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XPSR01_2.7.1

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Field description Field abbreviation Field version Field length Field type
Standard registration population XPSR01 2.7.1 1 Char

Valid entries

Code Label
0 The record is NOT counted within the standard registration population
1 The record is counted within the standard HE registration population
2 The record is counted within the standard FE registration population

Dependent fields

  • None

Depend upon fields

  • XPSES01
  • MODE
  • ENDDATE
  • COMDATE
  • TYPEYR
  • NOTACT
  • UNITLGTH
  • SPLENGTH
  • PERIODENDDATE

Additional information

Summary
To generate a population for a 'whole year' count of active student instances, which counts each instance once and once only for each year of programme of study.

Standard definition
The HESA standard registration population is derived from the HESA Student or Student Alternative records and ensures that similar activity is counted in a similar way irrespective of when it occurs.

The population splits the student experience into 'years of programme of study'; the first year of which is deemed to start on the commencement date of the programme with second, and subsequent years, starting on, or near, the anniversary of that date.

Registrations are counted once for each 'year of programme of study'. Students who leave within two weeks of their start date, or anniversary of their start date, and are on a course of more than two weeks duration, are not included in the standard registration population. Students who have suspended study (e.g. dormant students), incoming visiting and exchange students from overseas, writing-up students and students on sabbatical are also excluded from this population.

Note that the starting point of the standard registration population is the session population, and so will exclude (where applicable):

1. dormant student instances (those who have suspended studying but have not formally de-registered)

2. incoming visiting and exchange student instances

3. postdoctoral student instances, and students primarily studying outside the UK

4. instances where the whole of the programme of study is outside of the UK

5. National College for Teaching and Leadership (NCTL) Subject Knowledge Enhancement (SKE) student instances

6. students on sabbatical

This derived field is created in both the Student record (Cyy051) and the Student Alternative record (Cyy054). The Student Alternative record makes use of the PERIODENDDATE field from the last active instance period, where there is one. That is, the instance period with the latest PERIODSTART where NOTACT is NULL. If there are multiple instance periods with the same PERIODSTART and with NULL NOTACT, take the one with the latest PERIODEND, or if these are the same, the one with the highest InstancePeriodKEY. Where there is no active instance period returned, the student is excluded from the standard registration population.

The Anniversary date identifies the anniversary of the commencement date of the study programme within the current reporting period. For example, if Instance.COMDATE is 10 September 2009, Anniversary dates would be 10 September 2010 in 2010/11 dataset, 10 September 2011 in the 2011/12 dataset, etc. and Anniversary Instance.COMDATE + 14 days would be 24 September 2010 in 2010/11, 24 September 2011 in 2011/12, etc.

Where a programme of study is entirely within the current reporting period, Instance.COMDATE is used as the anniversary date.

Y1 is obtained by concatenating the first two digits from year in the system date with the first two digits of Institution.RECID (in Cyy51) or Provider.RECID (in Cyy54), e.g. Y1 = 11 for 2011/12.

To compare Instance.ENDDATE and Instance.COMDATE account must be taken of the month in Instance.COMDATE. For example:
• if Instance.COMDATE is 1 March 2009, for comparison purposes Anniversary Instance.COMDATE in reporting period 2010/11 would be 1 March 2011 (Y1+1) and Anniversary Instance.COMDATE + 14 would be 15 March 2011;
• if Instance.COMDATE is 1 October 2009, for comparison purposes Anniversary Instance.COMDATE in reporting period 2010/11 would be 1 October 2010 (Y1) and Anniversary Instance.COMDATE + 14 would be 15 October 2010.

This population refers to the student's mode of study to exclude sabbatical, writing-up and dormant students where relevant to the collection. Modes 73 and 74, if available, are treated as active modes.

Technical Specification

In the Cyy051 Student record:

XPSES01 Instance. MODE Instance. ENDDATE Instance. TYPEYR Instance. NOTACT Instance. UNITLGTH Instance. SPLENGTH XPSR01
1,2 01, 02, 12, 13, 14, 23, 24, 25, 31, 33, 34, 35, 36, 38, 39, 65, 73, 74 Null 1,3,4, null XPSES01
2 Null XPSES01
1,2 0
5 0
If completed, Instance.ENDDATE > anniversary Instance.COMDATE + 14 days XPSES01
If completed, Instance.ENDDATE <= anniversary Instance.COMDATE + 14 days 3 01,02 XPSES01
Otherwise, including null 0
4 01-14 XPSES01
Otherwise, including null 0
5 01-42 XPSES01
Otherwise, including null 0
Otherwise, including null 0
43, 44 0
0 XPSES01

Note: Instance.MODE 51, 63 and 64 in the Student record can only derive to an XPSES01 output of zero and hence an XPSR01 output of zero.

