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Staff 2021/22: Support guides

This page provides an overview of the 2021/21 Staff collection (C21025). This should be used alongside the C21025 coding manual, which provides more detailed, technical information about the collection.

Staff Support Guides

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

The Staff stream collects data about staff employed in the UK at a higher education provider. Details of which staff need to be returned to us are included in the Coverage document found in the Coding manual.

The data we collect on behalf of the sector is provided to governments and funding bodies in order to support the regulation of higher education. We also make anonymised data available to the public to enhance understanding of UK higher education and to support its advancement.

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
  • File format specifications
  • A detailed collection schedule
  • Our XML data entry tool (available for some streams)
  • Quality rules.

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:

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:


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. 

Join the HESA-Staff JISCMail list

If you encounter any problems, contact Liaison

Data Collection System: Release history and known issues

A high-level summary of the C21025 major component releases are highlighted below. This is a guide to the proposed sequence of releases only, and releases may occur before or after the month indicated depending on internal and external factors:


  • Validation kit- with updated schema and rolled on business rules from C20025


  • Data entry tool
  • Amalgamator tool
  • Data collection system opens
  • Quality rule updates


  • Continued quality rule updates
  • Credibility reports


  • Continued quality rule updates


  • Cost centre analysis report


  • Commit functionality
Release ID Release date Release summary
98 13 September 2022
  • Providers are now able to commit data for data quality checking
  • The MOE2 credibility report table has been updated to use the XACMRK01 derived field to correct an issue where some non-academic staff were not appearing
  • The XSALG01 and XSALPNT01 derived fields have been updated to use the 2021 clinical pay scales for providers in England
  • The known issue with the XAGE01 and XAGRPB01 derived fields has been resolved so default date 1900-01-01 now correctly derives to 'unknown age'.


96 18 August 2022

The CCAnalysis report is now available in the Data Collection System.

The latest Provider Profile data (C21041) is now being used in relevant validation and reports. This impacts and CCAnalysis report and validation rules CAMPID.1 and CCENTRE.1/2.

93 30 June 2022

STAFFID.8/11/12 have been updated to include OWNSTAFFID as a displayed field to assist with identifying staff members.

Credibility reports are now available to view on the Data Collection System. This includes a number of changes to the 'Unknowns' chapter to reflect valid entry changes in C21025.

91 30 May 2022

The C21025 collection is now available for providers to submit data.

The following updates have been made to validation rules:

  • SALREF.2/5/10/11/12 have been updated to reflect the latest minimum wage figures
  • New rule ENDCON.5 has been added to identify ENDCONs returned outside an expected range
  • SIGRES.1 rule description has been updated for clarity, the implementation of the rule has not changed
  • The known issue with STAFFID.3 has been resolved
  • New rules PREVEMP.9/10 have been added to prevent legacy valid entries being returned for newer staff members
  • STAFFID.7 has been updated to include HQHELD as an additional field to match on when identifying potential duplicate staff. This is to reduce the number of false positive errors following the removal of the DATEFHEI field.
89 26 April 2022

The Data Entry Tool is now available for C21025. This is the program which will produce XML data in the format required for submission to HESA. The link will be added to the next release of the coding manual, but can be downloaded here.

The Amalgamator Tool is now available for C21025. This is the program which will combine multiple XML files for submission to HESA. The tool can be downloaded on this page which also provides guidance on it's use.

86 21 March 2022

The validation kit for C21025 is now available with a roll on of the 2020/21 business rules. Rules will be updated for C21025 through future iterative releases. If you already have the validation kit installed there is no need to install a new version. If you do not currently have the validation kit installed, you can access it here.

The quality rules page is available on the C21025 coding manual here.

