Importing and Mapping HESA Codes

First, you import HESA field codes into your system. These codes are the valid values that the system can assign to a field in a return. For example, the Student.NATION field has HESA codes such as DE for Germany and AU for Australia.

To import HESA codes:

Place the HESA code list XSD file in a local directory before you access the Import HESA Codes page.
Use the Import HESA Codes page to load the HESA codes from the XSD file to your system.

After importing the codes, you can use the Codes page to search and view the imported codes. Also, you can use the Codes page to manually add new codes for fields.

In some cases, you must use the Code Mapping pages to map the HESA codes with the Campus Solutions codes. For example, you must map Campus Solutions marital status codes to the HESA marital status codes. You can delete a mapping by clicking the Delete Row button or inactivate a mapping by clearing the Active check box in all the Code Mapping pages.

On all the Mapping pages, such as the Ethnicity page, the drop-down fields display both the inactive and active Campus Solutions codes. For example, if you use the Ethnic Groups page (Set Up Common Objects, and then Product Related, and then Workforce Administration, and then Ethnic Groups) to set the ABC ethnic group as inactive, the system continues to display ABC as the drop-down value for the Ethnic Group field on the Ethnicity page.

This section discusses how to:

Import HESA codes.
Search for the imported HESA codes.
Map ethnic codes.
Map campus codes.
Map marital status codes.
Map religion codes.
Map qualification codes.
Map nationality codes.
Map fee eligibility codes.
Map mode of study codes.
Map classification codes.
Map disability codes.
Map module outcome codes.
Map gender codes.
Map orientation codes.
Map entry qualifications.

Note:

For Aggregate Offshore return, the mapping for campus codes is required. For Register/ITT return, the mappings for ethnicity, gender, mode of study, and disability codes are required.

Note for Unistats/KIS

Some codes are not provided in Cnn061CodeLists.xsd and you need to manually add them via the Codes page. The codes that you need to manually add are:

ACCTYPE
ILRAIMID
KISAIM

Pages Used to Import and Map HESA Codes

Page Name	Definition Name	Navigation	Usage
Import HESA Codes	SSR_HE_RUNCNTL	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Import HESA Codes	Import HESA codes from the XML Schema Definition (XSD) file. The code list XSD file is available from the HESA website.
Codes	SSR_HE_CODES	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Codes	View the codes that you have imported from the code list XSD file. If required, add new codes for fields.
Ethnicity	SCC_HE_ETHNIC	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Ethnicity	Map Campus Solutions regulatory region and ethnic group codes to the HESA ethnicity codes.
Campus	SSR_HE_CAMPUS	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Campus	Map Campus Solutions campus codes to the HESA campus and Institution's Own Campus codes.
Marital Status	SCC_HE_MARITAL	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Marital Status	Map Campus Solutions marital status codes to the HESA marital status codes.
Religion	SCC_HE_RELIGION	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Religion	Map Campus Solutions religious preference codes to the HESA belief and religion codes.
Qualification	SSR_HE_QUALIFIC	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Qualification	Map Campus Solutions degree codes to the HESA qualification codes.
Nationality	SCC_HE_NATIONALITY	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Nationality	Map Campus Solutions country codes to the HESA nationality codes.
Fee Eligibility	SSR_HE_FEE_ELIG	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Fee Eligibility	Map Campus Solutions residency codes to the HESA fee eligibility codes.
Mode of Study	SSR_HE_MODE_STD	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Mode of Study	Map Campus Solutions academic load codes to the HESA mode of study codes.
Classification	SSR_HE_CLASSIFI	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Classification	Map Campus Solutions honors type and honors codes to the HESA classification codes.
Disability	SCC_HE_DISABILITY	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Disability	Map Campus Solutions type of impairment and support services request codes to the HESA disability codes. Note that the system creates disability records as part of Universities & Colleges Admissions Service (UCAS) processing. For information on how to assign impairment codes to students and specify whether or not support services have been requested, refer to Campus Community Fundamentals: Identifying Regional Impairment and Support Services
Module Outcome	SSR_HE_MODULE	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Module Outcome	Map Campus Solutions grading scheme, grading basis, grade input, and grade category codes to the HESA module outcome codes.
Gender	SCC_HE_GENDER	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Gender	Map Campus Solutions gender values to HESA gender identifiers.
Orientation	SSR_HE_ORIENT	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Orientation	Map Campus Solutions orientation values to HESA orientation identifiers.
Entry Qualification Mapping	SSR_HE_QOE_MAP	Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Entry Qualification Mapping	Map a qualification type to a list of valid grades for that qualification. If grades are not mapped to a particular qualification type, then all the grades are available for a qualification type on the Entry Profile page. If you do this mapping, the Entry Profile page displays only the mapped grades for a type.

