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XPSR01_2.11.1

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Field description Field abbreviation Field version Field length Field type
Standard registration population XPSR01 2.11.1 1 Char

Valid entries

Code Label
0 The record is NOT counted within the standard registration population
1 The record is counted within the standard HE registration population
2 The record is counted within the standard FE registration population

Dependent fields

  • None

Depend upon fields

  • Instance.XPSES01
  • Instance.XQLEV301
  • Instance.MODE
  • InstancePeriod.MODE
  • Instance.ENDDATE
  • Instance.COMDATE
  • Instance.TYPEYR
  • Instance.NOTACT
  • InstancePeriod.NOTACT
  • Instance.UNITLGTH
  • Instance.SPLENGTH
  • InstancePeriod.STULOAD
  • InstancePeriod.PERIODEND
  • InstancePeriod.INSTANCEPERIODKEY

Additional information

Summary
To generate a population for a 'whole year' count of active student instances, which counts each instance once and once only for each year of programme of study.

Standard definition
The HESA standard registration population is derived from the HESA Student or Student Alternative records and ensures that similar activity is counted in a similar way irrespective of when it occurs.

The population splits the student experience into 'years of programme of study'; the first year of which is deemed to start on the commencement date of the programme with second, and subsequent years, starting on, or near, the anniversary of that date.

Registrations are counted once for each 'year of programme of study'. Students who leave within two weeks of their start date, or anniversary of their start date, and are on a course of more than two weeks duration, are not included in the standard registration population. Students who have suspended study (e.g. dormant students), incoming visiting and exchange students from overseas, writing-up students and students on sabbatical are also excluded from this population.

Note that the starting point of the standard registration population is the session population, and so will exclude (where applicable):

1. dormant student instances (those who have suspended studying but have not formally de-registered)

2. incoming visiting and exchange student instances

3. postdoctoral student instances, and students primarily studying outside the UK

4. instances where the whole of the programme of study is outside of the UK

5. National College for Teaching and Leadership (NCTL) Subject Knowledge Enhancement (SKE) student instances

6. students on sabbatical

This derived field is created in both the Student record (Cyy051) and the Student Alternative record (Cyy054). The Student Alternative record makes use of the PERIODENDDATE field from the last active instance period, where there is one. NOTACT, STULOAD and ENDDATE are used to determine whether or not an instance period is active. If there are multiple active instance periods with the same PERIODSTART, take the one with the latest PERIODEND, or if these are the same, the one with the highest InstancePeriodKEY. Where there are no active instance period returned, the student is excluded from the standard registration population.

To ensure that students are treated consistently, regardless of their commencement date, students who start within two weeks of the end of the standard academic year are not included in the population until they have passed the two-week point. Therefore, these students would not be counted in the standard registration population for the first part of each year of their course (the part which runs to the end of the academic year).

This also applies to courses of duration of two weeks or less which have not ended within the academic year, students are not counted until the end part of their course. Furthermore, students on courses of duration of two weeks or less which end within the academic year are only counted if the student studies for the expected duration or gains a qualification.

Students on courses which are non-standard (courses which do not align with the standard academic year) are excluded from the population if they have suspended their studies.

Technical Specification

In the Cyy051 Student record:

To be counted in the population, the student needs to get past the first two weeks after the anniversary of their commencement date and get to the fifteenth day (anniversary of commencement date + 14 days).

Y1 is obtained by concatenating the first two digits from year in the system date with the first two digits of Institution.RECID (in Cyy51) or Provider.RECID (in Cyy54), e.g. Y1 = 20 for 2020/21.

For each student, ANNDATE is the anniversary of the commencement date + 14 days which falls within the academic year 1 August Y1 to 31 July Y2. ANNDATE is the anniversary + 14 days such that:
• ANNDATE >= 1 August Y1
• ANNDATE <= 31 July Y2

Note that in the first year of study, ANNDATE may be equal to COMDATE + 14 days.

When adding 14 days to the COMDATE (or subsequent anniversaries of), the anniversary date itself is counted. For example, if a student starts a 3-year course on 1 Sept 2020, ANNDATE in 2020/21 would be 15 Sept 2020, ANNDATE in 2021/22 would be 15 Sept 2021 etc.
Examples:
• if Instance.COMDATE is 1 March 2019, ANNDATE in 2020/21 would be 15 March 2021.
• if Instance.COMDATE is 1 October 2019, ANNDATE in 2020/21 would be 15 October 2020.
• if Instance.COMDATE is 26 July 2021, ANNDATE in 2020/21 would be 9 August 2020.

