1 HESES21 training Identifying and counting your students Will Scott Funding Officer 27 September 2021 Follow us on Twitter
2 Webinar housekeeping Who is presenting today: Main presenter: Will Scott (backup Roger Lear) Q&A: Ross Lawlor How to ask a question: Please use Q&A feature rather than the chat Use the chat to contact event support Closed captions are available A recording of this session will be available on the OfS website Intended audience: those new to HESES and those needing a refresher Please give us your feedback.
3 HESES21 webinars Introduction to OfS funding and HESES21: 1330 on Monday 20 September 2021 Categorising your students and important definitions: 1330 on Wednesday 22 September 2021 Identifying and counting students to be included in HESES21: 1330 on Monday 27 September 2021 Submission and verification of HESES21 data return: 1330 on Wednesday 29 September 2021 Hands-on workbook exercises and breakout groups: 1330 on Tuesday 5 October 2021 and 1330 on Thursday 7 October 2021 More information available at
4 Supporting materials A recording of this event and today s slides will be available from the OfS website at Providers should also refer to HESES21 Higher Education Students Early Statistics survey publication How to complete the HESES21 workbook publication HESES videos on the OfS YouTube page: Overview of OfS funding Guide to funding publication Sign up for alerts
5 What we will cover today How to count student years How to make forecasts of non-completion and full-time equivalence (FTE) How to complete the healthcare tables in HESES21.
6 Counting years of instance: Column 1 or Column 2?
7 Table 1: Full-time Price group: Annex G Length: Annex J Level: Annex I Fundability status: Annex F
8 Table 1: Full-time Column 1 or Column 2: Annex C Column 3 Non-completions: Annex D Column 4 (Automatically completed)
9 Counting student activity (Annex C) We count years of instance. For a student studying for a specific qualification: the first year begins when students start studying towards the qualification the second and subsequent years start on or near the anniversary of this date (to allow for minor variations in term dates). For each year, student activity is counted if: a fee is charged the FTE for the year is at least 0.03 they are not writing up a thesis or similar piece of work for the whole year they have not withdrawn within two weeks of starting the instance.
10 Counting student activity: which HESES? The academic year that a year of instance starts in determines which HESES survey it s counted in The years labelled as HESES21 below both start in the academic year. HESES20 HESES21 HESES20 HESES21 1 Aug Aug Aug academic year academic year
11 Counting student activity: Column 1 or 2? Years of instance can be recorded in either Column 1 or Column 2 of HESES: this reflects if the year starts before or after the HESES census date. If a student has withdrawn from their year of instance on or before the census date they should not be returned. Year of instance starting by census date (Column 1) Year of instance predicted to start after census date (Column 2) Census date Colleges: 1 Nov Other providers: 1 Dec 1 Aug 2021 Census date academic year 31 Jul 2022
12 Standard and non-standard years Standard year (column 1): All activity contained within one academic year (1 August 31 July) Count at the start of each year of instance. year of instance 1 Aug 2020 A) Activity for year of instance (September - June) B) Activity for year of instance (September - June) 1 Aug Aug academic year academic year
13 Standard and non-standard years Standard year (column 2): All activity contained within one academic year (1 August 31 July). Included as a forecast year in column 2 at the start of each year of instance. year of instance A) Student activity (January - July) B) Student activity (January - July) 1 Aug Aug Aug academic year academic year
14 Standard and non-standard years Non-standard year (column 2): Activity for a year of instance spans two academic years. Included as a forecast year in column 2 at the start of each year of instance: avoid double-counting. year of instance A) Student activity (January - December) B) Student activity (January - December) 1 Aug Aug Aug academic year academic year
15 Standard and non-standard years Non-standard year (column 2): Activity for a year of instance spans two academic years Included as a forecast year in column 2 at the start of each year of instance: avoid double-counting. HESES21 census date A) Student activity (January - December) B) Student activity (January - December) 1 Aug Aug Aug academic year academic year
16 The Courses table Colleges only
17 What is the Courses table for? The courses table is used to record Column 1 years of instance. Data entered on the courses table automatically populates Column 1 on Tables 1, 2, 3 and 5. Column 2 years of instance will still have to be entered manually Data is entered at a course level, using learning aims. We take a snapshot of the data in the Education and Skills Funding Agency s Learning Aim database. This is used to list: course title level price group(s) length. If you don t have a learning aim, or the information is incorrect, contact us as soon as possible at
18 Completing the Courses table You must use the specific learning aim for each course. There are limits on how many times you can enter the same learning aim Price groups for each course are defined by the learning aim A course can be split between price groups if so you will have to enter the percentage for each price group Level and length are automatically completed but you can overwrite these if necessary There are separate columns for each mode, sub-columns separate out fee status, fundability status and domicile Only enter Column 1 students years of instance that have started before the census date.
19 When two courses are part of one instance When a student progress directly from one course to another at the same broad level (e.g. undergraduate or postgraduate taught), we would consider this to be a single instance for HESES purposes. Examples: A student completes a foundation degree then progresses straight away to a top-up year for a BSc A student completes an HNC, then progresses to top this up to an HND. The courses table does not account for this; if the two courses overlap you should only enter students against the higher learning aim.
20 Any questions?
21 Non-completions: Column 3
22 Table 1: Full-time Column 1 or Column 2: Annex C Column 3 Non-completions: Annex D Column 4 (Automatically completed)
23 The OfS definition of completion Students start their year with a study intention: The modules they intend to complete in that year. The OfS definition of completion : In order to complete the year, a student must: complete all of their study intention within 13 calendar months of the start of their year. Completion is not the same as progression. In order to complete a module, a student must do one of the following: undergo the final assessment in the module pass the module, if it can be done without undergoing the final assessment.
24 The OfS definition of completion Enter a forecast of the students recorded in Columns 1 and 2 who will not complete their year of instance. Notes: Should be recorded as a negative number Estimates should be primarily based on the previous year s non-completion rate for the particular course Forecasts should not be skewed by exceptional circumstances Completion is not the same as progression: use the definition from the HESES guidance.
25 Full-time equivalence (FTE): Column 4a
26 Table 3: Part-time Column 1 or Column 2: Annex C Column 3 Non-completions: Annex D Column 4 (Automatically completed) Column 4a FTE: Annex E
27 Calculating FTE: column 4a (annex E) FTE = Full-time equivalence For a part-time course, this is defined by looking at the equivalent full-time course. It can be calculated based on: number of credits studied duration of the course. Over a whole part-time course, the FTE should add up to the same total as a full-time course. Example: A full-time degree takes three years. A part-time degree takes six years. 3 / 6 = 0.5 FTE Over six years, the total FTE is 3.
28 Calculating FTE: credit example For example: A full-time degree is taken over three years, with 120 credits taken each year. In the part-time course, 90 credits are studied in years one, two and three, and 30 credits are studied in years four, five and six. What is the FTE for years one, two and three? 90 / 120 = 0.75 What is the FTE for years four, five and six? 30 / 120 = 0.25 What is the total FTE over the course? = 3.0
29 Any questions?
30 Tables 6a, 6b and 6c: Healthcare
31 What are Tables 6a, 6b and 6c for? Record students on certain courses that lead, on successful completion, to first registration as a professional in nursing, midwifery and certain allied health professions Tables 6a, 6b and 6c are mutually exclusive These students will already be recorded on Tables 1-3 The health tables further break these students down based on: profession fundability status starters in
32 Who is recorded on Tables 6a, 6b and 6c? Home fee students Studying specific pre-registration courses. Not all healthcare courses are recorded here. These courses need to be approved by specific regulatory bodies: The Nursing and Midwifery Council The Health and Care Professions Council The General Dental Council. Further detail on these professions and courses is in Annex L of the HESES guidance.
33 Structure of Table 6a The tables have the same columns as on Tables 1 to 3. The definitions of fundability, length, etc. remain the same. The columns are further broken down into: a) OfS-fundable students (all years) b) Non-fundable students (all years) Starters in the number of students recorded in a) and b) that are starters in Professions are separated out and can be filtered.
34 Starter versus new entrant Starter in tables 6a, 6b and 6c does not have the same definition as New entrant for Table 5 A starter is a student starting study for the first time on a relevant pre-registration course in a specific year For HESES21, you need to separately identify students who are starters in You may need to be able to identify starters in previous years when determining fundability status.
35 Any questions?
36 How to find further guidance Further guidance on the topics covered today can be found in the HESES21 guidance, in these annexes: Topic Standard or non-standard year Non-completion forecasts (Part-time only) FTE for completed years Health profession Guidance Annex C Annex D Annex E Annex L
37 What we have covered today How to count student years How to make forecasts of non-completion and FTE How to complete the healthcare tables in HESES21.
38 Next webinar 1330 on Wednesday 29 September 2021 Submission and verification of the HESES21 workbook This webinar will cover: how to submit your completed HESES21 workbook how the OfS will carry out data verification on your HESES return how to get your HESES21 submission signed off.
39 How to find out more Website: YouTube:
40 Thank you for listening Copyright The copyright in this presentation is held either by the Office for Students (OfS) or by the originating authors. Please contact for further information and re-use requests.
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