Student record - Data Futures
Coverage of the record
Version 2.0.0 Produced 2018-11-20
- General definition
- Students studying wholly outside the UK
- Link between coverage of the HESA Student record and the Aggregate offshore record
- Funded learners outside the UK
- Incoming/Outgoing visiting and exchange students
- ITT course deliveries
- Course deliveries that involve collaborative or franchising arrangements
- Post-doctorate researchers and Higher Doctorates
- Doctorates awarded by publication
- In-house course deliveries
- University of London external students
Education is a devolved government matter in the UK, and HESA collects data to meet the requirements of its statutory customers. The definitions in this coverage statement apply across all administrations in the UK. Where a statutory customers specific requirements differ from the standard coverage in this statement, this is clearly noted by exception below.
The HESA Student record is collected in respect of all students who are attending a course delivery that leads to the award of a qualification or higher education level credit.
HESA considers a student to be attending if they have started a course delivery. A student is considered to have started a course delivery if they have engaged with a course delivery by:
- attending a class or lecture,
- accessing online materials, or
- attending a freshers or induction week
Statutory customers may have some country specific exceptions to this principle. This is detailed further below.
HESA define a course delivery as the specific offer of a course to students. It therefore has a specific start date, expected end date, location and a specific course aim.
'Higher Education level' for the purpose of HESA's data collection is broadly course deliveries for which the level of instruction is above that of course deliveries leading to GCE A levels, SQA Highers, ONC or OND, this is consistent with the definition of higher education in schedule 6 of the Education Reform Act 1988.
'Provider credit' is to be interpreted as a measure describing the volume of student outcomes. Credit can normally be carried forward and ultimately count towards the award of a qualification, for example, credit points which can be accumulated towards the award of a degree.
We divide the year into three Reference periods to provide three Dissemination points annually where comparable data on the HE sector can be produced to serve a wide range of statistical, regulatory, statutory and other public purposes. The Reference periods are:
- Reference period one: 01/08/YYYY - 15/11/YYYY
- Reference period two: 16/11/YYYY - 31/03/YYYY
- Reference period three: 01/04/YYYY - 31/07/YYYY
Data returned relates to academic events, such as the course deliveries and modules that are run by a HEP; the students registering to study and enrolling on those course deliveries and modules; details of the subjects studied and activities undertaken in the course of study; information about student finances, fees and support; the identification of specific populations for specific monitoring purposes; and the award of degrees, other qualifications and credit. These events occur throughout the year and different HEPs and types of courses work on different timetables. HEPs must return all new data and relevant changes to previously-submitted data occurring within a Reference period. This data must be returned and signed-off by the accountable officer at the HEP (normally the Vice-Chancellor or Principal) prior to the Dissemination point associated with that Reference period.
Each students journey is tracked from beginning to end. Academic events must be returned during the Reference period when they occur. Where a student ceases active study, an appropriate status should be used to indicate this. Data required for students not actively following a course delivery is limited. These students are not within the standard registration population, but remain in-scope until all information relating to their study is reported to HESA.
There is not currently a requirement to send an individualised HESA Student record for students studying for a whole course delivery outside of the UK, with the exception of certain funded distance learners (see section on 'Funded learners outside the UK', below).
If it is known at the beginning of the course delivery that a student will spend a block of eight weeks or more in the UK as part of their course delivery then they should be included on the HESA Student record throughout.
If a period of eight weeks or more in the UK is an optional part of the course delivery, then the student should be included in the HESA Student record only if they come to the UK, and then from that point at which they come to the UK onwards.
If a student is expected to spend less than eight consecutive course weeks in the UK during their entire course delivery they should be included on the Aggregate offshore record throughout.
Where students on distance learning course deliveries move between UK and overseas locations as a consequence of changes in personal circumstances they must remain on the HESA Student record.
In addition, there may in any year be a small number of UK-domiciled students (usually research students) who, due to the nature of their study necessarily spend their entire studies overseas. These students will need to be included in the HESA Student record. An Off-Venue Activity entity must also be returned with an Off-Venue Activity Location bearing the appropriate country code. An Off-Venue Activity entity must also be returned with an Off-Venue Activity Location bearing the appropriate country code.
