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Estates management record 2020/21 - Coverage of the record

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Version 1.0 Produced 2021-10-29

General definition

The Estates management record is a data collection initiative which began within the sector through the Association of University Directors of Estates (AUDE) and was jointly-funded by the UK funding councils. Collection of the data moved to HESA in 2009/10.

The record is collected in line with statutory requirements from all HE providers in Wales and Scotland. These requirements are as detailed at

English and Northern Irish providers can choose whether to voluntarily return the Estates management record. There are further details available on this voluntary submission in the subscription agreement. If an English or Northern Irish provider has chosen to opt out of the return, then they do not need to do anything further.

Return of most of the data items is optional for Higher Education Providers (HEPs), although in practice many of the optional data items are returned by providers. A number of fields are mandatory for HEPs in Wales and the English and Northern Irish providers that have opted in to return the record. The entire collection is optional for HEPs in Scotland, although these HEPs are encouraged to contribute to and make use of the information. If a Scottish provider chooses not to complete the return, they will need to complete a Nil Return Form.

A list of the data items that are required for a valid return are located under the Mandatory data items webpage.

HESA collect data relating to a reporting period of 01 August in year 1 to 31 July in year 2. Data should be returned on this basis (position at 31 July of the reporting period), unless otherwise specified.

When completing data items it is necessary to state whether the figure provided is accurate or is an estimate using the radio buttons. IMPORTANT: the system will default all data items to accurate so the user will need to change this setting where appropriate. Accurate is interpreted as being within a tolerance of 5% and estimate within a tolerance of 15%.

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