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Optional services

HESA offers the following optional services: 

  • Non-statutory data submissions.

Providers in England and Northern Ireland can subscribe to non-statutory data submissions. This is classed as an optional services subscription and is additional to the statutory requirements outlined in the HESA subscription agreement.  Providers may want to subscribe to non-statutory data submissions to benchmark their data against other providers’. Additionally, the data submitted can be made available for external publications which may be of interest to providers. 

The optional services subscription includes the following data submissions:  

  • Estates Management record (EMR).
  • Staff outside the Statutory coverage of the Staff record.

Estates Management record

The below banded approach to participating in the EMR has been developed to align with the Association of University Directors of Estates (AUDE) Subscription approach. 

Bands are based on turnover, and the assigned tier to your organisation by AUDE has been used to identify the appropriate Subscription level for your organisation. 

AUDE Subscription tier Cost of participating in EMR (exc. VAT) 
6 (695-100) £1,500
5 (395 - 695) £1,200 
4 (295 - 395) £1,100
3 (195 - 295) £1,000
2 (95 - 195) £950
1 (0 - 95) £900 

Reporting of Staff outside the statutory coverage of the Staff record in England

The cost of participating in this additional element of the Staff collection are charged at a flat fee of £1,100 (exc. VAT).

New providers

Please select optional services at the point of signing the HESA Subscription Agreement.  

Existing providers

Please complete a Variation form for optional services subscription categories and categories of onward use of data to subscribe to optional services. Providers can also use the Variation form to unsubscribe from optional services. Please send the Variation form to [email protected]

Timing

Providers must complete a Variation form for optional services subscription categories and categories of onward use of data within two months of the first collection deadline to be subscribed or unsubscribed from that given collection.  

For example, to subscribe to the C21025 Staff collection, the Variation form for optional services subscription categories and categories of onward use of data must be sent to HESA Liaison by 30 July which is two months before the first deadline.  

Please contact [email protected] for any requests that fall within two months of a collection deadline. 

Optional services fees

We invoice optional services in the Subscription billing period one which is invoiced in January; payment is due with 30 days of receipt of the invoice. 

How we calculate your subscription fee

Unsubscribing from optional services

If you decide to unsubscribe from optional services within 30 days of receipt of the invoice, you are eligible for a refund.  

If you unsubscribe more than 30 days after receipt of the invoice you can opt out of supplying data to the collection, but you will still be charged. 

Please use the Variation form to unsubscribe from optional services. Please send the Variation form for optional services subscription categories and categories of onward use of data to [email protected]

Responsibilities for providers subscribed to optional services

The below requirements are set out in accordance with Clause 2.8, Schedule 1 and Schedule 7 in the HESA Subscription Agreement. To support providers in the submission of this data, we have a number of resources available, including the collection coding manual, e-learning courses and the Liaison team. Please get in touch with the Liaison team with any concerns or questions you may have about the submission of data.  

Where providers are deemed to not be making sufficient progress in the submission of data, HESA Liaison will be in touch. Failure to meet the above requirements may result in the collection closure and exclusion of your provider’s EMR and/or Staff outside of coverage data from any outputs in accordance with Clause 12 of the HESA Subscription Agreement. This includes, but is not limited to, the delivery of data to Statutory Customers, Official Statistics outputs, and any onward use of the data by Jisc. 

Estates Management record

As set out in Schedule 10, subscribed providers are required to submit the mandatory data items as listed in the coding manual. Data submitted must meet the quality thresholds, assessed by errors and warnings in the Data Collection System and queries raised in the Issue Management System. Providers must ensure that data is submitted on time, as per the deadlines published in the Data collection schedule for a given collection year.  

Staff outside the Statutory coverage of the Staff record

As set out in Schedule 10, subscribed providers are required to submit all required data as per the Coverage of the record. Data submitted must meet the quality thresholds, assessed by errors and warnings in the Data Collection System and queries raised in the Issue Management System. Providers must ensure that data is submitted on time, as per the deadlines published in the Data collection schedule for a given collection year.  

Further support

If you have any queries related to subscribing or unsubscribing from optional services, please contact Liaison by email [email protected] or call +44 (0) 1242 388 531.