Request 98/48

HESES98

Higher Education Students Early Statistics Survey 1998-99

Executive summary

1. Purpose

2. This document asks institutions to complete the annual survey on full-time equivalent student load on recognised higher education courses.

   Key points

3. The data will:

   a. Give us an early indication of the number of students studying in the academic year 1998-99.

   b. Enable us to compare student load with allocations made for the academic year 1998-99.

   c. Inform our allocation of teaching funds for the academic year 1999-2000.

4. This document provides:

   a. Guidance notes for completing the HESES98 survey.

   b. Definitions used in the HESES98 survey.

   c. Examples of the survey tables, which will be distributed on computer disk.

5. Information contained in the annexes will help institutions to complete the survey.

   Annex A:	Summary of changes since HESES97
   Annex B:	Table descriptions
   Annex C:	Description of columns in tables
   Annex D:	HESES98 student population
   Annex E:	Countable years of programme of study
   Annex F:	Student load
   Annex G:	Long years of programme of study
   Annex H:	Definition of residential and funding status
   Annex I:	Definition of level of study
   Annex J:	Definition of mode of study
   Annex K:	Definition of price groups
   Annex L:	Definition of recognised HE courses
   Annex M:	Approximation to the year of programme of study
   Annex N:	Links between HESA and HESES data
   Annex O:	Validation checks
   Annex P:	Spreadsheet notes
   Annex Q:	Sample tables
   Annex R:	Glossary

   Action required

6. Survey data, on disk with a hard copy, should be returned by 8 December 1998. Disks will be dispatched to institutions by 11 November 1998.

The HESES98 Survey

6. The following sources of data will inform our allocation of funds for 1999-2000:
   • The Higher Education Students Early Statistics Survey 1998-99 (HESES98)
   • The Higher Education Statistics Agency (HESA) July 1997-98 individualised student record
   • the Research Activity Survey 1998.
7. HESES98 should be completed by all HE institutions receiving HEFCE recurrent funds for teaching. The Research Activity Survey 1998 will be issued in October 1998: it should be completed by all institutions that will receive HEFCE funding for research in 1998-99, or that expect to receive such funding in 1999-2000.
8. Coverage of the HESES98 survey is given in Annex D. Definitions of when activity should be counted are in Annex E. Annexes F to L explain how to record different categories of activity.
9. All activity that meets the criteria set out in Annexes D and E should be reported, even if it will not be used directly to allocate funds.

   Data collection and verification

10. Enquiries about this survey should be addressed to Mr Morille Njau (tel 0117 931 7338, e-mail m.njau@hefce.ac.uk). A web page featuring answers to frequently asked questions and additional examples will be at http://www.hefce.ac.uk/learning/hesesqa.htm.
11. A computer disk, containing four spreadsheet files, will be dispatched directly to institutional contacts by 11 November 1998. Notes on the disk are at Annex P.
12. The disk contains a number of validation checks, detailed in Annex O, and we will carry out further checks when we receive it. Once data have been validated, institutions will be asked to verify their returns. We may refuse to accept amendments once data have passed validation.

    Returns

13. Survey data, on disk with a hard copy, should be returned to:

    Joanne Iles
    Analytical Services Group,
    HEFCE,
    Northavon House,
    Coldharbour Lane,
    BRISTOL BS16 1QD

    Returns may be made by e-mail to j.iles@hefce.ac.uk, but a hard copy should still be sent to the above address.

14. Returns should be received no later than 8 December 1998. Where an institution fails to return accurate data on time we may base the allocation of funds on our own estimate of student activity.

    Audit

15. We will audit HESES98 data. Institutions should therefore keep an adequate audit trail recording how the data were derived. Institutions must keep records of how eligibility for means-tested awards was established.
16. As part of our audit process we will compare HESES98 data with a variety of other data, most notably individualised HESA data as these become available. We may make retrospective adjustments to funding in the light of these comparisons. Details of how we will compare data are given in Annex N. Currently it is not possible to create an exact mapping between individualised data and HESES data. Institutions should therefore consider the guidance given in Annexes D to L as definitive. Annexes M and N, though not definitive, describe our monitoring process. We will also compare data returned on HESES98 and data returned on the Research Activity Survey 1998. We may refuse to accept data where there are significant differences.

Annex A

Summary of changes since HESES97

1. Fee data will continue to be collected, but data on fees split by price group are no longer required. For 'existing students', the source of fees will continue to be collected. For 'new students', we will require information on their eligibility for a means-tested award.
2. Students on pre-registration nursing or midwifery degrees and courses (including postgraduate courses) leading to a recognised professional qualification in dietetics,
   speech and language therapy, chiropody/podiatry, or prosthetics and orthotics should now be returned as 'non-fundable' in the appropriate tables. This applies whether the Department of Health is funding their provision, or they are currently supported by HEFCE funds.
3. Additional information on full-year outgoing students on ERASMUS and SOCRATES schemes will be collected in column 7 of table 1a. This information is required because of the proposed changes to the fees for these students.
4. All student load in sports science departments (cost centre 38) should now be returned in price group C, subject to threshold criteria given in paragraph 9 of Annex K.
5. All student load in education departments (cost centre 34) for students on courses of initial teacher training (ITT) that do not lead to qualified teacher status (QTS) should be returned in price group C. All remaining activity should be returned in price group D.
6. All student load in media studies departments (cost centre 30) should be returned in the media studies price group pending the outcome of the review of funding of communication, cultural and media studies.
7. Students registered for research qualifications awarded primarily on the basis of published works should not be included in the student population unless they undertake a significant amount of research at the institution.
8. Following consultation with the Joint Medical Advisory Committee (JMAC), activity recorded in price group A should be restricted to clinical medicine, clinical dentistry and veterinary science.
9. Information on 'thin sandwich' students who are paying a £500 fee will be collected on table 2.
10. Information on students franchised-out (see Annex D) is being collected on tables 1a, 2a and 3a.
11. Data on students from the Channel Islands and Isle of Man are being collected on table 4.

Annex B

Table descriptions

1. Tables 1a, 2a and 3a - Counts of years of programme of study and load

2. Tables 1a, 2a and 3a correspond to the three categories of 'mode of study' as defined in Annex J. These tables are mutually exclusive and taken together should sum to the total number of years of programme of study countable for the academic year.

