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Data Futures resources

Welcome to the Data Futures resources page, below are toolkits and documentation for each stakeholder group. If you have additional queries please contact us.

Please do join the Data Futures JiscMail group for updates and announcements; we also have a Data Futures AP JiscMail group.

Student record 19/20: support guide

Areas for consideration: Student record 2019/20

The specification for the Student record 2019/20 (Data Futures) has been published to allow providers and other stakeholders to begin working on the transition. Feedback is still being provided on this specification and therefore this is still considered to be open to changes with the intention of a final specification being published in September 2018. In order to assist providers we have put together the below list of areas that are under review and are therefore subject to change. This should not be considered an exhaustive list of potential changes but an indicator of the areas we are currently looking into.

 

Issue Summary Status Date raised Date resolved

Off Venue Activity

Following feedback from providers, we are considering whether the Off Venue Activity would be better placed on the StudentCourseSession entity rather than the ModuleInstance entity. The reason being that not all placement activity is related to a Module. 

Outcome: the Off Venue Activity entity will be moved to the Student course session entity, and a link back to the Module instance entity will be available when this is applicable. The MOBSCHEME field will now move into the Off Venue Activity entity. This has been added to the second consultation round. 

Closed July 2018 October 2018

What data will Alternative Providers need to return?

At the data futures training seminars in June / July Alternative Providers expressed concerns that it was not clear exactly what data items they will be expected to return. HESA and OfS will discuss the requirements and issue some guidance as soon as we are able to.

Open July 2018  

Apprenticeship data

Providers have queried what data they will need to return for Apprenticeship students – this is just the HE element of their Apprenticeship. We are planning to put out some more guidance to help providers understand the requirements.

Open July 2018  

Can some data items be derived?

At the Data Futures training seminars in June / July providers asked whether or not we could consider if some data items could be derived to save them from having to return them. Suggestions were: the ELQ field, FUNDCOMP.

We will discuss this option with the relevant Statutory Customer and consider whether or not this will be possible.

Open July 2018  

Course entity

Following discussions with Statutory Customers about their use of data on Courses and also feedback from providers about how to return this data, we are reconsidering whether or not we will need to keep the Course entity (and surrounding entities) in the data model. Accreditation and Teaching Training Code will need to remain, so may need to move elsewhere in the model.

Outcome: The Course entity will be removed. The BITTM and TTCID fields and the Curriculum accreditation and Course identifier entities will move to sit off the Course delivery entity. The Course role entity will be merged with the Course delivery role entity. Any keys or references that currently hang off the Course entity, will likely change to use the Course Delivery entity instead. These changes will be published in version 1.7.0 of the data model. 

Closed July 2018 August 2018

Qualification entity

Following discussion with Statutory Customers we are considering whether the Qualification entity is sitting in the most appropriate place in the data model. Given the above area for consideration, it may be that this is still the most appropriate place, but we want to be sure.

Outcome: given the Course entity is being removed, the Qualification entity will remain where it is. No change needed.

Closed July 2018 August 2018

 Engagement v Registration

Following discussions with Statutory Customers we are clarifying whether or not we need a distinction between the Engagement and Student registration entity – as they don’t really need a split between the two. However, we believe this reflects how a student starts at a provider and so would make sense to remain in the model. This is under consideration.

Outcome: The Engagement and Student registration entities will remain separate. We realised that the problem was arising due to the statement of the coverage of the record. This is being reviewed and a revised statement will be issued shortly.

Closed July 2018 August 2018

FTE calculation

We have been advised that Statutory Customers would still like to calculate FTE for students. We are considering what the best way to do this would be. Current thoughts are: some calculation or estimation based on current fields (few ideas for this), or providers return an estimation e.g. perhaps returning STULOAD per reference period.

Outcome: It has been agreed that for this to be accurate enough to use for statutory functions, we need providers to return the FTE data, but we didn’t want to force providers to predict this data. Therefore, it will become a new entity sitting off the Student course session, that will need to be returned every reference period for students who are actively studying. This will be added to a third consultation round for feedback from providers. 

Closed July 2018 October 2018

Qualifications coding frame 

Feedback has been received indicating the level of granularity in the current qualifications coding frame is not necessary for the purposes of this collection. This is therefore being reviewed with the intention of publishing a higher level coding frame with fewer valid entries. This affects the following fields: Qualification.LABEL, Engagement.STUDYINTENTION and Engagement.HIGHESTQUALID.

