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HESA Subscription - February 2020 onwards

This page provides an overview of the proposed new subscription model, for the narrative on why this model has been applied see HESA Subscription and HERA

Payment and invoicing timings

The new model moves to a subscription year of 1 February to 31 January, which consists of two subscription periods. This aligns fee charges with cost-generating activity.  All future HESA invoices will be charged over this period.

The annual schedule shows the reasoning for this change. The February to January span is the best fit to incorporate total data collection activity for the year. 

Master data calendar one year

Biannual invoicing

HERA requires fees payable in any twelve-month period to not exceed the costs incurred in the same period. We will therefore need to allow for adjustments to subscriptions. 

Twice yearly invoicing will facilitate this by providing flexibility to recuperate additional costs or discount subscriptions where savings are made.

Individual invoices will be issued for each of the subscription periods, 1 February to 31 July, and 1 August to 31 January. Each invoice will be accompanied by an estimate of the expected amount to be charged for the next period.

Statutory subscription model

The methodology for calculating the post-February 2020 subscription model includes a fixed fee per provider and a per student fee.

Due to varying requirements across the UK, and the need for the subscriptions to be linked to the real costs of delivering activity in each nation separately, the fixed fee per provider will now vary depending on subscriber category (these are detailed within the Subscription Agreement).

The per-student fee will be consistent across all UK providers. 

Subscriber categories:

  • England Approved
  • England Approved (fee cap)
  • England Designated for Teach Out
  • England Limited Designation
  • England FEC
  • Scotland Full Subscriber
  • Wales Full Subscriber
  • Wales FEC
  • Northern Ireland Full Subscriber
  • Northern Ireland FEC

Optional services subscription

Services covered within the Optional Services Subscription relate to the following activities. This list may change over time. Recommended activities, although also optional, are charged outside of a subscription fee and are not included within this subscription.

Most optional activities and services fall within the scope of VAT.

Estates Management Record (EMR) subscription fee

The charge of participating the Estates Management Record is not yet confirmed for 2019/20, but it is proposed to be a fixed cost for all those choosing to take part in it. This aspect of the subscription model is one that we will be seeking feedback on in the Autumn.

Non-academic staff subscription fee

The approach to charging for this is being agreed with Statutory Customers and the proposed approach will be explored in the autumn consultation.

Heidi Plus

As Heidi Plus is not deemed a Statutory requirement by the OFS or SFC it will be subject to a separate subscription fee for providers in England and Scotland. For these nations it will fall within the scope of VAT. 
In Wales and Northern Ireland Heidi Plus will continue to be a Statutory requirement and will therefore be treated as part of the main HESA subscription and will not attract VAT. It will however, be invoiced separately.

Full details can be found on the Heidi Plus Subscription 2019/20 page.

Areas yet to be agreed

No figures have been included in this overview as there are several key areas that are yet to be agreed with funding and regulatory bodies (OfS, HEFCW, SFC & DfENI) and HE providers.

Collection status (England only)

The following data collections are yet to be confirmed as statutory requirements in England:

  • Finance Record

Provider numbers (England only)

OfS Registration of HE providers is a continuous process and the numbers of providers in each registration category is subject to change. Changes in the numbers of registered providers and their status may affect HESA’s costs and subscription fees.

The number of English providers that opt to participate in the Estates Management Record will determine the final subscription fee for this collection.

Data Futures

Funding for the Data Futures programme is currently under review. Decisions made by funding and regulatory bodies will determine whether an additional Data Futures element needs to be added to the subscription fee.

Further consultation

This subscription model will be subject to external review. Following this an opportunity for providers to give feedback on elements of the subscription model will be offered in late 2019.