03 March 2025

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.

You can view further information for HESA entities and fields on the HESA Data Dictionary. For more information, go to HESA Data Dictionary.
HESA Mappings
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