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Student Post-collection seminar

Student Post-collection seminar. January 2013. Review of C11051 Student record. The deadlines…Return date 15 September 2012. To put this into context. The deadlines…Commit date 24 September 2012. To put this into context. PCVS usage. PCVS impact. Minerva. Minerva. Responding to queries:

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Student Post-collection seminar

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  1. Student Post-collection seminar January 2013

  2. Review of C11051 Student record

  3. The deadlines…Return date 15 September 2012 To put this into context

  4. The deadlines…Commit date 24 September 2012 To put this into context

  5. PCVS usage

  6. PCVS impact

  7. Minerva

  8. Minerva Responding to queries: For C11051 there were still 5% Minerva queries with no explanation 

  9. Importance of responding to Minerva queries • Information used during collection, but also afterwards by our Information Services unit and by HESA’s Statutory Customers to understand the dataset. • New pace point for C12051 timescales currently under discussion at HESA

  10. Contextual information in Minerva • At the request of the National Planners Group HESA are formulating a ‘public’ version of Minerva • Designed to give users of the data additional context • HESA has published a query to Minerva to which HEIs can add notes about their institution e.g. ‘we recently opened a new department’ • HESA will not interact with what is added • Will remain open throughout the year • HESA will extract and send the information to accompany data requests

  11. HESA Institution Feedback Reports (HIFRs) • We are in the process of finalising the HIFR for your institution • These reports are intended to be used to inform local planning of the data collection process. • A copy of all the reports for the 2011/12 collection year will be sent to your HEI’s Senior Liaison contact in early Summer. • We would welcome your comments on these reports…

  12. HIFR reports Contextual Minerva

  13. Pre-collection information • Email sent out to all record contacts in July 2012 to ask if there was anything we should be aware of that could impact your submission progress • Responses received from 15 HEIs – issues included staff changes, software issues, mergers, the Olympics and re-evaluation of coding • Information found to be useful to IL to target services • Plan to continue this approach for 2012/13

  14. C11051 – common issues

  15. Discussion sessions • Local management of the data collection • Postgraduate ENDDATE • YEARSTU/YEARPRG • FTE Method • STULOAD

  16. 1. Managing the data collection locally • Suggested discussion topics; • Pre-collection preparation • Analysing the commit reports • Reviewing and responding to Minerva queries • Use of Data Supply • Use of IRIS

  17. 2. Postgraduate ENDDATE Guidance for ENDDATE differs for PGT and PGR PGT = For the purpose of HESA returns, completing an instance is defined as being the point at which the taught or structured part of the instance, including any formal writing-up period, is completed, i.e. once the student is no longer actively following the course. PGR = The award should be recorded when the institution's Senate, or other body or person empowered, formally approves the award. For such students this field should be completed with the same date.

  18. ENDDATE in practice • MA in Classics commences 23 September 2012, students must hand in their masters dissertation by 10 October 2013. The dissertations are then marked by tutors with results confirmed by 5 December 2013.

  19. ENDDATE in practice - 2 An Arabic studies PhD student commences their course on 2 May 2008, they complete and hand in their thesis on 28 November 2012, the thesis then passes the viva and the award is conferred by the institution on 9 May 2013.

  20. Validation change for C12051 It is planned to add in a new exception rule where QualificationAwarded.QUAL has been returned as H00, H11, H16, H22, H23, H50, M00, M01, M10, M11, M16, M22, M50, M71, M86, E00 or D00 This should prevent ended instances from being inadvertently missed out of the DLHE population where ENDDATE has not been completed. Do you envisage any issues with this new rule?

  21. 3. YEARSTU & YEARPRG • Analysis of the raw data suggests that within HEIs there are some unusual approaches to coding these fields such as: YEARSTU=1, YEARPRG=10 This particular scenario seems unlikely, but there are potential explanations for a discord between the two fields • Part-time students are often coded incorrectly and it is important to make sure that YEARPRG is amended to reflect that the course is taken over a longer period of time. • YEARPRG is used for the NSS population so it is important to make sure the coding is correct

  22. YEARSTU & YEARPRG continued… • Tables 6a and 6c in the check documentation look at student cohort analysis and the tie-up between YEARSTU and YEARPRG.

  23. 4. FTE method • Institutions in Scotland must choose between 3 approaches when assigning STULOAD: • 50:50 • 100:00 • 0:100 • If the instance is a standard year, the 50:50 method should be used and the STULOAD recorded appropriately whereas for non-standard instances any of the approaches are acceptable

  24. FTEMETHOD continued… • In the extract on the right all instances have been returned as FTEMETHOD =2 (100:0). • Only 14% of these instances are recorded as TYPEYR=2. Does the coding look correct?

  25. FTEMETHOD continued… • It is important to ensure consistency in reporting year-on-year: In this example the load is being over reported – the 100:00 method has been selected so we should not see any load in the second year. What impact would this have?

  26. 5. STULOAD • Consider the following rules which are being considered for 2012/13 for undergraduate students to tackle under reporting: • Instance.STULOAD<100 where Instance.TYPEYR =1, Instance.MODE =01, Instance.COMDATE<=Y1-10-31, Instance.ENDDATE is null and Instance.NOTACT = 0 • Instance.STULOAD<50 where Instance.MODE =01, Instance.COMDATE is between Y1-11-01 and Y2-01-31, Instance.ENDDATE is null and Instance.NOTACT=0 • Would these work for your institution and the way STULOAD is calculated?

  27. Non-standard provision - TYPEYR • TYPEYR can be a tricky concept and we often see TYPEYR being coded/changed incorrectly. • How should TYPEYR be coded in the following cases:

  28. TYPEYR continued…

  29. The HESA website • We are currently reviewing the coding manual and additional support sections of our website • Your views are sought on the usability of these pages • If you have any specific comments you would like to share please email liaison@hesa.ac.uk

  30. Student Record 2012/13

  31. Coverage

  32. Coverage • For 2012/13 institutions are required to return records for UG students who start a course and leave within the first two weeks (without completing) where they have applied for a loan and are present on an SLC attendance confirmation date • Confirmation dates are defined as the first day of each term for the course • Such students must be returned on a new reduced return 08 • Students will not be included in Standard Registration XPSR01 • A count in check documentation will be provided

  33. Instance.REDUCEDI • Type 08 can only be used for UG students • Credibility check in place to identify where reduced return used but time elapsed is greater than 2 weeks • REDUCEDI=08 will be vital in removing students from unrelated validation • Return zero STULOAD and no modules… however where STULOAD is returned usual validation will then apply • No qualification can be awarded • Type 09 (Unistats only) cannot be used

  34. Courses

  35. Course.COURSEAIM • Two new valid entries for 2012/13: • M44 ‘Certificate at level M’ • H62 ‘Pre-regisation graduate diploma leading towards elibility to register’ • Students on H62 will have a FUNDLEV of 20 or 21 (i.e. PGT)

  36. Course.AWARDBOD • Collects the qualification awarding body - a UKPRN or generic code e.g. Edexcel, SQA, Pearson etc and can be returned up to 8 times • Sits on course entity, therefore if Poppleton University offer the course (awarded by themselves) but there are also students taking it awarded by a different body, then two courses will be required • Required for all UK institutions where Course.COURSEAIM begins D, E, L, M, H, I, J or C and Course.COURSEAIM does not end with ‘99’ and Course.REDUCEDC = 00, 01, 03 or 04 • In the majority of cases currently we would expect this value to be the same UKPRN as the reporting institution (min occurrences=1) • This field is not intended to record a body that accredits a course awarded by the institution e.g. ITT courses that lead to QTS awarded by the Teaching Agency or engineering courses that lead to Chartered Engineer status

  37. Course.AWARDBOD validation • Error: If Course.AWARDBOD = 1 (Edexcel) or 2 (SQA) and COURSEAIM not J30 (HND) or C30 (HNC) • Exception Error: Where more than 20% of HE instances do not have at least one occurrence of Course.AWARDBOD equal to the institution’s UKPRN (except HEIs without degree awarding power). Institutions in Wales are also expected to return the University of Wales (10008574) as an awarding body and this will need to be treated in the same way as the institution’s own UKPRN • Exception Error: Where Course.AWARDBOD contains a UKPRN, it must be for an institution with degree awarding powers

  38. Course.TTCID • Records the type of teacher training for the course • New codes introduced for 2012/13: • G School Direct initiative (mainstream) • H School Direct initiative (flexible) • J School-led HEI provision (mainstream) • K School-led HEI provision (flexible)

  39. JACS version 3 • 284 new JACS codes! • 45 discontinued codes • A review (particularly of discontinued codes) should be undertaken with a view to recoding • A mapping document is available from: http://www.hesa.ac.uk/content/view/1806/281/

  40. EntryProfile.PGCESBJ • Field records the subject of the first degree of PGCE students • New students must have their first degree subject coded using JACS3 • Where Entry Profile for continuing students is not sent in, HESA will map from JACS2 to JACS3 for the purposes of HIN • Where Entry Profile for continuing students is sent in, then JACS3 code must be used. HESA will also flag up warnings where HEI mapping differs to our expectations

  41. New cost centres • Remember that data must be mapped to the new cost centres for 2012/13 • Validation likely for HEIs in England to ensure that cost centres used within the Student record have been identified and mapped to departments within the Institution Profile return

  42. Qualifications on entry

  43. EntryProfile.QUALENT3 • For 2012/13 there are two new codes: • P93 ‘Level 3 qualifications of which all are subject to UCAS Tariff’ • P94 ‘Level 3 qualifications of which some are subject to UCAS Tariff’ • New codes to be used instead of P91 ‘Level 3 qualifications of which some or all are subject to UCAS Tariff’ for 2012/13 entrants • P91 remains a valid entry for continuing students and there is no requirement to recode P91 • New rule ensuring that at least one A-Level exists in QOE where QUALENT3=P50… however…

  44. QUALENT3 guidance • No hierarchy is implied in level 3 qualifications. If a mixture of qualifications are relevant, then use code P92, P93 or P94 rather than any single qualification included, such as A/AS level • Code ‘P92 Level 3 qualifications of which none are subject to UCAS Tariff’ relates to the type of qualification. This code should not be used in cases where the student holds non-tariff bearing grades for a tariff-bearing qualification. In these circumstances the appropriate P code for the level 3 qualification or P93/P94 should be used in EntryProfile.QUALENT3 • Use of P80 ‘Other qualification at level 3’ should be limited (new exception validation for home students likely) as it is preferred that P9* codes are used instead… • …beware that UCAS currently use P80 in *J

  45. QUALENT3 examples

  46. Qualifications on entry • The coverage for 2012/13 makes it compulsory for English HEIs to return details of all level 3 qualifications held by all full-time entrants to undergraduate courses whose highest qualification on entry is below first degree… • …HEFCE is also encouraging the completion of these data for students who entered with HE qualifications below full-degree • Required to support the ABB+ policy within England • This also extends the coverage for UCAS entrants where only results from the two most recent cycles are currently included in UCAS admissions transactions (ABL) • Qualifications for all entrants will require extending the coding frame to qualifications not currently part of the UCAS awarding bodies processing of exam results

  47. ‘Son of *J’ • For 2012/13 HEIs will be supplied by UCAS a text file containing unverified qualifications (not otherwise supplied through ABL) supplied by accepted applicants within UCAS Apply system • Only included in file where a type and grade can be established • Data ready by end of January 2013 • HEI has three options to return the data: • UCAS supplies file directly to HEFCE (no changes possible) • HEI supplies file directly to HEFCE (allowing for changes) • The file is integrated with HESA return (must verify quals with student however as no means of flagging unverified)

  48. The chicken or the egg

  49. The advantage of the chicken • Where the data is provided directly to HEFCE it will be ring-fenced for student number control purposes… • …therefore HEIs should be aware that it will not feature for benchmarking or derived statistics purposes • e.g. University A returns the contents of the file to HESA, their XTARIFF will take the additional qualifications into account. University B returns the data directly to HEFCE and therefore they potentially suffer a lower XTARIFF value • Consider also the relationship between QUALENT3 and incomplete Qualifications on Entry data – particularly in relation to validation i.e. exception rule 9 ‘Where more than 10% of students have a tariffable highest qualification but there are no Qualifications on Entry data • Validation rules such as ensuring A-Level exists in QOE where QUALENT3= P50 is also reliant on data being returned via HESA

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