In the Cyy054 Student Alternative record:

Let Instance_Period_Active.PERIODEND be the date of the last active Instance_Period (latest PERIODSTART for which NOTACT is NULL):

Where there are no active Instance_Periods, set XPSR01 = 0.

Where two or more Instance_Period have the same PERIODSTART, take the one with the latest PERIODEND.

Where two or more Instance_Period have the same PERIODEND, take the one with the highest InstancePeriodKEY.

XPSES01 Instance. MODE Instance. ENDDATE Instance_Period_Active. PERIODEND Instance. UNITLGTH Instance. SPLENGTH XPSR01
1 01, 02, 23, 24, 25, 31 Null Null XPSES01
<= anniversary Instance.COMDATE + 14 days 0
> anniversary Instance.COMDATE + 14 days XPSES01
If completed, Instance.ENDDATE > anniversary Instance.COMDATE + 14 days XPSES01
If completed, Instance.ENDDATE <= anniversary Instance.COMDATE + 14 days 3 01,02 XPSES01
Otherwise, including null 0
4 01-14 XPSES01
Otherwise, including null 0
5 01-42 XPSES01
Otherwise, including null 0
Otherwise, including null 0
43, 44 0
0 XPSES01

Note: Instance.COMDATE is mandatory for all instances enforced by a business rule, 'Instance.COMDATE must exist'. This is not, however, enforced in the schema as minimum occurrences 1. If a null Instance.COMDATE exists through the switching off of this rule this function will fail.

Revision history

Date Version Notes
2020-08-11 2.7.1 Technical specification has been updated for Cyy054 to include Instance_Period_Active. PERIODEND. and extra guidance
2020-03-26 2.6.1 Technical specifications updated to remove valid entries 98 and 99 from Instance.MODE, which is for the 'wrapper' programme aims of Apprenticeship Standards students, this has now been removed. Additional Information section amended accordingly
2017-09-05 2.5.1 Addition of Instance.MODE to the technical specification for the Cyy054 AP student record
2016-11-01 2.4.2 Text regarding Apprenticeship Standards added to the exclusions in the standard definition section, with a note explaining the pre-exclusion of new Instance.MODE code 98 in XPSES01 added below the technical specification for the Cyy051 Student record
2014-10-16 2.4.1 Addition of new section in the Technical Specification to allow for processing in the AP student record, with a corresponding update to the Additional Information section text to describe the derivation of this derived field on that record
2013-10-02 2.3.1 Addition of new Instance.MODE code 99 to Technical Specification, with removal of deleted codes 32, 37. 52, 53, 66, 67, 68 and 69. Change of name from 'Teaching Agency' to 'National College for Teaching and Leadership' in exclusion 5
2013-07-23 2.2.9 Additional sentence added to Technical Specification, clarifying that where a programme of study is entirely within the current reporting period, Instance.COMDATE is used as the anniversary date. This is correctly coded in the existing function, but this addition removes ambiguity in the specification
2013-02-01 2.2.8 References to the Training and Development Agency (TDA) updated to Teaching Agency (TA
2012-02-17 2.2.7 Removal of reference to the Student Associates Scheme from exclusion 5, due to the ending of this scheme. No change to technical specification as such students were derived in XPSES01 beforehand
2010-09-01 2.2.6 Correct typo in technical specification to show that XPSR01 derives to 0 when Instance.TYPEYR is 5
2010-05-12 2.2.5 Note added beneath Technical specification to highlight Instance.COMDATE is mandatory enforced by a business rule
2010-04-08 2.2.4 Amended format. Updated year derivation in Additional information and removed reference to null Instance.COMDATE as this is now required for all instances. No change to technical specification
2009-03-13 2.2.3 Amended format. Field type added. No change to technical specification
2008-10-15 2.2.2 Amended technical specification to reflect derivation as performed where Instance.MODE is 51, 63 or 64 and added note after to clarify treatment of dormant records and COMDATE
2004-03-18 2.2.1 Amended spec to deal with changes for Cyy051, addition of Instance.MODE as input field
2004-03-18 2.1.1 Valid entry changes
2003-08-12 1.3.1 NOTACT code 2 included
2002-01-14 1.2.1 Code amended to allow for course length
2001-07-19 1.1.4 Code created

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