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Student record 2010/11 post-collection seminar

Student record 2010/11 post-collection seminar. London 17 January 2012. Objectives. Review the 2010/11 collection Cover the changes to the Student record for 2011/12… …and the more significant changes for 2012/13 as a result of the record review

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Student record 2010/11 post-collection seminar

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  1. Student record 2010/11 post-collection seminar London 17 January 2012

  2. Objectives • Review the 2010/11 collection • Cover the changes to the Student record for 2011/12… • …and the more significant changes for 2012/13 as a result of the record review • Allow plenty of opportunity for questions, discussion and sharing of ideas and experiences

  3. “When delegates entered the room there was no smile from either HESA representative. One got the impression that neither wished to be there.”

  4. What’s new at HESA? • New-look website launched in Autumn • Student Record review 2012/13 • Information landscape project • Institutional Liaison survey

  5. Institutional Liaison survey 2011 • Survey ran in December 2011 to review customer satisfaction on the services provided by the IL team. • 288 responses received: 36% were Student contacts • Survey questions looked at the email and telephone helpdesk as well as online guidance documentation. • Results will be used to further the customer experience

  6. Institutional Liaison survey 2011

  7. Institutional Liaison survey 2011

  8. Student Record 2010/11

  9. Timescales • 137 institutions out of 164 (84%) completed a successful INSERT on or before the 15-SEP-2011 • 111 institutions out of 164 (68%) completed a successful COMMIT on or before the 22-SEP-2011 • 25 (47%) institutions were not in contact regarding the deadline

  10. Return deadline

  11. Commit deadline

  12. Sign-off Last sign-off received mid-December

  13. Data quality checking

  14. System activity The blue line represents the sector average and the orange represents the ‘ideal’ scenario

  15. Test commits processed

  16. Commits processed

  17. PCVS • For 2010/11 the PCVS (Early) System opened on 6 May – earlier than in previous years • Allows you to expose your data to exception and entry profile validation checks • Currently this is under-used by institutions – 2011/12 could be the final year that it is operated

  18. Aggregate Offshore Collection • Change to timescales for 2010/11 – commit deadline put back by one week • 12% institutions missed the commit deadline • Slight improvement on last year • Of these the majority met the return deadline

  19. Common issues and queries

  20. TYPEYR • TYPEYR is being changed between years – often incorrectly • “TYPEYR must be coded 1 where COMDATE in range 01 Aug - 31 Dec and ENDDATE in range 01 Jan - 31 Jul and RSNEND is coded 01 or 98” • When should it change?

  21. TYPEYR example 1 • Where a postgraduate course changes from an active MODE to a writing-up MODE following the anniversary of the COMDATE in order to complete dissertation work there would be a change from non-standard to standard.

  22. TYPEYR example 2 • Student begins studying on a non-standard course before suspending their studies at the end of year 1. They then recommence their course with a standard cohort in 2011/12

  23. STULOAD exception rules • There were problems with the new rules for FE students, short courses and WFA provision • Validation did not round up 1 day to one week so these records could never pass validation • The rules will need to be revisited for C11051 however they did highlight over-reporting of FTE

  24. Splitting FTE • Where a year spans reporting periods the FTE should be split appropriately between the two For example A one year Masters commencing in 1 October 2010 and completing in October 2011

  25. POSTCODE.Exception.6 • For institutions in England, Scotland and Wales, where exists EntryProfile.POSTCODE should be located in the country of EntryProfile.DOMICILE • 101 HEIs generated this warning in 2010/11 • Borderline cases acceptable • Needs to be reviewed for 2011/12 – can institution’s improve the recording of DOMICILE and POSTCODE • ‘On entry’ fields

  26. Qualifications on Entry • High levels of not known data in check doc item 7 • New rules introduced for institutions in England designed to trap these • More extensive validation likely for 2011/12 and a change in coverage for 2012/13 to explicitly state that this is required for UCAS and NON UCAS entrants

  27. What are the rules? • EntryProfile.QualificationsOnEntry.Exceptions 8-11 • Where the institution is in England there are more than 10/5/2% of instances where Instance.COMDATE > Y1-07-31 and (Student.BIRTHDTE is null or earlier than (Y1-21)-09-01) and Instance.MODE is in (01, 23, 24) and EntryProfile.DOMICILE in (XK, XF, XI, XH, XG) and (EntryProfile.QUALENT3 is coded P50, P62, P63, P64, P65, P68 or P91) with no QualificationsOnEntry entity • QualificationsOnEntry.QUALGRADE.Exceptions 6-9 • Where the institution is in England more than 1% of QualificationsOnEntry records for a tariff bearing qualification with no QualificationsOnEntry.QUALGRADE for instances where (Course.COURSEAIM begins H, I, J or C or is M22 or M26) and Instance.COMDATE > Y1-07-31 and Instance.MODE is in (01, 23, 24) and EntryProfile.DOMICILE in (XK, XF, XI, XH, XG) and (EntryProfile.QUALENT3 begins with P).

