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Data Dictionary Field - Identifier type code

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Data Dictionary Field

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Identifier type code


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Type field
Short name IDTYPECODE
Description

This field records the type of identifier recorded in PersonIdentifier.PERSONALIDENTIFIER.

Applicable to England Northern Ireland Scotland Wales
Coverage

All PersonIdentifier entities.

Valid entries and labels
CodeLabel
01National insurance number
02ORCID
03Own student identifier
04Persistent HUSID
05Regulatory body reference number
06Research council student identifier
07Scottish candidate number
08Student support number
09Teacher reference number
10UCAS application number
11UCAS personal identifier
12Unique learner number
Notes

The coverage statements below indicate when each identifier type is required to be returned.

01 National insurance number.

Optional for all Students at providers in England where CourseDelivery.TTCID = 01.

Provision of this information is entirely optional. If a student already has a record with the Teachers' Pensions Scheme, provision of this information will assist in record matching.

02 ORCID

All Students (optional)

The ORCID identifier is a unique identifier for researchers that is compatible with the ISO Standard (ISO 27729). ORCID IDs are applied for by the individual and randomly assigned by the ORCID Registry, and will be expressed as a URI.

It has two purposes:

a) It aims to track the career progression of a research student and follow their pathway into employment within the Higher Education sector.

b) It allows student or staff to attach their unique identity to their research; and is a way of connecting researchers to their research and its outputs. This enables accurate attribution of research and its products.

It is the responsibility of the individual to provide their ORCID identifier to the provider in order for it to be returned and their progress tracked.

HESA does not require the whole of the URI to be returned, just the 16 identification digits returned as four block of four numbers, separated by hyphens.

Providers are encouraged to return the ORCID identifier for students on research programmes.

More details on the ORCID identifier are available from the JISC support page or the ORCID website :

03 Own student identifier

All Students (optional)

This is an optional field to allow providers to record their own student identifiers where it is useful to do so. Protected characteristics such as student names or dates of birth should not be used in the population of this field.

04 Persistent HUSID

All Students where the student has previously been returned to HESA

The first time a student is returned to HESA the SID supplied would become the persistent HUSID for that student. The persistent HUSID would then need to be returned by any provider with whom the student subsequently has an Engagement. Note that an individual student could therefore have several SIDs assigned; one per provider with whom they have interacted, and these would be linked together through a single persistent HUSID. To see additional information on this approach please review the following Data_Futures_approach_identifying_student document.

05 Regulatory body reference number

All Students where (CurriculumAccreditation.ACCREDITATIONID= 11102-11108 or 06901-06920) and the student has a regulatory body reference number except where StudentRegistration.INCOMINGEXCHANGE exists.

If the student already has a registration number awarded by a regulatory body, then the number should be recorded.

This field should record the regulatory body registration numbers for students studying on a Course delivery accredited by a relevant body (CurriculumAccreditation = 11102-11108 or 06901-06920) where one has been issued. If registration number is not known because the students are new, the not available code 99999999 should be returned as the Person Identifier.

06 Research council student identifier

Optional for all Students where FundingBody.FUNDINGBODY is a research council and StudentRegistration.INCOMINGEXCHANGE does not exist.

This field records the Personal identifier issued by the Je-S (Joint electronic System) used since December 2004 to capture student and researcher details by the Research Councils. Identifiers can be obtained from the Je-S Person details screens on the Je-S Portal.

Two formats are in use. Only personal identifiers in either the 7 character format XnnnnnC or the 8 character format XnnnnnnC (where X is an alpha character, n is numeric and C is an alpha check digit) should be returned.

07 Scottish candidate number

All Students at providers in Scotland where (ContactPurpose.CONTACTTYPEID=01 and associated PersonAddress.COUNTRYID=XH) and ((Engagement.STUDYINTENTION exists and has a HESA level of H, I, J or C) or (Engagement.STUDYINTENTION does not exist and Qualification.QUALCAT has a HESA level of H, I, J or C).

All Students at providers in England, Northern Ireland or Wales were (ContactPurpose.CONTACTTYPEID=01 and associated PersonAddress.COUNTRYID=XH) and Engagement.UCASSCHEMECODE exists and ((Engagement.STUDYINTENTION exists and has a HESA level of H, I, J or C) or (Engagement.STUDYINTENTION does not exist and Qualification.QUALCAT has a HESA level of H, I, J or C).

