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Staff 2023/24 - Date of birth

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Staff 2023/24

Fields required from institutions in All fields

Date of birth

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Short nameBIRTHDTE

This field records the date of birth of staff

Applicable toEngland Northern Ireland Scotland Wales

All staff


All date fields in the HESA Staff record must be completed using the ISO8601 format of YYYY-MM-DD.

It is expected that higher education providers (HEPs) will be able to provide a date of birth, based on the existence of a contract of employment between the HEP and the individual and/or the liability of the HEP to pay Class 1 National Insurance contributions for that individual. Consequently there is no option of a default date of birth not known for these members of staff.

A date of birth must also be returned for Governors. Where it has not been possible to confirm the exact date of birth for a governor, the date should be returned as follows:

  • Where only the month and year of birth are known, providers can use 01 as default for the day of birth. Hence providers return YYYY-MM-01.
  • Where only the year of birth is known, providers can use 01 as default for the day and month of birth. Hence providers return YYYY-01-01.
  • Where it has not been possible to identify a governor’s date of birth at all, providers can return a dummy date of birth of 1900-01-01.

Providers should make best efforts to capture this information for governors. Validation will be in place to monitor the use of the dummy birth dates.

Information relating to age is asked in order to monitor equality, diversity and inclusion in the higher education sector and support institutions in meeting their obligations under the Equality Act 2010.

Quality rules
Quality rules to follow
Part of
Field length10
Minimum occurrences1
Maximum occurrences1
Schema components
OwnerInformation Standards Board - Aligned Data Definitions

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