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Staff record 2023/24 - Introduction

Back to C23025

Version 1.0 Produced 2023-11-08


The HESA Staff record has been collected since 1994/95 from subscribing higher education providers (HEPs) throughout the devolved administrations of the United Kingdom. Prior to 2003/04, the Staff record was known as the Individualised Staff record.

Staff record specific detail

The Staff record is collected in respect of those staff, employed in the UK, who possess one or more contracts of employment with the HEP and/or for whom the HEP is liable to pay Class 1 National Insurance contributions for that individual. Full details of the coverage of this record can be found in the coverage statement of the coding manual.

Data collected

The Staff record collects individualised data on the personal characteristics of Staff, the details of their contracts, and the activities undertaken as a result of those contracts. The detail of the different items collected can be found in the data items document located on the coding manual landing page.

Data collection

All HESA records are collected on the basis of the HESA reporting period that determines the time period that the data being returned relates to. This ensures consistency across the data streams collected. The reporting period is from 01 August year 1 to 31 July year 2, for example the 2000/2001 Staff record was collected in respect of the activity which has taken place between 01 August 2000 and 31 July 2001.

Data for the Staff record is collected retrospectively, thereby reporting in August of one year on activity which has taken place between August of the previous year and July of the current year. The HESA data collection system opens at the beginning of August every year and the return date is always in September. HEPs are required to have sent full and verified data to HESA by the deadline for last submission. There are several deadlines which HEPs must acheive as part of the collection process and these are detailed in the data collection schedule. It is important that HEPs work to these deadlines in order to complete the return on time and to ensure that the quality of the data submitted is fit for purpose.

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