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Subscription Agreement information

We have issued our revised Subscription Agreement following consultation with HE providers and engagement with our Statutory Customers.

Due to the different statutory and regulatory environments in each country there are different versions of this agreement for England, Wales, Scotland and Northern Ireland. An example of each agreement can be viewed by following these links:

HESA Subscription Agreement for England (pdf) HESA Subscription Agreement for Wales (pdf) HESA Subscription Agreement for Scotland (pdf) HESA Subscription Agreement for Northern Ireland (pdf)

The deadline for providing a signed Subscription Agreement back to HESA is 31 July 2019. If you have a concern about meeting this deadline, please contact our Liaison team.

Selecting Optional Services as part of your Subscription

The Subscription that has been issued is drafted in such a way that it lasts longer than one year - it will continue to be applicable until further notice, unless a variation request is submitted.

The optional services selected through the subscription agreement are for the collection of data relating to academic year 2019/20.

For the Estates Management record this collection does not happen until January 2021 and so falls out of the initial reporting year.

For the Staff Record (and the optional Staff outside the Coverage of the Staff Record) this collection will happen in September 2020 and also falls outside of the initial reporting year.

This means that if your provider opts-in to EMR or Staff outside the Coverage of the Staff Record at this stage, and then, following the announcement of the price of subscribing to this record, it is possible to submit a ‘variation form’ to withdraw from these services, before any charge will be made.

Variation Form for Optional Services and Categories of Onward Use of Data (pdf)

Reporting Period, Subscription periods And the Transition year

A HESA Reporting period runs from 1 August to 31 July.

HESA Subscription periods are currently 1 February to 31 July and 1 August to 31 January.

Academic year 2019/20 is the first “reporting year” of the new subscription agreement, and is a transition year for the subscription fee model, as is explained on the webpage. This means that the first subscription period (August 2019 – January 2020) covers the reporting requirements charged against the previous statutory environment, and the second subscription period (February 2020 – July 2020) under the new subscription agreement.

For the first subscription period there are no ‘optional services’ and the mandatory invoice covers the period where the following collections will be live:

  • Student Collection 2018/19
  • AP Student Collection 2018/19
  • AOR 2018/19 (where previously submitted)
  • Finances Collection 2018/19
  • HE-BCI 2018/19
  • Estates 2018/19
  • Staff Collection 2018/19
  • Unistats 2019/20
  • ITT 2019/20 (where previously submitted)

No Graduate Outcomes costs are included within this subscription.

New providers will only be required to submit and be invoiced for the 19/20 collections.