The last example illustrates what happens when the student’s start date is within two weeks of the end of the academic year (between 18 Jul Y2 and 31 Jul Y2), ANNDATE would fall before the commencement date itself. This scenario is dealt with separately in the specification below.

This population refers to the student's mode of study to exclude sabbatical, writing-up and dormant students where relevant to the collection. Modes 73 and 74, if available, are treated as active modes.

Instance. XPSES01 Instance. MODE Instance. UNITLGTH Instance. SPLENGTH Instance. XQLEV301 Instance. ENDDATE Instance. TYPEYR Instance. NOTACT Instance. COMDATE Instance. XPSR01
0 0
1,2 43, 44 0
01, 02, 23, 24, 25, 31, 38, 39, 73, 74 3 1-2 Not NULL and >= COMDATE + (SPLENGTH)*7 - 3 days >= 1 AUG Y1 XPSES01
4 1-14 Not NULL and >= COMDATE + SPLENGTH >= 1 AUG Y1 XPSES01
5 1-42 Not NULL >= 1 AUG Y1 XPSES01
3 1-2 1, 2, 3 >= 1 AUG Y1 XPSES01
4 1-14 1, 2, 3 >= 1 AUG Y1 XPSES01
5 1-42 1, 2, 3 >= 1 AUG Y1 XPSES01
NULL 2, 3, 4, 5 1, 2 0
>= 18 JUL Y2 0
NULL XPSES01
Not NULL and >= ANNDATE XPSES01
Otherwise 0

Note: Instance.MODE 51, 63 and 64 in the Student record can only derive to an XPSES01 output of zero and hence an XPSR01 output of zero.

In the Cyy054 Student Alternative record:

To be considered inactive for the entirety of an instance period, the reporting period must be recorded as having no activity (InstancePeriod.STULOAD = 0), although it is not sufficient, to assess inactivity of an instance period on the basis of STULOAD alone.

Incoming visiting and exchange students, and those students who are studying abroad but spend more than 8 weeks in the UK, are permitted to return zero in the STULOAD field and consequently InstancePeriod.NOTACT must be also be considered.

Students who have no activity in the InstancePeriod in which their instance ends (usually due to the provider ending an instance retrospectively) will have a STULOAD of zero, but no NOTACT value. These are accommodated by using the presence of an ENDDATE to set their value to 'inactive', as otherwise they would be considered to be active in the absence of a NOTACT value stating otherwise.

Please note: in the following specification, the date reference '(Y1)' refers to a year-specific reference derived from the reporting year. For 2019/20, Y1 is 2019, thus for 2019/20 the year reference would be in the form 2019-08-01.

For each InstancePeriod in the collection, create a TEMP value as follows:

InstancePeriod. STULOAD Instance. ENDDATE InstancePeriod. NOTACT TEMP
0, null Not null, and < (Y1)-08-01 1
Null, or not null and >= (Y1)-08-01 1, 2 1
Null 0
> 0 0

For each instance, let Instance.ACTIVEPERIODEND be the date of the last active InstancePeriod (that is, the PERIODEND of the InstancePeriod with the latest PERIODSTART where TEMP = 0) or ENDATE (where this is not NULL), whichever is the earliest:
• Where there are no active Instance_Periods, set XPSR01 = 0.
• Where two or more Instance_Period have the same PERIODSTART, take the one with the latest PERIODEND.
• Where two or more Instance_Period have the same PERIODEND, take the one with the highest InstancePeriodKEY.

Let Instance.ACTIVEMODE be the mode of study (InstancePeriod.Mode) from the last active instance period as defined above.

