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Collection specification and technical content

Please consider all elements of the data model, including 22056 coding manual guidance when considering the impact and structure of the data model for your organisation.

Data model diagram

Examples exist where the detail of the guidance impact the way or timeframe in which data should be collected, or where although numerous fields within an entity have not changed, fundamental changes have been made to that entity. For this reason, both the fields and the entities have been coloured according to the following code. We have also included styling on the lines surrounding fields and entities for further accessibility.

  • Red (dotted and dashed line): The field/entity has fundamentally changed.
  • Orange (dashed line): The field/entity still exists, but has changed place in the model.
  • Blue (dotted line): The field/entity is new in Data Futures.
  • White (solid line): The field/entity is the same

Updated 24 August 2022: Data Model diagram

Reduced returns

Following requests from providers, we have annotated PDF versions of the data model to showing the required fields for what were known as 'reduced returns' in the legacy Student collection:

  • Type 03 Incoming visiting and exchange students.
  • Type 04 Dormant students.
  • Type 08 Instances present on the Student Loans Company (SLC) attendance confirmation date who do not progress beyond two weeks of their course.

 We have also created XML files for incoming student and dormant students. 

This supporting content is only available for the first year of Data Futures; for the 2023/24 collection onwards, providers will be directed to field coverage statements.

Type 03 Incoming visiting and exchange students: PDF

Type 03 Incoming visiting and exchange student examples: XML

Type 04 Dormant students: PDF

Type 04 Dormant student examples: XML

Type 08 Instances present on the Student Loans Company (SLC) attendance confirmation date who do not progress beyond two weeks of their course: PDF

If you have further feedback or queries, please email [email protected] as we continually refine the data specification based on your feedback.

Collection specification: activity and information

Description Summary of requirement Status Status updates
Coverage of the INVOICEHESAID field

The StudentCourseSession.INVOICEHESAID field is equivalent to the legacy MSTUFEE fields. We have inadvertently reduced the coverage in Data Futures when it should have remained the same. Coverage will therefore be updated to be:

All StudentCourseSessions except where Engagement.INCOMINGEXCHANGE exists or (SessionStatus.STATUSCHANGEDTO = 02 for the entire reference period) or (Leaver.ENGENDDATE - Engagement.ENGSTARTDATE <= 14 days)

Open 25/08/22: raising for awareness
RIBA course guidance

OfS have requested guidance to be added to specify that the different parts of a Royal Institute of British Architect (RIBA) course need to be returned as separate courses if they attract different levels of funding. 

Still checking with other statutory customers whether this guidance should be applied UK wide.

Resolved

23/06/22: fixed in the 22056 release today

28/03/22: raising for awareness

HUSID / SID guidance

Guidance to be clarified on the situation where a HUSID is allowed to be returned. We gave out guidance at Training events to say: "they should be creating a SID for any students either starting a course / instance / engagement for the first time, or anyone who is starting another one from 22/23 onwards." 

Guidance has now been agreed with statutory customers and will be added in the Student.SID field in the next release to say:

"For continuing students who were submitted in the Student or Student Alternative returns and will continue to be returned by the same provider in Data Futures, the Student.HUSID returned in the Student or Student Alternative return must be submitted as the Student.SID.

When a HUSID has been assigned to a student this should continue to be used whenever that student returns to the same provider, which includes students who previously completed prior to 1 August 2022 and return to complete a second period of study after that date."

Resolved

03/05/22: fixed in the 22056 release today

08/04/22: raising for awareness

QUALTYPEID TN and TM codes

EntryQualificationAward.QUALTYPEID code TL has already been added to account for the new T level qualifications. Two more codes will also need to be added:

  • TM T level Technical Qualification – Core Component
  • TN T level Technical Qualification – Specialism 
Resolved

23/06/22: fixed in the 22056 release today

31/03/22: raising for awareness

ENTRYRTE codes

Due to a late change request from DfE, we will be removing code 01 "Provider-led" and replacing it with two codes:

  • 11 Provider-led undergraduate
  • 12 Provider-led postgraduate

This is to align with the DfE register and to match changes made in the ITT record for 2022/23 (further details on ITT changes here).

Resolved

03/05/22: fixed in the 22056 release today

22/03/22: raising for awareness

YRLLPROV data type

Whilst doing some testing in the Beta system we realised that the data type for the EntryProfile.YRLLPROV does not currently allow the value "9999" to be returned. This same data type also applies to the EntryQualificationAward.QUALYEAR and ReferencePeriodStudentLoad.YEAR fields.

