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 | |
---|---|---|---|---|---|
Instance.GROSSFEE Instance.NETFEE | 1.2 | Guidance expanded to clarify the value of the fee that should be returned. | Version 1.8 (2020-11-13) | Field Guidance | |
QualificationsOnEntry.QUALGRADE | 1.3 | Link to 'further guidance on reporting qualifications on entry' removed as it no longer exists. | Version 1.8 (2020-11-13) | Field Schema Valid | |
Derived field specifications | n/a | The list of valid entries for XINSTID01 has been updated, more detail in the derived field revisions page. | Version 1.7 (2020-10-13) | Field | |
File structures for National Student Survey (NSS) | 1.1 | Field BIRTHDTE has been moved to be after FNAMES and field OWNCOURSEID has been added to the File structure - NSS Person. Field lengths for NSS_LEV1, NSS_LEV2 and NSS_LEV3 have been amended from 1, 2 and 3 to 5, 8 and 11, within the File structure - NSS Subject. The field AGE31JUL has been moved to be after YEARADJ within the File structure - NSS Exclusions. The XML Schema's have also been amended to reflect these changes. | Version 1.7 (2020-10-13) | Documentation | |
Instance.NETFEE | 1.2 | Additional guidance added for non-standard years full fee for the year of instance. | Version 1.6 (2020-09-22) | Field Guidance | |
InstancePeriod.DISALL | 1.1 | The coverage has been updated and 'all instances and' has been amended to 'all instances where'. | Version 1.6 (2020-09-22) | Field Guidance | |
Studentequality.DISABLE | 1.2 | Additional guidance added where it is not known whether or not a student has a disability. | Version 1.6 (2020-09-22) | Coverage Field Schema | |
QualificationAwarded.QUAL | 1.4 | Guidance amended within the section 'Resit exams and/or results from late exam boards'. Additional guidance added when it is necessary for providers to decommit their return late. | Version 1.6 (2020-09-22) | Field Guidance Schema Valid | |
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 1.5 (2020-08-07) | ||
Data collection schedule | 1.3 | A link to the support guide has been added to provide additional information under the 'Return' section. | Version 1.5 (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 1.5 (2020-08-07) | Field | |
Course.CTITLE | 1.1 | Additional guidance added to provide further clarification. | Version 1.5 (2020-08-07) | Field Guidance | |
InstancePeriod.CAMPID | 1.3 | Coverage updated from 'all instances at registered providers' to 'all instance periods at registered providers. | Version 1.5 (2020-08-07) | Field Guidance | |
InstancePeriod.LOCSDY | 1.3 | Coverage has been amended from 'All instances' to 'All Instance Periods'. The description and guidance has also been amended to add further clarification. | Version 1.5 (2020-08-07) | Field Guidance | |
Data collection schedule | 1.2 | A link to the support guide has been added to provide additional information under the 'Commit' section. | Version 1.4 (2020-06-26) | ||
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 1.4 (2020-06-26) | Documentation | |
File structures for Expected instance population | 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 1.4 (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 1.4 (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 1.4 (2020-06-26) | Documentation | |
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 Alternative record data. | Version 1.4 (2020-06-26) | ||
Instance.ENDDATE | 1.2 | Additional guidance section added providing information on 'Rescinded awards'. | Version 1.4 (2020-06-26) | Field Guidance | |
Instance.INITIATIVES | 1.2 | 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 1.4 (2020-06-26) | Field Guidance Schema Valid | |
QualificationAwarded.CLASS | 1.2 | 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 1.4 (2020-06-26) | Field Guidance Schema Valid | |
QualificationAwarded.QUAL | 1.3 | Additional guidance section added providing information on 'Rescinded awards'. | Version 1.4 (2020-06-26) | Field Guidance Schema Valid | |
Covid-19 Exceptional guidance | 1.0 | Exceptional guidance created for the C19054 Student Alternative return. | Version 1.3 (2020-05-19) | Guidance | |
Coverage of the record | 1.2 | Additional guidance has been added to provide clarification. | Version 1.3 (2020-05-19) | Guidance | |
Derived field specifications | n/a | Multiple technical specifications have been updated, more detail in the derived field revisions page. | Version 1.3 (2020-05-19) | Field | |