Importing HESA Codes

Access the Import HESA Codes page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Import HESA Codes).

Field or Control	Description
Add Attachment	Click to browse to the schema file that HESA delivers, and click Upload. You can browse your local drive and select a file. Note: The upload process creates a files subdirectory to store and process the XSD file. This subdirectory is created in the server directory location that is specified in the PS_SERVDIR system parameter in the Application Server/Process Scheduler configuration file psappsrv.cfg/psprcs.cfg. Ensure that PS_SERVDIR is set up with an appropriate value in the configuration file and that users have the correct permission to access the files subdirectory.
XSD File Path	Enter the path and file name of the HESA codes XSD file. You must store this XSD file on an application server that the import process can access.

Field or Control

Description

Add Attachment

Click to browse to the schema file that HESA delivers, and click Upload. You can browse your local drive and select a file.

Note: The upload process creates a files subdirectory to store and process the XSD file. This subdirectory is created in the server directory location that is specified in the PS_SERVDIR system parameter in the Application Server/Process Scheduler configuration file psappsrv.cfg/psprcs.cfg. Ensure that PS_SERVDIR is set up with an appropriate value in the configuration file and that users have the correct permission to access the files subdirectory.

XSD File Path

Enter the path and file name of the HESA codes XSD file. You must store this XSD file on an application server that the import process can access.

Note that institutions need to handle the deletion of processed files from the application server. Therefore, after using an .xsd file, you will need to handle the deletion of this file from the application server.

For Unistats/KIS return, the process imports:

LEVEL values to the LEVELK field rather than the LEVEL field which is for the Aggregate Offshore return.
JACS values to the JACSA field rather than the JACS field which is for the DLHE return.

Notes

The import process does not import codes for fields that are not required by the system, for example EMPFEES. The log file for the process includes messages for codes that are not imported.

When there are multiple fields with the same HESA data type, the process will create the codes for each of the fields. For example, when importing codes for MOBTYPE, the process imports the same codes and descriptions for MOBTYPE2 and MOBTYPE3.

From a Unistats/KIS code list file (Cnn061CodeLists.xsd), codes for this field are not imported: TTCID (same codes as Student return).

For the Graduate Outcomes return, existing COUNTRY codes (used in the DFSTDNT return) are not inactivated by the import process.

If any of the codes that the process does not import for Register or Unistats/KIS are required by your institution before the code list for the Student return is imported, then you can add such codes manually through the Codes page.

Searching for the Imported HESA Codes

Access the Codes search page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Codes).

This example illustrates the fields and controls on the Codes search page. You can find definitions for the fields and controls later on this page.

Use the Codes search page to search for all the codes of a specific field. If required, click the Add a New Value link to manually add a code for a field.

Click the Add a New Value link or click a link in the Search Results group box to access the Codes page.

This example illustrates the fields and controls on the Codes page. You can find definitions for the fields and controls later on this page.

The text in the Description field can accept a maximum of 30 characters. Note that when you select a code on a data capture page, the page displays the text from the Description field. If the Import HESA Codes Application Engine (SSR_HE_IMPCD) process has cut a description text that extends beyond 30 characters, you can modify the description text so that a meaningful description appears on the data capture pages.

The "Setting Up and Entering Data for HESA Reporting" section discusses the data capture pages.

Mapping Ethnic Codes

Access the Ethnicity page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Ethnicity).

Map Campus Solutions regulatory region and ethnic group codes to the HESA ethnicity codes. The system uses this mapping to derive the Student.ETHNICS field.

Mapping Campus Codes

Access the Campus page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Campus).

Map the Campus Solutions campus codes to the (HESA) Venue ID. The system uses this mapping to derive StudyLocation.VENUEID.

Mapping Marital Status Codes

Access the Marital Status page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Marital Status).

Map the Campus Solutions marital status codes to the HESA marital status codes. The system uses this mapping to derive EntryProfile.MARSTAT.

Mapping Religion Codes

Access the Religion page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Religion).

Map the Campus Solutions religious preference codes to the HESA belief and religion codes. The system uses this mapping to derive Student.RELIGIONS.

Mapping Qualification Codes

Access the Qualification page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Qualification).

