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Student record 2020/21 - File structure

Version 1.1 Produced 2021-01-06

The physical file structure to be returned to HESA is based on the logical data model but with repeating elements associated with some of the logical entities expressed separately.

The repeating elements are:

Entity Repeating element Description
CourseAWARDBODAwarding body
REGBODYRegulatory body for health and social care students
TQSSUBTeaching qualification sought subject
CourseSubjectA HECoS subject code, ITT specialism and a proportion indicator
DeliveryOrganisationAndLocationA delivery organisation, proportion and postcode
ModuleModuleSubjectA HECoS subject code, academic HESA cost centre and a proportion indicator
StudentNATIONDNational identity
Instance A student on a course is referred to as an instance
InstanceInitiativesStudents who are part of a specific scheme that is to be monitored independently
EntryProfilePGCESBJPGCE subject of undergraduate degree
QualificationsOnEntryDetail of the qualifications held by the student when the instance begins
InstanceFinancialSupportA financial support type, amount and commitment flag
ITTPlacementPlacement information (English ITT only)
MobilityTo collect data on the mobility of students
MobilityMOBTYPEMobility type
InstanceQualificationsAwardedQualification or credit obtained during – or at the end of – an instance
QualificationsAwardedTQGSUBTeaching qualification gained subject
InstanceREFDataA Unit of Assessment code and a proportion indicator
StudentOnModuleThe link between the instance and the relevant modules for the reporting period
Student Data Model

Data format

Data must be returned to HESA as an XML file. XML is the eXtensible Markup Language and is a W3C recommendation. There are many XML training resources on the web, including the W3C Tutorial on XML and the resources of W3Schools.

Files must be encoded with UTF-8 and schema validation will be in place to ensure this. Providers must specify the encoding used in their XML files in the first line of the file (i.e. <?xml version="1.0" encoding="UTF-8" ?>) and to ensure that their files are actually saved with that encoding. If XML files are edited with some text editors and the encoding is not specified or does not match the actual file encoding, there may be problems when submitting these files for validation.

Ordering of attributes for submission

The order in which entities and fields should be submitted is governed by the Cyy051.xsd file, which is ordered according to the following principles:

  • Entities are presented in parent-child order, starting with the 'Institution' entity.
  • Fields within entities are presented in the order of primary key fields, candidate key fields, foreign key fields, and non-key fields.
  • Child entities then follow.
  • Each field or entity within a parent entity is presented in alphabetical order to aid their location.

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