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2022/23 collection

  • The Student 2022/23 collection will be an annual collection using the Student-Data Futures 22056 data model from 1 August 2022, replacing the current Student and Student Alternative collections.
  • The HESA Data Platform (HDP) will be available to all providers to submit data from March 2023. Sign off for the 2022/23 collection will take place in October 2023.

Data Futures operational updates (coding manual releases, resource updates, etc) are available via the HESA weekly update. If you are not a HESA operational contact, you can sign up for the HESA weekly update; you can change your preferences at any time.

Please contact [email protected] if you have further feedback or queries.

We will communicate when systems go live and give notice of approaching deadlines, as we do in our business-as-usual collections: below is a schedule of planned activity, for reference.

If you have any further queries, please contact [email protected].

System function or action required Deadline
Online Validation Toolkit (OVT) open May/June 2022
HESA Data Platform (HDP) open Friday 31 March 2023
Interim submission to OVT Wednesday 31 May 2023
Interim submission to HDP Friday 18 August 2023
Last submission to HDP Friday 13 October 2023
Sign-off deadline Friday 20 October 2023
Data Delivery deadline Friday 3 November 2023

HESA will monitor provider engagement and activity ahead of the deadline for the May 2023 interim submission. HESA will use this information to help gain a better understanding of readiness across the sector, and identify additional requirements for focussed communications and support activities.  

We will communicate final requirements for the 2023 interim submissions when the information is available. We will also communicate when this section is updated in the HESA weekly update.

Please contact [email protected] if you have any further queries or feedback.

May 2023 interim submission: provisional criteria

  • A submission by all providers using the online validation toolkit (OVT).
  • We will not require a complete file (as we anticipate that not all the data will be available) but the file will need to pass schema and the file contains approximately 50% of student and course information.
  • The file will need to be completed using real student data rather than synthetic data.
  • The submission will not be judged on the full quality assurance processes, but these will run as per the new automated processes.
  • The submission will not need to be signed off by the Accountable Officer.

August 2023 interim submission: provisional criteria

  • All providers complete a submission of a full file, through the HESA Data Platform (HDP).
  • The file will need to be reflective of the range of provision at the provider (for example, containing a range of students at different levels and subjects of study). It is expected that the file uploaded contains at least 90% of the total student population to allow for consistency checking with the previous year's submission.
  • The file will not be judged by the full quality assurance processes, but will need to reflect that any outstanding issues can be resolved by the October 2023 sign-off deadlines.
  • The submission will not need to be signed off by the accountable officer.

Why are we doing this survey?

We want to ensure that you have all the relevant information to complete the 2022/23 collection in the new HESA Data Platform (HDP) using the 22056 Student - Data Futures model. To help you successfully submit 2022/23 data we need to understand how ready you are for the new collection process.  

The second Data Futures readiness (September 2022) closed on Friday 7 October.

We will communicate Data Futures readiness survey release and closing dates in the HESA weekly update.

The survey will be used alongside HESA monitoring provider engagement with Data Futures, including:

  • Involvement in the pilot stages
  • Completing e-learning
  • Attending training events.

How are we running the survey?

This survey is available online only and is mandatory for all providers.

We have structured the survey into four sections:

  • Business process
  • Data
  • Systems readiness
  • General feedback.

The questions have been worded in such a way that they can be repeated, to track progress. In addition, we hope that the questions will provide suggestions on areas where effort might be required from your organisation to help readiness.

Please work with as many members of your organisation as you consider appropriate to answer this survey. Responses will be treated as confidential, although we expect to share summaries to the Programme Board.

Please also note, a member of your senior management team will need to have had sight of and endorse the responses submitted - you will complete a check box at the end of the survey to confirm this.

What will we do with survey responses?

Survey results will help the programme team to prioritise efforts across common themes arising. We expect to:

  • Target any communications to relevant groups of providers.
  • Provide increased information on specific topics.
  • Provide increased training on specific areas of concern.
  • Raise concerns on behalf of providers to the relevant statutory customers as required.

If a provider raises themselves as high-risk, HESA will contact the individual who submitted the response, to understand how HESA can help. We will also share the names of the providers with the individual regulator, e.g. a provider in England will be shared with OfS, a provider in Wales with HEFCW, so they can seek to provide additional support.

This process will also be followed for those providers deemed high-risk by HESA. This would include providers who do not submit a response to the survey or those who have flagged concerns that are outside of their control, e.g. software supplier readiness. HESA does not expect to share detailed survey results with regulators, but there may be special circumstances where this would be appropriate. If this was necessary, we would seek confirmation from the survey responder before sharing any detailed information.

If you have any queries or feedback, please contact [email protected].

We have compiled a summary of activities that we believe will support provider readiness ahead of the 2022/23 collection. 

The list is split into Business Process, Data and Systems readiness. We will communicate further opportunities for readiness and engagement in the HESA weekly update.

If you have any queries or feedback, please contact [email protected].

Business Process

Data

Systems readiness

Internal organisation / at provider

  • We have a plan to upgrade to the software system required version.
  • We have upgraded our software system.
  • We have appropriate technical support to make required changes. 
  • We have the availability of appropriate software to support Data Futures.
  • There is sufficient knowledge of Data Futures and HESA within Technical teams to produce a Data Futures return compatible system.
  • Additional checkboxes for in-house systems / IT department requirements.

External organisation / engaging with HESA systems and processes

We have used HESA’s Online Validation Toolkit (OVT)

  • Complete file.
  • Subsection of students and engagements.
  • Variety of Provision types.
  • Test data: HESA's test data files are a useful starting point for creating your own test files.
  • Anonymised data.

We have uploaded a data file to the HESA Data Platform

  • Complete file.
  • Subsection of students and engagements. 
  • Variety of Provision types.
  • Test data: HESA's test data files are a useful starting point for creating your own test files.
  • Anonymised data. 
  • We have engaged with the quality assurance processes.
  • Viewed issues within the rules report.
  • Viewed issues within credibility reports. 
  • Raised an issue for a tolerance override for a quality rule failure.
  • Raised and issue for a tolerance override for a credibility report failure. 
  • Had a tolerance override approved.

HESA systems online learning

All e-learning releases are announced to our operational contacts in the HESA weekly update: if you are a non-operational contact, you can also subscribe to receive the latest news. 

Our e-learning platform is hosted by Easygenerator and you will need to subscribe to access the content. We will only use this information to administer and monitor use of the system.

Data Futures e-learning