Issue summary Status Date raised Date resolved
The XAGE01 and XAGRPB01 derived fields are incorrectly deriving the dummy date of 1900-01-01 that can be returned in exceptional cases where the provider does not know the birth date of a governor. Staff members with a BIRTHDTE of 1900-01-01 are being derived as 'Over 97 years old' in XAGE01 and '66 year and over' in XAGRPB01 instead of 'Unknown age'. Resolved 23 August 2022 13 September 2022

The STAFFID.3 rule is triggering incorrectly in some cases where a valid INSTID is being returned.

STAFFID.3: Characters 3 to 6 of Person.STAFFID must be a valid INSTID.

Resolved 31 March 2022 30 May 2022
The STAFFID.11 rule is triggering incorrectly where the STAFFID has leading 0s or starts with XX. This is causing it to trigger for more staff than expected. Resolved 17 June 2022 25 July 2022
The latest valid entry list for the PREVHEI field has not yet been incorporated into the validation kit or data collection system meaning new valid entry 0441 causes a schema error. Resolved 22 June 2022 25 July 2022

Stages of data submission

A. 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.

Data collection system - Process flow

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


  • Files can have any name
  • Files must be in XML and conform to the relevant XML Schema Definition (XSD) file
  • Files can be compressed using PKZip/WinZip which will significantly reduce the upload time
  • Only a single file can be held on the system.

B. Validation

Automated validation checks (quality rules) will now run.

Further details on the quality rules which apply to this collection can be found in the coding manual.

The Quality rules report will contain the details of any rules triggered by the submission. Make any necessary amendments to the data and resubmit the file to the system. To pass validation, the file must not trigger any validation errors.

You can run some of these validation checks through our validation kit before submitting data to the data collection system. The kit enables you to test your data locally against schema and business stage validation rules prior to submission. You are strongly encouraged to use the validation kit as part of your data preparations.

Remember that you need to process and pass the business-stage validation in order to meet the requirements of the return deadline.

How to obtain a switch

When errors are triggered in the Data Collection system but the data has been checked and is genuine, you need to request a switch. This is because your file will not pass the validation requirements of the collection deadlines if there are any remaining errors.

Please email your switch request to Liaison, stating which rule is causing the error to be triggered and for how many records, together with an explanation as to why the data is genuine.

This will then be forwarded to your funding council/regulator for them to review. They may agree the switch, ask for more information or state how they wish the data to be returned so that an error is no longer triggered.

This request should be sent well in advance of any deadline, to allow sufficient time for a decision to be made.

When a switch has been agreed, it will be applied to your data for the count specified and the data will be reprocessed. This will resolve the error.

If the count increases, the rule will be triggered again, and you will need to request that the count on the switch be increased. This will be forwarded to your funding council/regulator for approval.

To proceed to the next stage in the submission process, a valid file needs to have been submitted. The data will then be classed as 'committable' and the option to process a COMMIT transaction will be made available through the data collection system.  

Prior to committing data, you should review all of the reports produced on the data collection system and make any necessary corrections to the data.

The COMMIT transaction sends a copy of your submission to our data quality assurance team and, where appropriate, to the relevant funding council. We analyse your return in parallel with your own analysis.


A passed commit transaction will lock the system to prevent the data from being amended. This is to allow our data quality assurance team to analyse the submission. To unlock the system you will need to request a DECOMMIT transaction.

Request a decommit by email or on +44 (0)1242 388531

Remember that you need to process and pass a COMMIT transaction in order to meet the requirements of the commit deadline.

Once we have analysed your committed return, data quality queries will be posted onto the Issue Management System data quality database. Relevant users will be notified by email when these queries are available to view. The Issue Management System user guide provides help on using the Issue Management System.

Access the Issue Management System data quality database

Once your data has passed all the stages of validation, and any issues highlighted during credibility checking have been addressed, we will set the return to CREDIBLE. This produces the sign-off form.

When data is set to credible, a link to the sign-off form is automatically emailed to the head of the submitting organisation as well as the appropriate record contact. The form should be completed and signed by the head of the reporting organisation and returned to us by email or post. This verification offers both you and us assurances regarding onward use of the data.

Sign-off completes the data collection process.