All UCAS entrants domiciled in Scotland require a Scottish Candidate Number irrespective of whether they are studying in Scotland or elsewhere in the United Kingdom. A Scottish Candidate Number is not applicable to non-Scottish domiciled entrants studying at providers in Scotland. UCAS collects the Scottish candidate number for all Scottish domiciled new entrants. Providers in Scotland will need to collect this information for direct entrants of Scottish domicile.

For students entering through UCAS this information will be available from UCAS via the *J transaction.

If the Scottish Candidate Number is not known then the not available code 999999999 should be returned as the Person Identifier.

A Scottish Candidate Number is not required for those students entering postgraduate courses.

08 Student support number

All Students that are in receipt of statutory student finance

The SSN is 13 characters long. The first four characters are alpha. The next 8 characters are numeric. The last character, which is a check character, is alpha.

Students in receipt of SLC funding will have both a Student Support Number and a Customer Reference Number allocated by the SLC.

When a Scottish domiciled student who studies in Scotland and is assigned a number by SAAS, then moves to England and studies in England, their SAAS number is converted to an SSN and therefore this may appear as though the student has two numbers.

Where a student support number is not known then the not available code ZZZZ99999999Z should be returned as the Person Identifier.

09 Teacher reference number

All Students at providers in England where CourseDelivery.TTCID= 01

All Students at providers in Wales or Scotland where CourseDelivery.TTCID=01 and (QualificationAwardAccreditation.ACCREDITATIONID=06602-06603 or 20201-20211) and (the awarded Qualification.QUALCAT equals H0003 or I0001) and StudentRegistration.INCOMINGEXCHANGE does not exist.

Optional for Students at providers in Wales or Scotland where CourseDelivery.TTCID=01 and (QualificationAwardAccreditation.ACCREDITATIONID=06602-06603 or 20201-20211) and (the awarded Qualification.QUALCAT= M0016, M0018, H0013 or I0005) and StudentRegistration.INCOMINGEXCHANGE does not exist. Must not be returned outside of the stated coverage.

This number will stay with the teacher throughout their career within the teaching profession.

For providers in Scotland, the reference number required is the six digit number allocated to each student prior to course completion of pre-service courses for the training of teachers. The first 2 digits denote the expected year of qualification (the last 2 digits of the year).

For providers in England and Wales the reference number required is the Teacher Reference Number (formerly known as a DfES number). The number is allocated by the Department for Education when details of a trainee are entered onto their system and the trainee's record created. The number allocated is a seven digit number.

Overseas students not allocated a teacher reference number should be coded using the not available code 999999998.

Where the student is in coverage for this identifier, but one is not available, 999999999 should be returned as the Person Identifier.

10 UCAS application number

All students who entered via UCAS and have been issued a UCAS application number.

This is required for UCAS entrants who have been issued an application number, students may not have an application number if they have been issued a UCAS scheme code. In that case the application number would not be returned and the Engagement.UCASSCHEMECODE field would be returned.

11 UCAS personal identifier

All Students who entered a current engagement via UCAS and who have been issued a UCAS Personal Identifier.

This information will be available from UCAS via the *J transaction.

12 Unique leaner number

All Student at providers in England where CourseDeliveryInitiative.INITIATIVEID= 004 or StudentInitiative.INITIATIVEID= 004.

Optional for all other students.

Further information regarding the ULN can be found on the Learning Records Service web site . Since the ULN is issued by the Learning Records Service, a providers' only obligation will be to check the validity of the number.

This is required for higher apprenticeship students and to allow linking with the ILR. Further details on the ULN can be found under the Personal.Identifier field.

Where the student is in coverage for this identifier but one is not available, 9999999999 should be returned, in line with the individualised learner record (ILR) specification.

Quality rules
Quality rules to follow
Reason required

To aid linking of data and monitoring various cohorts of students.

Part of Person identifier
Field length 2
Revision history
VersionNotes
1.0.1Notes updated to reflect that a ULN is required for Higher Apprenticeship students in England.
1.0.2Notes updated for the coverage for the Scottish Candidate Number (SCN) to reference the student's permanent home address as the Domicile entity has been removed.
1.1.0A typo has been corrected in valid entry 12 'Unique learner number'.
1.1.1Guidance has been added to give additional information for each identifier. Coverage for Scottish candidate number and Teacher reference number updated to align with changes to the Qualifications coding frame.
1.1.2Guidance updated to clarify the return of valid entry 05 'Regulatory body reference number'.

Contact Liaison by email or on 01242 211144.