   Table 1c - Medical and dental student counts

3. Table 1c is a subset of table 1a and contains all full-time undergraduate students on programmes of study that normally lead to a first registrable medical or dental qualification. Years of programme of study returned in this table should also be included in table 1a.
4. Years of programme of study should be classified according to which year of the course they are. Intercalated years should be disregarded when determining which year of a medical or dental course a given year of programme of study is. Where a student studies for an integrated first degree and first registrable medical or dental qualification, the study towards the first degree should be treated as falling entirely in the pre-clinical years.
5. Pre-clinical medicine: all years of programme of study that are not classified as clinical medicine and are not an intercalated year.
6. Clinical medicine: the final three years of programme of study of a course leading to a first registrable medical qualification.
7. Pre-clinical dentistry: all years of programme of study that are not classified as clinical dentistry and are not an intercalated year.
8. Clinical dentistry: the final three-and-a-third years of programme of study of a course leading to a first registrable dental qualification.

   Tables 1b, 2b and 3b - Home and EC fees

9. Tables 1b, 2b and 3b contain total numbers of years of programme of study countable on or before 1 December for home and EC students.

   Table 1d - Medical and dental home and EC fees

10. Table 1d is a subset of table 1b. The years of programme of study are for medical and dental students recorded on table 1c.

    Table 4 - Island students

11. Table 4 collects data on students ordinarily resident in the Channel Islands or Isle of Man. Years of programme of study and load returned in this table must be included in tables 1a, 2a and 3a in the column headed 'Island and overseas' .

Annex C

Description of columns in tables

1. Tables 1a, 1c, 2a and 3a - Counts of years of programme of study and student load

2. Other than column 4a on table 3a, all numbers returned on the tables 1a, 1c, 2a and 3a should be counts of years of programme of study, and not full-time equivalents (FTEs).
3. Column 1: Number of years of programme of study countable between 1 August 1998 and 1 December 1998 inclusive. If a year of programme of study has been classified as a non-completion, as defined in Annex E, on or before 1 December 1998, it should not be returned.
4. Column 2: Number of years of programme of study expected to become countable between 2 December 1998 and 31 July 1999 inclusive.
5. Column 3: Number of years of programme of study which students will fail to complete within the period 2 December 1998 to 31 July 1999 inclusive. This is an estimate of the number of years of programme of study that have been returned in columns 1 and 2 but will not be completed - according to the definition given in Annex E. Numbers of non-completions should be entered as negative values on the spreadsheet.
6. Column 4: Overall assumed completed years of programme of study for the academic year. This is the sum of the first three columns; the addition will be carried out automatically in the spreadsheet. This is an estimate of the number of years of programme of study which will be undertaken and completed in the academic year.
7. Column 4a (table 3a only): Assumed load for the academic year. This should be the sum of the FTE for the years of programme of study returned in column 4.
8. Column 5: Number of new entrants. This should be all years of programme of study returned in columns 1 and 2 which are the first year of a course.
9. Column 6 : Number of countable years (net of forecasts and non-completions) for fundable students who are wholly or partially franchised-out (see Annex D). Years of programme of study should be split between those that are wholly franchised-out and those which are only partially franchised-out.
10. Column 7 (table 1a only): Number of countable years of full-year outgoing students on ERASMUS or SOCRATES exchange schemes returned in columns 1 and 2.

    Tables 1b, 1d, 2b and 3b - Home and EC student fees

11. Column 1: 'Existing students' are students who:
    1. Started their course before 1 September 1998.
    2. Fall within the 'gap year' scheme. These are students who had received, by 1 August 1997, a firm offer of a place on a course deferred until 1998-99, or a provisional offer which was subsequently confirmed.
    3. Were unable to start a higher education course in 1997-98 because their A-level (or equivalent) grades were inadequate, but who will be doing so in 1998-99 after having their grades raised on appeal.
    4. Are already attending a Higher National Diploma (HND) or DipHE course in 1997-98, and who go on to a degree course immediately after completing the first course.
    5. Are on a foundation year in 1997-98 and will be going on to an HND or degree course in 1998-99, where the foundation year is an integral part of the HND or degree course. The foundation year is an integral part of the degree course if, when enrolling, the student enrolled for an entire HND or degree course, of which the foundation year is part. If the foundation year is not an integral part of an HND or degree course, then the student is treated as being a 'new student'.
       f. Begin a postgraduate ITT course immediately after finishing a first degree for which they held a mandatory award.
12. 'Existing students' are defined in more detail in paragraph 8 of the Education (Mandatory Awards) Regulations 1998 (SI 1998 No.1166).
13. Within column 1, years of programme of study should categorised according to whether the fees are paid by:
    1. An English or Welsh local education authority.
    2. The Student Awards Agency for Scotland (SAAS) or the Department of Education for Northern Ireland (DENI).
    3. Any other source.
14. Column 2: 'New students' are those who are not categorised as 'existing students'.
15. Within column 2, years of programme of study should be categorised according to whether the student is:
    1. In principle eligible for a means-tested award.
    2. Not in principle eligible for a means-tested award.
    3. Unclassified; that is where institutions have been unable to determine whether or not the student is in principle eligible for a means-tested award.

    Guidance for determining eligibility was given in Circular letter 24/98 'Monitoring of institutions' Maximum Aggregate Student Numbers (MASNs)'.

    Table 4 - Island students

16. Years of programme of study and load returned on table 4 must be generated by students ordinarily resident in the Channel Islands or Isle of Man. Years of programme of study and load returned on this table must be included in tables 1a, 2a and 3a, in the column headed 'Island and overseas'.
17. Column 1: Full-time years of programme of study. This is the number (net of forecasts and non-completions) of full-time years of programme of study that become countable within the academic year 1998-99. Years of programme of study included in this column must also be included in column 4 of table 1a.
18. Column 2: Sandwich year-out years of programme of study. This is the number (net of forecasts and non-completions) of sandwich year-out years of programme of study that become countable within the academic year 1998-99. Years of programme of study included in this column must also be included in column 4 of table 2a.
19. Column 3: Assumed load for part-time years of programme of study. This is the assumed load (net of forecasts and non-completions) for part-time years of programme of study that become countable within the academic year 1998-99. Load included in this column must also be included in column 4a of table 3a.
20. Within columns 1 to 3 of table 4 the data should be split according to whether the student generating the year of programme of study or load is fundable or non-fundable. For the purposes of this table the definition of fundable for Island students is the same as for home and EC students, as given in paragraphs 2 to 4 of Annex H.

