Record HESA Data
Data relating to the HESA statutory return can be recorded in the Curriculum, Learner, and Enrolments modules of ebs Central. For example, data relating to accreditations is recorded against a curriculum unit instance, fee information is recorded against a curriculum unit instance occurrence, attainments are recorded against an enrolment, and so on.
The HESA data can be recorded as follows:
- Curriculum
- The Unit Instance area holds information about HESA on the following areas:
-
- General
- HESA Student
- HESA Course Initiatives
- HESA Accreditations
- HESA Course Roles
- HESA Module Delivery Roles
- HESA Module Cost Centres
- HESA SA Organisations
- The Unit Instance Occurrence area holds information about HESA on the following areas:
-
- Summary
- Fees
- HESA Student
- HESA Study Locations
- Learner
- The Learner area holds information about HESA on the Learner Details tab.
-
Enrolments
-
The enrolments area holds information about HESA on the following areas:
-
- Attainment Details
- Enrolment Details
- HE Details
- HESA Details
- HESA Financial Support
- HESA Accreditations
- HESA Study Locations
- HESA Supervisor Allocations
- HESA Off Venue Activity
Data Mappings
The table HESA Mappings details the mappings for the HESA level, HESA entities, and HESA fields with the ebs module, location, and any notes about the fields.
HESA level | HESA entity | HESA field | ebs module | ebs location | Notes |
1 | Course | Course identifier | Unit Instance Occurrence | General > UI code | None |
1 | Course | Bilingual ITT marker | Unit Instance | HESA student > Bilingual ITT marker | None |
1 | Course | Closed course | Unit Instance Occurrence | HESA student > Closed course | None |
1 | Course | Course title | Unit Instance | General > Long description | None |
1 | Course | Fully flexible indicator | Unit Instance Occurrence | HESA student > Fully flexible indicator | None |
1 | Course | Pre-requisite | Unit Instance | HESA student > Prerequisite | None |
1 | Course | Qualification identifier | Unit Instance | General > UI Code | None |
1 | Course | Sandwich | Unit Instance | HESA student > Sandwich | None |
1 | Course | Teacher training course identifier | Unit Instance | HESA student > Teacher training CRS | None |
Not applicable | Course initiative | Not applicable | Not applicable | HESA course initiative | None |
1 | Course initiative | Course initiative identifier | Unit Instance | HESA course initiative > Initiative identifier | None |
1 | Course initiative | Initiative valid from date | Unit Instance | HESA course initiative > Valid from | None |
1 | Course initiative | Initiative valid to date | Unit Instance | HESA course initiative > Valid to | None |
1 | Course reference |
Course reference identifier Course reference identifier type |
Unit Instance | Not applicable | For Type 01, the value is the General > UI code. If the value of General > UCAS course code is not null, the value is paired with a Course reference identifier type of 03 - UCAS course code. |
1 | Course reference | Course reference identifier type | Unit Instance | Not applicable | None |
1 | Course role | Course role HESA identifier | Unit Instance | HESA Course Roles > Course Role HESA Identifier | None |
1 | Course role | Role type | Unit Instance | HESA Course Roles > Role Type | None |
1 | Course role | Course role proportion | Unit Instance | HESA Course Roles > Course Role Proportion | None |
Not applicable | Curriculum accreditation | Not applicable | Not applicable | HESA Accreditations | None |
1 | Curriculum accreditation | Curriculum accreditation identifier | Unit Instance | HESA Accreditations > Accreditation Identifier | None |
1 | Curriculum accreditation | Accreditation valid from date | Unit Instance | HESA Accreditations > Valid From | None |
1 | Curriculum accreditation | Accreditation valid to date | Unit Instance | HESA Accreditations > Valid To | None |
3 | Module | Module identifier | Unit Instance | General > UI Code | None |
3 | Module | Credit value of module | Unit Instance | General > Number of Credits | None |
3 | Module | Credit transfer scheme | Unit Instance | HESA student > Credit Transfer Scheme | None |
3 | Module | Full time equivalence | Unit Instance | HESA student > Full Time Equivalence | None |
3 | Module | Level of credit points | Unit Instance | HESA student > Level of Credit Points | None |
3 | Module | Module language identifier | Unit Instance | HESA student > Module Language Identifier | None |
3 | Module | Module title | Unit Instance | General > Long Description | None |
3 | Module cost centre | HESA cost centre | Unit Instance | HESA Module Cost Centres > Cost Centre | None |
