The individualised files are in a sense the 'raw data' files that feed into the funding and monitoring data outputs (indicative funding summaries, funding data reconciliations and other funding and monitoring data outputs). They show the allocation of students to cells within the equivalent derived statistics output and, where relevant, details of why they were excluded.
Detailed instructions on how to generate the data in the derived statistics outputs from the individualised file can be found in the technical documents (see the year-specific link under funding and monitoring data overview).
All records with a specific value in a specific field can be found using the following description. Note that for some versions of Excel there may be a limit for the number of records that can be displayed.
1. The file may be opened in two ways:
2. If the data is contained within a single column, start the 'Text Import Wizard' from the ribbon tabs at the top of the page. Click on the 'Data' tab at the top, then under the 'Get External Data' grouping, click on 'From Text' (see Screenshot 4 below). Next, double click on the text file you want to import (see point 1.b above).
3. Filtering the data
a. First, click on the 'Data' tab and under 'Sort & Filter', click the 'Filter' icon.
b. Next, click on the arrow in the column containing the data which needs filtering (see Screenshot 5 below).
c. Either select a specific value or select 'Numbers Filter' to specify conditions to the filter.
d. To select records using multiple fields, repeat steps b and c for each field.
e. To save the changes to the file, it is recommended that they are saved with the .xlsx extension (using the drop down 'Save as Type' box in the 'Save As' window).
The file may be opened in two ways:
2. If the data is contained within a single column, start the 'Text Import Wizard' from the 'Data'. 'Text to Columns...' menu option. Ensure that 'Delimited' is selected near the top of the window, then click 'Next'. On the next page, uncheck 'Tab' and check 'Comma'. Click 'Finish' to open the file.
3. Filtering the data
a. Select the row containing the variable names.
b. Select 'Filter' from the 'Data' menu and then 'Autofilter'.
c. Click on the arrow in the column containing the data which needs filtering. Either select a specific value or select 'Custom' to specify conditions to the filter.
d. To select records using multiple fields, repeat steps a to c for each field.
e. To save the changes to the file, it is recommended that they are saved with the .xls extension (using the drop down 'Save as Type' box in the 'Save As' window).
When you open an individualised file, some fields may not show the correct format (for example, the number 968001002 may look like '9.64E+08'). To obtain the 13 digit codes as originally returned follow these steps:
1. Highlight the column containing the field you wish to format, then:
Outputs will be overwritten each time new data are submitted. Note that it is not possible for institutions to see one another's data.
At this point it may be useful to check whether the tables reflect the number of students expected. If it does not, view the files uploaded and check that they are the files that were intended to be submitted. We are not responsible for the accuracy of the files submitted to the web facility.
Page last updated 28 November 2011