' have been changed to 'Advance HE', following the merger of these organisations. | Version 1.1 (2019-12-18) | Documentation | |
Course.CLSDCRS Course.FEQAIMC Course.TTCID EntryProfile Instance.AIMTYPE Instance.BRIDGE Instance.CSTAT Instance.EXCHANGE Instance.FEEELIG Instance.FEOUTCOME Instance.FUNDADJOTH Instance.FUNDADJPRIOR Instance.FUNDCOMP Instance.FUNDLEV Instance.FUNDMODEL Instance.FWORKCODE Instance.LEARNPLANENDDATE Instance.MSTUFEE Instance.PLANLEARNHOURS Instance.PROGTYPE Instance.PWAYCODE Instance.SPLENGTH Instance.TYPEYR Instance.UNITLGTH Instance.WITHDRAWREASON Instance.YEARPRG Instance.YEARSTU LearnerEmploymentStatus LearnerFAM LearningDeliveryFAM Student.ETHNIC Student.ULN |
1.1 | Coverage updated to remove reference to Course.COURSEAIM valid entry Z99, Instance.FESTUMK valid entry 5, and Institution.ILRGEN valid entry 1. The 'wrapper' programme is not required as HESA will no longer be generating ILR files. | Version 1.1 (2019-12-18) | Coverage Field | |
Coverage of the record
Course.COURSEAIM Instance.ENDDATE Instance.FESTUMK Instance.MODE Student.FNAMES Student.SEXID Student.SURNAME Student.ULN |
1.1 | Guidance updated to remove reference to Apprenticeship Standards - programme aims. The 'wrapper' programme is not required as HESA will no longer be generating ILR files. | Version 1.1 (2019-12-18) | Field Guidance | |
Coverage of the record | 1.1 | Guidance added to the 'General definition' section, detailing which providers are required to complete this record with reference to the HESA subscription model. | Version 1.1 (2019-12-18) | Guidance | |
Course.AWARDBOD | 1.1 | The label for valid entry 1 'Edexcel' has been updated to 'Pearson Edexcel' for clarity. | Version 1.1 (2019-12-18) | Field Schema Valid | |
CourseSubject.SBJCA CourseSubject.SBJPCNT ModuleSubject.MODSBJ |
1.1 | First issue of guidance for the 2019/20 reporting year following confirmation of the updates required as part of the adoption of the HECoS coding frame. | Version 1.1 (2019-12-18) | Field Guidance | |
EntryProfile.PGCECLSS | 1.1 | The maximum occurrences have been reduced to 1. The restriction was erroneously increased to 5 in a previous coding manual release. | Version 1.1 (2019-12-18) | Field Schema | |
EntryProfile.DOMICILE Mobility.MOBLOCA |
1.2 | The label for 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. Guidance updated to clarify that this field should collect the country the student lived in for non-educational purposes before starting their course. | Version 1.1 (2019-12-18) | Field Guidance Schema Valid | |
EntryProfile.PGCESBJ | 1.1 | Guidance added to explain that Joint honours degrees must be returned with up to five occurrences of this field and to clarify the use of valid entries 9999 and 9998. | Version 1.1 (2019-12-18) | Field Guidance | |
EntryProfile.QUALENT3 | 1.1 | Guidance added to note that transcripts given by the awarding body that contain all of the necessary information is sufficient in the return of EntryProfile.QUALENT3, prior to the receipt of the formal award. Guidance updated to clarify the use of valid entry P80. | Version 1.1 (2019-12-18) | Field Guidance | |
EntryProfile.UCASAPPID | 1.1 | Long field name changed to align with UCAS fields. | Version 1.1 (2019-12-18) | Field | |
Instance.CAMPID | 1.1 | Guidance has been updated to add reference to Research England as well as Office for Students. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.CSTAT | 1.1 | Guidance about how and when to return agreed breaks in learning has been updated. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.COMDATE | 1.1 | Guidance added to clarify the return of the field for student's that had an induction period. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.FEEREGIME | 1.1 | Guidance removed surrounding SLC provided information on fee regimes to the SFC as it is no longer applicable. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.FESTUMK | 1.1 | Guidance updated to clarify the use of valid entry '3' for ESFA/DfE funded Higher Apprenticeships. | Version 1.1 (2019-12-18) | Field Valid | |
Instance.FUNDCODE | 1.1 | The label for valid entry 1 'Fundable by funding council' has been updated to 'Fundable by funding council/body' for clarity. | Version 1.1 (2019-12-18) | Field Schema Valid | |
Instance.FUNDCOMP | 1.1 | The label for valid entry 9 'Not in HESES Population' has been updated to 'Not a countable year in the HESES population' for clarity. | Version 1.1 (2019-12-18) | Field Schema Valid | |
Instance.FUNDLEV | 1.1 | The label for valid entry 99 'Not in HESES Population' has been updated to 'Not a countable year in the HESES population' for clarity. | Version 1.1 (2019-12-18) | Field Schema Valid | |