Outcome: we have reviewed all the field and entity names and a number have been amended in version 1.6.0 of the data model. 

Closed May 2018 July 2018

Locations data

There are several places in the data model that collect information regarding the location of delivery. These are being reviewed with statutory customers to ensure they are fit for purpose.

Outcome: We will need to add a POSTCODE field to the existing Venue entity. It is likely that the Session Location field will be split out into separate Placement, Studying abroad and Distance learning fields. This will be added to a third consultation round for feedback from providers. 

Closed May 2018 October 2018

PGR Students

A number of providers have raised queries about how PGR students should be returned in the data model. We are hoping to produce some more scenarios and guidance around this to make it clearer. 

Open May 2018  

HE Provider: supply side

Student 2019/20 (Data Futures) specification consultation

Since the launch of the Data Futures programme there have been numerous policy developments which have an impact on the data needs of our statutory customers.

We ran a record review as an online consultation to enable all stakeholders to provide feedback on the proposed changes. The feedback and outcomes of the consultation are now available:

Student 2019/20 (Data Futures) specification consultation

Frequently asked questions

Frequently asked questions answers common queries that may arise about the Data Futures process and directs you to further resources that support the new Coding manual (Data Futures).

If you have any questions which are not answered by the FAQ please contact Liaison by email: [email protected], or phone: +44 (0)1242 211144.

Frequently asked questions

Data Futures preparation assessment

The Data Futures preparation assessment is intended to help practitioners to:

  • Reflect on, and evaluate preparedness across a range of information management categories
  • Prioritise areas for further action
  • Guide discussions with software providers
  • Communicate levels of comfort and concern to senior managers

Data_Futures_preparation_assessment.xlsx

Data Futures: data scenarios

Data scenarios have been developed as part of the Alpha pilot to assist with creating test files, we hope that they will assist greater understanding of the data model available in the Student (Data Futures) coding manual and demonstrate expectations for submission in particular circumstances.

Please note, these scenarios cannot be processed using the existing data entry tool.

Each scenario is divided between the necessary venue/curriculum data and the student data and goes through each step of creating a file: for example, submitting entry qualifications or assigning a student to a module.

We have created diagrams to accompany each of the data scenarios; these diagrams are also available as PowerPoint slides. 

The data scenarios are largely applicable across England, Northern Ireland, Scotland and Wales whereas the scenario for the Postgraduate certificate in education (PGCE) is split out into the regions due to very different requirements.

If you have any queries relating to the scenarios, please contact [email protected]

Full-time, three-year first degree

Data scenario three-year undergraduate degree diagram

 

 

Data scenario diagram available as a PowerPoint slide

 

PDF of data scenario for three-year full-time undergraduate degree with honours: curriculum

PDF of data scenario for three-year full-time undergraduate degree with honours: student

Full-time one-year taught Masters

PDF of data scenario for one-year masters: curriculum

PDF of data scenario for one-year masters: student

Data scenario one year masters degree diagram

 

 

Full-time one-year taught Masters as a PowerPoint slide

 

Postgraduate certificate in Education (PGCE): England, Northern Ireland, Scotland, Wales

PDF of Data scenario PGCE England: student

PDF of Data scenario PGCE England: curriculum

PDF of Data scenario PGCE Northern Ireland: student

PDF of Data scenario PGCE Northern Ireland: curriculum

PDF of Data scenario PGCE Scotland: student

PDF of Data scenario PGCE Scotland: curriculum

PDF of Data scenario PGCE Wales: student

PDF of Data scenario PGCE Wales:_curriculum

Data scenario one year postgraduate certificate in education diagram

 

Postgraduate certificate in education diagram as a PowerPoint slide

 

Fully flexible undergraduate honours degree

PDF of Data scenario fully flexible undergraduate: student

PDF of Data scenario fully flexible undergraduate: curriculum

Data scenario fully flexible undergraduate honours degree diagram

 

Fully flexible undergraduate degree with honours as a PowerPoint slide

Coding manual (Data Futures)

Version 2.0.0 of the Coding manual (Data Futures) is now available and includes the following outputs:

  • Introduction
  • Data protection guidance
  • Data specification
  • Coverage
  • Data dictionary
  • Physical data model
  • XSD - one XSD replaces previous three

Click through to the Coding manual (Data Futures)

Data Futures webinars

To help introduce and explain the new Data Futures process further, a series of webinars have been arranged to offer you a chance to learn more and ask questions during the live Q&A at the end. Below are the recordings from these webinars:

8th November: Introduction to the key concepts

 

This webinar, led by Dan Cook (Head of Data Policy and Development), introduces the key concepts that are essential to the operation of the Data Futures in-year system.