There are a small number of students (normally distance learning students) studying outside the UK, who are required to be returned - e.g. Crown servants overseas and the British Armed Forces. They are required to be returned as their tuition fees are either directly funded by a UK government department, or the student has been permitted to access a tuition fee loan issued by the SLC.
No other distance learning students studying wholly outside the UK should be included in the HESA Student record.
Incoming visiting and exchange students who are registered at the reporting provider must be included in the HESA Student record and flagged as incoming students in the StudentRegistration.IncomingExchange field.
Students on outgoing exchanges or other mobility experiences must be included in the HESA Student record throughout their studies. An Off-Venue Activity entity with an Off-Venue Activity Location bearing the appropriate country code should be returned to add detail to the general information provided.
Providers are expected to return data for students on employment-based routes where these fall into the general coverage of the record. Students on the School Direct Training Programme in England should be included. The Department for Education (DfE) collects data on other employment based routes via their Data Management System (DMS).
The ITT return will continue to run as a separate return to support the DfEs census in 2019/20. Thereafter, from 2020/21 the return of in-cycle data for the DfE will be integrated into the Student record.
Students studying at related undertakings of the provider are also within coverage of the record. A related undertaking is an undertaking which is controlled (wholly or partly, and directly or indirectly) by the provider. Providers should seek advice from their principal regulator if they require further information about whether they have students at related undertakings.
For students whose study is on a collaborative or franchised course delivery, also see the specific guidance for each country below.
Collaborative research provision
In general students should be reported by the same provider for the whole of one course delivery, except where provision formally transfers from one provider to another as part of a formal collaborative arrangement to provide doctoral research training for a student or students. This will include examples such as a large Doctoral Training Partnership or Centre for Doctoral Training, a student on a Knowledge Transfer Partnership, or a co-tutelle du these, or other joint supervision agreement for a single student.
In the majority of cases where there is concurrent supervision, at more than one provider, there will be a concept of a 'lead provider', and this provider alone should be responsible for returning the student to HESA. Where no such concept exists, a single provider should be nominated from amongst the consortia for this purpose, to prevent double counting./p>
Where there is sequential collaboration a provider may transfer reporting responsibilities on to another provider after their own involvement ceases. Further guidance will be published shortly.
Providers in England
All students who are included on the HESES return to the OfS, whether fundable or not, should be returned to HESA, even if this is not normally compulsory under the coverage of the record. This will include all students funded through franchised, associate and regional college arrangements.
Providers in Northern Ireland
All students who would normally have been included on the HESES return, whether fundable or not, should be returned to HESA, even if this is not normally compulsory under the coverage of the record.
Providers in Scotland
Scottish higher education providers should exclude from their returns to HESA students who are taking:
- 'articulated' courses at further education colleges, or
- 'franchised' courses at FE colleges, or
- other courses at other HE providers, or at FE colleges,
for those course sessions for which the provider:
- does not provide any of the teaching input, and
- does not receive any funding, and
- does not receive any tuition fee payment from, e.g. the Student Awards Agency for Scotland.
This applies, for example, if the HE provider validates the course and awards the qualification to which it leads, if this is the extent of its involvement with the course.
Providers in Wales
All students who are included on the HESES return to HEFCW, whether fundable or not, should be returned to HESA, regardless of where the student is registered. This will include all students who are part of franchise arrangements where the provision is franchised out from the provider. Students who are franchised in to the provider should be excluded.
Providers should refer to the HEFCW HESES circular for detailed definitions, including those for franchises and other collaborative arrangements.
FECs in Wales with HE provision directly funded by HEFCW must submit data relating to that provision in the HESA Student record.
Apprentices studying towards a Higher Education qualification or credit as a component of their apprenticeship must be included in the HESA Student record.
Post-Doctoral researchers and individuals who are awarded Higher Doctorates should not be included in the HESA Student record, unless they are formally registered as research students at the reporting provider.
Students pursuing research qualifications awarded primarily on the basis of published works must be excluded from the HESA Student record, unless they are formally registered as research students at the reporting provider.
In-house course deliveries run by providers for their own employees where the attending staff member is registered as a student at the reporting provider must be returned on the HESA Student record if any part of the course delivery is credit bearing.
University of London external students registered for an examination only and based in the UK must be included in the HESA Student record.
Contact Liaison by email or on 01242 211144.