Instance.GROSSFEE Instance.NETFEE | 1.1 | Guidance updated to clarify that this field does not need to be returned for students undertaking an Apprenticeship standard or an Apprenticeship framework from 1 May 2017. Where a student commenced an apprenticeship framework before 1 May 2017, Instance.GROSSFEE should be returned as 0. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.INITIATIVES | 1.1 | Guidance removed as Instance.PROGTYPE is no longer required to be returned following the removal of Further Education Students from the Coverage of the record. References to old JACS valid entries in the guidance have been updated to HECoS (X160 to 101085 and X120 to 100511). Guidance updated to clarify the return of valid entry 16. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.INTENTLEV | 1.1 | Guidance added to note that Research England intend to use this field for future analysis. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.INTERCALATE | 1.1 | Guidance updated to clarify the return of students who are studying on an intercalated course. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.ITTPLACEMENT | 1.1 | Guidance updated to clarify the valid entry for students with multiple placements at the same school. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.ITTSCHMS | 1.1 | Guidance added to clarify the return of valid entry 6. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.LOCSDY | 1.1 | Guidance updated for valid entry Z to clarify that this should be used when students are on short term mobility (under 4 weeks). | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.MODE | 1.1 | Guidance added regarding valid entry 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. Guidance updated to state that valid entry 02 should be used when an instance is studied full time intensity but for less than 24 week. Students that leave early should be returned as what was intended for their instance. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.MSTUFEE | 1.1 | Guidance updated to clarify that other valid entries should be used in preference to 01 where it is known that the student has received their funds from one of the sources listed in the valid entries. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.NHSEMP | 1.1 | The valid entries and labels have been updated to align with those published by NHS Digital. Addition of valid entries R0B, 15M, and 15N. The labels have been updated for valid entries RBN, RWA, RYA, 14T, 14V, 14W, 7A3, 7A5, SA9, SB9, SC9, SF9, SG9, SH9, SL9, SN9, SR9, SS9, ST9, SV9, SW9, SY9, SZ9, Z1110, and ZT001. Guidance updated to list the relevant NHS bodies that are included within the valid entries. | Version 1.1 (2019-12-18) | Field Guidance Schema Valid | |
Instance.NUMHUS | 1.1 | Guidance has been updated to add reference to Research England as well as Office for Students. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.SPECFEE | 1.1 | Guidance updated to clarify that postgraduate students to be recorded as subject to regulated fees include post 01 August 2017 pre-registration nursing, midwifery and any other allied health students leading towards obtaining eligibility to register to practice with the NHS, who have access to student loans. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.TYPEYR | 1.1 | Guidance has been added to clarify that Instance.TYPEYR should not be changed if a student withdraws during the year. Guidance updated to clarify that placements should not be considered when determining Instance.TYPEYR. | Version 1.1 (2019-12-18) | Field Guidance | |
Instance.YEARPRG | 1.1 | Guidance updated to clarify that, for postgraduate research students, Instance.YEARPRG should not increment during a writing-up perod. Instance.YEARSTU will still increment on the anniversary of the Instance.COMDATE. | Version 1.1 (2019-12-18) | Field Guidance | |
ApprenticeFinances ApprenticeFinances.APFINAMOUNT ApprenticeFinances.APFINCODE ApprenticeFinances.APFINDATE ApprenticeFinances.APFINTYPE ContactPreference ContactPreference.CONTPREFCODE ContactPreference.CONTPREFTYPE Engagement Engagement.DELLOCPOSTCODE Engagement.ENGAIM Engagement.ENGEEF Engagement.ENGEND Engagement.ENGFFI Engagement.ENGFUNDADJPRIOR Engagement.ENGFUNDADJOTH Engagement.ENGOUTCOME Engagement.ENGSTART Engagement.ENGSTATUS Engagement.ENGWITHDRAW Engagement.EPAORGID Engagement.ILRSWSUPAIMID Engagement.LEARNAIMPLANEND Engagement.LEARNAIMSTART Engagement.OUTGRADE Engagement.STANDCODE Instance.ACHDATE Instance.ILRCAMPID Institution.ILRGEN Instance.ILROTJHOURS LearnerContact LearnerContact.ADDLINE1 LearnerContact.ADDLINE2 LearnerContact.ADDLINE3 LearnerContact.ADDLINE4 LearnerContact.CONTPCODECURR LearnerContact.CONTPCODEPAST LearnerContact.EMAIL LearnerContact.TELNUMBER LearnerEmploymentStatus.ILRAGREEID Student.LEARNREFNO Student.LLDDHEALTHPROB Student.NINO Student.PMUKPRN Student.PREVLEARNREFNO Student.PREVUKPRN Student.PRIORATTAIN |
