Updates on Student Record and ITT in-year Collection

Catherine Benfield

Alison Berry

Objectives

• Post-2007/08 review

• Changes for 2008/09

• Future record specification changes

• ITT 2009/10

• JACS

Student Record Post-Collection Workshops

• Invaluable feedback from HEIs on usability of:

– Validation kit– Data collection system– Documentation– Reports issued by HESA

Student Record Post-Implementation Review Group

• Members from Statutory Customers and institutions (including nominated reps from SROC, ARC and UCISA)

• Has met monthly since January taking feedback from HESA, institutions and SCs

Student Record 2007/08 Data Quality

• Instance.EXCHANGE

• Instance.DESTOCM

• Instance.FROUTARR

• Instance.UCASAPPID

• EntryProfile.POSTCODE

• EntryProfile.NEWENT

• Student.GENDER

Changes for 2008/09

Record specification

• Maximum number of modules will be increased to 128

• Coverage of LOADYRA etc. where Institution.INSTAPP=1 will be amended to exclude FE and PGR students

• Fields required for FE students at institutions in Wales have been updated

• Coverage of EntryProfile.PARED extended to include UCAS entrants in Wales and Northern Ireland

• StudentOnModule.MODCOUNT – new field for institutions in Wales

Guidance

• We are developing further guidance on these issues:

– QUALTYPE and QUALGRADE– Modules– Indeterminate gender– Reduced Returns– Reason for Null

Instance.FUNDCOMP guidance

• Completion within Instance.FUNDCOMP should be recorded based on Annex E paragraph 23 bullet point 2 of HEFCE circular 2008/37

• HEFCE has confirmed that if, at the time of the final assessment, a student already knows that they have passed a module, then submission of the final assessment in that specific module is not required to ensure the student is a completion for that module

StudentOnModule.MODOUT guidance

• StudentOnModule.MODOUT should be completed in accordance with HEFCE funding guidance (for English HEIs) on student completion against the rules as laid down in the circular 2008/37 Annex E paragraphs 22-31

Validation

• Postcodes– Format checks will be done as business rules and

not in the schema

• NEWENT– ???

• GENDER– Exception check will flag more than one student

coded as ‘indeterminate’

Validation kits

• Institutions surveyed about performance issues. Guidance on best use will follow

• More work at HESA to improve the performance of the kits

• Hyperlinks to field documentation will be available from the validation kit output

Data collection system

• HESA will set up the system to send an email to the transaction owner when a transaction has completed processing

• HESA will make available the core, FPE/subject and FTE/cost centre analysis tables as downloadable files following a successful COMMIT transaction. (This will include all HESA derived fields – populations, tariff etc.)

• Review/improve code efficiency/performance in the main areas of Aardvark processing

• COMMIT-stage validation errors will be downloadable in CSV

• TEST COMMIT will be open for the majority of the collection

Check Documentation and Data Quality Reports

• Check documentation 2008/09 – some revisions have been made in response to SC requests

• HESA is planning to update the data quality reports that they issue to HEIs during the collection to make them more user friendly

Record Specification for 2009/10

• Majority of changes 2009/10 were published in summer 2008.

• In addition a field will be added to the Instance entity as Instance.OWNINST for institutions to use if they wish as they currently do Student.OWNSTU

• Possibly some other valid entry and coverage changes – still work in progress

• Coding manual to be published in April

Student Record 2009/10

New Reduced Returns

• Student Associate Schemes (SAS):

- Course.REDUCEDC = 06

- Instance.REDUCEDI = 06

• Subject Knowledge Enhancement (SKE):

- Course.REDUCEDC = 07

- Instance.REDUCEDI = 07

New Fields

Course.BURSARY

• This field indicates whether students on the course are eligible for NHS bursaries

• Coverage:All courses at institutions in England

• Valid entries:0 Course not eligible for NHS bursaries1 Entire course eligible for NHS bursaries2 Part of the course eligible for NHS bursaries

Instance.INITIATIVES

• This field identifies students who are part of a specific scheme that is to be monitored independently

• Valid entries will change from year to year to reflect current schemes

• Coverage:Instances at institutions in England that are part of a named scheme

• Valid entries for 2009/10:1 Life-long Learning Networks2 Employer engagement co-funded students

Subject Knowledge Enhancement

• Course.SKEUNITS records the number of Subject Knowledge Enhancement (SKE) units completed during the course

• Course.SKEOS records whether an SKE course includes an overseas placement

• Instance.SKEITT records the institution at which an Subject Knowledge Enhancement (SKE) student will be undertaking their ITT

Student Associate Scheme

• Instance.SASDAYS records the number of Student Associate Scheme (SAS) days completed. 15 days is deemed to be successful completion

• Instance.SASSCHL records the reference number for the school at which the student undertakes their Student Associate Scheme (SAS) placement

Record specification for 2010/11

• Consultation will be issued end April/early May

• Changes will be notified to institutions by end July 2009

JACS development (2012/13)

• Project ongoing between HESA and UCAS reviewing and developing the following subject/JACS areas:– Music– Complimentary Medicine– Nursing– Maths & Computing– Agriculture/Landscape Design– Languages– Sport 

• Project will ensure JACS works for Foundation Degrees and other vocational qualifications

• Consultation due later this year – implementation for 2012/13

ITT Record 2009/10

Coverage

• New entrants on ITT courses– and

• Continuing students on ITT courses

Student.CRMODE (New)

• This field indicates the mode the student was reported on for the TDA census in their first year

• Example - A Student who originally registers as a full-time student, but fails one year of the course and re-takes as a part-time student, would have code 1 Full time returned in CRMODE and code 31 Part time in MODE

• Valid Entries:– 1 Full time – 2 Part time

Improvements to the Data Collection System

• Introduction of TEST COMMIT for the TDA file

• Deletion of individual records

Forthcoming Events:

• Student Intermediate Seminar – 13th May – Leeds

• ITT Seminar – 24th June – Birmingham

• Booking details and programme can be found at www.hesa.ac.uk/seminars