The system uses this mapping to derive PostGraduateEntryQualificationAward.DEGREETYPEID.

Mapping Nationality Codes

Access the Nationality page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Nationality).

Map the Campus Solutions country codes to the HESA nationality codes. The system uses this mapping to derive the Student.NATION and EntryProfile.PERMADDCOUNTRY field values.

You map only certain Campus Solutions country codes to the HESA codes for Nationality. In most cases, the system can use the two-character Campus Solutions country code (COUNTRY_2CHAR) from the Country table (PS_COUNTRY_TBL).

Field or Control	Description
HESA Nationality	Enter a value only if the two-character Campus Solutions country code is not a valid value for Student.NATION and Student.DEGCTRY. For example, the French territory of Reunion Island has its own country code RE but the academic institution must report the value as France FR in Student.NATION and Student.DEGCTRY. If you do not select a value, the system uses the default two-character country code.
HESA Domicile	Enter a value only if the two-character Campus Solutions country code is not a valid value for EntryProfile.DOMICILE. If you do not select a value, the system uses the default two-character country code.

Field or Control

Description

HESA Nationality

Enter a value only if the two-character Campus Solutions country code is not a valid value for Student.NATION and Student.DEGCTRY. For example, the French territory of Reunion Island has its own country code RE but the academic institution must report the value as France FR in Student.NATION and Student.DEGCTRY.

If you do not select a value, the system uses the default two-character country code.

HESA Domicile

Enter a value only if the two-character Campus Solutions country code is not a valid value for EntryProfile.DOMICILE. If you do not select a value, the system uses the default two-character country code.

In the above exhibit example, the institution has mapped both Nationality and Domicile to XA for Cyprus. Therefore, if a student's record in Campus Solutions has a country code of CYP, the system uses the XA value for Student.NATION and Student.DEGCTRY, and uses the same value XA for EntryProfile.DOMICILE. Also, in the second row of the exhibit example, the setup indicates that if the student's record in Campus Solutions has a country code of REU (Reunion Island), then the system uses the value of FR for Student.NATION and Student.DEGCTRY. In such a case, because the HESA Domicile field has been left blank, the system uses the default two-character country code of RE for reporting EntryProfile.DOMICILE of the student.

Mapping Fee Eligibility Codes

Access the Fee Eligibility page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Fee Eligibility).

Map Campus Solutions residency codes to the HESA fee eligibility codes. The system uses this mapping to derive Engagement.FEEELIGE and FEESTATUS.

Mapping Mode of Study Codes

Access the Mode of Study page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Mode of Study).

Map the Campus Solutions academic load codes to the (HESA) Session and (HESA) Mode of Study codes. The system uses this mapping to derive the Register/ITT return's Student.MODE field values, and the Student return's StudentCourseSession.SCSMODE and SessionStatus.STATUSCHANGEDTO.

Mapping Classification Codes

Access the Classification page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Classification).

Map the Campus Solutions honors code and type codes to the HESA classification codes. The system uses this mapping to derive QualificationAwarded.QUALRESULT.

Mapping Disability Codes

Access the Disability page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Disability).

Disability Mappings

Use this region to map the Campus Solutions type of Impairment codes to the HESA disability codes. The system uses this mapping to derive the Student.DISABILITY and the Disability entity.

Mapping Module Outcome Codes

Access the Module Outcome page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Module Outcome).

Map the Campus Solutions grade input and grade category codes to the HESA module outcome codes. The system uses this mapping to derive ModuleInstance.MODULEOUTCOME and ModuleInstance.MODULERESULT.

Mapping Gender Codes

Access the Gender page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Gender).

The system uses this mapping to derive Student.SEXIDS.

Mapping Orientation Codes

Access the Orientation page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Code Mappings, and then Orientation).

The system uses this mapping to derive Student.SEXORTS.

Mapping Entry Qualification

Access the Entry Qualification Mapping page (Records and Enrollment, and then HESA Reporting, and then Codes and Mappings, and then Entry Qualification Mapping).

An institution can only return specific Grades (QUALGRADE) for a Qualification Type to HESA. If an invalid Grade is returned, then validation errors will occur at HESA. Use the Entry Qualification Mapping page to define which Grade values are appropriate for a particular Qualification Type. Campus Solutions then uses this mapping to ensure that only valid Grade values are entered for the selected Qualification Type on the Entry Profile page. The Import Applicant Data process also uses this mapping when importing ivStarJ records to report invalid grade values.