03 March 2025

Record HESA data for a learner

Data relating to the HESA Alternative Return can be recorded in the following locations for a learner:

The Learner Details screen holds information about HESA in the following sections:

The ILR HE and HESA Details fields are described in the following table.

This field Holds this information...
Student Instance Id [NUMHUS] An identification of the basic unit of 'a coherent engagement with the provider, aiming towards the award of a qualification(s) or credit' which is described in the HIN guidance section of HESA website.
Student Support Number [SSN] The learner's student support number.
Qual on Entry [QualEnt3] The highest qualification on entry. Select from the drop-down list.

  • HESA Only Details

    HESA Only Details section

The HESA Only Details fields are described in the following table.

This field Holds this information...
APEL Credits The learner's recognition of learning and achievements outside formal education or training. Accreditation of Prior Experiential Learning (APEL).
Care Leaver Whether the learner is a Care Leaver.
Credit Points Count' Towards Study The number of credit points being used from a previous award towards the learner’s current study.
Credit Scheme The relevant credit scheme.
Parental Education Whether the learner's parents have higher education qualifications.
Socio Economic Classification The learner’s Socio-Economic Classification. Applicable to learner's aged 21 or over.
Sexual Identification [SEXID] The learner's sex. Select from the drop-down list.
Gender ID [GenderId] The learner's gender. Select from the drop-down list.
Sexual Orientation [SexOrt] The learner's sexual orientation. Select from the drop-down list.
Religion or Belief [RelBlf] The learner's religious beliefs. Select from the drop-down list.
HUSID The learner's unique HESA student identifier.
Previous Institution [PrevInst] The institution previously attended by the learner. Select from the drop-down list.
Nationality [NATION] The learner's nationality.
County Of Domicile [DOMICILE] The learner's country of domicile.
Estranged Whether the learner is estranged.

You can record HESA information in the HESA section of Attainment Details in the Enrolments module.

New HESA fields Attainment Details screen

The HESA fields on Attainments screen tab are described in the following table.

This field Holds this information...
Main Qual Subject The main qualification subject. Select from the drop-down list.
Qual Type (HESA) The qualification type. Select from the drop-down list.
Exam Sitting The examination phase (for example: summer). Select from the drop-down list.
Include in HESA Whether to include or exclude in the HESA file.

The following HESA-related fields are available on the Enrolment Details screen in the Enrolments module.

Enrolment Details HESA fields

The HESA fields on Enrolments Details tab are described in the following table.

This field Holds this information...
Include in HESA Whether to include the enrolment in HESA file.
Not in Active HESA Study Whether the learner is actively studying.

The following HESA-related fields are available on the HESA Details screen in the Enrolments module.

HESA Details tab

The HESA Details screen is enabled by the Use Special Details check box on the Special Details screen.

Use Special Details check box

The fields on HESA Details screen are described in the following table.

This field Holds this information...
Student Instance ID [NUMHUS] An identification of the basic unit of 'a coherent engagement with the provider, aiming towards the award of a qualification(s) or credit' which is described in the HIN guidance section of HESA website.
Fundable Code Whether the learner is eligible for funding.
Fund Level The level of funding that the learner is eligible for.
Mphil/PHD Intent Level The intention level for learners studying for Mphil/PHD.
Exchange Indicator Whether the learner is involved in an exchange programme.
Disabled Student Allowance Whether the learner is in receipt of a Disabled Students Allowance (DSA).
Location of Study The learner's study location.
Major Source of Fees The major source of tuition fees for the learner.
Main Provider [Not UKPRN]

The provider supplying the majority of the course tuition.

This field is redundant from 2024 onwards.
Student Instance FTE The institution's best academic judgement of the full-time equivalence of the learner (for this record) during the reporting year 01 August to 31 July.
Mode of Study An indicator of the mode of study expressed in terms of the HEFCE Higher Education in Further Education: Students survey (HEIFES) definitions. The mode recorded should be the mode at the end of year of programme of study being funded, or, if this is after the end of the ILR year, the mode on 31 July.
Initiative 1 Whether the learner is part of an independently monitored scheme.
Initiative 2 Whether the learner is part of an independently monitored scheme.
Initiative 3 Whether the learner is part of an independently monitored scheme.
Year of Course The calendar year the course takes place.
Student Instance Year The instance year.
Highest Qualification On Entry [QUALENT3] The highest qualification achieved by the learner prior to entry.
Primarily outside the UK Whether the learner's study is primarily outside the UK.
Save Entry Profile Values

When selected the following fields will be stored in a snapshot for the HESA output so that changes can be made to the fields without losing the original values required for HESA. The fields are as follows:

  • Access programme (ACCESSPRG)

  • APEL credits (APELCRD)

  • Care leaver (CARELEAVER)

  • Credits points counted towards study (CRDPTSTU)

  • Credit scheme (CRDSCM)

  • Entry profile dependant (ENTPRODEP)

  • Estranged student (ESTRANGED)

  • Highest qualification on entry (HIGHESTQOE)

  • Marital status (MARSTAT)

  • Parental education (PARED)

  • Country of permanent address (PERMADDCOUNTRY)

  • Postcode of permanent home address (PERMADDPOSTCODE)

  • Previous provider (PREVIOUSPROVIDER)

  • Religious background (RELIGIOUSBGROUND)

  • Socio economic classification (SEC)

  • Standard occupational classification 2010 (SOC2010)

  • Standard occupational classification 2020 (SOC2020)

  • UCAS scheme code (UCASSCHEMECODE)

  • Year left last provider (YRLLPROV)

The following HESA-related fields are available on the HESA Financial Support screen in the Enrolments module.

HESA Financial Support Tab

The HESA Financial Support screen is enabled by the Use Special Details check box on the Special Details screen.

Use Special Details check box

The fields on HESA Financial Support screen are described in the following table.

This field Holds this information...
Funding Year The funding year the record is to be returned in. This field is not included in the return.
Appspend Commitment The financial support being returned as part of the commitments detailed in the providers access and participation plan.
Financial Support Amount : £ The amount of financial support received by the learner.
Financial Support Type The type of financial support being reported.

The following HESA-related fields are available on the Off Venue Activity screen in the Learner Manager module. The table below describes the fields.

This field Holds this information...
Person Code The person code, such as 110111.
Activity Duration Activity duration such as 100.
Activity Duration Type Defines the duration type of the activity. For example, 03 - Days.
Activity Start Date The start date of the activity, such as 21/07/2024.
Activity End Date The end date of the activity, such as 06/02/2025.
Activity Type ID The type of activity, such as 03 - Paid Work.
Country The country in which the activity takes place, such as AE - United Arab Emirates.
Host ID The host ID, such as 1.
Host Type ID The host type ID, such as 05 - HESA Identifier.
Mobility Scheme The type of mobility scheme, such as 05 - Turing Scheme.