The HESES12 process

London20 September 2012

Corinna Chandler

• Timetable

• Accessing the blank workbook

• Validation checks

• Credibility checks

• Monitoring the 2012-13 student number control

• Returning the completed workbook

• Data verification period

• HESES re-creation using HESA data

• Further information

The HESES12 process

• September 2012 HESES12 guidance published

• By early HESES12 workbook available for November 2012 colleges to download

• 1 December 2012 Census date

• 11 December 2012 Deadline for survey data to be

(noon) uploaded to HEFCE extranet

• 14 January 2013 Deadline for return to be signed off

• February 2013 Final 2012-13 grant adjustments released

• March 2013 Provisional 2013-14

allocations released

Timetable for return of HESES12

• Release letter sent to HESES contact and head of institution (by e-

mail and post)

• Blank workbook available on HEFCE extranet

• Instructions for using HEFCE extranet and access key required for

blank workbook contained in release letter

• Workbook is password protected to preserve formulae, formats

and loading information

• Data should not be cut/copied and pasted from cell to cell as this

disrupts formulae

Accessing the blank workbook

• Purpose is to ensure invalid data is not submitted

• We will not accept completed workbooks with failed validation checks

• Invalid data is highlighted in red in the workbook

• All validation checks will be detailed in Appendix 2 of HESES12 publication

Validation checks

Validation checks - example

Validation checks - example

• Purpose is to ensure data is credible and that the HESES guidance has been followed

• Two types (both displayed in workbook):

• First stage credibility warnings (orange)

• Automatic highlighting in comparison tables (yellow)

• Institutions can upload workbooks with failed credibility tests, but we need to know the reason why

• All credibility checks will be detailed in Appendix 4 of HESES12 publication

Credibility checks

First stage credibility warnings - example

First stage credibility warnings - example

Automatic highlighting in comparison tables - example

• Student number control (SNC) limit for 2012-13 given in 2012-13

grant table B

• This limit will be monitored using Table 6 of HESES12

• A worksheet in the HESES12 workbook will show a provisional

2012-13 grant adjustment relating to students in excess of the

2012-13 SNC

• Final 2012-13 SNC grant adjustment released February 2013

Monitoring the 2012-13 student number control

• Ensure an audit trail is kept, particularly for forecasted figures

• Refer to the checklist of questions provided in the workbook release letter

• Completed workbook to be uploaded to the extranet (by noon on 11 December 2012)

• When processed a message is displayed explaining whether or not the upload was successful

Returning the completed workbook

• Once completed workbook is uploaded, HEFCE staff will review the data and query where necessary

• Data to be signed off by 14 January 2013

• I will explain more….

Data verification period

• We will use your 2012-13 HESA return to re-create the actual

HESES12 return

• Web facility provided Summer 2013 to assist you in preparation of

your 2012-13 HESA return

• Funding and monitoring data exercise released Spring 2014

• Grant adjustments may arise if significant differences between

original HESES12 return and HESES12 re-creation

HESES re-creation using HESA data

• HESES12 publication (to be published end of September):

• Introductory section of document

• Annex E for guidance on what to do when the tables have been completed

• Appendices for details of validation checks, credibility checks and estimated grant adjustments for 2012-13

• Contact:

Paresh Prema

heses@hefce.ac.uk

0117 931 7314

Further information