Find out more about the key concepts


15th November: Introduction to the key concepts (alternative providers)

 

This webinar, led by Ruth Underwood (Data Policy & Governance Analyst), introduces the key concepts and offered alternative providers the opportunity to ask questions specific to their organisations.

Learn more about the key concepts


29 November: Data model overview webinar

 

This webinar, led by Ruth Underwood (Data Policy & Governance Analyst), provides an overview of the Data model.

 

 

 

Key concepts

The following new and important concepts are essential to the operation of the in-year system and are explained in detail in Key concepts:

  • The scope of the Data Futures collection
  • In-year collection
  • Reference periods
  • Sign-off
  • Dissemination point
  • In-scope periods
  • Quality assurance

Click through to learn more about the key concepts

A PowerPoint presentation of this information is also available to use when presenting to internal teams and colleagues; please use the slides as you find useful.

PowerPoint: Data Futures key concepts

If you have any queries or requests for additional content to be considered, please email us.

Approach to identifying students

The identifying students document gives some overall guidance and examples on returning the 'persistent HUSID' (HESA Unique Student Identifier) and the SID (Student Unique Identifier), which will replace the existing HUSID. It explains which identifiers need to be returned for which students.

Identifying students

 

Proposed In-scope dates

We have removed the proposed in-scope document pending an update; we will communicate on JiscMail and other channels when the new document is available.

 

 

 

 

Glossary

A Glossary of key terms has been created to use alongside the Coding manual (Data Futures).

If you have any queries over the terms used or requests for additional words to be considered, please email us.

Click through to the Glossary

Collection design: quality assurance

The approach that will be taken to quality assurance is still being developed. More detail regarding this will be released during the Alpha phase.

Quality assurance: approach has been updated to include FAQ and more information on the vision for QA for future collection systems:

Quality assurance: approach

Page information: updated 30 May 2017

The QA implementation page has not changed from Collection design V3, and can be found by clicking below:

Quality assurance: implementation

Page information: V3 published 9 February 2017

Data Futures videos

As the Data Futures programme develops this section will be populated with videos that communicate key concepts and important Data Futures news. Each will be embedded into a PowerPoint slide, and the HTML and URL code provided. Please use these videos to help explain key processes and concepts to internal teams and colleagues.

Rob Phillpotts (Programme Director (Data Futures)) discusses what the end of Detailed design means for organisations:

PowerPoint Slide - Detailed design video 

Data Customer: demand side

Collection design: quality assurance

The approach that will be taken to quality assurance is still being developed. More detail regarding this will be released during the Alpha phase.

Quality assurance: approach has been updated to include FAQ and more information on the vision for QA for future collection systems:

Quality assurance: approach

Page information: updated 30 May 2017

The QA implementation page has not changed from Collection design V3, and can be found by clicking below:

Quality assurance: implementation

Page information: V3 published 9 February 2017

Data Futures presentation

Data Futures toolkit

We have created a PowerPoint presentation to use when presenting to internal teams and colleagues; please use the slides as you find useful.

If you have any queries or requests for additional content to be considered, please email us.

Version 1.0, published 31 August 2017

Data Futures presentation

Please do join the Data Futures JISCMail group for programme milestones and updates.

Data Futures conference

Data Futures conference

Please find below PDFs of all of the presentations given at the Data Futures conference on 5 July, 2017:

Data in HE: a view from both sides Professor Steve Egan, University of Bath

Data Futures: delivering lasting benefits in the HE landscape Rob Phillpotts, Programme Director (Data Futures) – HESA

The implications of Data Futures and the value of being Data Capable Andy Youell, Director of Data Policy & Governance - HESA

What, when and how: the realities of in-year collection Dan Cook, Head of Data policy & Development – HESA

Data Futures: a Senior Manager perspective Dr John Hogan, Registrar - University of Newcastle

Getting ready Data Futures ready: the alternative provider perspective Shaun Briggs, Data Returns Officer - Kaplan Open Learning and Heidi Wright, Registrar – Nazarene Theological College

Data present and how to get to data future Dave Shepherd, Operations Director – Civica and Steve Longshaw, Programme Manager - Civica