Course.COURSEAIM | 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 1.3 (2020-05-19) | Field Guidance Schema Valid | |
InstancePeriod.INITIATIVES | 1.1 | Field length amended from 1 to 2. | Version 1.3 (2020-05-19) | Guidance Field Schema Valid | |
InstancePeriod.MSTUFEE | 1.2 | Guidance has been updated to remove 50/50 from the paragraph that refers to source of tuition fees. | Version 1.3 (2020-05-19) | Field Guidance Schema Valid | |
InstancePeriod.STULOAD | 1.1 | Guidance has been expanded to replace the 'Further detailed notes' document and dates within the examples have been updated. | Version 1.3 (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 1.3 (2020-05-19) | Field Guidance Schema Valid | |
EntryProfile.QualificationsOnEntry | 1.1 | Guidance added to advise of valid QUALTYPE and QUALGRADE combinations avilable in the XTPOINTS derived field guidance. | Version 1.3 (2020-05-19) | Entity Guidance | |
Coding manual release schedule | 1.1 | Dates have been amended to reflect the current HESA reporting year. | Version 1.2 (2020-04-16) | Field | |
Derived field specifications | n/a | First release of the derived field specifications for this collection, added under the 'Data specification' section. | Version 1.2 (2020-04-16) | Field | |
File structure and entity overview | 1.2 | Additional guidance has been added to provide clarification. | Version 1.2 (2020-04-16) | Documentation Guidance | |
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 1.2 (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 1.2 (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 1.2 (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 1.2 (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 1.2 (2020-04-16) | Documentation | |
Course.AWARDBOD | 1.1 | Coverage amended from 'All UK providers' to 'All registered providers'. | Version 1.2 (2020-04-16) | Guidance Field Schema Valid | |
Instance.FUNDCODE | 1.1 | Guidance has been updated to 'It is not expected that codes 5 or 7 will be returned; please contact Liaison if you believe you have a requirement to use these codes'. Additional guidance added to postgraduate research students 'This is to allow identification by Research England for funding and planning purposes.' | Version 1.2 (2020-04-16) | Field Guidance | |
Instance.SPLENGTH | 1.2 | Guidance updated to include 'For students who repeat years, this field should not be adjusted.' | Version 1.2 (2020-04-16) | Field Guidance | |
InstancePeriod.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 1.2 (2020-04-16) | Field Guidance Schema Valid | |
InstancePeriod.LOCSDY | 1.2 | Additional guidance added to provide further clarification. | Version 1.2 (2020-04-16) | Field Guidance | |
InstancePeriod.MSTUFEE | 1.1 | Guidance updated to add clarification for the 50/50 split on the source of tuition fees. | Version 1.2 (2020-04-16) | Field Guidance | |
InstancePeriod.QualificationsAwarded | 1.1 | For the example within the guidance, 1 was removed from the table for NOTACT as it was agreed with OfS that it did not need to be returned. | Version 1.2 (2020-04-16) | Field Guidance | |
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). | Version 1.2 (2020-04-16) | Field Guidance Schema Valid | |
QualificationsOnEntry.QUALGRADE | 1.2 | New valid entries added D0M3P15, D27M9P3 and D15M12P0. | Version 1.2 (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 1.2 (2020-04-16) | Field Schema Valid | |
Student.SSN | 1.2 | Additional guidance has been added to advise SSN should be returned where any kind of funds from the SLC are being received by the returning student e.g. Maintenance loans, PG loans, etc. | Version 1.2 (2020-04-16) | Coverage Field Guidance | |
Coverage of the record | 1.1 | The 'General definition' guidance has been updated to clarify when a return is required and which students should be included. Exclusions to the coverage applying to non-designated 'closed courses' and non-designated courses that are run in the UK but only for international and/or EU students have been removed. 'Exclusions to the coverage' applying to students on employment-based routes (e.g. GTP, OTT and RTP) with the exception of students on the School Direct Training Programme has been clarified to state that this exclusion applies specifically to ITT students. | Version 1.1 (2020-03-02) | Coverage Guidance | |
