UCAS Data for HESA

What is UCAS Data for HESA?

UCAS Data for HESA (previously known as *J) is the transaction which has been designed to supply data available from UCAS to higher education institutions, in an appropriate format, so that it can be used in their return for their HESA Student Record.

There are a number of fields that are included in the transactions, and a specification is available which describes the fields that will be included, as well as any translations from UCAS to HESA coding .

The HESA data requirement is published as part of the coding manual and will be available from their website - see assistance information below.

Higher education institutions' access to UCAS Data for HESA transaction

Higher education institutions will be able to obtain this transaction from UCAS through a number of routes:

(a) A flat-file type structure

(b) odbc-link directly into tables

(c) xml-link

The following document gives details of the format for the 'FLAT' file for *J data from HESA.

Timing for UCAS Data for HESA transaction

The UCAS Data for HESA transaction will be available at the end of an application cycle, once examination results have been confirmed; this is usually late October / early November.

Structure of the UCAS Data for HESA transaction

The structure of the transaction is one record per admitted student.

The transaction cannot be split into an entity structure. To give an example of this, and as a starting point for institutions, course-related information is provided assigned to each student according to course applied for and qualifications are provided as a repeating group of fields.

Students covered in the UCAS Data for HESA transaction

Students included in the transaction are those placed in an application cycle for a given year. Deferred students will be included in the transaction of their year of application, and will continue for every year that they are live applicants.

Changes to HESA Student Record 2010/11

There have been a small number of minor changes for 2010/11. These changes are

  • Personal ID: This field has been added to the flat file output.
  • Disability: HESA has introduced a new version of the coding frame. Codes 51, 53, 54, 55 and 56 have been added to the valid entries list for 2010/11 entrants onwards. All applicants, including deferred applicants, will be coded to the new coding frame.

Assistance with UCAS Data for HESA

If you require any assistance or information in regards to the 2010 entry return, please refer to the HESA website where you will find information on the 2010/11 Student Return.

If you require any reference material in regards to 2009 entry, please refer to the document below. Please note that this document should only be used for reference purposes for the HESA student return made for 2009 entry.


Specification of the UCAS data for HESA(*J)2009/10 - (198KB PDF File)

Further information

For further information about HESA and the Student Record return, you may find it beneficial to visit the HESA website.