C19054 Student Alternative record: exceptional guidance
| Field / entity | New guidance | Applicable to | Last Updated |
|---|---|---|---|
| Instance.FUNDCOMP | This field will not be used by the OfS other than to identify records which are excluded from the HESES population (FUNDCOMP=9). Providers should return FUNDCOMP in a way that minimises burden, and may wish to return FUNDCOMP=3 for all or some students if burden is reduced through this approach. FUNDCOMP =9 should not be returned except to identify students to be excluded from HESES recreation. The OfS still intends to do some form of limited HESES recreation based on 2019-20 data and records with FUNDCOMP=9 will be excluded. Guidance for providers in Northern Ireland and Wales: For courses that completed before 10 March 2020 it is expected that FUNDCOMP will be returned as per the field guidance. for courses completing after 10 March 2020 code 3 is expected to be used where codes 1, 2, 3 or 4 may have been used previously. FUNDCOMP 9 should not be except to identify students to be excluded from HESES recreation. | E - Approved (Fee Cap) | |
| Instance.FUNDLEV | This should reflect the student's intention prior to the pandemic. FUNDLEV = 99 should only be used to exclude students from HESES population. | E - Approved (Fee Cap) | |
| Instance.ENDDATE | For the majority of students this should reflect student's actual activity. If the course is completed early due to the pandemic, ENDDATE should record the actual date the course finished. For students in medicine, nursing, midwifery and allied health subjects that have been graduated early to allow them to start work with the NHS, the ENDDATE can reflect the student’s predicted ENDDATE. Where a student withdrew before the start of the pandemic then the last date of engagement with the structured course should still be used as their ENDDATE. If a student withdrew following the start of the pandemic then a best estimate of last engagement should be used. Where structured activity runs beyond the end of the reporting year in to the next as a result of the pandemic then the ENDDATE should reflect the student's actual ENDDATE in the subsequent reporting year. |
E, S | 15 July 2020 |
| Instance.SPLENGTH | This should remain as the intended length of the course, even if the course was cut short due to the pandemic. | E, S | |
| Instance.GROSSFEE | No change should be made to coding for this as it reflects the fee for the year. If any discounts are applied because of the pandemic this should be captured in NETFEE not GROSSFEE. | E, S | |
| Instance.NETFEE | This should reflect any reductions made to fees due to the pandemic, along with any waivers or financial support as generally captured in this field. | E,S | |
| Instance.COMDATE | This should reflect the first date the student starts engagment with the structured part of the course. If this was online via distance learning then this should still be captured and returned. | E, S | |
| Instance Period Entity | Instance periods should be returned as normal if a student is active during them. If a student is not active at all during an instance period, due to the pandemic, that would normally have been returned then the instance period should not be returned but the STULOAD in the previous instance period should be increased to reflect the intended activity later in the year that was cut short due to the pandemic. |
E, S | |
| InstancePeriod.CAMPID | This should reflect the student's intended campus prior to the pandemic. | E, S | |
| InstancePeriod.LOCATION | This should reflect the student's intended location prior to the pandemic. | E, S | |
| InstancePeriod.INITIATIVES | If the student started the INITIATIVE this should be captured, even if it was cut short due to the pandemic. | E, S | |
| InstancePeriod.LOCSDY | In general this should reflect the student's intention prior to the pandemic. For example, if the student was supposed to be at the provider for the whole year then they should be returned as such, even if they had to move to distance learning due to the pandemic. If a student was due to go on a placement or study abroad after the pandemic arrangements were put in place and was unable to go, then they should only be recorded as distance learning if they would normally have moved to distance learning if the placement or study abroad was cancelled. If a student is still undertaking the activity that would have been expected as part of the time abroad or on a placement but via distance learning then they should still be returned as their intention prior to the pandemic eg studying abroad/on placement. Otherwise, they should be recorded as Z if no other codes apply. Where related validation rules are triggered these will need to be dealt with through the switch procedure. If a student was due to have come to the UK to study and would ordinarily have been coded as S, this should only be the case if they started their study period in the UK. If they did not study in the UK at all, they should not be included in the return. If a student came to the UK but studied for less than 8 weeks when more was planned, or more than 8 weeks when less was planned, because of the pandemic arrangements, the provider can choose whether to return the instance or not. |
E, S | 15 July 2020 |
| InstancePeriod.MODE | This should reflect the student's intention prior to the pandemic and should not relect any changes due to disruptions as a result of the pandemic. Only changes that were not due to the pandemic should be captured. Where the reasons for a change in mode are unclear mode should reflect the student's initial intentions. The statutory customers recognise that this might lead to some anomalies in reporting, for example a full time student may only have 80 credits worth of modules returned for a year, but that this is acceptable given the situation. | E, S | |
| InstancePeriod.NOTACT | This field should not be coded as NOTACT = 1 if this is as a result of changes to provision due to the pandemic. Students who are returned as NOTACT = 1 are excluded from the NSS 21 target list, so this should only be used for students who are entering a long-term suspension, rather than briefly pausing their studies because of the pandemic. | E, S | |
| InstancePeriod.PERIODEND |
For the majority of students this should reflect student's actual activity. If the course is completed early due to the pandemic, PERIODEND should record the actual date the course finished. |
E, S | |
| InstancePeriod.PRIPROV | This should reflect who delivered teaching. If a change in delivery method (for example to online) resulted in a change of teaching provider, this should reflect that change. PRIPROV should reflect the provider that created and would assess the material hosted online if it has gone online. | E, S | |
| InstancePeriod.STULOAD | This should reflect the student's intended activity prior to the pandemic. It should not be reduced to take account of the disruption. As detailed in the Instance Period guidance, the STULOAD of an instance period should be increased to take account of later instance periods that cannot be returned due to no activity taking place within them. If a student has withdrawn early then, as normal, STULOAD should be reduced to reflect activity undertaken. Where structured activity runs beyond the end of the reporting year as a result of the pandemic STULOAD should still reflect the intended STULOAD within that reporting year. |
E, S | 15 July 2020 |