  28. QUALENT3 • Schema vs. QUALENT2 • QUALENT3 new for 2010/11 • Confusion over position in schema – use the XSD files to show the structure • When should P80 be used? • Minimal use expected • Generally use P91/92 instead • Changes to UCAS mapping for 2011/12

  29. QUALENT3 and *J • Institutions should cross-check the data coming from UCAS bearing in mind that: • *J contains all of the qualifications in Apply and therefore an ‘expected’ level 4 qual will override an achieved level 3 • This has implications for ELQ • HIQA & HIQE cannot use P91/92 but instead the QUALENT3 coding frame is used as a hierarchy and the qualification closest to the top is taken as ‘highest/best’ • Implications for mixture of qualifications to be missed

  30. HIN • Significant numbers of COURSEID changes • Introduction of KIS requires stability in COURSEID • COURSEID should not increment with the stage of the programme • but changes can be genuine: • Transfers • Wholesale recoding

  31. Closing records • High numbers of records in report C across the sector – sometimes over 1000 records are missing • Partly due to dormant records not being closed • Moving between AOR and Student record • Also transfers…

  32. Transfers • NUMHUS is being changed incorrectly for students who transfer programmes

  33. NSS • For 2010/11 we expanded the Exclusion file to include fields like TOTFTE and YEARADJ to help institutions • Still queries regarding particular fields • YEARADJ • EXPEND • FAQ document available in the support centre

  34. NSS FAQs • Calculating YEARADJ: • Where Instance.YEARPRG = 99 (not applicable) or is null, YEARADJ = 0. • Where a foundation year has not been undertaken YEARADJ = (31 July Y2 - Instance.COMDATE)-Instance.YEARPRG. • Where a foundation year has been undertaken YEARADJ = (31 July Y2 - Instance.COMDATE)-Instance.YEARPRG-1. *Note that there is a process in place (CEIL) which rounds up the difference to the nearest whole number. Therefore 4 months becomes 1 year.

  35. Exception warnings • C10051.Student.TTPCODE.Exception.6 (3056) • Term-time postcode is the same as on entry postcode despite term-time accommodation suggesting it shouldn’t be • C10051.EntryProfile.PREVINST.Exception.5 (2785) • The school code returned for previous institution is not a known value in the PI reference data • C10051.Student.HUSID.Exception.2 (2510) • Suggests multiple records for the same student • C10051.Course.COURSEAIM.Exception.4 (2621) • Multiple courses exist for the same HUSID

  36. Data collection/output issues

  37. Data supply • Module table new for 2010/11 • Issue with STULOAD, MODFTE and PCOLAB being truncated and losing the decimal places • Data supply table reissued in December following resolution – available until 30th January

  38. Maintenance releases • This year we made changes as part of maintenance releases in order to improve management • Implemented one release a month however there were some changes made outside of these • Known issues page • How useful were these for institutions?

  39. TDA • Last year institutions reported issues with the way they were being chased for Student record data • Has this improved?

  40. HEFCE checks • For 2010/11 HESA and HEFCE were both undertaking data quality checking • HEFCE were primarily checking the IRIS report • Process needs to be reviewed for C11051 as it caused confusion

  41. Minerva Responding to queries:  Did the reclassification of responses help?

  42. Minerva continued… • Exception/HIN querying– improvement on 2009/10? • Facility to change password introduced • Managing users • Option to view but not to add • Invite to answer

  43. Queries raised in 2010/11 2608 queries raised!

  44. Target reports • Had first release (item 7, postcodes, quals) • Further release/reminder in Spring • What is a target report? • This highlights areas of the return which need to be addressed for the next collection • These may also include queries raised previously to which a response was not received – over 65 remaining!

  45. HIN/exception/checkdoc compare • New comparison features introduced for 2010/11 to assist in quality assurance • Did institutions find these reports useful?

  46. Check doc item 2 • Addition of QTS awards for 2010/11 but some issues in the data displayed • Currently no tie-up with COURSEAIM • Queries will be revised for 2011/12

  47. C11051 changes

  48. COMDATE • Now compulsory in schema – business rule to be removed • August starters • exception warnings were added for English institutions in 2010/11 • Accurate reporting essential

  49. COMDATE • The completion definition (13 month rule) means COMDATE recording must be accurate • A student’s year of instance starts: • For first years: when the student starts studying towards the qualification • For subsequent years: On or near the anniversary of COMDATE • The start of the year of instance should not be reset where a student changes their pattern of study or transfers programme.

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