Student Record Officers Conference

1. Student Record Officers Conference Leicester 2010

2. Objectives • Review the 2008/09 Student Record • Identify areas for improvement for 2009/10 • Highlight future changes

3. Student Record 2008/09

4. Profile of 2008/09

5. Review of 2008/09 • Impact of other activities at institutions on meeting deadlines… • …impact of audits and other external data demands • Late amendments to data (including qualifications, on entry and student data) • Policy change impacting on live and fixed database submissions

6. Issues identified in 2008/09 • EntryProfile.NEWENT • HIN reports • FTE reporting for non-standard years • Postcode information (both term-time and on entry) • Performance Indicators

7. Student Record 2009/10 and beyond…

8. DLHE coverage • Course.COURSEAIM codes M41, H41 and H42 will be added to the DLHE target population for 2009/10, as will new codes D01, M02 and M26 • This is partly in response to HEI requests

9. Instance.OWNINST • Records the institution's own internal identifier for the instance… • …introduced in response to HEI requests… • …and subsequently extended from 20 characters in length to 30 following a further request

10. Student.DISABLE • A number of institutions had asked that all of the coding frames for disability be aligned and this is now being put into practice • New coding frame to be included in the UCAS systems for year of entry 2010 and hence the 2010/11 HESA Student Record • ‘Information refused’ option now included • HESA will continue to accept old style codes for continuing students (where COMDATE<20100801), so there will be no requirement for institutions to resurvey or recode

11. EntryProfile.QUALENT3 • Introduction of a revised coding frame to be named QUALENT3 for 2010/11 to facilitate better coding of information • The revised coding frame is based on the structure already implemented for the Course.COURSEAIM field but accounts for the newer 16-19 qualifications and some of the detail needed at the HE level to support the ELQ policy • Some label definitions of QUALENT3 have been revised to ensure better understanding of the coding frame by students, and this work will continue

12. LOCSDY ‘S’ and Aggregate Offshore • S - Studying abroad and included in the Student record as student has spent or will spend more than 8 weeks in the UK • ‘S’ instances are out of populations

13. Implications of using code ‘S’ • Students returned with a LOCSDY of S will need to be done so on a full record… • …the full record requirement will dictate the inclusion of entry profile information, modules, and outcomes • Instance.DESTOCM is a field that will be validated to ensure it is completed to provide information on the country where the study is taking place

14. System changes

15. Validation kit • ‘Roll-on’ version of validation kit released in February 2010… • …planned release for December 2010 for 2010/11 Student Record • Full validation kit to be released in April containing all 2009/10 validation rules

16. Downloadable COMMIT errors • System previously only displayed 100 COMMIT errors… • …responding to feedback from post-collection workshops… • …Aardvark will now provide all COMMIT errors back to HEIs using a downloadable fixed length file • File will also allow better manipulation and reporting of errors internally at an institution

17. Data supply • What is it? • Why does it exist? • What can it be used for? • When do I get it? • 2009/10 Data Supply will include COURSEID, MODID, and OWNINST in the structure of the files

18. HESES reconciliation • For HEIs in England (and Wales from 2010/11) Aardvark will automatically send a file to HEFCE’s HESES reconciliation system after every successful COMMIT… • …the file will then be processed by HEFCE with the results of the reconciliation being displayed through the Aardvark system • Delays to HEFCE’s system will not impact upon the processing of your submission with HESA or the data quality assurance process

19. Data Query Repository • Data Query Repository (DQR) is the system used by HESA to raise and store queries against institutional submissions… • …out of this system HESA produce query documents for HEIs to respond to • The system is being redesigned and will have a customer facing aspect

20. Check documentation…

21. Changes to check documentation 1 • Item 2 ‘Student instance apportionment’ – improved highlighting of year-on-year changes • Item 3 ‘Fundability analysis’ – item to move to the Institutional Information sheet • Item 4 ‘New entrant analysis’ – static data to be added for comparison • Item 5 ‘UCAS first year undergraduate entrants’ – to be removed • Item 6 ‘UCAS Outgoing ERASMUS/SOCRATES student numbers’ – will move to an exception rule • Item 7 ‘Course length profile’ – will be made into a table that will be more useful for the use of NSS e.g. use NSS/1st degree population and flag item as a priority • Item 8 ‘Student cohort analysis’ – will move to an exception rule

22. Changes to check documentation 2 • Item 10 ‘Highest qualification on entry for continuing students’ – to be removed • Item 13 ‘Unknown values’ – populations and sector averages to be reviewed • Item 14b ‘Average credit points per instance’ – to be removed • Item 17/18 ‘Student Ethnicity/Disability by Mode and Level’ – to be moved to Institutional information sheet with foundation added • Franchise sheet – year-on-year comparison to be added • ITT sheet – item 1a/b to be restricted to final year students • Cost centre – breakdown by level and FUNDCODE as a separate table • RAE – to be removed from check documentation

23. Changes to check documentation 3 • All items: - list actual fields/derived fields used - group items by importance • Breakdown OUG • new document of how figures calculated

24. Changes to Performance Indicators Table B

25. Here comes the fun…

26. Do you ever use the early system? B. Most of the time A. Always D. Never C. Occasionally

27. Do you use the XML validation kit? B. Most of the time A. Always D. Never C. Occasionally

28. When do you normally first submit your HESA return? B. 15 September A. August D. December C. 22 September

29. Do you routinely use check documentation to check your data? B. Most of the time A. Always D. Never C. Occasionally

30. Do you respond to every query HESA raise and do so promptly? B. Most of the time A. Always D. December C. 22 September

31. Do you use the Data Supply facility on Aardvark? B. Occasionally A. Always D. What is it? C. Never

32. Do you use HESA data within your HEI for planning & monitoring? B. A fair amount A. Extensively D. Never C. Occasionally

33. Do you respond giving feedback to record consultations? B. Sometimes A. Always D. Never C. Occasionally

34. Do you subscribe to and use heidi at your HEI? B. A fair amount A. Extensively D. Never/NA C. Occasionally

35. Do you consider yourself to be up to date with current initiatives in the sector? B. Partially A. Fully D. Not at all C. Not really

36. Well done gang! Tally up your scores and see how you did! 50-100: HESA training required 100-150: HESA Star 150-200: HESA Mastermind

37. Institutional Liaison helpdesk • Telephone 01242 211144 • Email Liaison@hesa.ac.uk