The maximum value will be extended from "2100" to "9999" to allow this and any nuanced restriction with each field handled in validation. 

Resolved

14/03/22: fixed in the 22056 and Beta (21056) releases today

08/03/22: raising for awareness

MOBSCHEME codes

We have accidentally reused codes across the Mobility.MOBSCHEME (Student record) and OffVenueActivity.MOBSCHEME fields (Data Futures). 

Code 05 "Turing Scheme" in the Student record, has been reused to be code 05 "International Learning Exchange programme" in the Data Futures record. To resolve this problem, we will update the label of code 05 in Data Futures (both 22056 and the Beta 21056 coding manuals) to be "Turing scheme" and create a new code 06 for "International Learning Exchange programme". 

Resolved

14/03/22: fixed in the 22056 and Beta (21056) releases today

09/03/22: updated codes in the requirement

25/02/22: reported by a provider

StudentCourseSession guidance on transfers

There has been some confusion about what data items are needed when a student transfers course and we believe outdated guidance has remained in the coding manual by mistake.

Guidance will be updated soon, but to confirm: information is only required for the position at the end of the reference period (i.e. if a transfer takes place within a reference period then this detail is not required). The only time a StudentCourseSession should be closed for a transfer of course, is where a different cadence of SessionYear is required (e.g. due to the change of cohorts) and in these cases the first StudentCourseSession must be closed and a new StudentCourseSession opened associated with the new SessionYear. 

Resolved

03/05/22: fixed in the 22056 release today

23/02/22: reported by a provider

Entry Qualification Subject codes

It has been identified that there are differences between Student record QualificationsOnEntry.QUALSBJ valid entries and Data Futures EntryQualificationSubject.SUBJECTID vali entries. There are 255 values present in the C21051 schema which are missing from 21056 and 22056 schema.

As these are values which have been in the Student record since 2018/19 we propose to include these in the Beta 21056 and 22056 coding manuals as soon as possible, so as to keep any affects on providers to a minimum. 

Resolved

14/03/22: fixed in the 22056 and Beta (21056) releases today

16/02/22: raising for awareness

UCAS *J 2021/22 changes

Any changes being made to *J for 2021/22 will be reflected in the Data Futures specification. HESA should receive this around November and will impact assess the level of changes required at that point. 

HESA have now impact assessed the changes in the *J specification, and we believe in Data Futures this will mean: 

  • 3 new QUALTYPEs
  • 55 new QUALGRADEs
  • 21 new QUALSBJs
Resolved

09/02/22: fixed in the Beta (21056) release today

24/01/22: fixed in the 22056 release today

08/11/21: raising for awareness

Part-time fee waiver

The breakdown of the part-time fee waiver schemes in the StudentFinancialSupport.FINSUPTYPE field, are no longer required. These are codes: 

  • 200 HEFCW part-time fee waiver scheme: Job seeker
  • 201 HEFCW part-time fee waiver scheme: Benefits
  • 202 HEFCW part-time fee waiver scheme: Discretionary

This will be simplified to just one code for all types. This is a new request from HEFCW for a change to the 2022/23 collection. 

Resolved

09/02/22: fixed in the Beta (21056) release today

24/01/22: fixed in the 22056 release today

08/11/21: raising for awareness

National Identity The Student.NationalIdentity entity will be removed, as there is no longer a requirement to collect this data from providers in Wales.  Resolved

09/02/22: fixed in the Beta (21056) release today

24/01/22: fixed in the 22056 release today

08/11/21: raising for awareness

Entry Qual Subjects

The EntryQualificationAward.EntryQualificationSubject entity currently has a maximum occurrence of five - but we aren't aware of any requirements to collect multiple subjects here and believe this should be only one subject (only one comes through on the UCAS *J files)

Note added 18/02/22: 

In 22056 version 1.0.0 (and Beta version 1.2.0) we amended the EntryQualificationSubject entity maximum occurrences from 5 to 1. Unfortunately we made a mistake and have since realised the reason for needing more than one subject here - entry qualifications for students studying for a PGCE qualification who need to return their undergraduate degree (which in the Student record are currently returned in the PGCECLSS and PGCESBJ fields and up to 5 subjects can be returned). We will therefore be amending the 22056 and Beta (21056) specifications shortly to increase the maximum occurrences of the EntryQualificationAward.EntryQualificationSubject entity back up to 5.