Annex D

HESES98 student population

1. HESES98 records counts of years of programme of study for students aiming for a recognised HE qualification. The students that generate these years of programme of study are called the HESES98 student population. Paragraphs 2 and 3 below define which students should be included in the HESES98 student population. Some students within this population may generate years of programme of study which are counted in a previous or future HESES, but not generate any years included in HESES98. All years of programme of study counted in HESES98 must relate to a student within this population.
2. Students meeting all of the following criteria should be included in the HESES98 student population:
   1. At least part of a year of programme of study in which they are actively pursuing studies with the institution falls within the academic year 1998-99. This includes outgoing exchange students.
   2. They are studying towards a recognised HE qualification aim, or a credit that can be counted towards such a qualification.
   3. They have an individual student record returned to HESA.
3. Students in any of the following categories should not be included in the HESES98 student population:
   1. Students not studying towards a recognised HE qualification aim, or a credit that can be counted towards such a qualification. Students whose sole qualification aim is an NVQ should not be included. Students should be included if they gain both a recognised HE qualification and an NVQ as the result of a programme of study.
   2. Students who will not be included in the institution's individualised HESA student record. All students included in the HESES98 student population must be included on the institution's individualised HESA student record, even if this is not normally compulsory under the coverage of this record.
   3. Incoming exchange students.
   4. Students franchised-in (see paragraphs 4 to 9 below) from another institution.
   5. Students taught by the institution under an associate college agreement.
   6. Students on courses franchised (see paragraphs 4 to 9 below) to an institution wholly outside the UK, unless the course has been specifically sanctioned as eligible for funding by the HEFCE.
   7. Students for whom no year of programme of study in which they are actively pursuing studies falls at least partly within the academic year 1998-99. For students following standard academic years this means the student is not actively pursuing any studies within the year.
   8. Students registered for research qualifications awarded primarily on the basis of published works should not be included in the student population unless they undertake a significant amount of research at the institution.

   Students taught under partnership or similar arrangements

4. Many students are taught under a variety of subcontractual arrangements. All such students are regarded as being franchised for the purposes of HESES98.
5. Where one institution enrols a student and collects a fee for tuition or supervision of research for that student, but the student undertakes all or part of their study at another institution, only the institution that receives the fee should include the student in its HESES98 student population. Such a student is regarded as franchised-out by the institution collecting the fee.
6. If a course is run jointly by more than one institution only the institution that receives the fee should include the student in its HESES98 student population.
7. If two institutions receive a fee from a student for a given year of programme of study of a course, the institution that receives the largest portion should include the student in its HESES98 student population. If both institutions receive the same amount, the institutions must ensure that only one includes the student in its HESES98 student population.
8. In some cases the institution teaching the student may collect the fee on behalf of another institution. If the fee is transferred directly to another institution the institution the fee is transferred to should include the student in its HESES98 student population. If the fee itself is not transferred but is used to offset payments between two institutions in respect of the student, then this should be treated as if the fee had been transferred.
9. In all the above cases the institution that includes the students in its HESES98 student population must also return a record to HESA.

Annex E

Countable years of programme of study

1. Students study towards qualification aims over a period of time. This period of time can be split into one or more years of programme of study. The first year begins when the student starts studying towards the qualification aim; the second and subsequent years start on or near the anniversary of this date.
2. HESES counts years of programme of study for students aiming for recognised HE qualifications. This is not the same as counting students. This approach ensures that comparable activity is recorded in the same way, irrespective of when it occurs.
3. Exceptionally, a student may study towards two or more independent qualifications concurrently. Each programme of study would then generate its own year of programme of study which would be countable. Thus, a student studying towards a PhD and an unrelated undergraduate professional qualification would generate two years of programme of study each year. However, a student studying for several institutional credits that count towards the same final qualification would generate only one year of programme of study each year. Usually, independent qualification aims would have different qualification aim codes on the HESA student record. This might not be the case if the qualification aim code were sufficiently general, for example 'professional qualifications'.
4. For students within the HESES98 student population, exactly when a year of programme of study becomes countable depends on how its FTE is reported to HESA. There are four types of HESA record:
   1. All activity for a year of programme of study is within one academic year. Students following standard academic years will fall into this category. Most HESA records are of this type.
      
      For non-standard academic years:
   2. Activity for a year of programme of study spans two academic years, and the whole of the FTE is reported in the academic year in which the year of programme of study begins.
   3. Activity for a year of programme of study spans two academic years, and the whole of the FTE is reported in the academic year in which the year of programme of study ends.
   4. Activity for a year of programme of study spans two academic years, and the FTE is split proportionally across them.
5. Years of programme of study within cases (a) and (b) above will be counted on their commencement date and its anniversary.
6. For students falling into case (b) above, the final academic year during which the student is active will not usually generate a countable year of programme of study. It will do so, however, if a student undertakes a short period of activity after the anniversary of his or her commencement date and that activity ends in the same academic year.
7. Occasionally some students may join a programme of study at a date different to the usual start date. Such students may be treated as if they had joined with the rest of the cohort if:
   1. They will follow an identical pattern of study and
   2. Activity for all years of programme of study for the cohort falls within the academic year.

   If this is not the case the student should be treated as in paragraph 5 above.

8. Years of programme of study within cases (c) and (d) above will be counted in HESES on 1 August in each academic year in which activity occurs, except the first. Where, exceptionally, all activity for the final year of programme of study falls entirely within an academic year, the student will generate two countable years of programme of study: one on 1 August and a second when the final year of programme of study begins.
9. For students within case (d), it is not possible to identify a year of programme of study from the July HESA student record. An approximation is needed of activity for the year of programme of study. This should be based on the return for the year in which the year of programme of study is countable, and the previous year. Annex M contains details of how we will make this approximation. Institutions may use any method, provided that taken over the institution as a whole the method used is consistent with that given in Annex M.
10. To be counted, years of programme of study must be generated by a student in the HESES98 student population, and meet the following criteria:
    1. A fee is charged for tuition or supervision of research. This fee may be waived.
    2. The FTE for the year of programme of study is at least 3 per cent.
    3. The student is not writing-up a thesis or similar piece of work for the whole of the year.

    Non-completions

11. A student who fails to complete a year of programme of study is classified as a non-completion for that year. Usually attendance at the final exam or submission of final coursework would constitute completion of the year. Where a module or credit-based system is offered, a student who fails to complete a substantial module within the year of programme of study is to be returned as a non-completion for that year of programme of study.
12. Where a student has a clear intention of completing a specified activity within the year of programme of study, completion is measured against this. Thus, if a student starts the year intending to follow a certain pattern of activity but does not complete it, then that student would be a non-completion. If the programme of study did not specify the pattern of activity within the year, then provided that the student completed all activity started in the year he or she would be considered as completing.

