Higher Education Data Workshop 28 July 2011 Agenda Data and coding - PowerPoint PPT Presentation

Higher Education Data Workshop 28 July 2011

Agenda – Data and coding issues – Audit outcomes, timetable and future of audit – Using HESA data for end of year monitoring – The HESA IRIS system – Data quality analysis – For our Future indicators – The inclusion of FEIs in Unistats and the NSS – Timetable – Key Information Sets (KIS) – Monitoring of the maximum student number – Redistribution – Changes to HESES – 2012/13 funding consultation

Data and Coding Issues – HESA student data • Persistent issues with return of module data (MODSTAT and MODOUT) • JACS coding • Fundability status • Issues found during HESA/EYM analysis • LANGPCNT

Changes proposed for HESA and LLWR • HESA have requested proposed changes from statutory customers for 2012/13 and 2013/14 instead of a major review of the student record for 2013/14 – HEFCW to respond with changes: - for 2012/13 by 22 August 2011 - for 2013/14 by January 2012 – Institutions informed of changes: - for 2012/13 in January 2012 - for 2013/14 in June 2012 • Changes to the LLWR record will be discussed at the September meeting with FEIs

Changes proposed for the HESA record 2012/13 • HEFCW will propose inclusion of: – A flag indicating is the student is eligible under the new fee regime – A domicile field for students under the new fee regime (as assessed for fees purposes) – The fees charged to the student under the new fee regime – An APEL field on the student on module entity to indicate if the module was taken through APEL • These changes will be reflected in the LLWR

Audit Outcomes – External Audits (1) Findings of the audits: • Completion status of modules and students not recorded correctly on the system • Credit values counted twice on EYM • Systems not capable of running historic reports • Issues with recording of qualifications on entry • Students counted in the WA premium not having an eligible postcode • Cross checks with franchise partners not made • Hard copy enrolments forms not found • .

Audit Outcomes – External Audits (2) • Income returned on RAS and HEBCIS not reconcilable to the audited accounts HEBCIS: • Copies of contracts returned not available • No evidence to support the number of CPD days • Income counted in more than one category • Expenditure and not income returned for some projects • Number of consultancy contracts understated • Lack of evidence for inclusion of some spin outs and graduate start ups, and staff start ups also included in spin out count

Audit Outcomes – Internal Audits (1) Recommendations included: – HESA/LLWR student record » The final version of the HESA return should be kept » FUNDCOMP and MODOUT should be correctly assigned » Validation reports for non-standard academic years and students taking more than one course should be produced » The procedure for calculating the proportion through Welsh should be documented » Anomalies in the recording of DSA should be investigated » The highest qualification on entry should be appropriately identified and recorded » Evidence of the LLWR vs EYM check should be documented and retained

Audit Outcomes – Internal Audits (2) – HESES/EYM » The data returns procedure should be updated to reflect any new HEFCW guidelines » Sufficient evidence should be retained to support assignments to JACS codes » The process to calculate estimates should be documented » Credit values in each column should not be aggregated before completion of the return » Modules should be reviewed to determine if ASC allocations are correct » It should not be assumed that all students eligible to resit do so – HESA staff record » Final returns should be scrutinised by an appropriate member of staff » Casual workers should be included

Audit Outcomes – Internal Audits (3) – HEBCIS » A control should be put in place for the approval of the electronic return » The calculation of estimates should be documented » Training should be provided to an additional officer » The reasons for data amendments should be recorded – System » Written evidence of withdrawal should be available » The mainstream funding activity should be entered into the system at the same time as the student details – Other » The risk of relying on a key individual should be considered for inclusion on the risk register » Procedures should be documented

Audit Timetable • August 2011 – Feedback from internal and external audits – Official notification of external audits for 2011 • Autumn 2011 – External audits take place • Future – 2011 is the last year of the current 5-year cycle – Will be retendering for external auditors next year – Future audits may cover data used in FoF, fee plans or specific provision or initiatives, not just funding data

Using HESA Data for End of Year Monitoring – Technical group – last meeting September 2009 – 2007/08, 2008/09 and 2009/10 extractions carried out using algorithm – Timetable revised last year as data quality not good enough to replace EYM survey data – Data collected on EYM survey likely to change

Timetable 2011 August Return of EYM 2010/11 data Summer/Autumn Extracted data from the 2010/11 HESA record made available through the IRIS system Late October HESES 2011/12 published November Start consultation with sector about requirements of EYM survey December Consultation outcomes published and decisions made about the future of the EYM survey 2012 Spring Extraction of end of year data from the 2010/11 record (clawback outcomes compared to 2010/11 EYM clawback outcomes) August EYM survey published but no detailed EYM credit value data collected directly from HEIs (subject to the outcome of the consultation) 2013 Spring Extraction of end of year data for HEIs from the 2011/12 HESA record used for calculating adjustment to grant for 2011/12 for HEIs

Using HESA data for 09/10 EYM Student registrations – HE sector totals by residential status and eligibility for HEFCW funding Status EYM HESA % difference -0.5% Home and EU fundable 102,777 102,287 Home and EU non-fundable 9,812 7,090 -27.7% Island and Overseas 14,443 13,791 -4.5% Total 127,032 123,168 -3.0%

Using HESA data for 09/10 EYM Student registrations – HE sector totals for Home and EU fundable students EYM HESA % difference Full-time/sandwich undergraduate -1.1% 60,502 59,841 Full-time/sandwich postgraduate 7.9% 6,100 6,583 Part-time undergraduate -0.2% 27,165 27,101 Part-time postgraduate -2.8% 9,012 8,763 Total 102,777 102,287 -0.5%

Using HESA data for 09/10 EYM Other student registration tables ITT Medicine and Dentistry (compared against HESES) ERASMUS (compared against HESES) Art, Design and Performing Arts – performance element (compared against HESES)

Using HESA data for 09/10 EYM Sector wide issues on registration tables ITT students  ITTPHSC (Primary = 15-19, 53, 61-65. Secondary = 24-26, 55-57)  Secondary phase split of subject of study (SBJCA and SBJPCNT) Students on a sandwich year out  SPECFEE = 1 ERASMUS  SPECFEE = 3

Using HESA data for 09/10 EYM Sector wide issues on registration tables (cont…) Mapping of subject codes - JACS to ASC  ASC 2, 3 and ASC 8 Medicine and Dentistry  Pre-clinical and clinical split using SBJCA  Intercalated year (COURSEAIM = H24) NLIAH funded students coded as HEFCW fundable

Using HESA data for 09/10 EYM Sector wide issues on registration tables (cont…) Franchised out students  PCOLAB = 100 for all modules  TINST = 4001, 4002, 4003, 4004

Using HESA data for 09/10 EYM HE sector totals for Home and EU fundable credit values Mode / Level EYM HESA % difference Full-time/sandwich undergraduate degree 6,640,019 6,616,256 -0.4% Full-time/sandwich undergraduate non-degree 396,222 377,607 -4.7% Full-time/sandwich postgraduate taught 622,019 584,066 -6.1% Part-time undergraduate (non franchised out) 914,973 928,677 1.5% Part-time undergraduate franchised out 243,896 244,934 0.4% Part-time postgraduate taught 441,614 401,555 -9.1% Total 9,258,743 9,153,096 -1.1%

Using HESA data for 09/10 EYM Sector wide issues on credit value tables Module outcomes  Unknown (MODOUT=6)  Some institutions with no modules returned as non- completion (MODOUT=4) Module status  Institutions having all their modules contained in reporting year (MODSTAT=2)

Using HESA data for 09/10 EYM Sector wide issues on credit value tables (cont…) More credits on EYM than on HESA More franchised out credits on HESA than EYM Effects of module coding issues on estimation methods

Using LLWR data for 09/10 and 10/11 EYM Extra fields introduced for 2010/11 to HE dataset Mode of attendance Qualification Aim Subject of Study and associated percentages Qualifications awarded and grade Month 12 data recently received from Welsh Government Both years analysis and issues to be presented and discussed at meeting in HEFCW on 28 th September 2011

HESA IRIS system – For Welsh HEIs from 2010/11 – For 2010/11 will include: • EYM extraction (credit values and registrations) • Premium, per capita and PGR summaries and data • Data used to monitoring the maximum student number – At TEST COMMIT and COMMIT stages of submission, a file created by HEFCW will be available for download

HESA Data quality analysis 2009/10