Resolved

22/02/22: fixed in the Beta (21056) release today

18/02/22: we have since realised this was a mistake, and will be reverted back to maximum occurrences 5 in the next release. 

09/02/22: fixed in the Beta (21056) release today

24/01/22: fixed in the 22056 release today

04/11/21: raising for awareness

Engineering Conversion Course Pilot scheme

The "Engineering conversion course pilot scheme" code 003 in the CourseInitiative.INITIATIVEID and StudentInitiatives.INITIATIVEID fields will be removed, as this scheme is no longer running. 

Resolved

09/02/22: fixed in the Beta (21056) release today

24/01/22: fixed in the 22056 release today

11/10/21: raising for awareness

Ethnicity and Religion markers Country applicable markers added for Student.ETHNIC and Student.RELIGION Resolved 11/11/21: fixed in the release today
Disability codes

There were a couple of incorrect mappings in the disability codes.

Code 51 "Learning difference such as dyslexia, dyspraxia or AD(H)D" should have been mapped to 02 "The student has cognitive or learning difficulties" in the second grouping; and 

Code 53 "Social/communication conditions such as a speech and language impairment or an autistic spectrum condition" should have been mapped to 01 "The student has a social or communication impairment" in the second grouping. 

Resolved 11/11/21: fixed in the release today
Valid entries "00"

Five instances of valid entires "00" in fields will be remapped to other codes, to be consistent with other coding frames across the model. 

  • Course.BITTM   00 -> 03   "Course does not lead to a formal certificate of bilingual education nor is it designed to enable students to teach bilingually"
  • Course.CLSDCRS   00 -> 02   "Not a closed course"
  • Disability.DISABILITY   00 -> 95   "No known impairment, health condition or learning difference"
  • Student.SERLEAVE   00 -> 02   "Not a service leaver"
  • Course.TTCID   00 -> 07   "Not a teacher training course"
Resolved

11/11/21: fixed in the release today

25/10/21: expected in the next release

2023/24 change: Pregnancy and Maternity leave

OfS and HEFCW would like to explore the options for collecting pregnancy and maternity leave data with providers in more detail, with the intention of finding a different way of obtaining the information using providers’ existing data sources for 2023/24. OfS and HEFCW would encourage providers to send their thoughts on how we could collect data on information that providers already hold in this area to [email protected]

Open 13/10/21: raising for awareness, but will not change until 2023/24. 
2023/24 change: DfE-NI funded taught masters scheme After being added to the Student record in 2021/22, we will need to remove the code in Data Futures 2023/24 as it is only a one year initiative.  Open 13/10/21: raising for awareness, but will not change until 2023/24. 
2023/24 change: SOC2020

This is about implementing the SOC 2020 codes from the 2023/24 collections. UCAS have also confirmed that they will be using SOC2020 from Apply 2022 onwards (which is the 2023/24 equivalent for HESA). 

Additional note: this was added to the *J earlier than expected, so the new field EntryProfile.SOC2020 has been added to the 2022/23 collection. 

Resolved

01/08/22: added to the 22056 release today. 

13/10/21: raising for awareness, but will not change until 2023/24. 

Personal characteristics outcomes The majority of the structural changes from the personal characteristics and equality data consultation are now included in the data futures specification, but we are still working through all the detailed guidance and recommended questions. These will be worked through with statutory customers in the coming months and we expect to release details by the end of the year.  Resolved

03/05/22: fixed in the 22056 release today, including the SEXID schema change. 

30/9/21: raising for awareness

Qualification categories for visiting students New valid entries *91 "Studying at level *, with formal or informal credit" (at each appropriate level) to be added to Qualification.QUALCAT field, to capture visiting student who may not necessarily aim for formal credit or qualifications.  Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