Annex F

Student load

1. Student load recorded on HESES98 should relate to the years of programme of study being counted. In some cases this may not be consistent with the load returned on the HESA student record. However, it should be consistent with HESA data when summed over the programme of study.
2. FTE is calculated by comparison with an equivalent full-time course, where such a course exists. If an equivalent full-time course does not exist, a reasonable academic judgement should be made of the load relative to a full-time student. Where such a judgement is made, the methodology should be recorded for audit purposes.
3. Calculation of FTE can be based on either:
   1. Duration of the course or
   2. Credit points studied.
   In both cases, when viewed as a whole, the total FTE for a part-time course should equal the total FTE of the equivalent full-time course. Where method (a) is used, the calculation should be based on the number of years of programme of study.

   Example 1

4. Duration of the course: a full-time course is studied over three years. The equivalent part-time course is studied over six years, and so would have an FTE of 0.5 in each year.

   Example 2

5. Credit points: a full-time course is studied over three years with 120 credits taken each year. The equivalent part-time course lasts six years. Ninety credits are studied in each of the first three years and 30 credits in each of the final three. The FTE would be 0.75 in each of the first three years and 0.25 in each of the final three.
6. Where a student does not complete a year of programme of study the FTE should not be recorded on HESES. This is not consistent with the load returned on the HESA record. When comparing the HESA student record to HESES, we will make adjustments to the load returned to HESA to reflect years not completed.

Annex G

Long years of programme of study

1. For full-time courses, the year of programme of study will be classified as 'long' if students are normally required to attend for 45 weeks or more within that year. Years of programme of study that are not long are referred to as standard length.
2. For undergraduate students, long courses will typically be accelerated programmes where the qualification aim is achieved in a much shorter period than is normal for that qualification aim.
3. For postgraduate students, most long courses will be for higher degrees.
4. For the purposes of determining length, students are deemed to be attending the institution if they are actively pursuing full-time studies towards the qualification aim.
5. For part-time courses, the distinction will depend on the length of each year for an equivalent full-time course. The number of weeks attended within the year of programme of study for part-time students is irrelevant to determining if the year of programme of study is long. The equivalent full-time course used should be the same as that used in calculating the FTE.

   Example 1

6. A full-time one-year course has a 30-week year of programme of study and the equivalent part-time course lasts for two years, each with a 45-week year of programme of study. The part-time course would not be long. Conversely, if each year of the part-time course lasts for 30 weeks, but the year of programme of study for the full-time course is 45 weeks, then the part-time course is classified as long. The FTE would be 0.5 in both cases.
7. In some cases a full-time course may have one year of programme of study which is long, with one or more standard length years. When determining which load to return as long for the equivalent part-time course, the following two principles should be applied:
   1. The FTE over the entire course should be identical to that of the full-time course.
   2. The FTE recorded as long, summed over the course, should be the same on both the full-time and part-time programmes.

   Example 2

8. A two-year full-time course has year one long and year two standard length. The equivalent part-time course runs over four years. The first two years of the part-time course should be recorded as long, with the remaining two recorded as standard length. The FTE would be 0.5 in both cases.

   Example 3

9. A two-year full-time course has year one long and year two standard length. The equivalent part-time course lasts two and a half years. If the FTE is 0.8, 0.8 and 0.4 respectively in each year then the second principle in paragraph 5 above means that 50 per cent of the FTE should be recorded as long. This can be achieved by recording all first year load as long, and half of the final year as long, with the remaining year recorded as standard length.

Annex H

Definition of residential and funding status

1. Home and EC students

2. Students are classified as home and EC if they have a relevant connection with the EC as defined under the Fees and Awards Regulations (SI 1997 No. 1972) as amended, such that they are entitled to pay home fees.

   Home and EC students eligible for HEFCE recurrent funding for teaching

3. Home and EC students are eligible for HEFCE recurrent funds for teaching if they are on courses of recognised HE that are open to any suitably qualified candidate, and their student place is not being funded from any other EC public source.
4. The eligibility for funding is not dependent on the level of the fee where this is not being paid for by an EC public source.
5. The following students should not be included as eligible for HEFCE recurrent funding for teaching:
   1. Students whose places are funded from another EC public source, for example, the Teacher Training Agency (TTA), Department of Health, NHS or the Home Office (that is, where funding is provided in addition to the mandatory or recommended fee levels, pro-rata for part-time students). This will include students transferring from courses funded by the TTA where funding has been provided for the whole year.
   2. Students registered on courses that are not funded through HEFCE recurrent funds for teaching, but whose funding has been separately agreed and notified by us. This includes courses where we distribute funds on behalf of other Government departments.
   3. Students on courses franchised to institutions wholly outside the UK, unless we have specifically sanctioned the course as eligible.
   4. Students on Initial Teacher Training (ITT) courses which lead to Qualified Teacher Status (QTS); and, all students holding QTS who are on an In-Service Education of Teachers (INSET) course.
   5. Students spending most of their time for the whole course outside the UK, except where:
      1. There is a clear academic reason for studying abroad rather than in the UK. Even where such a benefit exists, we must specifically sanction the course as eligible.
      2. The student is temporarily and unavoidably abroad and remains liable to UK tax on their earnings, or is a dependant of such a person. This includes members of HM forces and their dependants.
      Sandwich students working abroad and language year abroad students will not normally fall into this category.
      
   6. Students on pre-registration nursing or midwifery degrees and courses (including postgraduate courses) leading to a recognised professional qualification in dietetics, speech and language therapy, chiropody/podiatry, or prosthetics and orthotics. This applies whether the Department of Health funds their provision or they are currently supported by HEFCE funds.
6. Fundable postgraduate research students in the second (third for part-time) and subsequent years of programme of study are not funded under our teaching funding model. For the purposes of HESES98 these students should be recorded as non-fundable. These students should continue to be returned to HESA and the Research Activity Survey as fundable. Where a student initially registers for an MPhil and then converts to a higher qualification, for example a PhD, the year of programme of study should not be reset.

   HEFCE-funded and independently-funded students

7. All fundable students should be recorded as HEFCE-funded, unless the institution receives enough resources from other sources for the year of programme of study to cover the HEFCE standard resource for their provision. In this case the institution may choose to record the student as independently-funded.

   Calculation of standard resource

8. If a student attracts a premium under the teaching funding method the assumed resource should be increased to reflect this. For the current year 1998-99, there are three student-related premiums (part-time, long courses and mature students) and four institution-related premiums (inner and outer London, pensions, and a variable premium for specialist institutions). Part-time and mature student premiums are applied to the student FTE; all other premiums are applied to the subject-weighted student FTE. The total weighted student FTE is the sum of the subject-weighted FTE and the additional FTE from all premiums. Examples of the calculations are given in paragraphs 9 to 13 below.

