GMC Assessment record 2020/21: Support guide

We collect data across a number of streams. These streams focus on different aspects of higher education.

The GMC Assessment record collects individualised data about students' assessments that took place during the reporting period. This record is to provide the GMC with undergraduate assessment data for all summative assessments that lead to a primary medical qualification. Data are collected on assessments, the relevant passmarks and students taking those assessments. The detail of the different items collected can be found in the Data Items document located on the coding manual landing page. Details of which students need to be returned to us are included in the Coverage document found in the Coding manual.

All of the students included in the GMC Assessment record are expected to be returned in the Student record for that same year. The collected data will be used by the GMC to carry out its statutory functions under the Medical Act 1983.

Our coding manuals provide you with all the necessary documentation to support your data return. The coding manual contains technical documents giving detailed information on the record's coverage, data specification and submission formats. Familiarising yourself with these documents will help you make an accurate and timely return.

Each collection has its own coding manual which can be found in the Data collection section of our site. By default, you will land on the open collection for each record; you can then select previous or future years.

The coding manuals will be updated throughout the data collection cycle and Record Contacts informed by email when new versions are made live. Be sure to check the manual's Revision history for a summary of changes.

You submit data via our Data Collection system. To access this, you will need to have an appropriate role in our Identity System (IDS). We publish an IDS user guide which includes information on creating and editing your account.

You will need to be given access to the Data Collection system by the relevant Record Contact at your provider.

Once you have access to the system you will be able to upload files and track the progress of the collection.

The coding manual homepage includes all the technical information you require, including:

• The data specification
• A detailed collection schedule

This Support guides page collects together the following resources:

• User guide
• Data collection system: Known issues and release history.

In the Support area of the HESA website, you can find:

• User guides for our Identity System (IDS) and Issue Management System data quality database (HESA subscribers only).

Our Data innovation section includes information about:

• Open and recently completed record reviews, including information about changes we are implementing
• Our Data Futures programme which will transform the higher education information landscape.

In the About section, you can find:

• Details of who we are and what we do
• Information about data protection 
• Information for providers including the Code of practice for HE data collections, and information about subscription rates and the fixed database facility.

For help and support in completing the return, including support with the record coverage, please contact the GMC.

Contact the GMC by email

Additionally, our expert analysts have a thorough understanding of our records and processes. We are here to support you throughout the data submission process.

Contact Liaison by email or on +44 (0)1242 388531 

Find out more about Liaison

Our JISCMail groups allow you to discuss specific streams with colleagues from across the sector. We also use the lists to circulate news regarding data requirements and coding manual releases.

Join the HESA-GMC JISCMail list

If you encounter any problems, contact Liaison

1. Sending data

Send data by clicking on the 'send data' button in the data collection system. Note that actions not currently available will be greyed out.

Browse your computer to locate the file you wish to submit, and upload the file to the data collection system. 

Tips:

• Files can have any name
• Files must be in Excel format and not contain any macros
• Multiple files can be submitted to the system. A new submission does not replace a previous submission and all submissions will be delivered to the GMC

2. Validation

HESA will not be validating against any of the data contained within a submitted file. Checks will be made to ensure the file is an Excel format and does not contain any macros.

Once you have submitted all of your files to the Data Collection system you are welcome to progress to Final Approval. Selecting this action will indicate to HESA and the GMC that no further assessment data is outstanding and that you have submitted all relevent records in the prior submissions.

Following Final Approval you will not be able to make any further submissions to the collection. If you need to make a new submission you should email the GMC who will notify HESA and revoke the Final Approval on your behalf.

Please note that unlike other HESA collections, no sign off is required for the GMC Assessment record.