Data collection schedule | 1.1 | The Data collection schedule dates and guidelines have been updated. | Version 1.1 (2020-03-02) | Documentation | |
File structure | 1.1 | The guidance has been updated to clarify which .xsd file should be used for submissions. | Version 1.1 (2020-03-02) | Documentation Guidance | |
Course.COURSEAIM | 1.1 | The hyperlink to 'Qualifications can cross boundaries - a rough guide to comparing qualifications in the UK and Ireland' updated. | Version 1.1 (2020-03-02) | Field Guidance | |
Entryprofile.QUALENT3 | 1.1 | The guidance surrounding the use of valid entries P80, P92, P93, and P94 have been updated. | Version 1.1 (2020-03-02) | Field Guidance | |
Instance.ENDDATE | 1.1 | The description has been updated to clarify that exchange-in students should return the date they finished their studies at the reporting provider. | Version 1.1 (2020-03-02) | Field Guidance | |
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 (2020-03-02) | 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. 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 1.1 (2020-03-02) | Field Guidance Schema Valid | |
Instance.GROSSFEE | 1.1 | Guidance updated to clarify the return of Instance.GROSSFEE. | Version 1.1 (2020-03-02) | Field Guidance | |
Instance.NETFEE | 1.1 | Guidance updated to clarify the return of Instance.NETFEE. | Version 1.1 (2020-03-02) | Field Guidance | |
Instance.SPLENGTH | 1.1 | Guidance updated to include information on direct entrants and exchange students. | Version 1.1 (2020-03-02) | Field Guidance | |
InstancePeriod.CAMPID | 1.1 | The minimum occurences changed from 1 to 0, as this field can not be returned by Limited and Teach-Out providers. Coverage description updated to provide greater clarity. | Version 1.1 (2020-03-02) | Coverage Field Schema | |
InstancePeriod.LOCSDY | 1.1 | Guidance updated to clarify that valid entry Z should be returned for apprenticeship students. | Version 1.1 (2020-03-02) | Field Guidance | |
InstancePeriod.PERIODEND | 1.1 | Description updated to clarify that this field records the end date of the instance period with the provider. | Version 1.1 (2020-03-02) | Field Guidance | |
InstancePeriod.PERIODSTART | 1.1 | Description updated to clarify that this field records the start date of the instance period with the provider. | Version 1.1 (2020-03-02) | Field Guidance | |
InstancePeriod.YEARPRG | 1.1 | 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 1.1 (2020-03-02) | Field Guidance | |
InstancePeriod.YEARSTU | 1.1 | Description updated to add clarification that the number of years on the student instance is with the provider. | Version 1.1 (2020-03-02) | Field Guidance | |
Provider.RECID | 1.1 | Valid entry updated to reflect the 2019/20 reporting year. | Version 1.1 (2020-03-02) | Field Schema Valid | |
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 1.1 (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 1.1 (2020-03-02) | Field Schema Valid | |
Student.SSN | 1.1 | The coverage and description have been updated to add clarification.. | Version 1.1 (2020-03-02) | Coverage Field Guidance | |
StudentEquality | 1.1 | The coverage and guidance regarding when the entity should be returned have been updated. Minimum occurences amended from 0 to 1 as the coverage is now compulsory. | Version 1.1 (2020-03-02) | Coverage Entity Guidance Schema | |
Studentequality.DISABLE Studentequality.NATION Studentequality.RELBLF |
1.1 | Minimum occurences amended from 0 to 1 as the coverage is now compulsory. | Version 1.1 (2020-03-02) | Coverage Field Schema | |
StudentEquality.SEXID | 1.1 | 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 1.1 (2020-03-02) | Field Guidance | |
QualificationsAwarded.CLASS | 1.1 | Coverage updated to include additional entries H12 and I12 within the list of qualifications awarded. | Version 1.1 (2020-03-02) | Coverage Field | |
Course.AWARDBOD | 1.0 | New field has been added to the Course entity, due to requirements of OfS registration. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
Course.COURSEAIM | 1.0 | New valid entries have been added: C13 'Access course or pathway programme at level 4', I13 'Access course or pathway programme at level 5', H13 'Access course or pathway programme at level 6', M13 'Access course or pathway programme at level 7' and E13 'Access course or pathway programme at level 8'. Guidance has also been updated to note that these new codes may only be used by Tier 4/Pathway providers. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
