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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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