3 | Module cost centre | HESA cost centre proportion | Unit Instance | HESA Module Cost Centres > Cost Centre Proportion | None |
3 | Module delivery role | Module delivery role HESA identifier | Unit Instance | HESA Module Delivery Roles > Delivery Roles | None |
3 | Module delivery role | Franchise indicator | Unit Instance | HESA Module Delivery Roles > Franchise Indicator | None |
3 | Module delivery role | Module delivery role proportion | Unit Instance | HESA Module Delivery Roles > MDR Proportion | None |
3 | Module subject | Subject identifier | Unit Instance | HESA student > Subject of Course 1 to Subject of Course 5 | None |
3 | Module subject | Module proportion | Unit Instance | HESA student > % for Subject CRS 1 to % for Subject CRS 5 | None |
1 | Qualification | Qualification identifier | Unit Instance | General > UI Code | None |
1 | Qualification | Qualification category | Unit Instance | HESA student > Qualification Category | None |
1 | Qualification | Qualification title | Unit Instance | General > Long Description | None |
1 | Awarding body role | Awarding body identifier | Unit Instance | HESA student > Award Body 1 to Award Body 8 | None |
1 | Qualification subject | Qualification subject | Unit Instance | HESA student > Subject of Course 1 to Subject of Course 5 | None |
1 | Qualification subject | Qualification ITT specialism | Unit Instance | Not applicable | Settable against any one of the Subject of Course 1 to Subject of Course 5 fields. Boolean to indicate which is the ITT specialism. Returned as 01 for the one that it applies to. |
1 | Qualification subject | Qualification proportion | Unit Instance | Not applicable | Uses existing % for Subject CRS 1 to % for Subject CRS 5 from HESA student. |
2 | Session year | Session year identifier | Unit Instance Occurrence | Not applicable | Concatenates Cal. occ code, Start date, and End date to give a value in the format - 2020/2021 - 01/09/2020-30/06/2021. |
2 | Session year | Session year end date | Unit Instance Occurrence | Summary > End date | None |
2 | Session year | Session year start date | Unit Instance Occurrence | Summary > Start date | None |
Not applicable | Student | Student identifier | Learner | Learner details > SID | None |
Not applicable | Student | Birthdate | Learner | Learner Details > Date of Birth | None |
Not applicable | Student | Carer | Learner | Learner Details > Is Carer | None |
Not applicable | Student | Ethnicity | Learner | Learner Details > Ethnicity | None |
Not applicable | Student | First names | Learner | Learner Details > Forename and Middle Names | None |
Not applicable | Student | Gender identity | Learner | Learner Details > Gender ID | None |
Not applicable | Student | Language preference | Learner | Learner Details > Is Carer | None |
Not applicable | Student | Nationality | Learner | Learner Details > Nationality | None |
Not applicable | Student | Own student identifier | Learner | Learner Details > Person code | None |
Not applicable | Student | Religion | Learner | Learner Details > Religion or belief | None |
Not applicable | Student | Scottish candidate number | Learner | Learner Details > Scottish candidate number | SCO - Only applicable to institutions in Scotland. |
Not applicable | Student | Service leaver | Learner | Learner Details > Service leaver | SCO - Only applicable to institutions in Scotland. |
Not applicable | Student | Service student | Learner | Learner Details > Service student | SCO - Only applicable to institutions in Scotland. |
Not applicable | Student | Sex identifier | Learner | Learner Details > Sexual identification | None |
Not applicable | Student | Sexual orientation | Learner | Learner Details > Sexual orientation | None |
Not applicable | Student | Surname at 16 | Learner | Learner Details > Surname at 16 | None |
Not applicable | Student | Student support number | Learner | Learner Details > Support number (external) | None |
Not applicable | Student | Student dependant | Learner | Learner Details > Student dependant | SCO - Only applicable to institutions in Scotland. |
Not applicable | Student | Surname | Learner | Learner Details > Surname | |
Not applicable | Student | Transgender | Learner | Learner Details > Transgender | SCO - Only applicable to institutions in Scotland. |
Not applicable | Student | Term time accommodation type | Learner | Learner Details > Current accommodation | None |
Not applicable | Student | Term time postcode | Learner | Not applicable | Postcode from current term-time address. |
Not applicable | Student | UCAS personal identifier | Learner | Learner Details > UCAS personal identifier | None |