Course.CourseSubject | 1.0 | The coding frame has been updated to use HECoS rather than JACS codes. Maximum occurrences has been updated to 5 from 3. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
CourseSubject.SBJCA | 1.0 | The coding frame has been updated to use HECoS rather than JACS codes. Field length has been increased to 6 from 4. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
CourseSubject.SBJPCNT | 1.0 | The notes in the guidance has been removed. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
Entryprofile.PREVINST | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Schema Field Coverage | |
Entryprofile.QUALENT3 | 1.0 | Additional guidance has been added for when a student has not yet received a formal award. | Version 1.0 (2019-10-09) | Schema Field Coverage | |
Instance.FUNDCODE | 1.0 | New field has been added to the Instance entity, due to requirements of OfS registration. | Version 1.0 (2019-10-09) | Field Guidance | |
Instance.FUNDCOMP | 1.0 | New field has been added to the Instance entity, due to requirements of OfS registration. | Version 1.0 (2019-10-09) | Field Guidance | |
Instance.FUNDLEV | 1.0 | New field has been added to the Instance entity, due to requirements of OfS registration. | Version 1.0 (2019-10-09) | Field Guidance | |
Instance.GROSSFEE | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
Instance.HEAPESPOP | N/A | This field has been removed for 2019/20 as it is no longer required. | Version 1.0 (2019-10-09) | Schema Field Coverage | |
Instance.NETFEE | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Schema Field Coverage | |
InstancePeriod | 1.0 | Guidance has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
InstancePeriod.CAMPID | 1.0 | New field has been added to the Instance Period entity, due to requirements of OfS registration. | Version 1.0 (2019-10-09) | Field Guidance | |
InstancePeriod.DISALL | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
InstancePeriod.INITIATIVES | 1.0 | New valid entries have been added: 15 'Institute of Technology (IoT)' and 16 'Accelerated Provision'. Guidance on accelerated provision has been added and maximum occurrences has also been increased to 3. | Version 1.0 (2019-10-09) | Guidance Field Schema Valid | |
InstancePeriod.LOCATION | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
InstancePeriod.MODE | 1.0 | Guidance has been updated and clarification has been added to the codes used for sandwich courses. | Version 1.0 (2019-10-09) | Field Guidance | |
Student.SSN | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.DISABLE | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.ETHNIC | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.GENDERID | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.NATION | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.RELBLF | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.SEXID | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
StudentEquality.SEXORT | 1.0 | The coverage has been updated to add clarification. | Version 1.0 (2019-10-09) | Field Guidance | |
Coverage of the record | 1.0 | The coverage has been updated and added under the Data specification section of the manual. | Version 1.0 (2019-10-09) | Documentation COverage | |
Data collection schedule | 1.0 | The Data collection schedule has been added under the Overview section of the manual. | Version 1.0 (2019-10-09) | Documentation COverage | |
Further guidance on returning postgraduate students to the Student Alternative Record | 1.0 | The has been updated to add clarification and has been added under the Further guidance section of the manual. | Version 1.0 (2019-10-09) | Documentation COverage | |
Understanding student instance continuity and the UHN link | 1.0 | The Understanding student instance continuity and the UHN link has been added under the Further guidance section of the manual, an additional section has been added for intercalated degrees. | Version 1.0 (2019-10-09) | Documentation COverage | |
All Coding manual documentation | 1.0 | All documentation within the coding manual has been amended to remove any reference to AP Student record and replaced with Student Alternative record. | Version 1.0 (2019-10-09) | Documentation |
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