UCAS - UCAS Data for HESA

What is UCAS Data for HESA?

UCAS Data for HESA (also known as *J) is the transaction which has been designed to supply data available from UCAS to higher education institutions, in an appropriate format, so that it can be used in their HESA Student Record return.

There are a number of fields included in the transaction, and a specification is available which describes the fields that will be included, as well as any translations from UCAS to HESA coding.

The HESA data requirement is published as part of the coding manual and will be made available from their website - see assistance information below.

Higher education institutions' access to UCAS Data for HESA transaction

Higher education institutions will be able to obtain this transaction from UCAS through a number of routes:

(a) A flat-file type structure

(b) odbc-link directly into tables

The following documents give details of the format for the 'FLAT' file for *J data from HESA.

Timing for UCAS Data for HESA transaction

The UCAS Data for HESA transaction will be available at the end of an application cycle, once examination results have been confirmed; this is usually late mid-November.

Structure of the UCAS Data for HESA transaction

The structure of the transaction is one record per accepted student.

The transaction cannot be split into an entity structure. To give an example of this, and as a starting point for institutions, course-related information is provided assigned to each student according to course applied for and qualifications are provided as a repeating group of fields.

Students covered in the UCAS Data for HESA transaction

Students included in the transaction are those placed in an application cycle for a given year. Deferred students will be included in the transaction of their year of application, and will continue for every year that they are a live applicant.

Changes to the UCAS Data for HESA transaction 2011/12

There have been a small number of minor changes for 2011/12. These changes are:

Application Code: This field will not be populated in line with the other ivStar transactions.
Qualifications on Entry: These will now be presented with the newest first.
QUALENT3: There will be a new derivation method for this value. The method will be fully explained in the Star J Specification available from HESA (see below).

Assistance with UCAS Data for HESA

If you require any assistance or information in regards to the 2011 entry return, please refer to the HESA website where you will find information on the 2011/12 Student Return.

If you require any reference material in regards to 2010 entry, please refer to the document below. Please note that this document should only be used for reference purposes for the HESA student return made in 2010 entry.

Specification of the UCAS data for HESA (*J) 2010/11

Further information

For further information about HESA and the Student Record return, you may find it beneficial to visit the HESA website.

For a complete list of Previous Institution (PREVINST) Codes please click the below link. (Please note: you will need to be logged in to access this file.)

PREVINST Codes