Not applicable | Student | Unique learner number | Learner | Learner Details > ULN | None |
Not applicable | Disability | Disability | Learner | Support Needs > Support need | None |
1 | Engagement | Engagement number | Special Details | Enrolments > HESA details > Student instance ID | None |
1 | Engagement | School direct employing school | Special Details | Enrolments > HESA details > Employing school | None |
1 | Engagement | Engagement expected end date | Special Details | Not applicable | Coalesce from the fields Enrolments > Special details > Register end date and Unit instance occurrence > Summary > End date. |
1 | Engagement | Engagement start date | Special Details | Not applicable | Coalesce from the fields Enrolments > Special details > Register start date and Unit instance occurrence > Summary > Start date. |
1 | Engagement | ITT entry route | Special Details | Enrolments > HESA details > ITT entry route | None |
1 | Engagement | Fee eligibility | Special Details | Enrolments > HESA details > Fee eligibility | None |
1 | Engagement | Fee status | Special Details | Enrolments > HESA details > Fee status | None |
1 | Engagement | Incoming exchange | Special Details | Enrolments > HESA details > Incoming exchange | None |
1 | Engagement | Lead school | Special Details | Enrolments > HESA details > Lead school | None |
1 | Engagement | NHS employer | Special Details | Enrolments > HESA details > NHS employer | None |
1 | Engagement | Own engagement identifier | Special Details | Not applicable | None |
1 | Engagement | Qualified teacher status | Special Details | Enrolments > HESA details > Qualified teacher status | None |
1 | Engagement | Research council student identifier | Special Details | Enrolments > HESA details > Research council student identifier | None |
1 | Engagement | Research council student | Special Details | Enrolments > HESA details > Research council student | None |
1 | Engagement | Study intention | Special Details | Enrolments > HESA details > Study intention | None |
1 | Engagement | Teacher reference number | Special Details | Enrolments > HESA details > Teacher reference number | None |
1 | Collaborative provision | Collaborative provision type | Special Details | Enrolments > HESA details > Collaborative provision type | None |
1 | Collaborative provision | Partner NUMHUS | Special Details | Enrolments > HESA details > Partner NUMHUS | None |
1 | Collaborative provision | Partner SID | Special Details | Enrolments > HESA details > Partner SID | None |
1 | Collaborative provision | Partner UKPRN | Special Details | Enrolments > HESA details > Partner UKPRN | None |
Not applicable | Entry profile | Access programme | Learner | Learner Details > Access programme | SCO - Only applicable to institutions in Scotland. |
Not applicable | Entry profile | APEL credits | Learner | Learner Details > APEL credits | None |
Not applicable | Entry profile | Care leaver | Learner | Learner Details > Care leaver | None |
Not applicable | Entry profile | Credits points counted towards study | Learner | Learner Details > Credits points count' towards study | None |
Not applicable | Entry profile | Credit scheme | Learner | Learner Details > Credit scheme | None |
Not applicable | Entry profile | Entry profile dependant | Learner | Learner Details > Entry profile dependant | NI - Only applicable to institutions in Northern Ireland. |
Not applicable | Entry profile | Estranged student | Learner | Learner Details > Estranged student | SCO - Only applicable to institutions in Scotland. |
Not applicable | Entry profile | Highest qualification on entry | Learner | Learner Details > HE highest qual on entry | None |
Not applicable | Entry profile | Marital status | Learner | Learner Details > Marital status | NI - Only applicable to institutions in Northern Ireland. |
Not applicable | Entry profile | Parental education | Learner | Learner Details > Parental education | None |
Not applicable | Entry profile | Country of permanent address | Learner | Learner Details > Country of domicile | None |
Not applicable | Entry profile | Postcode of permanent home address | Learner | Learner Details > Postcode | None |
Not applicable | Entry profile | Previous provider | Learner | Learner Details > Previous provider | None |
Not applicable | Entry profile | Religious background | Learner | Learner Details > Religion | None |
Not applicable | Entry profile | Socio economic classification | Learner | Learner Details > Socio economic classification | None |
Not applicable | Entry profile | Standard occupational classification 2010 | Learner | Learner Details > SOC2010 code | None |