1.1 | This field should not be returned by providers from 2019/20 as HESA will no longer be generating ILR files. | Version 1.1 (2019-12-18) | Field Guidance | |
ModuleSubject.COSTCN | 1.1 | Guidance removed that was referencing a circular which is no longer applicable. | Version 1.1 (2019-12-18) | Field Guidance | |
Student.DISABLE Student.ETHNIC Student.GENDERID Student.RELBLF Student.SEXID StudentSEXORT |
1.1 | Guidance added to clarify that Providers are expected to reconfirm this information with the student, on at least an annual basis. | Version 1.1 (2019-12-18) | Field Guidance | |
Student.FNAMES | 1.1 | Guidance has been updated to state that the student's forename should be returned as it is displayed on their official identity. | Version 1.1 (2019-12-18) | Field Guidance | |
Student.NATION | 1.2 | The label for 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. Guidance updated to clarify that this field should collect the country the student lived in for non-educational purposes before starting their course. Guidance added to clarify that Providers are expected to reconfirm this information with the student, on at least an annual basis. | Version 1.1 (2019-12-18) | Field Guidance Schema Valid | |
Student.RELBLF | 1.1 | Guidance updated to clarify the return of valid entries 98 and 99. | Version 1.1 (2019-12-18) | Field Guidance | |
Data Collection Schedule | 1.1 | The key dates and deadlines have been updated. | Version 1.1 (2019-12-18) | Documentation | |
Further guidance on Apprenticeship Standards students | 1.1 | The Further guidance on Apprenticeship Standards students domcument has been updated to clarify the change in requirements for 2019/20. | Version 1.1 (2019-12-18) | Documentation | |
Reduced returns | 1.1 | Student.ULN has been added to the reduced returns page for Type 03 - Incoming visiting and exchange students and Type 04 - Dormant students for students at providers in England where any Instance.FESTUMK = 1 or 3. Instance.DHREGREF and Instance.HEAPESPOP removed from the reduced returns page following their removal from the 2019/20 record. | Version 1.1 (2019-12-18) | Documentation | |
Further guidance on collaborative supervision arrangements Further guidance on returning DfE programmes (excluding EYITT) Further guidance on returning Early Years Initial Teacher Training (EYITT) programmes Understanding student continuity and the UHN link |
1.0 | First issue of these documents for the 2019/20 collection, added under the 'Further guidance' section of the coding manual. | Version 1.1 (2019-12-18) | Documentation | |
Course.COURSEAIM | 1.0 | New valid entries have been added: E13 (Access course or pathway programme at level 8), M13 (Access course or pathway programme at level 7), H13 (Access course or pathway programme at level 6), I13 (Access course or pathway programme at level 5) and C13 (Access course or pathway programme at level 4). | Version 1.0 (2019-05-20) | Field Guidance Schema Valid | |
Course.MSFUND | 1.0 | New valid entry 08 (Research England) has been added | Version 1.0 (2019-05-20) | Field Schema Valid | |
Course.CourseSubject | 1.0 | The maximum occurences has been updated to 5 from 3. | Version 1.0 (2019-05-20) | Field Guidance Schema Valid | |
CourseSubject.SBJCA | 1.0 | The coding frame has been updated to HECoS rather than JACS valid entries. | Version 1.0 (2019-05-20) | Field Guidance Schema Valid | |
EntryProfile.PGCESBJ | 1.0 | The coding frame has been updated to HECoS rather than JACS valid entries. The maximum occurrences has been updated to 5 from 3. | Version 1.0 (2019-05-20) | Field Guidance Schema Valid | |
Instance.INITIATIVES | 1.0 | New valid entries have been added: 13 (Transition to Teach), 14 (Now Teach), 15 (Institute of Technology (IoT), 16 (Accelerated Provision). Maximum occurences has also been increased to 3. Guidance has also been added for these new valid entries. | Version 1.0 (2019-05-20) | Field Guidance Schema Valid | |
Instance.DHREGREF | N/A | This field has been removed for 2019/20 as it is no longer required. | Version 1.0 (2019-05-20) | Coverage Field Schema | |
Instance.HEAPESPOP | N/A | This field has been removed for 2019/20 as it is no longer required. | Version 1.0 (2019-05-20) | Coverage Field Schema | |
Instance.TREFNO | 1.0 | The Coverage has been updated to remove providers in Scotland as Teacher Reference Numbers are no longer required from Scottish Providers. | Version 1.0 (2019-05-20) | Coverage Field Schema | |
ModuleSubject.MODSBJ | 1.0 | The coding frame has been updated to use HECoS rather than JACS valid entries. The coverage has been updated to make this optional for providers in England. | Version 1.0 (2019-05-20) | Coverage Field Schema Valid |
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