Title: Specification of the UCAS data for HESA Transaction (*J) 2018 Date: 11th October 2018 Version: V1.2 Status: Final Version Security Marking: Private Security Marking: PRIVATE Page 1 of 108 Document Owner: UCAS Last updated: 11/10/2018 1. Overview ............................................................................................................ 3 a. Basis of specification ...................................................................................... 3 b. Providers’ access to transaction ..................................................................... 3 c. Timing ............................................................................................................. 3 d. Structure ......................................................................................................... 3 e. Coverage ........................................................................................................ 3 f. Changes to specification ................................................................................. 4 3. Housekeeping .................................................................................................... 4 a. Document Change Control ............................................................................. 4 4. Changes to data specification for 2018/19 .......................................................... 5 5. Field Specification .............................................................................................. 6 6. UCAS *J file format: UCAS November 2018 ..................................................... 17 6.1 Notes: UCAS *J file format ............................................................................ 18 7. Appendix .......................................................................................................... 21 Appendix Ai – EntryProfile.DOMICILE ................................................................. 21 Appendix Aii – Student.NATION .......................................................................... 27 Appendix B – Student.ETHNIC ............................................................................ 32 Appendix C – Student.DISABLE .......................................................................... 33 Appendix D –Student.RELBLF ............................................................................ 33 Appendix E – Student.SEXORT .......................................................................... 33 Appendix F – EntryProfile.QUALENT3 ................................................................ 34 Appendix G – List of Qualifications in QUALENT3 ............................................... 41 Appendix H – EntryProfile.SEC ........................................................................... 95 Appendix I – QualificationsOnEntry.QUALTYPE ................................................. 96 Appendix J –Default values for PREVINST........................................................ 108 Security Marking: PRIVATE Page 2 of 108 Document Owner: UCAS Last updated: 11/10/2018 1. Overview Specification for UCAS data for HESA transaction (formerly *J UCAS transaction) for 2018/19 a. Basis of specification This transaction is designed to provide data available from UCAS in a format suitable for use in providers’ HESA Student record. This specification describes the fields that will be included in the transaction, and the translations from UCAS to HESA coding conventions. The HESA data requirement is published as part of the coding manual and is available at: https://www.hesa.ac.uk/collection/c18051 b. Providers’ access to transaction Providers will be able to obtain this transaction from UCAS through (a) A flat-file structure (b) ODBC link directly into tables (c) XML link c. Timing This transaction will be available from UCAS at the end of an application cycle, once examination results are confirmed. Release for 2018 is planned for November 2018. d. Structure The structure of the transaction is one record per admitted student. This UCAS transaction cannot be split into an entity structure. So, for example, course-related information is provided assigned to each student according to course applied for and qualifications are provided as a repeating group of fields, as a starting point for providers. e. Coverage *J will be provided to providers for all students admitted in an application cycle for a given year for the following students: 1. all placed applicant undergraduate students in main UCAS system and all integrated master’s degree students in main UCAS system 2. all placed applicant undergraduate students in UCAS Conservatoires (UC) 3. all placed applicant students in UTT Note that deferred students will be included in the *J transaction of their year of application, and every subsequent year for which the student is a live applicant (e.g. for a student applying in 2007 for deferred entry in 2009, the student will appear in the provider transaction for 2007, 2008 and 2009). Note also that UTT has a restricted range of data (see specification for details) and is only available for applicants to that institution and for any institution where they are the accrediting provider, it does not contain Schools Direct data in the accrediting providers StarJ. Security Marking: PRIVATE Page 3 of 108 Document Owner: UCAS Last updated: 11/10/2018 Certain field coverage is restricted by HESA validation to undergraduate or postgraduate courses. UCAS will use the course assignment provided to them by providers for this classification and consequent supply of data. HESA has some validation that only requires data for students with particular domiciles or for providers in particular countries. UCAS will however pass on to providers data for all students that have provided it. f. Changes to specification HESA will notify UCAS of any changes to the specification of this transaction by the December preceding the reporting year it is relevant to (e.g. December 2010 for 2011/12 HESA reporting year). UCAS will notify HESA of any changes to their processes and codes affecting this transaction by the December preceding the reporting year it is relevant to (e.g. December 2011 for 2012/13 HESA reporting year). 3. Housekeeping a. Document Change Control Date Author Version Reason for update Date distributed 05/07/18 UCAS 1.0 Added additional qualifications 05/07/18 to Appendix G List of Qualifications in QUALENT3 05/07/18 UCAS 1.0 Remapped Qualent3 value for 05/07/18 Reformed A-Levels from P93 to P50 New and amended Qualifications added for 2018 Cycle New Religious Belief Value 99 – Not Known At HESA’s request all applications where Religious Belief was previously NULL will now be mapped to Value 99 – Not Known 10/08/18 UCAS 1.1 Remapped Qualent3 value for 10/08/18 International A & AS Levels from P93 to P92 11/10/2018 UCAS 1.2 Updated Access to HE 11/10/2018 qualifications for UCAS codes Y1,Y2,Y3,Y4,Y5,Y6,Y7,Y8,YA, YC,YD to indicate in Tariff Security Marking: PRIVATE Page 4 of 108 Document Owner: UCAS Last updated: 11/10/2018 4. Changes to data specification for 2018/19 HESA have extended the coverage for Religious Belief to all students in the Student Record to monitor equal opportunities issues in the higher education sector and support higher education providers (HEPs) in meeting their obligations under the Equality Act 2010. The field Student.RELBLF is compulsory for all providers to submit as part of the 2018 Student Return. Currently the religion question is optional for the Apply products and is passed onto providers as a NULL/Blank value in the StarJ where the question has not been answered. Student.RELBLF is currently taken from the additional information section in Apply for applicants who have answered ‘Yes’ to the question Is your permanent home in the UK? i.e. for All UK domiciled students for UCAS, UC & UTT. HESA have introduced a 99 ‘Not known’ value in their coding frame to take into account of where the data is not known. HESA have asked UCAS to change the derivation of this field as part of the StarJ 2018 process where Null values exist to map to 99 ‘Not known’ for all applicants including non UK domiciled applicants. Remapping of Qualent3 Values: Reformed A-Level from P93 to P50 QUALTYPE DESCRIPTION D1 A Level Double Award (Reformed) RE Reformed A Level England RN Reformed A Level Northern Ireland RW Reformed A Level Wales International A & AS-Level from P93 to P92 QUALTYPE DESCRIPTION I5 Cambridge International A Level I6 Cambridge International AS Level I7 Pearson Edexcel International Advanced Level I8 Pearson Edexcel International AS Level I9 Oxford International AQA AS Level Security Marking: PRIVATE Page 5 of 108 Document Owner: UCAS Last updated: 11/10/2018 5. Field Specification *UC = UCAS Conservatoires (Formally CUKAS) HESA Entity.fieldname UCAS UCAS Specification Notes UCAS UC UTT coverage Student.UCASPERID All students This is a unique number allocated by UCAS to all Each UCASPERID number is unique. Yes Yes Yes applicants. The number is 9 digits with a 10th It is referred to as the Personal ID by UCAS. check digit in the format nnn-nnn- nnn-c. It is stored without the Applicants who have applied in the past and are separators as a 10-digit field. reapplying may retain their original UCASPERID if their personal details match. EntryProfile.UCASAPPID All students This is the Application Scheme Code provided by This code was provided for the first Yes Yes Yes UCAS. time in 2009. This Code should be submitted in the Providers should use an applicant’s EntryProfile.UCASAPPID