Not applicable | Entry profile | Standard occupational classification 2020 | Learner | Learner Details > SOC2020 code | None |
1 | Entry profile | UCAS scheme code | Special Details | Not applicable | Coalesce from the fields Enrolments > Special Details > UCAS application ID and Unit instance > UCAS course code. |
Not applicable | Entry profile | Year left last provider | Learner | Learner Details > Year left last provider | SCO - Only applicable to institutions in Scotland. |
Not applicable | Entry qualification award | Entry qualification awarded identifier | Attainments | Enrolments > Attainments > Attainment type code | None |
Not applicable | Entry qualification award | Entry qualification award result | Attainments | Enrolments > Attainments > Actual grade | None |
Not applicable | Entry qualification award | Own qualification identifier | Attainments | Not applicable | None |
Not applicable | Entry qualification award | Qualification type identifier | Attainments | Enrolments > Attainments > Qual type (HESA) | None |
Not applicable | Entry qualification award | Qualification year | Attainments | Enrolments > Attainments > Year achieved | None |
Not applicable | Entry qualification subject | Subject identifier | Attainments | Enrolments > Attainments > Subject ID 1 to Subject ID 3 | None |
1 | Leaver | Engagement end date | Special Details | Enrolments > Enrolment details > Progress date | None |
1 | Leaver | Intended destination | Special Details | Enrolments > HESA details > Intended destination | None |
1 | Leaver | Reason for engagement ending | Special Details | Enrolments > Enrolment details > Progress code | Mapped to HESA Reason for engagement ending in Reference data. |
Not applicable | Qualification awarded | Qualification awarded identifier | Not applicable | General > UI Code | None |
Not applicable | Qualification awarded | Qualification awarded result | Reference data mapping | Not applicable | Enrolments > Attainments > Attainments details > Actual grade, if the Enrolments > Attainments > Attainment type code is Award. |
Not applicable | Qualification awarded | Qualification identifier | Not applicable | General > UI Code | None |
1 | Qualification awarded | Thesis title | Special Details | Enrolments > HESA details > Actual thesis title | None |
1 | Qualification award accreditation | Qualification award accreditation identifier | Special Details | Enrolments > HESA Accreditations > Accreditation Identifier | None |
1 | Student accreditation aim | Student accreditation aim accreditation identifier | Special Details | Enrolments > HESA Accreditations > Accreditation Identifier | None |
2 | Student course session | Student course session identifier | Not applicable | People units identifier | None |
2 | Student course session | Course identifier | Unit Instance | General > UI Code | None |
2 | Student course session | Employer fees | Special Details | Enrolments > HESA details > Employer fees contribution | None |
2 | Student course session | Fee method | Special Details | Enrolments > HESA details > Fee method | None |
2 | Student course session | Intended thesis title | Special Details | Enrolments > HESA details > Intended thesis title | None |
2 | Student course session | Intercalation | Special Details | Enrolments > HESA details > Intercalation | None |
2 | Student course session | Invoice fee amount | Payments/ Actual amount | Not applicable | Calculated on HESA return output. |
2 | Student course session | Invoice HESA identifier | Unit Instance Occurrence | Not applicable | Coalesce from the fields Enrolments > HESA details > Invoice HESA ID and Unit instance occurrence > Curriculum details > HESA student > Invoice HESA ID |
2 | Student course session | PGR language identifier | Special Details | Enrolments > HESA details > PGR language identifier | None |
2 | Student course session | PGR language percentage | Special Details | Enrolments > HESA details > PGR language percentage | None |
2 | Student course session | PhD submission date | Special Details | Enrolments > HESA details > PhD submission date | None |
2 | Student course session | Placement | Special Details | Enrolments > HESA details > Placement | None |
2 | Student course session | Preparatory student course session flag | Special Details | Enrolments > HESA details > Preparatory phase | None |
2 | Student course session | Reason for student course session ending | Special Details | Enrolments > HESA details > Reason SCS end | None |
2 | Student course session | Student course session end date | Special Details | Not applicable | If the progress type of the Progress code is not A or L, then use the Progress date. Else, if the progress type of Progress code is A, then use Register end date. Otherwise, use Academic year end date. |
2 | Student course session | Student course session expected end date | Unit Instance Occurrence | Summary > End date | None |
2 | Student course session | Student course session fee amount | Unit Instance Occurrence | Fees > Include in HESA | None |
2 | Student course session | Student course session mode | Unit Instance Occurrence / Special Details | Not applicable | Coalesce from the fields Enrolments > HESA details > SCS mode and Unit instance occurrence > HESA student > SCS mode. |
2 | Student course session | Student course session start date | Unit Instance Occurrence | Not applicable | >Coalesce from the fields Register start date and Academic year start date. |
2 | Student course session | Session year identifier | Not applicable | Not applicable | Derived from the Unit instance occurrence calendar occurrence and start and end dates. |
2 | Student course session | Study abroad | Unit Instance Occurrence / Special details | HESA Student > Study abroad or Enrolments > HESA details > Study abroad | None |
2 | Student course session | Student load | Unit Instance Occurrence / Special Details | Not applicable |
SCO - Only applicable to institutions in Scotland. Coalesce from the fields Enrolments > HESA details > Reference period FTE, Enrolments > HE details > Ref period student load, and Unit instance occurrence > HESA student > Reference period student load. |
2 | Student course session | Programme year | Unit Instance Occurrence / Special Details | HESA student > Programme year | None |
2 | Funding and monitoring | Equivalent or lower qualification | Special Details | Enrolments > HE details > ELQ | None |
2 | Funding and monitoring | Funding completion | Reference data mapping | Not applicable | Progress code mapped to HESA completion status in reference data. |
2 | Funding and monitoring | Funding length | Special Details | Unit instance occurrence > HESA student > Funding length or Enrolments > HE details > Level for HEIFES | None |
2 | Funding and monitoring | Non regulated fee flag | Special Details | Enrolments > HESA details > Non-regulated fee | None |
2 | Funding body | Funding body | Special Details | Enrolments > HESA details > Funding body code | None |
3 | Module instance | Module instance identifier | Not applicable | Not applicable | None |
3 | Module instance | Accreditation of prior experiential learning | Special Details | Enrolments > HESA details > Accred of prior exp learning | None |
3 | Module instance | Continuing module | Special Details | Enrolments > HESA details > Continuing module | None |
3 | Module instance | Inactive module flag | Special Details | Enrolments > HESA details > Inactive module | None |
3 | Module instance | Language percentage | Special Details | Enrolments > HESA details > PGR language percentage | None |
3 | Module instance | Module instance fee amount | Not applicable | Not applicable | Derived from Unit instance occurrence fees. |
3 | Module instance | Module count | Special Details | Enrolments > HESA details > Countable module | None |
3 | Module instance | Module identifier | Unit Instance | General > UI Code | None |
3 | Module instance | Module instance end date | Unit Instance Occurrence | Not applicable | If the progress type of the Progress code is not A or L, then use the Progress date. Else, if the progress type of Progress code is A, then use Register end date. Otherwise, use Academic year end date. |
3 | Module instance | Module instance start date | Unit Instance Occurrence | Not applicable | >Coalesce from the fields Register start date and Academic year start date. |
3 | Module instance | Module outcome | Special Details | Enrolments > HESA details > Module outcome | None |
3 | Module instance | Module result | Special Details | Enrolments > HESA details > Module result | None |
2 | Off venue activity | Off venue activity identifier | Special Details | Not applicable | None |
2 | Off venue activity | Activity duration amount | Special Details | Enrolments > HESA off venue activities > Activity duration | None |
2 | Off venue activity | Activity duration type | Special Details | Enrolments > HESA off venue activities > Activity duration type | None |
2 | Off venue activity | Activity end date | Special Details | Enrolments > HESA off venue activities > Activity end date | None |
2 | Off venue activity | Activity start date | Special Details | Enrolments > HESA off venue activities > Activity start date | None |
