HESA KIS Returns User Guide<>

Creating a KIS return in Quercus

What is a KIS return in Quercus?

A KIS return in Quercus consists of all the individual KIS course records (see below) for a specific session grouped together into a single XML file. This file can be submitted to HESA to satisfy your obligation to provide KIS data.

What is a KIS course record?

A KIS course record is the entire KIS data-set associated with an individual course. This record is displayed across several tabs in the user interface (See the previous chapter, Entering KIS data, for information about how to complete a KIS course record). The data in a record is uploaded to HESA as part of the XML file.

The data-sets from individual KIS course records are brought together in a single XML file to form a KIS return.

How many KIS records must I create?

You must complete a KIS record for every course you run with the exceptions of the course-types listed under Courses which do NOT require a KIS record, below.

KIS definition of a course

For the purposes of KIS, a course is defined as:

“… a programme of study that a student can apply to either through UCAS or directly to the institution. Thus, if students can apply separately to courses in Physics, Chemistry and Biology each would require a separate KIS, whereas if students could only apply to a course in Science and later choose to specialise, then only a single KIS needs to be produced. The same guidance would apply where courses have optional exit points, if it is possible for a student to apply solely for the lower award then a separate KIS would need to be produced…”

Source: http://www.hesa.ac.uk/component/option,com_studrec/task,show_file/Itemid,233/mnl,12061/href,coverage.html/

Important: KIS ‘courses’ may not be the same thing as your institution’s definition of a course

The KIS definition of a course shown above may not be the same as your institution’s definition of a course.

For example:

If all students in a science faculty apply for an undenominated or general science degree but go on to specialise from their second year onwards, in (say) Physical Sciences, Biological Sciences, Mathematical Sciences, or Earth Sciences then all these options come under the umbrella of a single KIS course.

If you offer joint degrees you may have each part of the joint degree set up as a separate course, with students being allowed to gather a certain percentage of credits from each course. In these circumstances you may decide not to bother setting up a separate course structures to cover the joint degree. However, in these circumstances, if students can apply directly for the joint degrees you must create separate KISes for them.

Where a course includes an optional sandwich placement (that a student may or may not take up) two KIS courses should be returned - one detailing the 3 course stages, with the other detailing 4 course stages.

Courses which do NOT require a KIS record

The following courses do not require a KIS record:

Courses where the total FTE (full-time equivalent) of the course is one year or less when studied full-time (i.e.120 credits or less for its entirety)

Closed courses — that is courses that are not open to any suitably qualified candidate and will typically be courses offered only to employees of particular organisations

Courses offered mainly overseas with a location of study mainly overseas, which the funding body has not specifically sanctioned as eligible for funding. A course is considered to be offered mainly overseas if, for all students, the majority (over 50%) of their study is overseas. Sandwich courses and courses incorporating a language year abroad will not typically meet this definition, as the time spent abroad will not be the majority of the course

Intercalated degrees

Part-time courses that are also offered on a full-time basis and a KIS is produced for the full-time course

A course that is run in the UK but only for international students.

Source: http://www.hesa.ac.uk/component/option,com_studrec/task,show_file/Itemid,233/mnl,12061/href,coverage.html/

Courses which require a KIS record

All courses other than those falling under the Courses which do NOT require a KIS record heading, above.

Sequence of activities when creating a KIS return

Before you start

If you are running flexible curriculum (see the Flexible Curriculum User’s Guide) you must have a calendar set up for the selected session in the Quercus Classic Interface. To set up an institution calendar go to Records > Static Data Maintenance > Institution Calendar.

To create a KIS return

In order to create a KIS return in the correct XML format to submit to HESA:

1Fill in as many of the KIS course records you can complete (see Entering KIS data). Keep in mind Courses which do NOT require a KIS record.

2Go to the Returns tab.

3In the Tasks list, click Upload KIS Returns.

Select the correct academic session and click Create.

4A message appears ‘Return Generation Started’ and an entry appears in the returns list with a status of ‘Started’.

5After a time refresh the screen. When the return has finished generating the status will turn to ‘Created’.

Click the download button to download the XML file to your computer.

This file is in the KIS XML format and can be uploaded to HESA via https://submit.hesa.ac.uk/. It will contain all the course records marked as 100% complete in Quercus.