NCM Nursing Associate guidance New valid entry for "Recognised by the Nursing and Midwifery Council (NMC) for the purpose of registration as a qualified nursing associate" to be added into ACCRDITATIONID fields. Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Postgraduate loan eligibility initiative Valid entries 005 "PGR Loan Eligibility" and 027 "Place supported by the SFC's Upskilling Fund" to be added into CourseInitiative.INITIATIVEID field, to be at the correct level that providers need to return this data.  Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Social Work England Valid entry "HCPC: Social workers in England" will be removed from the following fields:
CurriculumAccreditation.ACCREDITATIONID code 06914 
StudentAccreditationAim.ACCREDITATIONID code 06914 
QualificationAwardAccreditation.ACCREDITATIONID code 06914 
New valid entry 06921 for "Social Work England" will be added in its place, to keep in line with changes made in 2020/21 records. 
Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Micro-credential courses New valid entry required in the CourseInitiative.INITIATIVEID field for "Micro-credential course", to keep in line with changes made in 2021/22 records. Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Valid entry in Invoice HESA identifier field New valid entry required in the StudentCourseSession.INVOICEHESAID field for "Provider own funds".  Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Sex identifier field

Implementing the agreed outcomes from the consultation, following discussions about the best implementation for this data.

Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Cost centre data for PGR students Need to clarify with statutory customers the requirements around cost centre data for PGR students - currently none can be returned as PGR students don't return module data. May need new fields adding if this is a requirement.  Open 30/9/21: expected in the next release
Student Initiatives entity name The "s" will be removed from the end of the entity name, to match with the similar CourseInitiative entity name.  Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

FUNDLEVEL field name OfS have asked us to reconsider the name of the Course.FUNDLEVEL field to "Pre-requisite" as this was felt to be more appropriate, as this is more about what a student enters the course with, rather than about level of funding.  Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

Proportion / numeric fields

We will be making update in the schema for fields that collect proportion or numeric data, to amend the field lengths to be more specific. COSTCNPROPORTION, CRPROPORTION  and QUALPROPORTION will be amended to field length 3 (as they are returned as a whole integer). PREDICTEDSTULOAD, RPSTULOAD and STULOAD will be amended to field length 5 (as they are returned as a three digit number, plus a decimal space). 

Resolved

01/08/22: guidance has been added to the 22056 release today. 

30/9/21: expected in the next release

2023/24 change: XSD updates to data types We will potentially be making some updates to the data types in the schema, agmonst other things to include min and max restrictions where this makes sense.  Open

23/06/22: decision made to delay many of these until 2023/24.

30/9/21: expected in the next release

Off Venue Activity HOSTID There is an error in the schema for the OffVenueActivity.HOSTID field. It is currently down as a mandatory field, but it is only required for OffVenueActivity.ACTTYPEID codes 01 and 04. This will be amended in a future release.  Resolved

30/9/21: fixed in the release today

9/6/21: bug reported

PARED - valid entry

The valid entry 7 "No response given" was not copied across from the Student / Student Alternative records, into the EntryProfile.PARED equivalent field in Data Futures. This had been included for applicants who fail to answer the question through the UCAS Apply questionnaire. We are considering whether this code should be included explicitly in Data Futures, or whether it should be mapped to code 99 "Not available". 

Note: this was added as code 03 in the PARED field. 

Resolved

11/11/21: fixed in the release today

30/9/21: expected in the next release

9/6/21: issue identified

QUALYEAR field does exist The EntryQualificationAward.QUALYEAR field has been missed off the physical data model jpg, but does appear on the data dictionary page. This field does exist and the physical data model will be amended to match in a future release.  Resolved

30/9/21: fixed in the release today

4/6/21: bug reported

2020/21 changes not yet reflected 

Some of the coding frames in Data Futures have not been kept up to date with Student / Student Alternative releases - the example here is the EntryQualificationSubject.SUBJECTID field. UCAS have made many amendments to the 2020/21 specification that have not yet been copied across to Data Futures. 

Please be aware that anything relating to changes made in 2020/21 coding manuals will at some point be reflected in the data dictionary in Data Futures, we just haven't done the reconcilliation exercise as yet and we will aim to do this before Beta. 

Resolved

30/9/21: many of these have been fixed in the release today - please let us know if you spot any others. 

28/5/21: raising for awareness, expected to be address by Beta

General typos Minor typos have been found in the XSD and on the webpages. All that have been found will be fixed in the next release.  Resolved

30/9/21: fixed in the release today

28/5/21: raising for awareness

PARED - valid entries

The valid entries in the EntryProfile.PARED field are the wrong way around in the data dictionary - codes 99 and 98 will be swapped over in the next release. 