   Factor	Premium
   Part-time	5%
   Full-time mature	5%
   Long course (not price group A)	25%
   Inner London	8%
   Outer London	5%
   Pensions	2%
   Specialist institutions	Variable

9. The subject weights are shown below.

   Price group	Subject weight
   A (Clinical)	4.5
   B (Science, engineering and technology)	2.0
   C (Other high cost subjects with a studio, laboratory or fieldwork element)	1.5
   D (All other subjects)	1.0

10. The 1998-99 standard resource for a student is calculated by multiplying the total weighted FTE by £2,662 - the base level of resource for price group D.

    Example 1

11. A part-time student (0.4 FTE) in price group D would need to attract a resource of at least £1,118:

    Part-time premium	0.4 x ´ 5%	= 0.02
    Subject weight	0.4 x 1.0	= 0.40
    Resource		= 0.42 x £2,662	= £1,118

    Example 2

12. A part-time student (0.3 FTE) on a long course entirely in price group C needs to attract at least £1,537 :

    Part-time premium	0.3 x 5%	= 0.0150
    Subject weight	0.3 x 1.5	= 0.4500
    Long course premium	0.3 x 1.5 x 25%	= 0.1125
    Resource		= 0.5775 x £2,662	= £1,537

    Example 3

13. The standard resource per FTE in price group B for a student at an institution receiving the inner London premium is £5,750:

    Subject weight	1.0 x 2.0	= 2.00
    Inner London premium	1.0 x 2.0 x 8%	= 0.16
    Resource		= 2.16 x £2,662	= £5,750

    Other student factors could increase this standard resource.

    Example 4

14. If a full-time student undertakes 60 per cent of their work in price group B and 40 per cent in price group D they would need to attract at least £4,259 to be recorded as independently funded:

    Subject weight (price group B)	1 x 60% x 2.0	= 1.20
    Subject weight (price group D)	1 x 40% x 1.0	= 0.40
    Resource		= 1.6 x £2,662	= £4,259

    Home and EC students ineligible for recurrent funding for teaching

15. These are students who are entitled to pay a home fee but whose place is not considered eligible for recurrent funding for teaching as defined in paragraphs 2-5 above.

    Island and overseas students

16. All students who fall outside the definition of home and EC in paragraph 1 should be recorded as Island and overseas. This will include students usually resident in the Channel Islands and Isle of Man.

Annex I

Definition of level of study

1. Undergraduate

2. Undergraduates are students studying towards a first degree, HE certificate or diploma, or equivalent, or students registered for an institutional credit that can be counted towards one of these qualifications.

   Postgraduates

3. Postgraduate students are registered for courses or credits where a normal condition of entry is that entrants are already qualified to degree level. There are two groups: research and taught.
   1. Postgraduate research students are those students whose qualification aim is a research-based higher degree. In accord with normal practice in the English higher education sector, a higher degree by research should be awarded primarily on the basis of a substantial thesis (or equivalent) submitted by the student and resulting from the student's original research. Regulations on the appointment of examiners for the degree should stipulate that the student's work is examined by at least two examiners appointed individually for the student, one of whom is an external examiner. An exception is allowed for departments that were highly rated in the 1996 Research Assessment Exercise, where it may be that the two best-qualified examiners are both internal.
   2. Postgraduate taught students are those who are postgraduates but do not meet the requirements to be a research student.

Annex J

Definition of mode of study

1. Full-time

2. A year of programme of study is counted as full-time if it meets the following criteria:
   1. The student is normally required to attend the institution, or elsewhere, for periods amounting to at least 24 weeks within the year of programme of study; and during that time they are normally expected to undertake periods of study, tuition or work experience which amount to an average of at least 21 hours per week.
   2. The normal fees for the year are at least:
      1. £1,000 for undergraduates and students registered for a postgraduate certificate in education (PGCE).
      2. £500 for undergraduate students on international courses where study at the institution is for less than 10 weeks.
      3. £2,610 for postgraduate students.

   In some cases all or part of the fee may be waived.

3. This includes all full-time, sandwich and language year abroad students, other than those falling within the definition of 'Full-time sandwich year-out' given below.

   Full-time sandwich year-out

4. A year of programme of study is counted as sandwich year-out if it meets the following criteria:
   1. The course falls within the definition of sandwich in Schedule 5 of The Education (Mandatory Awards) Regulations 1998 (SI 1998 No. 1166).
   2. The fees are either those described in paragraph (a) parts (iv) or (ix) of Schedule 1 of the above regulations, or half of the full-time fees that would be chargeable if the student were full-time.

   Part-time

5. A year of programme of study is counted as part-time if it does not meet the requirements to be either full-time or full-time sandwich year-out.
6. In some cases a student's mode of study changes between years. For example, the mode of a student on a full-time 18-month course would change from full-time in year one to part-time in year two. In this case the student's activity would be recorded as 'other full-time' on the HESA record.

Annex K

Definition of price groups

1. Price groups are defined primarily in terms of academic cost centres.

   Cost centre		Price group(s)
   01	Clinical medicine	A, B
   02	Clinical dentistry	A, B
   03	Veterinary science	A
   04	Anatomy and physiology	B
   05	Nursing and paramedical studies	C
   06	Health and community studies	C
   07	Psychology and behavioural sciences	Psychology
   08	Pharmacy	B
   09	Pharmacology	B
   10	Biosciences	B
   11	Chemistry	B
   12	Physics	B
   13	Agriculture and forestry	B
   14	Earth, marine and environmental sciences	B
   15	General sciences	Not used
   16	General engineering	B
   17	Chemical engineering	B
   18	Mineral, metallurgy and materials engineering	B
   19	Civil engineering	B
   20	Electrical, electronic and computer engineering	B
   21	Mechanical, aero and production engineering	B
   22	Other technologies	Not used
   23	Architecture, built environment and planning	C
   24	Mathematics	C
   25	Information technology and systems sciences	C
   26	Catering and hospitality management	C
   27	Business and management studies	D
   28	Geography	C
   29	Social studies	D
   30	Librarianship, communication and media studies	Media studies
   31	Language based studies	D
   32	Humanities	D
   33	Design and creative arts	C
   34	Education	C, D
   35	French, Spanish and German modern languages	D
   36	Other modern languages	C
   37	Archaeology	C
   38	Sports science and leisure studies	C, D
   39	Computer software engineering	B
   41	Continuing education	D
   99	Outside reporting institution	D

    

   Price group	Cost centres
   A	01*, 02*, 03
   B	01*, 02*, 04, 08, 09, 10, 11, 12, 13, 14 , 16, 17, 18, 19, 20, 21, 39
   C	05, 06, 23, 24, 25, 26, 28, 33, 34* 36, 37, 38*
   D	27, 29, 31, 32, 34*, 35, 38*, 41, 99
   Psychology	07
   Media studies	30
   ITT (QTS)	Courses of ITT leading to QTS (TTCID=1)
   INSET (QTS)	Courses for teachers (TTCID=3 or 4), where the student has QTS

   *For definitions see below.

