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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 invoiced separately.
  • A Heidi Plus fee – this is now invoiced separately and is managed by the Heidi Plus lead contact at your organisation.

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. 

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 ‘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 it 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.

Product/
service

England
Approved (Fee Cap)
England
Approved

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) Optional Subscriber
Collection and assurance
Student Record/Student Alternative Record Statutory Statutory Not required Statutory Statutory Not required Statutory Optional
AOR Statutory Statutory Not required Statutory Statutory Not required Not required Optional
Graduate Outcomes Statutory Statutory Statutory Statutory Statutory Statutory Statutory Optional
ITT If applicable If applicable Not required If applicable Not required Not required Not required Optional
Unistats Statutory Statutory Statutory Statutory Statutory Not required Statutory Optional
Provider Profile Statutory Statutory Not required Statutory Statutory Not required Statutory Optional
Staff (academic and governors) Statutory Not required Not required Statutory Statutory Not required Not required Optional
Staff (non-academic) Optional Optional Not required Optional+ Statutory Not required Not required Optional
HE-BCI Statutory Not required Not required Statutory Statutory Not required Not required Optional
Estates Management record Optional Optional Not required Optional+ Statutory Not required Not required Optional
Finance record No submission required* No submission required* Not required Statutory Statutory Not required Not required Optional
Training
e-learning modules Statutory Statutory Statutory for applicable courses Statutory Statutory Statutory for applicable courses Statutory for applicable courses Optional
Classroom training events Recommended service**
Webinars Recommended service**
Other Services
Heidi Plus Optional Optional Optional Statutory Statutory Optional Optional Optional

For information regarding the requirements those Providers considered ‘Designation for Teach out’ or ‘Limited Designation’ please contact our Liaison team.

+This information is subject to final confirmation, further direct communications will be issued regarding statutory and optional requirements in Northern Ireland.

*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.

On 1 August 2019 HESA became fully effective as the designated data body for England. Most data collections between August 2019 and February 2020 related to the 2018/19 academic year and those between February 2020 and August 2020 to the 2019/20 Academic year.

The Subscription for 2019/20 therefore spans two statutory and regulatory environments and two different subscription models apply in this transition year.

The invoice received in August 2019 covered activities linked to the 2018/19 academic year, additional information regarding this can be found on our HESA Subscription - Transitional fee (1 August 2019 to January 2020) page.

The following pages provide details of the subscription model covering the different items and periods: