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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 • Coding MCDATE and MODE • Coding ENDDATE • YEARSTU • TYPEYR • 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. What is MCDATE? • MCDATE records the date on which a postgraduate instance changes from active mode to inactive mode in the reporting period (and vice-versa)

  18. Worked examples

  19. Worked examples continued…

  20. The new rules for C11051 • MCDATE required where an instance is dormant for the entire reporting period (having been active at the end of the previous reporting period) • MCDATE must not be null where MODE 73/74 – the date on which the instance moved to dormant should be recorded • Where returned, MCDATE must be earlier than ENDDATE

  21. The flaw… Scenario 1: Student presumed active whole of 2010/11but did not return 2011/12 Scenario 2: Student left 2010/11 but now needs to be returned from dormant to give award Issue = MCDATE not returned in 2010/11

  22. …continued Field guidance states: Where a student is non-active for an entire reporting period, having been on an active mode of study at the end of the previous reporting period, Instance.MCDATE should be returned as Y1-08-01. But ENDDATE was in previous reporting period (and not always reported…) This led to switches for 21 HEIs to pass business rule validation Instance.MCDATE.9 . Change proposed for 2012/13 to remove the need for MCDATE where MODE =63/64 and ENDDATE is in the previous period.

  23. More worked examples

  24. Suggested rule amendment for C12051… • For PGTs allow ENDDATE and MCDATE to be equal where RSNEND is 01 (successful completion of course) or 98 (Completion of course – result unknown). • Would this help? • Issues when coding MCDATE?

  25. Heads-up: Use of Writing up mode • Writing up modes 43/44 are not being used consistently in the sector and in some institutions no students are being recorded as writing up. • Consider the following: • Exception warning to flag cases where a full-time PGR is active for 4+ years (YEARSTU)? • For institutions in England and NI, Instance.STULOAD should be >10 where MODE=01, Course.COURSEAIM begins with D, E, L or M and Instance.ENDDATE is null

  26. 3. 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.

  27. 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.

  28. 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.

  29. ENDDATE in practice - 3 An MSc in Astronomy commences 5 October 2012, the student withdraws for personal reasons sometime in June 2013, the student does not return to complete their course or hand in their dissertation in autumn 2013.

  30. 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?

  31. 4. 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

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

  33. 5. 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:

  34. TYPEYR continued…

  35. TYPEYR continued… • Coding should be applied consistently • How do you decide when to use codes 1 and 2 or 1, 3, 4 and 5?

  36. 6. Non-standard provision: STULOAD • Apportioning STULOAD for non-standard years still appears to be a problem. • For institutions in England, Wales and Northern Ireland FTE must not be front-loaded but should be apportioned between years based on activity undertaken…

  37. STULOAD continued • The table below shows real STULOAD data for the full-time non-standard instance year students for one institution.

  38. STULOAD continued… • The 2011/12 rules (below) will be moved to exception In the example below would the FTE for HESA year 1 ever be 100?

  39. STULOAD continued… • 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?

  40. 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

  41. Student Record 2012/13

  42. Coverage

  43. 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

  44. 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

  45. Courses

  46. 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)

  47. 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

  48. 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

  49. 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)

  50. 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: