Graduate Outcomes Contact Details record 2022/23
Data collection schedule
Version 1.3 Produced 2023-11-21
Contents: At a glance | Detailed requirements
At a glance
This page guides providers through the main stages for the submission of accurate contact details for the Graduate Outcomes Contact Details record.
Graduates are split into four cohorts depending on the date that they completed their studies. Their cohort will determine when they are surveyed and when the provider will need to return accurate personal contact details for graduates.
For C22071, the cohorts are as follow:
Cohort | End date of course | Contact period (c. 15 months after the end date) | Census week (2022/3 graduates) |
---|---|---|---|
Cohort A | Between 1 August and 31 October 2022 | Between 1 December 2023 and 29 February 2024 | 1 to 7 December 2023 |
Cohort B | Between 1 November 2022 and 31 January 2023 | Between 1 March and 31 May 2024 | 1 to 7 March 2024 |
Cohort C | Between 1 February and 30 April 2023 | Between 1 June and 31 August 2024 | 1 to 7 June 2024 |
Cohort D | Between 1 May and 31 July 2023 | Between 1 September and 30 November 2024 | 1 to 7 September 2024 |
Once graduate contact details have been submitted and pass validation in the provider portal, they will need to be approved in order to be used for surveying. Further guidance on approval can be found in the provider portal user guide. The approval deadlines for each cohort are as follows:
Cohort | Approval deadline |
---|---|
Cohort A |
24 November 2023 for Student (22056) collection 30 November 2023 for Further Education Colleges in Northern Ireland 11 December 2023 for Further Education Colleges in England |
Cohort B | 16 February 2024 |
Cohort C | 17 May 2024 |
Cohort D | 16 August 2024 |
From the C19071 collection, the auto approval function will no longer run for English FECs. This means providers must visit the provider portal by the appropriate deadline and complete the approval process. We notified providers of this change by email on 23 March 2020 and remind EFECs by email at regular opportunities.
For more information about this change, visit the dedicated information page for English FECs or read more about the approval process in the provider portal user guide.
Further information about the timing of the survey is available at: www.hesa.ac.uk/innovation/outcomes/providers/timing
At a glance - key dates
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
Population file available |
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From September 2023 for all cohorts | |||
Provider portal opens |
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By 30 September 2023 | By 31 December 2023 | By 31 March 2024 | By 31 May 2024 |
Submission period |
|||
September 2023 to 24 November 2023 for Student (22056) collection September 2023 to 30 November 2023 for Further Education Colleges in Northen Ireland September 2023 to 11 December 2023 for Further Education Colleges in England |
December 2023 to 16 February 2024 | March 2024 to 17 May 2024 | May 2024 to 16 August 2024 |
Opt-In bank confirmation |
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20 October 2023 | 20 October 2023 | 20 October 2023 | 20 October 2023 |
Approval deadline |
|||
24 November 2023 for Student (22056) collection 30 November 2023 for Further Education Colleges in Northern Ireland 11 December 2023 for Further Education Colleges in England |
16 February 2024 | 17 May 2024 | 16 August 2024 |
Ad-hoc update period |
|||
24 November 2023 to 16 February 2024 for Student (22056) collection 30 November 2023 to 16 February 2024 for Further Education Colleges in Northern Ireland 11 December 2023 to 16 February 2024 for Further Education Colleges in England |
16 February to 19 May 2024 | 17 May to 16 August 2024 | 16 August to 15 November 2024 |
Final updates deadline |
|||
16 February 2024 | 17 May 2024 | 16 August 2024 | 15 November 2024 |
Detailed requirements
Graduate Outcomes population file
For those providers who return student data to HESA, the population file for all cohorts will be automatically generated from your Student return.
When the provider portal opens for cohort A, the population file is subject to change while Student submissions are still being made. Upon the upload of a valid Student file to the HESA Data Platform, the provider portal will update the population file overnight and it will then be available to download. The transaction number of the corresponding Student is displayed in the title of the population file on the provider portal.
