Student Record Return: REF Data Entity

The Create Extract process creates REF Data entities for each Instance entity where the student is studying a research program and the academic institution is creating a full return for the student.

The process:

  • Selects REF Data entities records for the related course records that have a research COURSEAIM = D00, L00, L80, or L99, and Instance.REDUCEDI = 00, 01, or 04.

  • Creates entities based on one of the following steps. If a step does not have records, the derivation moves to the next step. If no records are found, then entities are not created.

    1. If values are defined in HESA Instance – Research Data, then use the records to create entities.

    2. If there is a Research Candidate record for the Instance, one or more supervisor records are selected and the associated Advisor HESA Data records are used to create entities.

    3. If advisor records exist for the student and a role is defined in HESA Returns Setup, one or more advisors are selected and the associated Advisor HESA Data records are used to create entities.

  • Creates the REF Data entities only if the Include Student Entities check box is selected as a run parameter for the Create Extract process.

Deriving records from Research Supervisor/Advisor HESA Data (step 2)

  1. Research supervisors are selected from the most recent effective dated record (linked to the instance via the research candidate record) where the date is on or before the reporting period end date, and all the following conditions are met:

    • If the Primary Supervisor Only option is selected in HESA Returns Setup, the primary flag of the Research Supervisor record is set.

    • If the Primary Supervisor Only option is not selected in HESA Returns Setup, the Supervision Percentage value is greater than zero.

    • If at least one Supervisor Role is defined in HESA Returns Setup, the Supervisor Role matches one of the setup values. If no Supervisor Roles are setup for the return, all roles are considered.

    • The supervisor status matches one of the values defined in HESA Returns Setup.

    • The end date of the supervisor record is not prior to the reporting period start date.

    • The begin date of the supervisor record is not after the reporting period end date.

    • At least one Advisor HESA Data record exists for the supervisor. If no records are found a message is logged.

  2. For each selected advisor, the advisor percentage is adjusted to ensure that the total percentage for all selected advisors is 100.

  3. Advisor HESA Data records are selected for each supervisor to create the REF Data entities:

    • If more distinct units are defined than allowed for the entity, a message is logged.

    • For each Advisor HESA Data record a weighted percentage is calculated based on the unit percentage and the supervisor’s adjusted supervision percentage.

    • If the same REF Unit exists for more than one supervisor the records are merged into a single entity and the weighted percentages added together.

    • If the total of all the UAOPCNT values does not equal exactly 100 because of rounding during the calculation of adjusted and weighted percentages, the largest value is adjusted to ensure the total is 100.

Deriving records from Student Advisor/Advisor HESA data (step 3)

  1. Student advisors are selected from the most recent effective dated record where the date is on or before the reporting period end date and all of the following conditions are met:

    • The Advisor Role defined matches one of the roles defined on the HESA Returns page.

    • The Academic Career and Academic Program match the career and program of the Instance being reported.

    • If the Primary Advisor Only option is selected in HESA Returns Setup, the advisor number is 1.

    • If the Primary Advisor Only option is NOT selected in HESA Returns Setup, the Percentage value is greater than zero.

    • At least one Advisor HESA Data record exists for the advisor. If no records are found a message is logged.

  2. For each selected advisor, the advisor percentage is adjusted to ensure that the total percentage for all selected advisors is 100.

  3. Advisor HESA Data records are selected for each advisor to create the REF Data entities:

    • If more distinct units are defined than allowed for the entity, a message is logged.

    • For each Advisor HESA Data record a weighted percentage is calculated based on the unit percentage and the advisor’s adjusted percentage.

    • If the same REF Unit exists for more than one advisor the records are merged into a single entity and the weighted percentages added together.

    • If the total of all the UAOPCNT values does not equal exactly 100 because of rounding during the calculation of adjusted and weighted percentages, the largest value is adjusted to ensure the total is 100.

Return: Student Record

Entity: REF Data

Pages Used:

Page

Page Element

HESA Instance

Collaborating Provider (Research Data region)

Advisor HESA Data

Collaborating Provider

Field Derivation Rule: Include for all entities.

Derivation Steps:

  1. If the entity is derived from HESA Instance Data and a collaborating provider is defined, derive the value.

  2. If the entity is derived from Research Supervisor/Advisor HESA Data and a collaborating provider is defined, derive the value. However, if multiple Advisor HESA Data records with the same REF Unit are merged and different collaborating providers are defined, then derive the first code in alphabetic order.

  3. If the entity is derived from Student Advisor/Advisor HESA Data, derive collaborating provider. However, if multiple Advisor HESA Data records with the same REF Unit are merged and different collaborating providers are defined, then derive the first code in alphabetic order.

Return: Student Record

Entity: RAE Data

Pages Used:

Page

Page Element

HESA Instance

RAE Unit of Assessment

Advisor HESA Data (Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table, Advisor HESA Data)

RAE Unit of Assessment

Student Advisor (Records and Enrollment, Student Background Information, Student Advisor)

Academic Advisor

Field Derivation Rule: Include for all RAE Data entities.

Derivation Steps:

  1. If the entity is derived from Instance HESA Data - Research Data record, derive from the HESA Instance page.

  2. If the entity is derived from Advisor HESA Data record, derive from the Advisor HESA Data page.

Return: Student Record

Entity: REF Data

Pages Used:

Page

Page Element

HESA Instance

REF Unit 2021

Advisor HESA Data (Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table, Advisor HESA Data)

REF Unit 2021

Field Derivation Rule: Include for all entities.

Derivation Steps:

  1. If the entity is derived from HESA Instance Data - Research Data record, derive as REF Unit 2021.

  2. If the entity is derived from Advisor HESA Data record, derive as REF Unit 2021.

  3. If the entity is derived from Student Advisor HESA Data record, derive as REF Unit 2021.

  4. Derive as NULL ERROR.

Return: Student Record

Entity: REF Data

Pages Used:

Page

Page Element

HESA Instance

Unit Of Assessment Percentage

Advisor HESA Data (Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table > Advisor HESA Data)

Unit Of Assessment Percentage

Student Advisor (Records and Enrollment, Student Background Information, Student Advisor)

Academic Advisor

Field Derivation Rule: Include for all REF Data entities.

Derivation Steps:

  1. If the entity is derived from Instance HESA Data - Research Data record, derive from the HESA Instance page.

  2. If the entity is derived from Research Supervisor/Advisor HESA Data, derive from the Advisor HESA Data page weighted for multiple supervisors.

  3. If the entity is derived from Student Advisor/Advisor HESA Data record, derive from the Advisor HESA Data page.

Return: Student Record

Entity: REF Data

Pages Used:

Page

Page Element

HESA Instance

REF Unit of Assessment

Advisor HESA Data (Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table, Advisor HESA Data)

REF Unit of Assessment

Field Derivation Rule: Include for all REF Data entities.

Derivation Steps:

  1. If the entity is derived from Instance HESA Data - Research Data record, derive from the HESA Instance page.

  2. If the entity is derived from Research Supervisor/Advisor HESA Data, derive from Advisor HESA Data page.

  3. If the entity is derived from Student Advisor/Advisor HESA Data record, derive from the Advisor HESA Data page.