Resolved

30/9/21: fixed in the release today

28/5/21: raising for awareness

ACCESSPRG - valid entry A mysterious code 03 called "New Label" has crept into the EntryProfile.ACCESSPRG field in the data dictionary. This is a mistake and will be removed in a future release.  Resolved

30/9/21: fixed in the release today

28/5/21: raising for awareness

XSD - composite keys There are areas in the data model where we have used composite keys to enforce uniqueness, but this is not working as expected (when we added in the key restrictions in a recent release, we haven't got the foreign key references working correctly). This is causing "unique contraint" errors to be flagged when submitting files through the system, when they shouldn't be.  Resolved

29/4/21: fixed in the release today

18/2/21: This will be fixed before the start of Alpha

Backward mapping - missing rows There are two missing rows from the backward mapping document: APELCRD and OWNVENUEID (both new fields that haven't been included in the mapping document). This will be added in a future release.  Resolved

3/3/21: fixed in the release today 

9/2/21: will be fixed in the next release

Typo in the data label There is a typo in the label for code 02 in the ModuleDeliveryRole.FRANIND field.  Resolved

3/3/21: fixed in the release today 

28/1/21: minor typo, will be fixed in the next release

XSD doesn't allow UKPRNs There are a few errors in the XSDs being produced since version 1.0.0 on 31 March - any field which allows a UKPRN to be submitted as well as others codes (such as ModuleDeliveryRole.HESAID and OffVenueActivity.HOSTID) do not currently support unions and so the UKPRNs cannot be submitted in the schema. The generic codes can be submitted, but nothing else.  Resolved

3/3/21: fixed in the release today 

21/9/20: XSD generation currently being worked on by the development team. 

XSD has 'action' references There are a few errors in the XSDs being produced since version 1.0.0 on 31 March - the actions contained within this are no longer relevant in a discrete collection. These will be removed in a future release.  Resolved

3/3/21: fixed in the release today 

10/9/20: XSD generation currently being worked on by development team. 

XSD maximum occurences  There is an error in the XSD produced in version 1.4.0 on 26 August - the maximum occurences within many entities is now displaying as unbounded. This should be showing the same values as appeared in the version 1.3.0 release.  Resolved

3/3/21: fixed in the release today 

10/9/20: Awaiting fix to XSD. 

 

We don't have any specification items available for consultation currently. We will announce any forthcoming consultations via the HESA weekly update.

Sign up for the HESA weekly update

ID Description Summary of options Status
None    

 

 

The following items are under consideration for consultation:

ID Description Summary of options Status
N/A Outcomes from the AOR major review There may be changes following the major review of the Aggregate Offshore Record. It is not yet known what these will be.

Awaiting outcomes of the AOR review.

Update 6/5/21: Review paused, so no known impacts to the Data Futures model as yet. 

 

 

ID Description Summary of options Status
74765 Counting populations In the current published data, HESA count instances in the standard registration population. In the Data Futures model, the equivalent of instance is Engagement which can have multiple registrations. An Engagement having more than one Registration has given rise to a number of considerations for the standard populations. This needs to be considered carefully to make sure no student is double counted. Providers have also indicated that this would be very helpful in the context of aiding their understanding and having consistency across the sector. Work has not yet started pending outcome of the Curriculum item.
58409 Do we need a Location of Study code S equivalent?

There is currently no equivalence to the Location of Study code S ‘Studying abroad and included in the Student record as student has spent or will spend more than 8 weeks in the UK’ in the Data Futures model. Do we need this, in particular, for populations where these types of students are excluded?

Work not yet started.

Update 15/01/20: work has started this month on the Location of Study code S. It looks likely that a new flag will be required to identify these students. Following feedback from providers, we are also considering a reverse of code S, i.e. those who are on the AOR and come into the Student record. 

74712 Fee invoice and other fees data Are the coding frames around fees data correct and are they all still needed? E.g. the equivalent to GROSSFEE, NETFEE, SPECFEE and MSTUFEE. Also need to be clear where fees are needed and the definitions for the guidance of each as providers have been asking for more information on these fields.

Work not yet started.

Update 28/8/19: We have established some principles for returning fees data and are now working through what this means for these fields. We may consult with providers on some options to simplify these fields. 

Update 21/10/19: Took the proposals to Provider Forum meeting, and agreed not to consult. Unanimously voted for one of the options we presented, which is easiest and more closely aligned to what happens now. Agreed that a wider consultation was not needed on this one. More information to be available soon.