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Provider Profile record 2022/23 - Data collection schedule

Back to C22041

Version 1.2 Produced 2023-06-14

The document below is designed to guide providers through the stages of data submission for the Provider Profile data collection.

At a glance

Early 2023 Data capture and collation
February 2023 Validate data locally using validation kit
May 2023 C22041 Data Collection System opens
1 June 2023 Commit
2 June to 15 June 2023 Data quality checking period
16 June 2023 Final commit
21 June 2023 Sign-off

Detailed requirements


Providers should read the C22041 Provider Profile coding manual and associated documentation for details of the requirements for this return.

Academic HESA cost centre data returned in the Provider Profile record will be incorporated into quality rules for the Student, Staff, and Finance returns. It is therefore recommended that colleagues responsible for the Provider Profile record liaise with those responsible for these other collections, to ensure all required HESA cost centres are returned.


HESA's data quality assurance processes are outlined in the Validation Overview.

The validation kit enables providers to test their data locally ahead of the Data Collection System opening. Providers are strongly encouraged to use the validation kit as part of their data preparations.

A guide to using the validation kit can be found in the section Help With XML Validation Kits. Alternatively please contact Liaison.


The C22041 collection is available on the Data Collection System giving providers the opportunity to test files against quality rules ahead of the commit deadline.

The C22041 Provider Profile Data Collection System will be available to providers in May 2023.

It is a provider’s responsibility to ensure that they are progressing reasonably towards the commit deadline; if any issues become apparent or a provider requires assistance with the submission process then please contact Liaison. HESA does monitor provider interactions to feed into its own risk assessment and this information may be shared with the primary regulator or funder of a provider.

Access for the Data Collection System is granted by the Provider Profile record contact via the HESA Identity System. An email will be sent to inform relevant colleagues when the Data Collection System becomes available. Please note that ahead of the collection opening, Provider Profile record contacts are required to complete the Grantable Roles Review in the HESA Identity System. Further information on the review can be found in the IDS User Guide.

1 June 2023: COMMIT

Providers are required to send complete data that has no remaining errors and have committed the data on the Data Collection System by 11.59 p.m. on 1 June 2023. This schedule allows the maximum amount of available time for data quality checking.

To meet the requirement of the commit deadline providers should note:

  • Campus information for their provider is to be submitted.
  • The provision of HESA cost centre data in England is compulsory for Approved (Fee Cap) providers and optional for Approved providers.
  • Provision of HESA cost centre data is optional for providers in Wales, Scotland and Northern Ireland.
  • Where errors are triggering for genuine data, a switch will need to be requested. This request should be sent to Liaison by email, detailing the rule and an explanation for why this data is genuine, in good time prior to the commit deadline.
  • Where a provider requests that their file is decommitted before HESA data quality analysts have been able to check the file then this will count as a missed deadline.


This is an iterative process during which providers may need to submit, commit, review and decommit their data several times to ensure the final submission is credible. The suite of web reports available on the Data Collection System should be reviewed by the provider to ensure that the data submitted is a credible representation of the organisation.

During this period HESA data quality analysts will examine data committed by all providers. If any anomalies are found queries will be raised through the Issue Management System. Nevertheless, providers are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisation. Consequently, providers are required to either resubmit their data to amend these anomalies, or provide an explanation in the Issue Management System as to why these apparent anomalies are genuine.

HESA analysts aim to check files within 5 working days following a provider committing their file and responses to data quality queries raised by HESA will be reviewed within 2 working days. However, during busy periods, around the commit deadline for example, please be aware that this may take slightly longer.

Upon satisfactory completion of this process data will be set to credible.

16 June 2023: FINAL COMMIT

Providers are required to commit their final file on the Data Collection System by 11.59 p.m. on 16 June 2023.

Once the file has been committed it will be checked by a HESA data quality analyst and this can result in additional data quality queries that require a response. Providers should be aware that data quality checking can take up to 5 working days and should therefore ensure that they have sufficient time to make any required changes based on these queries and/or respond to these queries ahead of the sign off deadline. All data quality queries need to be resolved before the data can be set to credible.

21 June 2023: SIGN-OFF

Providers are required to have their data marked as signed off on the Data Collection System by 21 June 2023. The sign off form needs to be emailed to Liaison before 5.00 p.m. on 21 June to guarantee sign-off on the deadline.

Once a provider's data has been set to credible on the Data Collection System, the ‘sign off’ button can be selected which allows the sign-off form to be downloaded. The sign-off form must be completed by the provider’s Accountable Officer/Head of Provider. Once completed, the form should be emailed to [email protected]. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off.

Sign-off completes the data collection process. Timely sign-off ensures that a provider's data is included in any data deliveries to statutory customers, as well as onward use of the data for publication and analysis.


Providers should download and keep copies of all relevant reports that they are likely to need during the year. This will be necessary as access to the site will be restricted after the collection has closed.

Targets that were set during the collection will be sent to providers and should be reviewed. The record contact will be notified by email once targets have been assigned in the Issue Management System and providers should ensure that processes are put in place to implement any changes required to data collection.

If a provider is aware of any errors in their data, then they should inform their primary funder or regulator. Providers in England should notify Office for Students through the data amendments process. This may result in a request for the provider to go through fixed database. Providers should also notify HESA so a data intelligence note can be created.

Contact Liaison by email or on +44 (0)1242 388 531.