Instance. XPSES01 Instance. ACTIVEMODE Instance. UNITLGTH Instance. SPLENGTH Instance. XQLEV301 Instance. ACTIVEPERIODEND Instance. COMDATE Instance. XPSR01
0 0
1 43, 44 0
01, 02, 23, 24, 25, 31 3 1-2 Not NULL and >= COMDATE + (SPLENGTH)*7 - 3 days >= 1 AUG Y1 1
4 1-14 Not NULL and >= COMDATE + SPLENGTH >= 1 AUG Y1 1
5 1-42 Not NULL >= 1 AUG Y1 1
3 1-2 1, 2, 3 >= 1 AUG Y1 1
4 1-14 1, 2, 3 >= 1 AUG Y1 1
5 1-42 1, 2, 3 >= 1 AUG Y1 1
>= 18 JUL Y2 0
NULL 1
Not NULL and >= ANNDATE 1
Otherwise 0

Revision history

Date Version Notes
2022-03-04 2.11.1 Technical specification tables have been updated for Cyy051 and Cyy054 to deal with the scenario when students are expected to study for 2 weeks or less and end up studying for more than two weeks and continue into the following academic year where they could be incorrectly counted in the XPSR01 population again, if they study for less than 1 year + 2 weeks
2021-06-23 2.10.1 Technical specification and additional information has been updated for Cyy051 and Cyy054 to improve consistency and clarity: Students on courses expected to last for less than one year are only counted if they study for the expected amount of time or gain a qualification. Student on courses of at least 1 year in length are only counted at the point at which they are active on or after the anniversary of the commencement date plus 14 days, including the 14th day itself (Note: this date may fall in the following academic year). Students on any course with a non-standard year type who suspend their studies are excluded from the population (Cyy051 only). Mode of study is taken from the last active instance period (Cyy054 only
2021-02-26 2.9.1 Technical specification has been updated for Cyy051 to remove valid entries 12-14, 33-36 and 65 from Instance.MODE
2021-01-22 2.8.1 Technical specification has been updated for Cyy054 to derive activity during an instance period using NOTACT and STULOAD. Additional text; updated year references and examples
2020-08-11 2.7.1 Technical specification has been updated for Cyy054 to include Instance_Period_Active. PERIODEND. and extra guidance
2020-03-26 2.6.1 Technical specifications updated to remove valid entries 98 and 99 from Instance.MODE, which is for the 'wrapper' programme aims of Apprenticeship Standards students, this has now been removed. Additional Information section amended accordingly
2017-09-05 2.5.1 Addition of Instance.MODE to the technical specification for the Cyy054 AP student record
2016-11-01 2.4.2 Text regarding Apprenticeship Standards added to the exclusions in the standard definition section, with a note explaining the pre-exclusion of new Instance.MODE code 98 in XPSES01 added below the technical specification for the Cyy051 Student record
2014-10-16 2.4.1 Addition of new section in the Technical Specification to allow for processing in the AP student record, with a corresponding update to the Additional Information section text to describe the derivation of this derived field on that record
2013-10-02 2.3.1 Addition of new Instance.MODE code 99 to Technical Specification, with removal of deleted codes 32, 37. 52, 53, 66, 67, 68 and 69. Change of name from 'Teaching Agency' to 'National College for Teaching and Leadership' in exclusion 5
2013-07-23 2.2.9 Additional sentence added to Technical Specification, clarifying that where a programme of study is entirely within the current reporting period, Instance.COMDATE is used as the anniversary date. This is correctly coded in the existing function, but this addition removes ambiguity in the specification
2013-02-01 2.2.8 References to the Training and Development Agency (TDA) updated to Teaching Agency (TA
2012-02-17 2.2.7 Removal of reference to the Student Associates Scheme from exclusion 5, due to the ending of this scheme. No change to technical specification as such students were derived in XPSES01 beforehand
2010-09-01 2.2.6 Correct typo in technical specification to show that XPSR01 derives to 0 when Instance.TYPEYR is 5
2010-05-12 2.2.5 Note added beneath Technical specification to highlight Instance.COMDATE is mandatory enforced by a business rule
2010-04-08 2.2.4 Amended format. Updated year derivation in Additional information and removed reference to null Instance.COMDATE as this is now required for all instances. No change to technical specification
2009-03-13 2.2.3 Amended format. Field type added. No change to technical specification
2008-10-15 2.2.2 Amended technical specification to reflect derivation as performed where Instance.MODE is 51, 63 or 64 and added note after to clarify treatment of dormant records and COMDATE
2004-03-18 2.2.1 Amended spec to deal with changes for Cyy051, addition of Instance.MODE as input field
2004-03-18 2.1.1 Valid entry changes
2003-08-12 1.3.1 NOTACT code 2 included
2002-01-14 1.2.1 Code amended to allow for course length
2001-07-19 1.1.4 Code created

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