Subscription model information
HESA is funded principally by the subscriptions of the higher education providers from whom we collect data. It is either a statutory or regulatory requirement for higher education providers to subscribe to HESA to enable us collect, assure and disseminate information on your behalf.
The introduction of HERA has meant that, for English providers your HESA subscription is dependent upon your OfS category, with differing requirements depending on your registration or designation category. We refer to these as ‘Subscriber categories’.
What your HESA Subscription includes
HESA subscriptions are now made up of distinct elements:
- A Statutory subscription – these are mandatory activities and are linked to your subscriber category.
- A Graduate Outcomes subscription – this is a statutory activity, and mandatory for most but not all subscriber categories, it is shown separately on the invoice.
- A Heidi Plus fee – where it is mandated, in Scotland, Wales and Northern Ireland, it will be included within your main HESA subscription invoice.
For those in England and Northern Ireland only:
- An Optional Services subscription - these are non-statutory requirements and although they are activities that we recommend, they are not necessary for you to meet your regulatory or statutory requirements.
For providers in England Heidi Plus is an additional service provided by and invoiced by Jisc.
For more detail see HESA Subscription - how we calculate our statutory fee.
In all nations additional fees and charges may apply for additional activities outside of the subscription, such as a recommended training event or UKPRN linking fee. More details can be found on our HESA Subscription - Fixed Database, Data Deletion and Late Submission Fees and Charges page.
In England, providing data to HESA is condition F4 of registration on the OfS register. The requirement to pay the HESA statutory subscription (to fund this activity) is covered under condition G3.
In Scotland, Wales and Northern Ireland providing data to HESA is a mandatory requirement for publicly funded higher education providers.
The following table provides an overview of the services and activities included within the HESA Subscriptions broken down by Provider type and nation or 'Statutory Subscriber Categories'.
The information in this table is subject to change, if statutory or regulatory requirements change we, or your Primary regulator/Funder, will inform you directly.
Approved (Fee Cap)
England Further Education College (FEC)
|Northern Ireland HE provider||Scotland and Wales HE provider||Northern Ireland Further Education College (FEC)||Wales Further Education College (FEC)|
|Collection and assurance|
|Student Record/Student Alternative Record||Statutory||Statutory||Not required||Statutory||Statutory||Not required||Statutory|
|AOR||Statutory||Statutory||Not required||Statutory||Statutory||Not required||Not required|
|ITT||If applicable||If applicable||Not required||If applicable||Not required||Not required||Not required|
|Provider Profile||Statutory||Statutory||Not required||Statutory||Statutory||Not required||Statutory|
|Staff (academic and governors)||Statutory||Not required||Not required||Statutory||Statutory||Not required||Not required|
|Staff (non-academic)||Optional||Optional||Not required||Optional||Statutory||Not required||Not required|
|HE-BCI||Statutory||Not required||Not required||Statutory||Statutory||Not required||Not required|
|Estates Management record||Optional||Optional||Not required||Optional||Statutory||Not required||Not required|
|Finance record||No submission required*||No submission required*||Not required||Statutory||Statutory||Not required||Not required|
|e-learning modules||Statutory||Statutory||Statutory for applicable courses||Statutory||Statutory||Statutory for applicable courses||Statutory for applicable courses|
|Classroom training events||Recommended service**|
For information regarding the requirements those Providers considered ‘Designation for Teach out’ or ‘Limited Designation’ please contact our Liaison team.
*Please see your regulatory notice regarding the submission of finance data to the Office for Students.
**Recommended services are charged for outside of all HESA subscriptions.
All collection and assurance activities, including liaison support, collection guidance, e-learning and quality assurance processes are included within each of the above Records.
The following pages provide details of the subscription model covering the different items and periods: