Appendix: (GBR) HESA Field Derivation

This chapter provides an overview of the Higher Education Statistics Agency (HESA) derivation steps and describes how Campus Solutions derives the field values for the HESA Student, ITT, DLHE, and Aggregate Offshore returns.

Understanding HESA Derivation Steps

Academic institutions submit the student-based statistical returns to HESA as an XML file. The XML file is composed of entities. Each entity, in turn, is composed of data fields. For example, the Institution entity in the student return 2009/10 has three data fields: INSTAPP, RECID, and UKPRN. The specifications for HESA returns are available from the HESA website. The specifications on the HESA website also include field validations and the valid field values for the various returns.

This chapter lists the:

• Campus Solution pages that the system uses to derive each field.

• Steps that the system performs to derive each field.

The chapter does not list the Constant and Default fields on the HESA Fields page that the system uses for derivation. However, it does note the step where the system uses a constant and default value for derivation. For information about the HESA Fields page, refer to the “(GBR) Managing HESA Returns” chapter in this PeopleBook.

The system performs a sequence of steps to derive a field. If the system finds a value in a certain step, it does not perform the next step. For example, the system performs the following steps to derive the Course.BITTM field value:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

If a constant value exists for Course.BITTM, then the system uses the constant value in the return and does not perform Step 2 and the remaining steps. If a constant value does not exist, the system performs the next step in the sequence, which Step 2. If the system is not able to derive the value after performing Steps 1 through 5, it performs the last step and sets the Course.BITTM value to NULL ERROR in the HESA return.

The last derivation step for most fields is to assign the value as NULL ERROR or NULL. If HESA requires a value for a field, the last derivation step is to assign the field a value of NULL ERROR. If HESA does not require a value for a field, the last derivation step is to assign the field a value of NULL. For example, if the system cannot derive a Course.FEQAIMC value, it sets the Course.FEQAIMC value as NULL because HESA does not require a value for Course.FEQAIMC for all Course entities.

We recommend that you use the Extract Data pages to review and correct all the values that are derived as NULL ERROR before submission to HESA. The "(GBR) Managing HESA Returns" chapter discusses the Extract Data pages.

In some cases, before executing the derivation steps, the system checks the Field Derivation Rule to determine whether a value should be derived. If a value is not required, the system sets the field value as NULL. For example, before performing the derivation steps for Course.BITTM, the system first checks whether:

• Country = Wales, Scotland, or Northern Ireland

• Course.REDUCEDC = 00, 01, or 04

• Course.TTCID = 1 or 2

The system starts performing the derivation steps for Course.BITTM only if all three conditions are met. If all three conditions are not met, the system derives the field value as NULL.

Note. To derive a field value, the system uses the most recent effective-dated record that falls on or before the end of the reporting period. Exceptions to this rule are noted in this chapter.

The following table lists the navigation paths for the pages mentioned throughout this chapter:

For information about these pages and how to generate HESA Returns, refer to the chapter "(GBR) Managing HESA Returns."

Note. This chapter describes the delivered functionality for deriving the HESA return fields. You can use the Institution Data Capture page to determine at which level you can enter data for field derivation. Refer to the Setting Up and Entering Data for HESA Reporting section of the "(GBR) Managing HESA Returns" chapter for more information about the Institution Data Capture page.

We recommend that you review the return type specification that is available from the HESA website for field descriptions, validations, and valid field values.

See http://www.hesa.ac.uk.

Student Record Return: Institution Entity

The Create Extract Application Engine (SSR_HE_DATA) process creates a single Institution entity. The Institution entity is composed of three fields.

Indicator for HEFCE Funding Approximations (INSTAPP)

Return: Student Record

Entity: Institution

Page Used:

Field Derivation Rule: If the country is England or Northern Ireland, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Derive from the HESA Returns page.

2. Derive as NULL ERROR.

Record Type Indicator (RECID)

Return: Student Record

Entity: Institution

Pages Used:

Field Derivation Rule: Include for all Institution entities.

Derivation Steps:

1. Derive as YYNNN, where YY is the final two digits of the Record Year (for example, 09 for 2009) and NNN is the 3-digit Record ID for the seeded return.

2. Derive as NULL ERROR.

For Student Return 2009/10, the Record ID must be 051 and the Record Year for the Reporting Period must be 2009. The correct Record ID and Record Year for Student Return 2009/10 are delivered with your system.

UK Provider Reference Number (UKPRN)

Return: Student Record

Entity: Institution

Page Used:

Field Derivation Rule: Include for all Institution entities.

Derivation Steps:

1. Derive from the HESA Returns page.

2. Derive as NULL ERROR.

Student Record Return: Course Entity

If you select the Include Course Entities check box on the Create Extract Data page, the Create Extract process creates Course entities based on the academic plans and academic subplans of the institution that are active and have been set up as eligible for reporting to HESA on the Plan HESA Data or the Sub-Plan HESA page.

If you select the Enable Sub-Plan Reporting check box on the HESA Returns page, the Create Extract process looks at both subplans and plans with the Report to HESA check box selected. If you did not select the Enable Sub-Plan Reporting check box on the HESA Returns page or if no subplan records are marked for reporting to HESA, then the extract process looks at only plan records for deriving the Course fields.

Note. You can specify an academic subplan, academic plan, or both on the Create Extract Data page to test the Create Extract process for a single plan or subplan. The process then uses the specified subplan or plan to create the Course entities. You must select the Enable Sub-Plan Reporting check box on the HESA Returns page if you want to specify a subplan on the Create Extract Data page.

If you have specified an academic career on the Create Extract Data page and no plan, the process includes only those plans that are related to the specified academic career either by looking at the Academic Career field on the Academic Plan Table page or by looking at the parent Academic Program settings (Academic Program field on the Academic Plan Table page and then Academic Career field on the Academic Program Table page).

If you have specified an academic career on the Create Extract Data page and no subplan, the process includes only those subplans whose parent Academic Plan is related to the Academic Career either directly (Academic Career field on the Academic Plan Table page) or by looking at the parent Academic Program settings (Academic Program field on the Academic Plan Table page, and then the Academic Career field on the Academic Program Table page).

If you have specified an academic plan on the Create Extract Data page and no subplan, the process includes only those subplans that are related to the specified plan by looking at the Academic Plan field on the Academic Sub-Plan Table page.

If you have selected the Null Errors Only check box for the Include Course Entities on the Create Extract Data page, the process selects distinct COURSEID values from the existing active Course extract data, where at least one field in the Course or Course Subject extract data has a Derived Value of NULL ERROR. The process then selects Course entity records for these COURSEIDs.

If you have selected the Validation Errors Only check box for the Include Course Entities, the process first deletes any Validation Error staging records where all of the COURSEID, MODID and EMPLID fields are blank. Then, it selects distinct COURSEID values from the Validation Error staging table for rows where COURSEID is not blank and EMPLID is blank. The process selects Course entity records for these COURSEIDs. Finally, it deletes records from the Validation Error staging table where COURSEID is populated and EMPLID is blank.

Bilingual ITT Marker (BITTM)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value only if the following conditions are met:

• Country = Wales, Scotland, or Northern Ireland

• Course.REDUCEDC = 00, 01, or 04

• Course.TTCID = 1 or 2

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Closed Course (CLSDCRS)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value only if the following conditions are met:

• Country = England

• Course.REDUCEDC = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as 0.

Collaborating Organization (COLLORG)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value only if the following conditions are met:

• Country = England

• Course.REDUCEDC = 00

• Course.COURSEAIM does not equal D00, D01, D90, L00, L80, L90, or L91

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

General Qualification Aim of Course (COURSEAIM)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Include for all Course entities.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Course Identifier (COURSEID)

Return: Student Record

Entity: Course

Pages Used: None

Field Derivation Rule: Include for all Course entities.

Derivation Steps:

1. If the Course entity is based on a subplan, derive from the Academic Sub-Plan Table record.

2. Derive from the Academic Plan Table record.

Course Title (CTITLE)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Include for all Course entities.

Derivation Steps:

1. If the Course entity is based on a subplan, derive from the Sub-Plan HESA page.

   If the Course Title field does not have a value, use a combination of the plan and subplan descriptions from the Academic Plan Table and Academic Sub-Plan Table pages.

2. Derive from the Plan HESA Data page.

   If the Course Title field does not have a value, use the plan description from the Academic Plan Table page.

FE General Qualification Aim (FEQAIMC)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Include for all Course entities.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL.

Major Source of Funding (MSFUND)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if Course.REDUCEDC = 00, 01, 02, or 04. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

NHS Bursaries (NHSBURSARY)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if Country = Northern Ireland, England or Wales and REDUCEDC = 00

Derivation Steps:

1. Use Constant.

2. If the Course entity is based on a sub-plan, derive from the Sub-Plan HESA page.

3. Derive from Plan HESA Data.

4. Derive from Program HESA Data

5. Use default.

6. Derive as Null Error.

Reduced Course Return Indicator (REDUCEDC)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Include for all Course entities.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Regulatory Body for Health and Social Care Students (REGBODY)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Course.COURSEAIM = M16, M26, M76, M86, H16, H76, I16, I76, J26, or J76

• Course.REDUCEDC = 00 or 01

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Subject Knowledge Enhancement Units (SKEUNITS)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.REDUCEDC = 07 (SKE) or Course.TTCID = F (SKE)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use Constant.

2. If the Course entity is based on a sub-plan, derive from the Sub-Plan HESA page.

3. Derive from Plan HESA Data.

4. Derive from Program HESA Data

5. Use default.

6. Derive as Null Error.

Subject Knowledge Enhancement Placement (SKEOS)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.REDUCEDC = 07 (SKE) or Course.TTCID = F (SKE)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use Constant.

2. If the Course entity is based on a sub-plan, derive from the Sub-Plan HESA page.

3. Derive from Plan HESA Data.

4. Derive from Program HESA Data

5. Use default.

6. Derive as Null Error.

Teaching Qualification Sought Sector (TQSSEC)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland or Northern Ireland

• Course.REDUCEDC = 00

• Course.TTCID = 1 or 2

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Teaching Qualification Sought Subject (TQSSUB)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• Course.REDUCEDC = 00

• Course.TQSSEC = 2

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant to create a single TQSSUB field.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default to create a single TQSSUB field.

6. Derive a single TQSSUB field as Null Error.

Note. The system can derive up to three values. Each of the values is included as a separate TQSSUB field in the XML file.

Teacher Training Course (TTCID)

Return: Student Record

Entity: Course

Pages Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland or Scotland AND Course.REDUCEDC = 00, 01, 04, 06 or 07

• Country = Wales AND Course.COURSEAIM does not begin with P, Q, R, S or X AND Course.REDUCEDC = 00, 01, 04, 06 or 07

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Student Record Return: Course Subject Entity

If you select the Include Course Entities check box on the Create Extract Data page, the Create Extract process creates Course Subject entity records for each Course entity. The process can create a maximum of three Course Subject entity records for each Course entity.

The derivation of Course Subject fields may vary depending on whether the parent Course entity is based on a subplan or plan record.

Subject of ITT Specialism Indicator (ITTSUBJECT)

Return: Student Record

Entity: Course Subject

Pages Used:

Note. The system identifies a HESA subject as an ITT subject only if the ITT Subject Flag check box is selected for the HESA subject.

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.TTCID = 1 or 8

Derive as NULL if the conditions are not met.

Derivation Steps:

1. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

2. Derive from the Plan HESA Data page.

3. Derive from the Program HESA Data page.

Subject of Course (SBJCA)

Return: Student Record

Entity: Course Subject

Pages Used:

Field Derivation Rule: Include for all Course Subject entities.

Derivation Steps:

1. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

2. Derive from the Plan HESA Data page.

3. Derive from the Program HESA Data page.

Subject Percentage (SBJPCNT)

Return: Student Record

Entity: Course Subject

Pages Used:

Field Derivation Rule: Include for all Course Subject entities.

Derivation Steps:

1. If Course entity is based on a subplan, derive from the Sub-Plan HESA page.

2. Derive from the Plan HESA Data page.

3. Derive from the Program HESA Data page.

Student Record Return: Module Entity

If you select the Include Module Entities check box on the Create Extract Data page, the Create Extract process creates the Module entities. To create Module entities, the process uses the institution's Course Offering records that are active and have been set up as eligible for reporting to HESA. You must select the Report to HESA check box on the HESA Module Data page to make a course offering record eligible for HESA reporting.

If HESA Module Data records do not exist, the process does not include the course offerings in the Module entity. The process includes dummy modules in the module entity.

Note. When you run the Create Extract process, you can choose to enter the course ID or course offering number as a run parameter for testing purposes. The Create Extract process then uses the specified course ID or course offering number to create the Module entities.

If you have selected an academic career and no course offering on the Create Extract Data page, then the process selects only those course offerings that are related to the selected career.

If you have selected the Null Errors Only check box for the Include Module Entities on the Create Extract Data page, the Create Extract process selects distinct MODID values from the existing active Module extract data, where at least one field in the Module or Module Subject extract data has a Derived Value of NULL ERROR. The process then selects Module entity records for these MODIDs.

If you have selected the Validation Errors Only check box for the Include Module Entities, the Create Extract process first deletes any Validation Error staging records where all of the COURSEID, MODID and EMPLID fields are blank. Then, it selects distinct MODID values from the Validation Error staging table for rows where MODID is not blank and EMPLID is blank. The process selects Module entity records for these MODIDs. Note that the File Parser process removes the leading zeroes from MODID, therefore, the comparison of MODID with Course ID and Course Offering Number includes the logic to correctly match the values. The system makes an assumption that the Course Offering Number is a single digit. Finally, the Create Extract process deletes records from the Validation Error staging table where MODID is populated and EMPLID is blank.

Credit Value of Module (CRDTPTS)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Select the Course Catalog record for the Course ID. If the Enrollment Unit Load Calc Type value is Academic Progress Units, derive from the Academic Progress Units value. If the Enrollment Unit Load Calc Type value is any other value, derive from the Maximum Units value. Round off the fractional values to the nearest whole number. This step is not performed for dummy modules.

4. Use default.

5. Derive as NULL ERROR.

Credit Transfer Scheme (CRDTSCM)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Module FTE (FTE)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Level of Credit Points (LEVLPTS)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: If Module.CRDTPTS does not equal 999, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Module Identifier (MODID)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Derive as combination of Course ID plus Course Offering Number (CRSE_ID and CRSE_OFFER_NBR column values from PS_CRSE_OFFER). For example, if Course ID = 001248 and Offering Number = 2, then MODID = 0012482.

Module Taught in a Celtic Language (MODLANG)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: If Country = Northern Ireland, Scotland, or Wales, derive a value. Otherwise, derive as NULL

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Module Title (MTITLE)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page for standard modules. If short description is unavailable on the HESA Module Data page, derive as the description of the parent Course Catalog record.

   For dummy modules, the MTITLE is derived as a combination of the Plan description, the text Year, and the year value of the dummy module record separated by spaces. For example, for Academic Plan = BA ENG with description BA English and Year = 2, MTITLE is derived as BA English Year 2.

3. Use default.

4. Derive as NULL ERROR.

Percentage Not Taught By This Institution (PCOLAB)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: Include for all Module entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Other Institution Providing Teaching (TINST)

Return: Student Record

Entity: Module

Page Used:

Field Derivation Rule: If Module.PCOLAB is greater than zero, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use default.

4. Derive as NULL ERROR.

Student Record Return: Module Subject Entity

If you select the Include Module Entities check box on the Create Extract Data page, the Create Extract process creates a maximum of 16 Module Subject entity records for each Module entity. To create the Module Subject entity records, the process uses the subject records for each Module record. Each module subject is a combination of Cost Center and Subject. The Module HESA Data page ensures that each combination of Cost Center and Subject is unique and the total percentage equals 100.

If you have not defined subjects on the Module Subjects region of the HESA Module Data page, then the process creates a single Module Subject entity record. The process derives the values for each field within the entity using the constant or default value defined on the HESA Fields page (Records and Enrollment, HESA Reporting, HESA Returns Setup, Returns Setup, HESA Fields). If a constant or default is not available, the process derives the value as NULL ERROR. Note that if you have defined a constant, the process does not examine any subjects defined on the HESA Module Data page (that is, the process does not execute derivation step 2 for the Module Subject fields).

Cost Centre (COSTCN)

Return: Student Record

Entity: Module Subject

Page Used:

Field Derivation Rule: Include for all Module Subject entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use Default.

4. Derive as NULL ERROR.

Subject of Module (MODSBJ)

Return: Student Record

Entity: Module Subject

Page Used:

Field Derivation Rule: Include for all Module Subject entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use Default.

4. Derive as NULL ERROR.

Subject/Cost Centre Percentage (MODSBJP)

Return: Student Record

Entity: Module Subject

Page Used:

Field Derivation Rule: Include for all Module Subject entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Module Data page.

3. Use Default.

4. Derive as NULL ERROR.

Student Record Return: Student Entity

The Create Extract process creates a single Student entity for each student included in the Instance entity. However, it is possible for a student to have multiple distinct Instances for a particular return. In this case, only one Student entity will be created.

The process creates the Student entities only if the Include Student Entities check box is selected on the Create Extract Data page.

The process uses each distinct HESA unique student identifier (HUSID) to create a Student entity. The process also uses the student's EMPLID to link the HUSID with the person data to derive fields within the Student entity. The process creates the Student entity after creating all the other entities because of the dependency on values derived for the Course, Instance, and Entry Profile fields.

Date of Birth (BIRTHDTE)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Include for all Student entities.

Derivation Steps:

1. Derive from the Biographical Details page in the format YYYY-DD-MM.

2. Derive as NULL with ReasonForNull = 1.

Disability (DISABLE)

Return: Student Record

Entity: Student

Pages Used:

Field Derivation Rule: If the student has at least one Instance with REDUCEDI = 00, 01, 06 or 07, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. If the student has multiple impairment records in the Impairment AUS page, derive as 08 (multiple disabilities). If the student has a single impairment record, use the HESA Disability code from the mapping between the impairment type and the HESA disability code.

3. Use default.

4. Derive as NULL ERROR.

You can define a default as either 00 (no known disability) or 99 (not known).

Ethnicity (ETHNIC)

Return: Student Record

Entity: Student

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Student has at least one Instance with REDUCED = 00, 01, 06 or 07.

• One of the following is true (a, b, or c):

  1. Student has a related Entry Profile in the extract with DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM.

  2. Student has a HESA Entry Profile record with DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM. All student records are considered, based on EMPLID, irrespective of effective date or career/instance.

  3. Student has a Residency Self-Report record where Country = GBR or the mapped 2-character country code is XF, XG, XH, XI, XK, XL, GG, JE, or IM. All student records are considered, based on EMPLID, irrespective of effective date.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Select Person Ethnicity records as follows:

   • If a single record exists, use that record.

   • If multiple records exist and one is marked as Primary on the Campus Community Ethnicity page, use that record.

   • If multiple records exist and none are marked as Primary, select the record with the highest Percentage defined in the Ethnicity Detail page.

   • If multiple records are indistinguishable, select the lowest alphabetic Ethnic Group code.

   • For the selected record, use the HESA Ethnic code from the mapping between the Ethnic Group, Regulatory Region, and the HESA Ethnic code. If no mapping exists, log an error message and skip to next step.

3. Use default.

4. Derive as NULL ERROR.

Forenames (FNAMES)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: If a student has at least one Instance with REDUCED = 00, 01, or 04, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use the First Name and Middle Name values from the Primary Name record.

2. Derive as NULL with ReasonForNull = 9.

Gender (GENDER)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Include for all Student entities.

Derivation Steps:

1. Use the Gender value from the Biographical History record.

   If the gender value is Male, derive as 1.

   If the gender value is Female, derive as 2.

   If the gender value is unknown, derive as 9.

2. Use default.

3. Derive as NULL ERROR.

HESA Unique Student Identifier (HUSID)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Include for all Student entities.

Derivation Step:

1. Select External System ID records for the person with the External ID Type defined for HUSID in the HESA Types page.

Validate that the derived value is in the correct format (refer to the Notes section for HUSID available on the HESA website). If the value is invalid, log an error message.

Nationality (NATION)

Return: Student Record

Entity: Student

Pages Used:

Field Derivation Rule: Derive a value if Country = England, Scotland or Wales. Otherwise, derive as NULL.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Select person citizenship records and retrieve the related two-character code (COUNTRY_2CHAR) from the Country table (PS_COUNTRY_TBL). If a mapping exists in the HESA Nationality Code page for the Campus Solutions Country code, use the mapped HESA value else use the COUNTRY_2CHAR value.

   If a single record exists, derive the Campus Solutions country code or HESA country code.

3. If multiple person citizenship records are found and a record has a value of GB, derive as GB.

4. If multiple records are found, and none have the GB country value but a minimum one record has a country value that is marked as European Union (EU) country then derive the EU country. If there are multiple EU countries report the one with the lowest alphabetic HESA code. Note that the PS_COUNTRY_TBL contains an indicator (EU_MEMBER_STATE) to specify if the country is a member of the EU.

5. If multiple records are found and none have the UK or EU value, select the lowest alphabetic code

6. Use default.

7. If the student has at least one Instance with REDUCEDI = 00 or 03 and COMDATE on or after 2007-08-01, derive as NULL ERROR else derive as NULL.

In most cases, you can use the Campus Solutions two-character country code to report the NATION value. However, some Campus Solutions country codes are not valid for HESA reporting. For example, the Campus Solutions Cyprus code (CY) cannot be reported. Cyprus has to be reported as XA, XB, or XC. In these cases, you must use the Nationality code mapping page to ensure the correct NATION values are reported to HESA.

National Identity (NATIOND)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Wales

• Student has at least one Instance with REDUCEDI = 00 or 02

• One of the following is true (a, b, or c):

  1. Student has a related EntryProfile in the extract with DOMICILE = XI (Wales)

  2. Student has any HESA Entry Profile record with DOMICILE = XI. Consider all records for the student (based on EMPLID), irrespective of effective date or career/instance.

  3. Student has any Residency Self-Report record where country = GBR and the combination of Country and State is mapped to a HESA Country Code = XI in the UCAS Area of Permanent Residence page. Consider all records for the student (based on EMPLID), irrespective of effective date.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Use default

3. Derive as NULL ERROR.

Institution's Own Identifier for Student (OWNSTU)

Return: Student Record

Entity: Student

Pages Used: None

Field Derivation Rule: Include for all Student entities.

Derivation Step:

1. Derive as EMPLID.

Note. Although the OWNSTU field is optional for HESA reporting, the system derives this field value for all students to assist with record identification.

Scottish Candidate Number (SCN)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Student has an Instance related to a Course entity that has Course.COURSEAIM beginning with H, I, J, C, P, Q, R, or S

• Either EntryProfile.UCASAPPID exists or Country = Scotland

  EntryProfile.UCASAPPID exists if one of the following is found:

  • Student has an Entry Profile in the extract with EntryProfile.UCASAPPID not null

  • Student has a HESA Entry Profile record with EntryProfile.UCASAPPID not null

  • A non-null External Application Number exists in the Campus Solutions admission application record and this record is related to the student program record for an Instance being reported for the student.

• One of the following is true (a, b, or c):

  1. Student has a related EntryProfile in the extract with EntryProfile.DOMICILE = XH (Scotland).

  2. Student has any HESA Entry Profile record with EntryProfile.DOMICILE = XH. Consider all records for the student (based on EMPLID) irrespective of effective date or career/instance.

  3. Student has any Residency Self-Report record where the country = XH. Or the student has any Residency Self-Report record where the country = GBR and the combination of Country and State is mapped to a HESA Country Code = XH in the UCAS Area of Permanent Residence page. Consider all records for the student (based on EMPLID) irrespective of effective date.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for SCN in the HESA Types page. Value should not be 999999999.

2. Derive as NULL with ReasonForNull = 1.

Dependants in Reporting Year (SDEPEND)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• Student has at least one Instance with REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Use default.

3. Derive as NULL ERROR.

Family Name on 16th Birthday (SNAME16)

Return: Student Record

Entity: Student

Page Used:

Note. The Last Name page element can accept a maximum of thirty characters.

Field Derivation Rule: Include for all Student entities.

Derivation Steps:

1. Use the Last Name value from the Primary Name record. The last name must have a Type of Name value that corresponds with the Name Type set for SNAME16 in the HESA Types page.

2. Derive as NULL.

Family Name (SURNAME)

Return: Student Record

Entity: Student

Page Used:

Note. The Last Name page element can accept a maximum of thirty characters.

Field Derivation Rule: If the student has at least one Instance with REDUCEDI = 00, 01, or 04 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use the Last Name value from the Primary Name record.

2. Derive as NULL ERROR.

Term-time Accommodation (TTACCOM)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• The student has at least one Instance with REDUCEDI = 00

• LOCSDY does not equal S

• MODE = 01, 02, 23, 24, or 25

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Use default

3. Derive as NULL ERROR.

Term-time Postcode (TTPCODE)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland, the student has at least one Instance with Instance.REDUCEDI = 00, 06 or 07, AND Instance.LOCSDY is null or does not equal 6, 9 D, F or S.

• Country = Wales, the student has at least one Instance with Instance.REDUCEDI = 00, 06 or 07, Instance.LOCSDY does not equal 6, 9, D, F or S, AND Course.COURSEAIM does not begin with P, Q, R, S or X.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Person HESA Data page.

2. Select the most recent address record (exclude records with an effective date greater than the end date of the reporting period) that has a country code of GBR. The record must have an Address Type that corresponds with the Address Type set for TTPCODE in the HESA Types page.

3. Use default.

4. Derive as NULL with ReasonForNull = 1.

For steps 1 and 2, the system validates that the derived post code value is in the correct format (refer to the examples for TTPCODE available on the HESA website).

UCAS Personal Identifier (UCASPERID)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• The student has an Instance with Instance.COMDATE after 2007-07-31 and

• Either EntryProfile.UCASAPPID value exists on the Entry Profile Data page (any effective-dated row) or the External Application Number associated with the Instance begins UC. Use the Student Program record of the instance to find the admission application number (ADM_APPL_NBR). Use this admission application number to find the Admissions Data record (PS_ADM_APPL_DATA). Then, from the Application Data page for this record, find the External Application Number. The External Application Number holds the UCAS Application Code plus Choice Number for a UCAS application.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for UCASPERID in the HESA Types page.

2. Derive as NULL ERROR.

Unique Learner Number (ULN)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Include for all Student entities.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for ULN in the HESA Types page.

   Validate the derived value using the checksum method. For information on the checksum method, refer to the Notes section for the ULN field available on the HESA website.

2. Derive as NULL.

Welsh Speaker Indicator (WELSSP)

Return: Student Record

Entity: Student

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Wales

• The student has an Instance with REDUCEDI = 00 or 02

• One of the following is true (a, b, or c):

• (a) The student has a related EntryProfile in the extract with DOMICILE = XI

• (b) The student has any HESA Entry Profile record with DOMICILE = XI. This includes consideration of all records for the student (based on EMPLID) irrespective of effective date or career/instance.

• (c ) The student has any Residency Self-Report record where the country = GBR and the combination of Country and State is mapped to a HESA Country Code = XI in the UCAS Area of Permanent Residence page. This includes consideration of all records for the student (based on EMPLID) irrespective of effective date.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Person HESA Data page.

3. Use default.

4. Derive as NULL ERROR.

Student Record Return: Instance Entity

If you select the Include Student Entities check box on the Create Extract Data page, the Create Extract process creates Instance entities based on distinct student careers and the related HESA Instance data.

The process includes a student career as an Instance entity if the following three conditions are met:

• The process has included the plan (or the subplan if the subplan rather than the plan is being reported) of the student program record as a Course entity in the extract. Note that if the student has multiple active plans the process considers the plan defined in the HESA Instance record.

• A related HESA Instance Data record exists for the career and academic institution with the Report To HESA check box selected.

• The student must be a continuing student (that is, the derived commencement date is prior to the start of the reporting period) or a new student (that is, the derived commencement date falls on or after the start of the reporting period).

If the student is a continuing student, then one of the following conditions must be satisfied:

• The student is in the HIN Population. That is, a HIN Population Year value exists in the HESA Instance Data record that matches the Reporting Period Year.

• You have not selected the HIN Population Only check box and the student has not left or completed prior to the reporting period. To determine whether the student has not left or completed prior to the reporting period, the process first selects the Student Program record that has an effective date nearest to the Reporting Period Start Date. Then, it checks whether the selected record has a Program Status that matches one of the eligible Program Statuses defined for the return on the HESA Returns page.

  Note. If you have selected the check box, for each student career, the process only evaluates whether the first condition is met (that is, student is in the HIN population) and does not evaluate the second condition (that is, the student has not left or completed prior to the reporting period). In other words, if you select the check box and if the first condition is not met, the student career is not included.

If the student is a new student, then one of the following conditions must be satisfied:

• The student is in the HIN Population.

• The student has been term activated for at least one term that begins within the reporting period and the student has at least one enrolled class related to that term.

• The student has an FTE of greater than zero for the reporting period.

Note. The HIN Population Year value in the HESA Instance Data record may not exist for new students. Therefore, the process does not consider the HIN Population Only check box for selection of new students. It includes a new student based on either the class enrollment condition or the FTE condition, if the student is not in the HIN population.

The Create Extract process uses the following fields set up on the HESA Instance Data page for a student career:

• Academic Plan: Indicates the plan to report if the student has multiple active plans.

• Linked Career and Linked Career Number: Indicates that the student instance is associated with another instance.

• Report To HESA: If the check box is cleared, the process does not include the instance data.

• Start Date of Instance: The system calculates a value but you can use this field to override the calculated value.

• HIN Population Year: Indicates the reporting year for which the system should include the Instance in the return. You must manually enter the HIN Population Year on the HESA Instance Data page or import the values using the Import HIN Target List process.

• Year of Course: Indicates the year of course the student is undertaking for reporting in Instance.YEARPRG. You must update this value for each subsequent reporting period when the student has progressed to the next year of the program.

• Year of Student: Indicates the number of years the student has been undertaking the program for reporting in Instance.YEARSTU. You must update this value for each subsequent reporting period when the student has progressed to the next year of the program.

The system does not automatically calculate the Year of Course and Year of Student values on the HESA Instance Data page. You must use the HESA Instance Data page to manually enter the Year of Course and Year of Student values.

The Create Extract process derives the fields relevant to further education (FE) students only if the Include FE check box is selected on the HESA Returns page. Although you can include or exclude individual FE fields using the derived value for FESTUMK, the Include FE check box enables you to skip derivation of FE fields completely.

While creating Instance entities, the process checks if the student's External System ID records has a HUSID. If no records are found, the process creates a HUSID External System ID for the student with an Effective Date of the reporting period start date.

If you have selected the Null Errors Only check box for the Include Student Entities on the Create Extract Data page, the Create Extract process selects distinct EMPLIDs from the existing active extract data, where at least one field in the Instance, EntryProfile, QualificationsOnEntry, QualificationsAwarded, RAEData, StudentOnModule or Student extract data has a derived value of NULL ERROR. The process then selects all the Instance entity records for these EMPLIDs (if an EMPLID has multiple instances and if at least one instance has a NULL ERROR, then all the instances are selected).

If you have selected the Validation Errors Only check box for the Include Student Entities, the Create Extract process first deletes any Validation Error staging records where all of the COURSEID, MODID and EMPLID fields are blank. Then, it selects distinct EMPLIDs from the Validation Error staging table where the EMPLID is not blank. The process selects Instance entity records for these EMPLIDs. Finally, the process deletes records from the Validation Error staging table where EMPLID is populated.

Additional Support Cost (ADDSUPCT)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Foundation Degree to Degree Bridging Course (BRIDGE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland AND Instance.REDUCEDI = 00.

• Country = Wales, REDUCEDI = 00, AND COURSEAIM does not begin with P, Q, R, S or X.

Derivation Steps:

1. Use constant.

2. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Use default.

6. Derive as NULL ERROR.

Campus Identifier (CAMPID)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Use constant.

2. Use the mapping to derive the HESA Campus code for the Campus value entered in the Student Program page.

3. Use default.

4. Derive as NULL ERROR.

Completion Status (CSTAT)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00, 01, or 02

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Start Date of Instance (COMDATE)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Derive as the Start Date of Instance from the HESA Instance Data page.

2. Use the following process to calculate the earliest class start date for enrolled classes related to the Instance being reported. This selection is similar to that done for StudentOnModule except that it is not restricted to classes overlapping the reporting period and considers enrollments for linked careers.

   1. Select all activated terms for the student career of the Instance.

   2. From each activated term, select classes that satisfy the following conditions:

      – Status = Enrolled

      – Units Taken value is greater than zero.

      – Grading basis value matches one of the values defined in the Grading Basis Inclusion region with the Extract check box selected on the HESA Configuration page.

      – Repeat Code value is null or does not match a value defined in the Repeat Code Exclusion region with the Extract check box selected on the HESA Configuration page.

      – If the student has multiple careers with the same Academic Career value as the career being processed (that is, the same career value with different career numbers), then apply a further filter to the class enrollments. In such a case, select the class only if the program value of the enrollment record is NULL or matches one of the program values in the Student Program records for that career and career number.

   3. If the Instance has been linked to a prior student career using the Linked Career and Linked Career Number fields in the HESA Instance record, then also consider classes for the previous career.

   4. Derive the earliest Class Start Date from all the selected classes as COMDATE.

3. The earliest Effective Date of the HESA Instance Data records.

For steps 2 and 3, the system stores the derived date as the Start Date of Instance value in the HESA Instance record.

Course Identifier (COURSEID)

Return: Student Record

Entity: Instance

Pages Used: None

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. If the student's subplan is reported in the Course extract, derive from the student's subplan.

2. Derive from the student's plan.

Destination (DESTIN)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00, 01, or 02

• Course.COURSEAIM begins with P, Q, R, S or X.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Destination of Outward Credit Mobile Students (DESTOCM)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England, Wales, or Northern Ireland

• Instance.REDUCEDI = 00

• (Instance.EXCHANGE = 7, B, C, D, or E) or (Instance.LOCSDY = F, G or S)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant to create a single DESTOCM field.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. Derive from the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

5. Derive from the Program Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

6. Use default to create a single DESTOCM field.

7. Derive a single DESTOCM field as NULL ERROR.

Note. The system can derive up to three values. Each of the values is included as a separate DESTOCM field in the XML file.

Department of Health Funding Body (DHFUND)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Instance.REDUCEDI = 00 or 01

• Related Course.MSFUND = 31

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Regulatory Body Reference Number (DHREGREF)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00 or 01

• Related Course.REGBODY = 06 or 07

• Related Course.COURSEAIM = M16, M26, M76, M86, H16, H76, I16, I76, J26, or J76

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for DHREGREF in the HESA Types page.

2. Use default.

3. Derive as NULL ERROR.

You can define a default of 99999999 for this field.

Disabled Student Allowance (DISALL)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland, Instance.REDUCEDI = 00 AND Student.DISABLE = 02 to 96 inclusive.

• Country = Wales, Instance.REDUCEDI = 00, Student.DISABLE = 02 to 96 inclusive, AND Course.COURSEAIM does not begin with P, Q, R, S or X.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If the student has a Support Services Request value defined on the Impairment AUS page, use the mapped HESA Disability Allowance code from the Disability page.

4. Use default.

5. Derive as NULL ERROR.

Note. The system derives Student.DISABLE before creating the Student entity in order to derive the Student.DISALL field.

Disadvantage Uplift Factor (DISUPFAC)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Eligibility for Disadvantaged Uplift (ELIDISUP)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Eligibility for Enhanced Funding (ELIGENFD)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Employer Role (EMPROLE)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00 or 02

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

End Date of Instance (ENDDATE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. If the most recent effective dated Student Program record has Program Action/Reason values mapped to a HESA Reason for Ending Instance code on the HESA Action Reasons page, then derive the effective date of the record formatted to YYYY-MM-DD.

2. Derive as NULL with ReasonForNull attribute = 9.

Exchange Programmes (EXCHANGE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland AND Instance.REDUCEDI = 00 or 03.

• Country = Wales, REDUCEDI = 00 or 03 AND Course.COURSEAIM does not begin with P, Q, R, S or X.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Fee Eligibility (FEEELIG)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00 or 01 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Select the residency records for the EMPLID, institution, and academic career combination for the most recent effective term that starts on or before the end of the reporting period. Use the HESA Fee Eligibility code mapped to the selected residency value. If the mapping does not exist, log an error message and skip to the next step.

3. Derive from the HESA Instance Data page.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

5. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

6. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

7. Derive from the Plan HESA Data page.

8. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

9. Derive from the Program HESA Data page.

10. Use default.

11. Derive as NULL ERROR.

FE Student Marker (FESTUMK)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Wales

• REDUCEDI is not 06 or 07

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive as 2 if Include FE check box is not selected on the HESA Returns page.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Franchise Partner (FRANPART)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00 or 02

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Franchised Out Arrangements (FROUTARR)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

FTE Method (FTEMETHOD)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• Instance.REDUCEDI = 00, 01, or 03

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Fundability Code (FUNDCODE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00 or 01, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Completion of Year of Instance (FUNDCOMP)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England, Wales, or Northern Ireland

• Instance.REDUCEDI = 00 or 01

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Level Applicable to Funding Council HESES (FUNDLEV)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Northern Ireland

• Instance.REDUCEDI = 00 or 01

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Guided Learning Hours (GLHRS)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00 or 02

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Government Initiatives (GOVINIT)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Implied Rate of Council Partial Funding (IMPRATE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

• Related Course.MSFUND = 86, 87, 88, AA, AB, AC, or AD

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Institution's Own Campus Identifier (INSTCAMP)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Use constant.

2. Use the mapping to derive the HESA Campus code for the Campus value entered in the Student Program page.

3. Use default.

4. If Country = Wales and Course.COURSEAIM = X41, X42, X43, X44, X45 or X46 then derive as NULL ERROR.

5. Derive as NULL.

Initiatives (INITIATIVES)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if Country = England.

Derive as NULL if the condition is not met.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

3. Derive from the Plan HESA Data page.

4. Derive from the Program HESA Data page.

5. Derive as NULL.

ITT Phase/Scope (ITTPHSC)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Wales

• Related Course.TTCID = 1, 2, 8, E or F

• Related Course.REDUCEDC = 00, 01, or 04, 06 or 07

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

ITT Schemes (ITTSCHMS)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.REDUCEDI = 00, 01, or 04

• Related Course.TTCID = 1 or 2

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Learning Difficulty (LEARNDIF)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

FTE in Year A (LOADYRA)

Return: Student Record

Entity: Instance

Pages Used: None

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Northern Ireland

• Instance.INSTAPP = 1

• Instance.TYPEYR = 2, 3, 4, or 5

• Course.COURSEAIM does not begin D, L, P, Q, R, S or X

Derive as NULL if the conditions are not met.

Derivation Step:

Note. For this release, this field is derived as Null Error .

FTE in Year B (LOADYRB)

Return: Student Record

Entity: Instance

Pages Used: None

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Northern Ireland

• Instance.INSTAPP = 1

• Instance.TYPEYR = 2, 3, 4, or 5

• Course.COURSEAIM does not begin D, L, P, Q, R, S or X

Derive as NULL if the conditions are not met.

Derivation Step:

Note. For this release, this field is derived as Null Error .

Location of Study (LOCSDY)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00 or 01 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

Change of Mode Date (MCDATE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Northern Ireland

• Instance.REDUCEDI = 00

• Related Course.COURSEAIM begins with D, E, L, or M (excluding M22 and M26)

• Instance.MODE is not 63 or 64

Derive as NULL if the conditions are not met.

Derivation Steps:

1. If MODE derivation step = 1 (that is derived from HESA Instance Data page), then derive MCDATE from HESA Instance Data page.

2. If MODE derivation step = 2 and the most recent record was selected to derive MODE, select any other earlier change of mode from the Student Program records where effective end date is within the reporting period.

   For each record, determine from the Mode Direction mapping whether the MODE changed from Active to Inactive or vice versa.

   If any one of the following three conditions is met, derive MCDATE as the effective date of the record that was used to derive MODE, formatted to YYYY-MM-DD:

   • The earliest Mode Direction From = Active and the latest Mode Direction To = Inactive.

   • The earliest Mode Direction From = Inactive and the latest Mode Direction To = Active.

   • The earliest Mode Direction From = Inactive, the latest Mode Direction To = Inactive, and a minimum of one of the selected records for the reporting period has a Mode Direction To = Active (that is, student was active at some point).

3. Derive as NULL with ReasonForNull = 9.

Mode of Study (MODE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Select the Student Program record that has Program Action/Reason values mapped to a HESA Mode in the HESA Action Reasons page. Derive the mapped HESA mode value. If the derived value is 73 or 74 and the effective date of the record is prior to the reporting period start date, convert 73 to 63 and 74 to 64.

3. If Instance.COURSEID is based on a subplan, and the MODE value from the Sub-Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance equals 23, 24, or 25 (sandwich placement year), then derive the Sub-Plan Offering/Year HESA MODE value.

4. If the MODE value from the Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance equals 23, 24, or 25, then derive the Plan Offering/Year HESA MODE value.

5. If the MODE Value from the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance equals 23, 24, or 25, then derive the Program Offering/Year HESA MODE value.

6. Select the most recent activated student term record that overlaps the reporting period. That is, the process selects the record with the latest term begin date from terms where the term begin date or the term end date falls within the reporting period. Select the approved academic load from the most recent term record and use the mapping on the Mode of Study page to retrieve the corresponding HESA mode for the selected academic load.

7. Select the academic load from the Student Program record. Derive the mapped HESA code for the selected academic load from the Mode of Study page.

8. Derive as NULL ERROR.

Major Source of Tuition Fees (MSTUFEE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00, 01, or 02 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR.

NHS Employer (NHSEMP)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Instance.REDUCEDI = 00 or 01

• Related Course.COURSEAIM = M76, H76, I76, or J76

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Reason for Partial and Full Non-payment of Tuition (NONPAY)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

• Course.MSFUND does not equal 91

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Suspension of Active Studies (NOTACT)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.RSNEND and Instance.ENDDATE are NULL derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. If the most recent effective dated Student Program record has Program Action/Reason values mapped to the a HESA Suspension of Studies code on the HESA Action Reasons page, then derive the mapped HESA code value.

3. Derive as NULL.

Note. For correct derivation, ensure that if you have mapped a Program Action/Reason to a MODE of 73 or 74, map the same Program Action/Reason to a NOTACT value of 1 on the HESA Action Reasons page.

Number of Units to Achieve Full Qualification (NOUNTACH)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Student Instance Identifier (NUMHUS)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Derive from HESA Instance Data page as Instance Identifier.

2. Derive from HESA Instance Data page as Linked Career and Linked Career Number.

3. Derive from HESA Instance Data page as Academic Career and Student Career Nbr, for example, UGRD1.

Number of Units Completed (NUMUNITS)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Use default.

3. Derive as NULL ERROR.

Institution's Own Instance Identifier (OWNINST)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Use default.

3. Derive as NULL.

PhD Submission Date (PHDSUB)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM = D00 or D01

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Select the earliest Student Program record (exclude records with an effective date greater than the end date of the reporting period) that has Program Action/Reason values mapped in the Phd Submission Action Reason Mapping group box. Derive as the effective date of the record formatted to YYYY-MM-DD.

3. Derive as NULL with ReasonForNull = 9.

Good Standing Marker (PROGRESS)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England or Wales

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00 or 02

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Qualified Teacher Status (QTS)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Northern Ireland

• Instance.REDUCEDI = 00, 01, or 04

• Related Course.TTCID = 5

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Research Council Student Identifier (RCSTDID)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00 or 04

• Instance. RCSTDNT is not 99

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for RCSTDID in the HESA Types page.

2. Derive as NULL.

Research Council Student (RCSTDNT)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM begins D, E, L, or M (except M22 and M26)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

4. Derive from the Plan HESA Data page.

5. Derive from the Program HESA Data page.

6. Use default.

7. Derive as NULL ERROR.

Amount of Tuition Fees Received/Expected for the Student (RECFEE)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = England

• Instance.FESTUMK = 1, 3, or 4

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Reduced Instance Return Indicator (REDUCEDI)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Include for all Instance entities.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Country = England, Scotland, or Northern Ireland and Instance.STULOAD is 10.0 or less, derive as 01.

4. If Country = England or Wales and Include FE = Y and Instance.FESTUMK = 4, derive as 02 .

5. If Instance.EXCHANGE is 2, 4, 8, 9 or A, derive as 03.

6. If Instance.MODE = 63 or 64, derive as 04.

7. Derive as 00.

Reason for Ending Instance (RSNEND)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00, 01, 02, 04, 06 or 07

• Instance.ENDDATE is completed.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. If the most recent effective dated Student Program record has Program Action/Reason values mapped to a HESA Reason for Ending Instance code on the HESA Action Reasons page, then derive the mapped HESA code value.

2. Derive as NULL ERROR.

Number of Student Associates Scheme Days Completed (SASDAYS)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.REDUCEDC = 06 (SAS) or Course.TTCID = E (SAS)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Student Associates Scheme Placement (SASSCHL)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.REDUCEDC = 06 (SAS) or Course.TTCID = E (SAS)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Subject Knowledge Enhancement Institution (SKEITT)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England

• Course.REDUCEDC = 07 (SKE) or Course.TTCID = F (SKE)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Special Fee Indicator (SPECFEE)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland AND Instance.REDUCEDI = 00

• Instance.REDUCEDI = 00 AND Country = Wales AND Course.COURSEAIM does not begin with P, Q, R, S or X

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. Derive from the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

5. Derive from the Program Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

6. Use default.

7. Derive as NULL ERROR.

Expected Length of Study (SPLENGTH)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00, 01, or 02 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL with ReasonForNull = 9 .

SLDD-Discrete Provision (ST13)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value only if the Include FE check box is selected.

Derive a value if the following conditions are met:

• Country = Wales

• Instance.FESTUMK = 1 or 3

• Instance.REDUCEDI = 00

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Use default.

4. Derive as NULL ERROR.

Student Instance FTE (STULOAD)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: If Instance.REDUCEDI = 00, 01, 02, or 03, derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Derive as zero, if the Report Zero check box is selected on the HESA Instance Data page for the reporting period.

2. Derive as the Override FTE value on the HESA Instance Data page for the reporting period.

3. Derive as the Calculated FTE value on the HESA Instance Data page for the reporting period.

4. Use default.

5. Derive as NULL ERROR.

Teacher Reference Number (TREFNO)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England, Scotland, or Wales

• Instance.REDUCEDI = 00 or 04

• Related Course.TTCID = 1 or 8

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Select External System ID records for the person with the External ID Type defined for TREFNO in the HESA Types page.

2. Use default.

3. Derive as NULL.

Type of Instance Year (TYPEYR)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00 or 01 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. Derive as 1 if Instance.COURSEID is based on a subplan, and a TYPEYR value of 1 is defined on the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

4. Derive as 2 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance, and COMDATE is within the reporting period.

5. Derive as 3 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

6. Derive as 4 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

7. Derive as 1 if Instance.COURSEID is based on a subplan and a TYPEYR value of 1 is defined on the Sub-Plan HESA page.

8. Derive as 2 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan HESA page, and COMDATE is within the reporting period.

9. Derive as 3 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan HESA page, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

10. Derive as 4 if Instance.COURSEID is based on a subplan, a TYPEYR value of 2, 3, 4, or 5 is defined on the Sub-Plan HESA page, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

11. Derive as 1 if a TYPEYR value of 1 is defined on the Plan Offering/Year HESA page for the combination of academic load and YEARPRG of the student instance.

12. Derive as 2 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, and COMDATE is within the reporting period.

13. Derive as 3 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

14. Derive as 4 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

15. Derive as 1 if a TYPEYR value of 1 is defined on the Plan HESA Data page.

16. Derive as 2 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan HESA Data page, and COMDATE is within the reporting period.

17. Derive as 3 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan HESA Data page, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

18. Derive as 4 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Plan HESA Data page, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

19. Derive as 1 if a TYPEYR value of 1 is defined on the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance.

20. Derive as 2 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, and COMDATE is within the reporting period.

21. Derive as 3 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

22. Derive as 4 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

23. Derive as 1 if a TYPEYR value of 1 is defined on the Program HESA Data page.

24. Derive as 2 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program HESA Data page and COMDATE is within the reporting period.

25. Derive as 3 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program HESA Data page, COMDATE is prior to the reporting period, and ENDDATE is null or not within the reporting period.

26. Derive as 4 if a TYPEYR value of 2, 3, 4, or 5 is defined on the Program HESA Data page, COMDATE is prior to the reporting period, and ENDDATE is within the reporting period.

27. Use default.

28. Derive as NULL ERROR.

The derivation logic can use the TYPEYR values of 3, 4, or 5 set up for year, program, plan, or subplan. However, it is expected that only values 1 (Course academic year contained within the HESA reporting year 1 August - 31 July) or 2 (Course academic year not contained within the HESA reporting year 1 August - 31 July) are relevant because the remaining values of 3, 4, and 5 apply to the student instance rather than the year as a whole.

The system repeats Steps 3 to 6, depending on the level at which the TYPEYR value is defined in the academic structure.

Units of Length (UNITLGTH)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: If Instance.REDUCEDI = 00, 01, or 02 derive a value. Otherwise, derive as NULL.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the academic load of the student instance.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

5. Derive from the Plan Offering/Year HESA page for the academic load of the student instance.

6. Derive from the Plan HESA Data page.

7. Derive from the Program Offering/Year HESA page for the academic load of the student instance.

8. Derive from the Program HESA Data page.

9. Use default.

10. Derive as NULL ERROR..

Length of Current Year of Instance (YEARLGTH)

Return: Student Record

Entity: Instance

Pages Used:

Field Derivation Rule: Derive a value if one of the the following conditions is met:

• Country = Scotland AND Instance.REDUCEDI = 00.

• Country = Wales, Instance. REDUCEDI= 00 AND Course.COURSEAIM does not begin with P, Q, R, S or X

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the HESA Instance Data page.

3. If Instance.LOCSDY = D or F, derive as NULL with ReasonForNull = 9.

4. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance.

5. If Instance.COURSEID is based on a subplan, derive from the Sub-Plan HESA page.

6. Derive from the Plan Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance.

7. Derive from the Plan HESA Data page.

8. Derive from the Program Offering/Year HESA page for the combination of Academic Load and YEARPRG of the student instance.

9. Derive from the Program HESA Data page.

10. Use default.

11. Derive as NULL ERROR.

Year of Program (YEARPRG)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if one of the the following conditions is met:

• Country = England, Northern Ireland, or Scotland AND Instance.REDUCEDI = 00 or 01

• Country = Wales, Instance.REDUCEDI = 00 or 01 AND Course.COURSEAIM does not begin with P, Q, R, S or X

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Use default.

3. Derive as NULL ERROR.

Year of Student on This Instance (YEARSTU)

Return: Student Record

Entity: Instance

Page Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• Country = England, Northern Ireland, or Scotland AND Instance.REDUCEDI = 00 or 01

• Country = Wales, Instance.REDUCEDI = 00 or 01 AND Course.COURSEAIM does not begin with P, Q, R, S or X

Derivation Steps:

1. Derive from the HESA Instance Data page.

2. Use default.

3. Derive as NULL ERROR.

Student Record Return: Entry Profile Entity

If you select the Include Student Entities check box on the Create Extract Data page, the Create Extract process creates a Entry Profile entity. The process creates a Entry Profile entity for each Instance entity if either the Instance.COMDATE is within the reporting period or if the Include Entry Profile check box is selected on the Entry Profile Data page. The process creates a single Entry Profile entity using the same key structure as the Instance record.

Access Programmes (ACCESS)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• EntryProfile.QUALENT2 = 44 or 45

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL ERROR .

Articulation (ARTICLN)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• Entry Profile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM = M22, M26, H00, H11, H16, H18, H22, H23, H24, I00, I11, or I16

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL ERROR .

Domicile (DOMICILE)

Return: Student Record

Entity: Entry Profile

Pages Used:

Field Derivation Rule: Include for all Entry Profile entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Select the Residency Self-Report record with the latest Date Reported before the Instance.COMDATE. If no record is found, then select the record with the earliest Date Reported date on or after Instance.COMDATE.

   If a Residency Self-Report record is found and the Country value is not GBR, retrieve the related two-character code (COUNTRY_2CHAR) from the Country table (PS_COUNTRY_TBL). If the mapping to a HESA Domicile exists on the Nationality page for the Campus Solutions country code, use the mapped HESA Domicile value; otherwise, use the COUNTRY_2CHAR value.

3. If the Residency Self-Report record is found, the Country value is GBR, and a State value exists, select the country and state values. If a mapping exists on the Area of Permanent Residence page between a HESA country code and the selected country and state values, use the mapped HESA Country code. If no mapping is found, log an error message and derive XK.

4. If a Residency Self-Report record is found, the Country value is GBR, and a State value does not exist, derive XK.

5. Use default.

6. Derive as NULL ERROR .

Note that some Campus Solutions country codes are invalid for HESA reporting. Use the Nationality page to map the valid HESA codes with the Campus Solutions country codes.

Marital Status (MARSTAT)

Return: Student Record

Entity: Entry Profile

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Northern Ireland

• EntryProfile.DOMICILE = XG (Northern Ireland)

• Related Instance.REDUCEDI = 00 or 04

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Select the Marital Status value from the Biographical History record. Use the mapping on the Marital Status page to derive the HESA Martial Status code.

3. Derive as NULL ERROR.

New Entrant to Higher Education (NEWENT)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM begins with D, E, L, M, H, I, J, or C

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL .

Dependents on Entry (NIDEPEND)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Northern Ireland

• EntryProfile.DOMICILE = XG (Northern Ireland)

• Related Instance.REDUCEDI = 00 or 04

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL ERROR .

Parental Education (PARED)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

• Related Course.COURSEAIM = M22, M26, H00, H11, H16, H18, H22, H23, I00, I11, I16, J10, J16, J20, J26, J30, C20, or C30

• Related Instance.REDUCEDI = 00 or 04

• If Country = Northern Ireland or Wales, then EntryProfile.UCASAPPID is not null

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL ERROR .

PGCE Class of Undergraduate Degree (PGCECLSS)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM = M71 or H71

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant.

2. Derive from the Entry Profile Data page.

3. Use default.

4. Derive as NULL ERROR .

PGCE Subject of Undergraduate Degree (PGCESBJ)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM = M71 or H71

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Use constant to create a single PGCESBJ field.

2. Derive from the Entry Profile Data page.

3. Use default to create a single PGCESBJ field.

4. Derive a single PGCESBJ field as NULL ERROR .

Note. The system can derive up to three values. Each of the values is included as a separate PGCESBJ field in the XML file.

Postcode (POSTCODE)

Return: Student Record

Entity: Entry Profile

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

• Related Instance.REDUCEDI = 00 or 01

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Select the most recent address record that a country code of GBR. The record must have an address type that matches the address type mapped with POSTCODE in the HESA Types page. Derive the post code from this record.

3. Derive as NULL with ReasonForNull = 1.

For steps 1 and 2, the system validates that the derived post code value is in the correct format.

Last School Attended (PREVINST)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• EntryProfile.DOMICILE = XF, XG, XH, XI, XK, XL, GG, JE, or IM

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM = M22, M26, H00, H11, H16, H18, H22, H23, I00, I11, I16, J10, J16, J20, J26, J30, C20, or C30

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

Highest Qualification On Entry (QUALENT2)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule:

Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00, 01, or 04

• Instance.COMDATE is before 01-AUG-2010

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

Highest Qualification On Entry (QUALENT3)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule:

Derive a value if the following conditions are met:

• Instance.REDUCEDI = 00 or 04

• Instance.COMDATE is on or after 01-AUG-2010

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

Religion (RELIGION)

Return: Student Record

Entity: Entry Profile

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Northern Ireland

• EntryProfile.DOMICILE = XG (Northern Ireland)

• Related Instance.REDUCEDI = 00 or 04

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Select the religious preference from the personal information record. Use the mapping on the Religion page to derive the HESA Religion code.

   If the HESA religion code mapping does not exist, log an error message and skip to the next step.

3. Use default.

4. Derive as NULL ERROR.

Socio-Economic Classification (SEC)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• A value for EntryProfile.UCASAPPID exists.

• EntryProfile.DOMICILE is XF, XG, XH, XI, XK, XL, GG, JE or IM

• Related Course.COURSEAIM begins with H, I, J, or C or is M22 or M26.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

Occupation Code (SOC2000)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• A value for EntryProfile.UCASAPPID exists.

• EntryProfile.DOMICILE is XF, XG, XH, XI, XK, XL, GG, JE or IM

• Related Course.COURSEAIM begins with H, I, J, or C or is M22 or M26.

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

UCAS Application Number (UCASAPPID)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Include for all Entry Profile entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use the Student Program record of the instance to find the admission application number (ADM_APPL_NBR). Use this admission application number to find the Admissions Data record (PS_ADM_APPL_DATA). Then, from the Application Data page for this record, find the External Application Number. The External Application Number is used to record the UCAS Application Number or Application Code plus Choice Number for UCAS applications.

   If the External Application Number is not null and is a UCAS number — that is, the number is a 4-character application code that begins UC, plus - , plus single-digit choice number (for example, UC01-1), then the system derives the UCAS number value minus the - and choice elements (for example, UC01). Only values beginning UC are derived. If any other value is found, the derivation step is skipped.

3. Use default.

4. Derive as NULL.

Welsh Baccalaureate Advanced Diploma (WELBACC)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• EntryProfile.DOMICILE = XI (Wales)

• Related Instance.REDUCEDI = 00 or 04

• Related Course.COURSEAIM begins with H, I, J or C (that is, not FE)

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. If Country is Wales in the HESA Returns page, derive as NULL ERROR.

4. If Country is not Wales in the HESA Returns page, derive as NULL.

Year Left Last Institution (YRLLINST)

Return: Student Record

Entity: Entry Profile

Page Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland

• EntryProfile.ARTICLN = 1, 2, 3, or 4

Derive as NULL if the conditions are not met.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Use default.

3. Derive as NULL ERROR.

Student Record Return: Qualifications On Entry Entity

The Create Extract process creates Qualifications On Entry entities for each Entry Profile entity in the return. The process creates the Qualifications On Entry entities only if the Include Student Entities check box is selected on the Create Extract Data page. To create the Qualifications On Entry entities, the process selects entry qualifications that have the Report To HESA check box selected and the QUALTYPE code imported from HESA.

Qualification Grade (QUALGRADE)

Return: Student Record

Entity: Qualifications On Entry

Page Used:

Field Derivation Rule: Include for all Qualifications On Entry entities.

Derivation Steps:

The system performs the following steps to derive the values:

1. Derive from the Entry Profile Data page.

2. Derive as NULL ERROR.

Qualification Subject (QUALSBJ)

Return: Student Record

Entity: Qualifications On Entry

Page Used:

Field Derivation Rule: Include for all Qualifications On Entry entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Derive as NULL ERROR.

Qualification Sitting (QUALSIT)

Return: Student Record

Entity: Qualifications On Entry

Page Used:

Field Derivation Rule: Include for all Qualifications On Entry entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Derive as NULL ERROR.

Qualification Type (QUALTYPE)

Return: Student Record

Entity: Qualifications On Entry

Page Used:

Field Derivation Rule: Include for all Qualifications On Entry entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Derive as NULL ERROR.

Qualification Year (QUALYEAR)

Return: Student Record

Entity: Qualifications On Entry

Page Used:

Field Derivation Rule: Include for all Qualifications On Entry entities.

Derivation Steps:

1. Derive from the Entry Profile Data page.

2. Derive as NULL ERROR.

Student Record Return: Qualifications Awarded Entity

The Create Extract process creates Qualifications Awarded entities for each Instance entity where the student has completed the course and the academic institution has awarded a qualification to the student. The process uses the HESA Instance Data record for field derivation. If a field value does not exist in the HESA Instance Data record, the process uses the student degree records for derivation.

The process creates the Qualifications Awarded entities only if the Include Student Entities check box is selected on the Create Extract Data page.

The process selects Qualifications Awarded records for Instance records that have Instance.ENDDATE = not null, Instance.RSNEND = 01 (successful completion of course), and Instance.REDUCEDI = 00, 01 or 04 (not Reduced FE or Incoming Visiting/Exchange).

Classification (CLASS)

Return: Student Record

Entity: Qualifications Awarded

Pages Used:

Field Derivation Rule: Derive a value if one of the following conditions is met:

• QualificationsAwarded.QUAL = M22, M26, H00, H11, H16, H18, H22, H23, H24, H50, I00, I11, or I16

• Country = England or Wales AND QualificationsAwarded.QUAL begins P, Q, R, S or X

Derivation Steps:

1. If the entity is derived from the HESA Instance Data - Qualifications Awarded record, derive as the Classification value.

2. If the entity is derived from Student Degrees record, use the mapping on the Classification page to derive as the HESA Honors Code. On the Classification page the HESA Honors Code must be mapped to a HESA classification and a Honors Type where the Honors Type must be Degree Honors.

3. Derive as NULL ERROR.

Outcome of ITT Instance (OUTCOME)

Return: Student Record

Entity: Qualifications Awarded

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = England or Wales

• Related Course.TTCID = 1 or 8

Derive as NULL if the conditions are not met.

Derivation Steps:

1. If the entity is derived from the HESA Instance Data - Qualifications Awarded record, derive as the Outcome of ITT Instance value.

2. If the entity is derived from Student Degrees record, derive as the OUTCOME value.

3. Use default.

4. Derive as NULL ERROR.

Qualification Awarded (QUAL)

Return: Student Record

Entity: Qualifications Awarded

Pages Used:

Field Derivation Rule: Include for all Qualifications Awarded entities.

Derivation Steps:

1. If the entity is derived from the HESA Instance Data - Qualifications Awarded record, derive as the Qualification Awarded value.

2. If the entity is derived from Student Degrees record, use the mapping on the Qualification page to derive as the mapped HESA Degree code.

3. Derive as NULL ERROR.

Teaching Qualifications Gained Sector (TQGSEC)

Return: Student Record

Entity: Qualifications Awarded

Pages Used:

Field Derivation Rule: Derive a value if the following conditions are met:

• Country = Scotland or Northern Ireland

• Related Course.TTCID = 1 or 2

Derive as NULL if the conditions are not met.

Derivation Steps:

1. If the entity is derived from the HESA Instance Data - Qualifications Awarded record, derive as the Sector value.

2. If the entity is derived from Student Degrees record, derive as the TQGSEC value. If two awards are reported, use this value for both entities.

3. Use default.

4. Derive as NULL ERROR.

Teacher Qualification Gained Subject (TQGSUB)

Return: Student Record

Entity: Qualifications Awarded

Pages Used: