HEFCE web facility for 2009-10 statistics

1. How do I access the web facility?

Data files can be accessed from the HEFCE extranet at https://extranet.hedata.ac.uk. Before you are able to access the HEFCE extranet, you will need to register. Instructions on how to access the HEFCE extranet are provided in Annex B of '2009-10 statistics derived from ILR data: Guide to HEFCE web facility' which was e-mailed to HEIFES contacts by Michael Dockerty on 17 September 2010. You will require an 'organisation key' and a 'group key', details of which were provided in a letter sent by Michael Dockerty on 17 September 2010 to heads of institutions and HEIFES contacts.

2. Is the organisation key case-sensitive?

No. The facility is not case-sensitive, including any passwords that are entered.

3. How long does it take to process the file(s)?

Our systems only allow one submission to be processed at a time. If more than one institution submits data, the submissions will be placed in a queue. The total time taken to complete the re-creation, including waiting time, will depend on the number of institutions in the queue.

4. Is it possible to use Firefox or other browsers to access the web facility?

Yes, however, the choice of browser may affect the prompts you see when downloading the output.

5. An internet error message has appeared on my screen. What do I do now?

Refresh the page. This should resolve the problem. However, if after a few attempts the problem persists, contact Michael Dockerty (e-maililr_heifes_stats@hefce.ac.uk).

6. What do I need to do if an error occurs while processing?

Ensure that the files you used for the re-creation are the correct ones, they have passed validation and are also in the correct format which is described in Annex B of '2009-10 statistics derived from ILR data: Guide to HEFCE web facility' (e-mailed to HEIFES contacts by Michael Dockerty on 17 September 2010). Ensure all data retain their leading zeros by opening the file in a text editor such as Notepad. If all the files are correct and you still have an error message, contact Michael Dockerty (e-mail ilr_heifes_stats@hefce.ac.uk).

7. How do I view the output files?

Once the files have been processed, you can access the outputs by selecting 'Results'. For details of how to open your output follow Annex B of '2009-10 statistics derived from ILR data: Guide to HEFCE web facility' (e-mailed to HEIFES contacts by Michael Dockerty on 17 September 2010).

8. I cannot open the individualised file as a .csv file.

We use the file extension '.ind' for the individualised file. This means that Excel will not automatically detect that the file is comma-separated and will not format it correctly.

To open the file correctly, launch Excel first, then, click File, Open. You will need to specify 'All Files' in the 'Files of type' box before the individualised file will appear in the file listing.

Once you have selected the file, the 'Text Import Wizard' will appear. 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. Checking the 'Always use the selected program to open this type of file' box will mean that Excel will be used automatically when an '.ind' file is opened in the future.

9. How will the data I use to create the outputs be used by HEFCE?

We will not view any data unless asked to by an institution, with the exception of the NSS, DLHE and Unistats outputs. The data and output files remain the property of the institution and are held separately from other data.

10. Is use of the web facility compulsory?

No. However, most of the outputs will be reproduced when we receive the finalised ILR data from the Data Service. If significant discrepancies exist (in respect of the HEIFES and CFEE re-creations) we will ask for an explanation for these differences. Our funding allocations are informed by the data provided by institutions so if we find that erroneous data have resulted in institutions receiving incorrect funding allocations then we will adjust their funding accordingly (subject to the appeals process and the availability of our funds).

11. How can I identify the number of records potentially inaccurate in the 2009-10 ILR F05 data credibility sheet from the individualised file?

In the individualised file (HEIFER09YYYYYY.ind where YYYYYY is the provider number ST_UPIN (L01) for the college), select the fields detailed in the 'population definition' and 'credibility test' columns of the credibility sheet in HEIFER09YYYYYY.xls.

12. What is the password to unprotect the NSS and DLHE spreadsheets?

The password to unprotect the NSS and DHLE spreadsheets generated by the 2009-10 ILR Web facility is 'password'.

13. How do I find the JACS 2.0 code and subject area for an LDCS code?

JACS 2.0 codes and subject areas can be obtained from the LDCS to JACS mapping spreadsheet below.

14. Is HEFCE intending to use 2009-10 F04 ILR data?

Generally, we will use 2009-10 ILR F05 data to monitor HEFCE funding (in particular by re-creating HEIFES returns) and inform the allocation of certain elements of HEFCE funding (in particular widening participation (WP), teaching enhancement and student success (TESS) and the partial completion weighting). We do not expect to use 2009-10 ILR F04 data to monitor or allocate HEFCE funding. We previously used ILR F04 rather than F05 data due to timing issues (that is, we did not receive finalised ILR F05 data in time to inform our provisional funding calculations, which typically occur in January each year ahead of announcement in March). This year we expect to receive 2009-10 ILR F05 from the Data Service in December 2010 which will enable us to use it to inform the calculation of provisional 2011-12 HEFCE funding allocations in January 2011, for announcement in March 2011.