AP Student record 2019/20 (C19054): Supplementary notification of changes
The following information outlines the changes to the AP student record that will be implemented for 2019/20. The full technical specification will be published in September 2019.
Changes to the AP Student record for 2019/20
The coverage statement will be amended to reflect the new categories of providers that will be submitting to the AP Student record.
Change from JACS to HECoS
All subject fields will change to use HECoS codes for 2019/20 onwards having previously used JACS, including course subject (SBJCA). The maximum occurrences of the fields will increase from 3 to 5, to align with the HECoS principles.
New valid entries to INITATIVES
Two new valid entries (applicable to providers in England only) will be added to the INITATIVES field:
• Institute of Technology learner
• Accelerated provision
The maximum occurrences for the field will increase to 3.
New valid entries to COURSEAIM
The COURSEAIM field will have new valid entries :
• Access course or pathway programme at level 4
• Access course or pathway programme at level 5
• Access course or pathway programme at level 6
• Access course or pathway programme at level 7
• Access course or pathway programme at level 8
New field – Awarding body (AWARDBOD)
AWARDBOD will be collected from all registered providers and collects the qualification awarding body of the qualification awarded in QualificationsAwarded.QUAL in the form of a UK Provider Reference Number (UKPRN) from the UK Register of Learning Providers or a generic code. This field will be added to the Course entity.
The generic codes are:
1 – Pearson Edexcel
2 – SQA
3 – Other UK based awarding body
4 – Other non-UK based awarding body
New field – Completion of year of instance (FUNDCOMP)
FUNDCOMP will be collected from all approved (fee-cap) providers and refers to the year of instance being funded. The field records the student's completion status with respect to that year. This field will be added to the Instance entity.
The valid entries will be:
1 - Completed the current year of programme of study
2 - Did not complete the current year of programme of study
3 - Year of programme of study not yet completed, but has not failed to complete
9 - Not in HESES Population
New field – Fundability code (FUNDCODE)
FUNDCODE will be collected from all approved (fee-cap) providers and indicates whether the student is counted as 'fundable', i.e. 'eligible for funding' for the course by the appropriate funding council/body. This field will be added to the Instance entity.
The valid entries will be:
1 - Fundable by funding council/body
2 - Not fundable by funding council/body
5 - Funded by the Department of Health (providers in England only)
7 - Eligible for funding by DfE
New field - Level applicable to funding council HESES (FUNDLEV)
FUNDLEV will be collected from all approved (fee-cap) providers and indicates the level of the instance, expressed in terms of Office for Students HESES definitions. This field will be added to the Instance entity.
10 – Undergraduate
11 – Long undergraduate
20 – Postgraduate taught
21 – Long postgraduate taught
30 – Postgraduate research
31 – Long postgraduate research
99 – Not in HESES population
New field – Campus identifier (CAMPID)
This field will be collected from all registered providers and identifies the campus with which a student instance is associated. These campus identifiers will be submitted to HESA as part of the Provider Profile collection. This new field will be added to the Instance Period entity.
Changes to coverage statements:
GROSSFEE and NETFEE
The coverage will change so that GROSSFEE and NETFEE will be collected for all instances except where an SSN exists and the course is fee capped.
The coverage statement will be confirmed in due course.
The coverage will change for LOCATION so it is only required for Limited Designation and Teach-Out providers.
Coverage: 'Compulsory for all instance periods at providers with Limited Designation and Teach-Out designation. Optional for instance periods at registered providers.'
The coverage will change for SSN so that it is collected for all students.
Coverage: 'Compulsory for all students where the instance is in receipt of SLC funds.'
The coverage will change for PREVINST to take into account the new categories of providers.
Coverage: 'Compulsory for all entry profiles for students at registered providers and those on designated courses at providers with teach out or limited designation where EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, IM and Course.COURSEAIM = M22, M26, M28, H00, H11, H16, H18, H22, H23, I00, I11, I16, J10, J16, J20, J26, J30, C20, C30. Not required for students on non-designated courses at providers with teach out or limited designation.'
The coverage statements on fields regarding a student’s personal characteristics have been updated, as OfS now require this information for all students to meet their public sector equality duties, to as follows:
DISALL: 'Compulsory for all instances and StudentEquality.DISABLE is between 08 and 96 inclusive.'
DISABLE: 'Compulsory for all students.'
ETHNIC: 'Compulsory for all students and EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, IM.'
GENDERID: 'Optional for all students.'
NATION: 'Compulsory for all students.'
RELBLF: 'Compulsory for all students.'
SEXID: 'Compulsory for all students.'
SEXORT: 'Optional for all students.'
Removal of HEAPESPOP
HEAPESPOP will be removed from the record as the HEAPES survey is no longer taking place.
Due to changes in the regulatory framework quality rules relating to designation will be removed for providers that are registered with the OfS. The designation status report will also be removed from 'latest reports and downloads'.
Update to the Notification of Changes: December 2019
Update to coverage
The following exclusion criteria in the coverage statement will be removed:
- Non-designated courses that are not open to any suitably qualified candidate and will typically be courses offered only to employees of particular organisations (closed courses).
- Students on non-designated courses that are run in the UK but only for international and/or EU students.
Therefore, students on these courses will need to be returned in the record.
The following statement will be added to the coverage statement:
All students who are included on the HESES return to Office for Students, whether fundable or not, should be returned to HESA, even if this is not normally compulsory under the coverage of the record. The HESES and HESA returns should therefore be consistent.
The reason for this change is to bring the coverage in-line with the Student record.
Update to the Notification of Changes: January 2020
Update to the coverage of CLASS
The coverage of Classification (CLASS) will be updated to include qualification codes H12 and I12, to bring the coverage in line with the valid entries in the Qualifications Awarded (QUAL) field.
Coverage: 'All qualification awarded recorded where QualificationsAwarded.QUAL = M22, M26, M28, H00, H11, H12, H16, H18, H22, H23, H24, H50, I00, I11, I12, I16.'