Please note that for cohort A the population file will not be finalised until the corresponding Student record (CXX056) has been signed off. Therefore, Graduate Outcomes Record contacts are advised to liaise with colleagues responsible for submitting student data to HESA, to confirm the final population for cohort A.
For Further Education Colleges (FECs) the information for the population file will be taken from the appropriate student data collection. For Northern Irish FECs this is provided by DfENI from the Consolidated Data Return (CDR). For English FECs, the population file and contact details are provided by the OfS from the Individualised Learner Record (ILR).
Provider portal opens
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
By 30 September 2023 | By 31 December 2023 | By 31 March 2024 | By 31 May 2024 |
The Graduate Outcomes (C22071) provider portal will open by 30 September 2023 for providers to begin uploading contact details for cohort A graduates and to allow providers to personalise their survey.
Cohort B, C, and D will be opened by the end of the respective months displayed, to allow for contact details to be uploaded for the relevant cohorts.
Contact details can only be returned for opened cohorts.
Access to the Provider Portal is granted by the Graduate Outcomes Record contact via the HESA Identity System. An email will be sent to inform relevant colleagues when the Provider Portal becomes available. Please note that ahead of the collection opening, Graduate Outcomes 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.
Submission period
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
September 2023 to 24 November 2023 for Student (22056) collection September 2023 to 30 November 2023 for Further Education Colleges in Northern Ireland September 2023 to 11 December 2023 for Further Education Colleges in England |
December 2023 to 16 February 2024 | March 2024 to 17 May 2024 | May 2024 to 16 August 2024 |
The submission period will run from when the provider portal opens until the approval deadline. It is the process in which providers will validate their submissions on the provider portal to ensure the accuracy of the personal contact data of graduates. Guidance has been created to help providers determine what is acceptable as accurate personal contact details.
Opt-in bank confirmation
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
20 October 2023 | 20 October 2023 | 20 October 2023 | 20 October 2023 |
Providers can select additional opt-in question banks in the provider portal. The deadline for confirming provider opt-in question banks is 20 October 2023 and these will be added to the survey for all cohorts for C22071.
Approval deadline
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
24 November 2023 for Student (22056) collection 30 November 2023 for Further Education Colleges in Northern Ireland 11 December 2023 for Further Education Colleges in England |
16 February 2024 | 17 May 2024 | 16 August 2024 |
Before valid contact details can be used for surveying, they must be approved for use by the provider. Once the Student record has been signed off, then the ability to approve these contact details will become available on the system. The provider will need to approve these contact details by pressing the approval button on the system.
Please note that for English FECs, from C19071, the auto-approval functionality is switched off. English FECs are required to review all contact details submitted to ensure that they are accurate and up to date, resolve any validation issues and approve their contact details by the approval deadline.
Providers must approve a valid submission of contact details for use in line with the respective deadlines set. Once the deadline is met, providers will be able to approve any updated contact details submissions.
Ad-hoc update period
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
24 November 2023 to 16 February 2024 for Student (22056) collection 30 November 2023 to 16 February 2024 for Further Education Colleges in Northern Ireland 11 December 2023 to 16 February 2024 for Further Education Colleges in England |
16 February to 17 May 2024 | 17 May to 16 August 2024 | 16 August to 15 November 2024 |
If providers obtain updated contact details for graduates after the approval deadline and during contact period, they will be able to use this period to update them in the provider portal. Once updated, they will need to press the approval button again to approve these updated contact details for use.
Final updates deadline
Cohort A | Cohort B | Cohort C | Cohort D |
---|---|---|---|
16 February 2024 | 17 May 2024 | 16 August 2024 | 15 November 2024 |
Providers will be allowed to update contact details where necessary up until the final updates deadline specified for each cohort.
Providers who update contact details past this point should be aware that there may not be sufficient time for HESA to make contact with graduates using these new details.
Need help?Contact Liaison by email or on +44 (0)1242 388 531.