The HEIFES12 process

1. The HEIFES12 process Corinna Chandler Birmingham 5 October 2012

2. The HEIFES12 process • Timetable • Accessing the blank workbook • Validation checks • Credibility checks • Monitoring the 2012-13 student number control • Returning the completed workbook • Data verification period • HEIFES re-creation using ILR data • Further information

3. Timetable for return of HEIFES12 • October 2012 HEIFES12 guidance published • By early HEIFES12 workbook available for November 2012 colleges to download • 1 November 2012 Census date • 14 November 2012 Deadline for survey data to be • (noon) uploaded to HEFCE extranet • 21December 2012 Deadline for return to be signed off • February 2013 Final 2012-13 grant adjustments released • March 2013 Provisional 2013-14 • allocations released

4. Accessing the blank workbook • Release letter sent to HEIFES contact and head of college (by e-mail and post) • Blank workbook available on HEFCE extranet • Instructions for using HEFCE extranet and access key required for blank workbook contained in release letter • Workbook is password protected to preserve formulae, formats and loading information • Data should not be cut/copied and pasted from cell to cell as this disrupts formulae

5. Validation checks • Purpose is to ensure invalid data is not submitted • We will not accept completed workbooks with failed validation checks • Invalid data is highlighted in red in the workbook • All validation checks will be detailed in Appendix 2 of HEIFES12 publication

6. Validation checks - example

7. Validation checks - example

8. Credibility checks • Purpose is to ensure data is credible and that the HEIFES guidance has been followed • Two types (both displayed in workbook): • First stage credibility warnings • Automatic highlighting in comparison tables • Colleges can upload workbooks with failed credibility tests, but we need to know the reason why • All credibility checks will be detailed in Appendix 4 of HEIFES12 publication

9. First stage credibility warnings - example

10. First stage credibility warnings - example

11. Automatic highlighting in comparison tables - example

12. Monitoring the 2012-13 student number control • Student number control (SNC) limit for 2012-13 given in 2012-13 grant table B • This limit will be monitored using Table 6 of HEIFES12 • A worksheet in the HEIFES12 workbook (HBK) will show a provisional 2012-13 grant adjustment relating to students in excess of the 2012-13 SNC • Final 2012-13 SNC grant adjustment released February 2013

13. Returning the completed workbook • Ensure an audit trail is kept, particularly for forecasted figures • Refer to the checklist of questions provided in the workbook release letter • Completed workbook to be uploaded to the extranet (by noon on 14November 2012) • When processed a message is displayed explaining whether or not the upload was successful

14. Data verification period • Once completed workbook is uploaded, HEFCE staff will review the data and query where necessary • Data to be signed off by 21December 2012 • I will explain more….

15. HEIFES re-creation using ILR data • We will use your 2012-13 ILR R13 return to re-create the actual HEIFES12 return • Web facility provided Summer 2013 to assist you in preparation of your 2012-13 ILR R13 return • Funding and monitoring data exercise released Spring 2014 • Grant adjustments may arise if significant differences between original HEIFES12 return and HEIFES12 re-creation

16. Further information • HEIFES12 publication (published): • Introductory section of document • Annex E for guidance on what to do when the tables have been completed • Appendices for details of validation checks, credibility checks and estimated grant adjustments for 2012-13 • Contact: • heifes@hefce.ac.uk • 0117 931 7314