   Cost centres in more than one price group

   Clinical medicine and clinical dentistry

2. Undergraduate years of programme of study recorded in price group A must be generated by clinical medical or clinical dental students. Years of programme of study for clinical medical or clinical dental students should be entirely attributed to price group A irrespective of any activity in cost centres. All other undergraduate load in cost centres 01 and 02 should be returned in price group B.
3. An undergraduate clinical medical student is any student on the final three years of a first registrable medical qualification taken:
   1. After the pre-clinical part of the course.
   2. After a free-standing pre-clinical course.
   3. As part of an integrated pre-clinical and clinical course.
4. An undergraduate clinical dental student is any student on the final three-and-a-third years of a first registrable dental qualification taken:
   1. After the pre-clinical part of the course.
   2. After a free-standing pre-clinical course.
   3. As part of an integrated pre-clinical and clinical course.
5. In order to be included in price group A, clinical medical and clinical dental postgraduate taught students must additionally be on courses which meet the following three criteria:
   1. The course bears very high costs comparable to the clinical unit of resource.
   2. A substantial proportion of the staff teaching time contributed to the course is provided by medically or dentally qualified university-funded clinical academic staff, who hold honorary contracts with the NHS. This includes general practitioners.
   3. The course is normally taught in a clinical environment.
6. For research students to be included in price group A, the focus of their research must be in a clinical environment and the lead supervisor should be a clinical academic.
7. Where, and only where, a postgraduate course meets the criteria set out above, the subject of qualification aim should be coded as clinical (A3 or A4) on the HESA student record. All other postgraduate activity in cost centres 01 and 02 should be recorded in price group B.

   Education - cost centre 34

8. Activity in education departments that is ITT but does not lead to QTS (TTCID = 2) should be returned in price group C; all other activity should be returned in price group D.

   Sports science and leisure studies - cost centre 38

9. Departments of sports-related subjects - including sports science, sport and exercise sciences, sports and leisure studies, sports and leisure management, and physical recreation (non-QTS) - should be allocated to price group C where there is significant use of well equipped sports science laboratories and/or sports facilities. A detailed definition of the threshold criteria can be found in the forthcoming circular letter: 'Allocation of education and sports-related provision to price bands'. All other sports-related departments should be returned in price group D.

   Allocation of years of programme of study to price groups

10. Years of programme of study are split between cost centres, based on either the cost centres in the module portion of a student/module return made to HESA, or the cost centre information in fields 100 to 147 of a combined record. In either case this is referred to as the module portion.
11. Years of programme of study should be allocated to price groups according to the mix of cost centres in which activity takes place. This will be described by the module portion in the HESA student record. Where the activity for a year of programme of study falls into more than one cost centre, and these cost centres do not fall entirely within one price group, the year should be split among the price groups according to the weights attached to the modules. Up to two decimal places may be used for this apportionment.
12. Where students are franchised-out for all or part of their provision, they should be returned according to the cost centre which franchises out the provision. The provision franchised-out may not be naturally attributable to a cost centre in which the institution is usually active. In this case institutions should create a dummy cost centre in which this activity and its related expenditure are returned. If institutions return such activity using cost centre 99 on the HESA record it will be treated as if it falls into price group D.
13. Institutions should ensure that where a student's provision does not fall entirely within a single cost centre and subject pairing, this is clearly identified on the HESA student record. For example, if a mathematics student studied some French which was taught by the French department, as part of his or her qualification, then this would need to be separately identified.
14. Students on ITT courses leading to QTS should be entirely attributed to the ITT (QTS) price group, irrespective of any provision in academic cost centres.
15. Students holding QTS on INSET courses should be entirely attributed to the INSET (QTS) price group, irrespective of any provision in academic cost centres. Students on INSET courses who do not hold QTS should be attributed to price groups in the same way as other students. INSET courses are defined as courses for which the primary (but not necessarily the only) purpose is to improve the effectiveness of teachers, lecturers or trainers.

Annex L

Definition of recognised higher education courses

1. Recognised courses of HE are those defined in paragraph 1 of Schedule 6 of the Education Reform Act 1988. This includes any postgraduate or undergraduate degree, accredited HE diploma or certificate. Other professional or vocational qualifications may be included if they are generally recognised as HE qualifications; this does not include NVQs.
2. Students who are not studying towards a recognised HE qualification, or credit that can be counted towards one, are excluded from the HESES98 student population.

Annex M

Approximation to the year of programme of study

1. Where institutions return load to HESA for the year of programme of study split across academic years, an approximation needs to be made to recreate the year of programme of study. This annex details the method we will use to compare HESA and HESES data. Institutions should ensure that their method is compatible with that described below. Institutions wishing to discuss the method used are welcome to contact us.
2. The method is best illustrated by a diagram. The diagram below shows the pattern of activity for a student on a two-year course which spreads over three academic years. The years of programme of study become countable at point X.

   Diagram not currently available here.

3. The FTE reported to HESA in the n^th year of activity is FTE_n, this is split between the years of programme of study being undertaken in the year with FTE_na being the FTE for the year that ends and FTE_nb being the FTE for the year that starts.
4. The FTE for the first year of programme of study is FTE_1b + FTE_2a while the FTE for the second year of programme of study is FTE_2b + FTE_3a . Therefore to report the load in each year of programme of study the FTE in the second year needs to be split. The following formula gives FTE_2a:

   FTE_2a = FTE₂ - FTE_1b

   And in general the residual load for the n^th year of programme of study is:

   FTE_(n+1)a = FTE_n+1 - FTE_nb

   The residual load in the final academic year in which the student is active is the entire FTE for that year. In the above diagram this is FTE₃.

5. All load returned on the HESA student record will have a number of cost centres associated with it. The distribution among price groups for that load is described by the associated cost centres. The year of programme of study should be distributed among the price groups pro rata to the FTE split.
6. Where a student discontinues, having completed a year of programme of study the formula given in paragraph 4 will no longer work. Institutions should therefore scale the load according to the proportion of elapsed time.

