Student record 2022/23 - Data collection schedule
The document below is designed to guide providers through the stages of data submission for the Student record (22056).
At a glance
| From 1 August 2022 | Data capture and collation |
| May / June 2022 | Online Validation Toolkit (OVT) opens |
| 31 March 2023 | HESA Data Platform (HDP) opens |
| 31 May 2023 | Send a file to HDP |
| 18 August 2023 | Nil-return confirmation |
| 18 August 2023 | Interim submission to HDP |
| 18 August to 13 October 2023 | Quality Assurance period |
| 13 October 2023 | Final submission to HDP |
| 20 October 2023 | Sign-off |
May 2023 interim submission: requirements
Data and system requirements
The deadline for the May interim submission is Wednesday 31 May 2023.
You must submit real student data in the May and August interim submissions.
All providers must make their interim submission on HESA Data Platform (HDP). The HDP has additional functionality and visibility so we can support you with your interim submission.
We will not require a complete file (as we anticipate that not all the data will be available) but the file will need to pass schema and the file should contain approximately 50% of students.
Your submission must reflect a real-life submission, so be sustainable, using your software solution or data entry tool.
Sign off
Your Accountable Officer does not need to sign off the May 2023 interim submission.
HESA and Statutory Customers will monitor interim submissions as part of our commitment to full transparency and shared intelligence to prepare all providers for the 2022/23 collection.
We will require you to confirm via the Issue Management System (IMS) messaging function that your submission meets the listed requirements: this correspondence will be visible to Statutory Customers.
August 2023 interim submission: requirements
Data and system requirements
The deadline for the August interim submission is Friday 18 August 2023.
You must submit real student data in the August interim submission.
All providers must make their interim submission on HESA Data Platform (HDP). The HDP has additional functionality and visibility so we can support you with your interim submission.
The file will need to be very close to a complete file and should contain 90% or higher of student and course information.
The file will need to pass schema and include all mandatory structural elements. Unknown/not available codes should be used where required data is not available.
The file will be subject to full quality assurance processes; however, it is not expected that all outstanding issues will be resolved. If possible, we would encourage you to engage with the Issue Management System (IMS) by responding to a query or uploading a new file to resolve a query.
Your submission must reflect a real-life submission, so be sustainable, using your software solution or data entry tool.
Sign off
Your Accountable Officer does not need to sign off the August 2023 interim submission.
HESA and Statutory Customers will monitor interim submissions as part of our commitment to full transparency and shared intelligence to prepare all providers for the 2022/23 collection.
We will require you to confirm via the IMS messaging function that your submission meets the listed requirements: this correspondence will be visible to Statutory Customers.