2 | Off venue activity | Activity type identifier | Special Details | Enrolments > HESA off venue activities > Activity type ID | None |
2 | Off venue activity | Country | Special Details | Enrolments > HESA off venue activities > Country | None |
2 | Off venue activity | Host identifier | Special Details | Enrolments > HESA off venue activities > Host ID | None |
2 | Off venue activity | Host identifier type | Special Details | Enrolments > HESA off venue activities > Host ID type | None |
2 | Off venue activity | Mobility scheme | Special Details | Enrolments > HESA off venue activities > Mobility scheme | None |
2 | Off venue activity | Module instance identifier | Special Details | Not applicable | None |
Not applicable | Reference period student load | Reference period | Not applicable | Not applicable | Always '01' in 2022-23 |
Not applicable | Reference period student load | Year | Not applicable | Not applicable | Always '2022' in 2022-23 |
2 | Reference period student load | RP student load | Unit Instance Occurrence / Special Details | Not applicable | Precedence order from the following fields, Enrolments > HE details > Ref period student load, Enrolments > HESA details > Reference period FTE, and Unit instance occurrence > HESA student > Reference period student load. |
2 | Session status | Status valid from | Not applicable | Enrolments > Enrolment details > Progress date | None |
2 | Session status | Status changed to | Reference data mapping | Enrolments > Enrolment details > Progress code | None |
2 | Student financial support | Financial support type | Special Details | Enrolments > HESA financial support > Financial support type | None |
2 | Student financial support | Access and participation flag | Special Details | Enrolments > HESA financial support > Appspend commitment | None |
2 | Student financial support | Financial support amount | Special Details | Enrolments > HESA financial support > Financial Support Amount : £ | None |
Not applicable | Study location | Not applicable | Not applicable | HESA_STUDY_LOCATIONS | None |
2 | Study location | Study location identifier | Unit Instance Occurrence or, if different, Special Details | Not applicable | None |
2 | Study location | Distance learning | Unit Instance Occurrence or if different Special Details | HESA study locations > Distance learning or Enrolments HESA study locations > Distance learning | None |
2 | Study location | Primarily outside the UK | Unit Instance Occurrence or if different Special Details | Enrolments > HESA details > Primarily outside the UK | None |
2 | Study location | Study proportion | Unit Instance Occurrence or if different Special Details | HESA study locations > Study proportion or Enrolments HESA study locations > Study proportion | None |
2 | Study location | Venue identifier | Unit Instance Occurrence or if different Special Details | Unit instance occurrence > HESA study locations > Location or Enrolments HESA study locations > Location | None |
2 | Supervisor allocation | Supervisor allocation identifier | Special Details | Enrolments > HESA supervisor allocations > Allocation HESA identifier | None |
2 | Supervisor allocation | REF2021 unit of assessment | Special Details | Enrolments > HESA supervisor allocations > REF2021 unit of assessment | None |
2 | Supervisor allocation | Supervisor allocation HESA identifier | Special Details | Enrolments > HESA supervisor allocations > Allocation HESA identifier | None |
2 | Supervisor allocation | Supervisor allocation proportion | Special Details | Enrolments > HESA supervisor allocations > Allocation proportion | None |
1 | Student initiative | Student initiative identifier | Special Details | Enrolments > HESA details > Initiative 1 to Initiative 3 | None |
Not applicable | Language proficiency | Language proficiency identifier | Learner | HESA language proficiency > Language proficiency ID | WAL - Only applicable to institutions in Wales. |
Not applicable | Language proficiency | Proficiency type | Learner | HESA language proficiency > Proficiency type | WAL - Only applicable to institutions in Wales. |
Not applicable | Language proficiency | Level of proficiency | Learner | HESA language proficiency > Proficiency level | WAL - Only applicable to institutions in Wales. |
2 | Venue | Venue identifier | Reference data | Study location > Site code | None |
2 | Venue | Own venue identifier | Reference data | Study location > Short description | None |
2 | Venue | Postcode | Reference data | Study location > Postcode | None |
2 | Venue | Venue name | Reference data | Study location > Long description | None |
2 | Venue | Venue UKPRN | Reference data | Study location > UKPRN | None |