   Example 1

7. A student starts a one-year full-time course on 1 February 1998.

   Academic year	Returned on HESES	FTE returned on HESA record
   1	No return	0.5
   2	One countable year	0.5

   Example 2

8. A part-time student studies for an MSc over two years starting on 1 May 1998.

   The total FTE for the course is 1.00.

   Academic year	Returned on HESES	FTE returned on HESA record
   1	No return	0.125
   2	One countable year	0.500
   3	One countable year	0.375

   Example 3

9. A student starts a two-year course on 1 January 1997 and discontinues on 1 April 1998; the load returned on the July 1998 HESA record is 0.4. The student spends eight months studying in the second academic year so each month represents 0.05 of an FTE. The end of the first year of programme of study took five months so:

   FTE_2a = 0.05 x 5 = 0.25

   Example 4

10. A part-time student studies on a two-year course running over three academic years. The load and distribution among price groups returned on each HESA record is as shown below:

    Price group	Academic year
    	1	2	3
    A	0 %	0 %	0 %
    B	30 %	40 %	60 %
    C	50 %	50 %	40 %
    D	20%	10 %	0 %
    FTE	0.2	0.45	0.25

    Academic year 1
    There is no countable year of programme of study in the first academic year, so no load is returned on HESES.

    Academic year 2
    FTE_1b = 0.2 giving FTE_2a = 0.45 - 0.2 = 0.25.
    In each price group we now get:

    Price group	From year 1	From year 2	FTE returned on HESES	Countable year returned on HESES
    A	0	0	0	0
    B	0.2 x 30% = 0.06	0.25 x 40% = 0.1	0.16	0.36
    C	0.2 x 50% = 0.10	0.25 x 50% = 0.125	0.225	0.5
    D	0.2 x 20% = 0.04	0.25 x 10% = 0.025	0.065	0.14

    Academic year 3
    Having calculated FTE_2a in the preceding year we get FTE_2b = 0.2 by subtraction. Assuming year 3 is the final year of the course we get:

    Price group	From year 2	From year 3	FTE returned on HESES	Countable year returned on HESES
    A	0	0	0	0
    B	0.2 x 40% = 0.08	0.25 x 60% = 0.15	0.23	0.51
    C	0.2 x 50% = 0.10	0.25 x 40% = 0.10	0.2	0.45
    D	0.2 x 10% = 0.02	0	0.02	0.04

     

    Example 5

11. As in example 4, but the student is full-time with FTE returned in each year of 0.45, 1, and 0.55.

    Academic year 1
    There is no countable year of programme of study in the first academic year, so no load is returned on HESES.

    Academic year 2
    FTE_1b = 0.45 giving FTE_2a = 1 - 0.45 = 0.55.
    In each price group we now get:

    Price group	From year 1	From year 2	Countable year returned on HESES
    A	0	0	0
    B	0.45 x 30% = 0.135	0.55 x 40% = 0.22	0.355
    C	0.45 x 50% = 0.225	0.55 x 50% = 0.275	0.5
    D	0.45 x 20% = 0.090	0.55 x 10% = 0.055	0.145

    Academic year 3

    Having calculated FTE_2a in the preceding year we get FTE_2b = 0.45 by subtraction. Assuming year 3 is the final year of the course we get:

    Price group	From year 2	From year 3	Countable year returned on HESES
    A	0	0	0
    B	0.45 x 40% = 0.18	0.55 x 60% = 0.33	0.51
    C	0.45 x 50% = 0.225	0.55 x 40% = 0.22	0.445
    D	0.45 x 10% = 0.045	0	0.045

Annex N

Links between HESA and HESES data

1. It is not possible to derive all HESES data directly from a HESA student record. The mapping in this annex is for information only and details the methods we will adopt when comparing HESES data with that supplied to HESA. If we discover large discrepancies, and institutions are unable to explain these differences, we may make retrospective adjustments to funding.

   The HESES98 student population

2. All students generating years of programme of study during the academic year 1998-99 must have a student record returned on the July 1999 HESA student record.
3. The following students will be excluded from the HESES98 student population:
   

   FE students	QUALAIM (Field 41) = 71 - 78
   Students with no qualification aim	QUALAIM (Field 41) = 97, 98, 99
   Students whose sole qualification aim is an NVQ	QUALAIM (Field 41) = 51 - 55
   Incoming exchange students	SPCSTU (Field 28) = 3, 4, 5, 6, 8
   Students not actively pursuing studies	MODE (Field 70) = 43, 44, 63, 64
   Students not generating countable years	FTE split proportionately and TYPEYR (field c153 s138) = 2 and COMDATE > 310798
   Students explicitly excluded from the HESES98 student population	FUNDLEVEL (Field c155 s139) = 99 FUNDCOMP (Field c156 s140) = 9
   Students taught wholly outside the UK	LOCSDY (Field 71) = 7 and FUNDCODE (Field 65) <> 1

4. Students whose FTE for the year of programme of study is less than 3 per cent will also be excluded. For institutions who do not split FTEs across academic years this will be taken as STULOAD (Field 74) < 3. For institutions who split load across years, the load for the year of programme of study will be calculated as detailed in Annex M.

   Student classification

5. Mode of study will be determined by:

   Full-time and sandwich	MODE (Field 70) = 01, 52, 53 or (MODE (Field 70) = 23, 24 and FEEBAND (Field 67) ¹ 02, 42)
   Sandwich year-out	MODE (Field 70) = 23, 24 and FEEBAND (Field 67) = 02, 42
   Part-time	All other students

6. Level of study will be determined by:

   Undergraduate	FUNDLEVEL (Field c155 s139) = 10, 11
   Postgraduate taught	FUNDLEVEL (Field c155 s139) = 20, 21
   Postgraduate research	FUNDLEVEL (Field c155 s139) = 30, 31

7. Fundability will be determined by:

   Home and EC fundable	FUNDCODE (Field 65) = 1
   Home and EC independently funded	FUNDCODE (Field 65) = 4
   Home and EC non-fundable	FEEELIG (Field 66) = 1 or 3 and FUNDCODE (Field 65) = 2, 5, 7
   Island and overseas	Any not included above

8. New entrants should have YEARPRG (Field 72) = 1.
9. Allocation of years of programme of study to price groups will be based on the relative weights attached to the cost centres returned for the year of programme of study. Details of this allocation are given in Annex K. Where the FTE is split across years this will additionally be weighted relative to the FTE for each year. Where TTCID (Field 53) = 1 the student will be entirely attributed to the ITT(QTS) price group. Where TTCID (Field 53) = 3 the student will be entirely attributed to the INSET(QTS) price group.
10. When a year of programme of study becomes countable will be based on the method used to return FTEs and COMDATE (Field 26) as described in Annex E.
11. A year of programme of study will be treated as not completed if FUNDCOMP (Field c156 s140) = 2.
12. Years of programme of study will be classified as long where FUNDLEVEL (Field c155 s139) = 11, 21, 31.
13. The assumed load for countable years of programme of study will be STULOAD (Field 74) where the FTE is not split proportionately across academic years. If the FTE is split proportionately it will be calculated as detailed in Annex M.

    Fees information

14. Students will be classified as 'existing students' if:
    1. COMDATE (Field 26) < 010998.
    2. QUALAIM (Field 41) = 19 - 24 and YRLINST (Field 19) = 1998 and QUALENT2 (Field 21) = 24 or 25.
    3. QUALAIM (Field 41) = 12 or 13 and YRLINST (Field 19) = 1998 and QUALENT2 (Field 21) = 11.

    All other students will be treated as 'new students'.

15. For 'existing students' the source of tuition fees will be determined by:

    English or Welsh LEA	MSTUFEE (Field 68) = 02
    SAAS/DENI	MSTUFEE (Field 68) = 03, 04
    Other	Any not included above

16. For 'new students' eligibility for a means-tested award will be determined using the mapping below:

    In principle eligible	MSTUFEE (Field 68) = 02, 03, 04
    	QUALAIM (Field 41) = 19, 21, 22, 23, 61 and (BIRTHDTE (Field 10) >= 010880 or QUALENT2 (Field 21) >11 )
    	QUALAIM (Field 41) = 20 and (BIRTHDTE (Field 10) >= 010880 or ((QUALENT2 (Field 21) ¹ 03, 04, 10 and course length 2 years or less) or QUALENT2 (Field 21) >11))
    	QUALAIM (Field 41) = 12, 13 and QUALENT2 (Field 21) ¹ 03, 10
    	QUALAIM (Field 41) = 29, 41 and (BIRTHDTE (Field 10) >= 010880 or QUALENT2 (Field 21) ¹ 24, 25)
    	QUALAIM (Field 41) = 30 and TTCID (Field 53) = 2
    Not in principle eligible	QUALAIM (Field 41) = 02 - 10, 14, 24 - 27, 31, 32, 43, 62
    	QUALAIM (Field 41) = 30 and TTCID (Field 53) ¹ 2
    	FUNDCODE (Field 65) = 5
    Unclassified	Any not included above

    Where a student is in principle eligible as determined by any of the criteria they should be included as in principle eligible. Students who are funded by the NHS, FUNDCODE (Field 65) = 5, should be coded as not in principle eligible even if they meet other criteria to be in principle eligible. Where a student has a portion of their fees paid by an English or Welsh LEA, SAAS or DENI they should always be treated as in principle eligible.

17. The fee level will be determined by:

    £1,000	FEEBAND (Field 67) = 01
    £500	FEEBAND (Field 67) = 02
    £2,610	FEEBAND (Field 67) = 41
    £1,305	FEEBAND (Field 67) = 42
    Other	FEEBAND (Field 67) = 51, 99

Annex O

Validation checks

1. A number of validation checks are built into the disk-based spreadsheets. Validation cells on the spreadsheet return 'OK' if the data have passed validation. If data fail validation, a message describing the nature and size of the error will be displayed below each table.
2. All tables: for each column, except table 3a column 4a and table 4 column 3, the total for each level must be a whole number.
3. Tables 1a, 1c, 2a and 3a: all figures entered in column 3 should be negative or zero.
4. Tables 1a, 1c, 2a, and 3a: for each row, column 5 < = columns 1 + 2.
5. Table 3a: for each row, column 4a < column 4.
6. Table 3a: for each row, column 4a ¸ column 4 > = 0.03.
7. Tables 1a, 1c, 2a and 3a: for each row, column 6 (wholly + partially) < = column 4 (fundable).
8. Table 1a: for each row, column 7 <= column 4.
9. Tables 1, 2 and 3: for each level, the total of part(a) column 1 (fundable + non-fundable) = total of part(b) columns 1 + 2.
10. Tables 1, 2 and 3: for each level of ITT (QTS), the total of part(a) column 1 (non-fundable) = total of part(b) columns 1 + 2.

Annex P

Spreadsheet notes

1. In November we will send institutions a computer disk with spreadsheet versions of the tables in Annex Q. We will virus check disks before dispatch.
2. The disk will contain four spreadsheet files. Each filename contains a suffix identifying the institution. The files are:

   Filename	HESES98 tables
   FTS_____.WK1/XLS	Full-time and sandwich data. Table 1.
   OUT_____.WK1/XLS	Sandwich year-out data. Table 2.
   PT_____.WK1/XLS	Part-time data. Table 3.
   IS_____.WK1/XLS	Island data. Table 4.

3. If the disk is corrupt or unreadable please contact Tyler White (tel 0117 931 7373, e-mail t.white@hefce.ac.uk) for assistance. Institutions are advised to make a back-up copy of the blank files before editing them.
4. All labels and table formats will be protected. Institutions must not attempt to alter the format of the spreadsheets by adding or deleting columns or rows. Only cells where data are required should be altered. Spreadsheets contain information critical to accurate loading of the data; it is essential that this is preserved.
5. The following cells contain formulae: Column 4 on tables 1a, 1c, 2a and 3a. These cells are protected and must not be edited.
6. Each spreadsheet contains a number of validation checks. The validation checks are listed in Annex O. Institutions should ensure their data pass all validation checks before returning them.
7. All spreadsheets returned should have the same name and file format as those originally supplied. All files on the original disk should be returned even if they contain no data.
8. Disks should be virus checked before being returned to us. Institutions should take a back-up copy before returning the disk, in case data are corrupted in transit.
9. Institutions wishing to make an e-mail submission should send a test e-mail with a HESES spreadsheet attached, by 15 November 1998, to: j.iles@hefce.ac.uk.

Annex Q

Sample tables

Mode: Full-time and sandwich

Table 1a: Counts of years of programme of study

Table 1b: Home and EC fees

Table 1c: Medical and dental students counts (included in table 1a)

Table 1d: Medical and dental home and EC fees (included in table 1b)

Mode: Sandwich year-out

Table 2a: Counts of years of programme of study

Table 2b: Home and EC fees

Part-time

Table 3a: Counts of years of programme of study and load

Table 3b: Home and EC fees

Table 4: Island students

Annex R

Glossary