HESA KIS Returns User Guide<>

Entering KIS data

Opening the KIS data entry screen

You navigate to the KIS data entry screen from the Courses tab in the Quercus HESA module. This can be accessed in two ways from the Quercus opening screen.

Note: access to the KIS screens will be restricted to authorised users. Access to specific KIS functionality can be further restricted according to the user’s membership of specific LDAP groups. To set up access for authorised users contact the CampusIT support desk.

To navigate to the KIS data entry screen from the KIS Progress screen

1From the opening screen of Quercus, click the KIS Returns button.

The HESA Returns tab opens showing the KIS Progress chart.

This shows the state-of-completion of your KIS returns.

2Clicking on a segment of the chart takes you to the Courses tab, where you will see a list of courses at the selected stage of completion.

3Click a course’s KIS button (e.g. ) to open the KIS data entry screen.

To open the KIS data entry from the courses tab

1From the opening screen of Quercus, click the HESA Returns button.

The HESA Courses tab opens.

2Use the search options to locate the course for which you want to enter KIS data.

3Click a course’s KIS button (e.g. ) to open the KIS data entry screen.

The KIS data-entry screen

The KIS data-entry screen consists of six tabs.

A Course tab in the process of completion is shown below:

The fields you need to complete on each tab will vary depending on:

whether the course is a KIS type 1, 2 or 3 (see Level 1, 2 and 3 KISes: required values, for a list of which fields are required for each KIS type).

your institution’s policy relating to the completion of non-mandatory KIS fields

The majority of degree courses will fall into KIS type 1 — note that UCAS and Non-UCAS have some differences in which fields are required (see http://www.hesa.ac.uk/index.php?option=com_studrec&task=show_file&Itemid=233&mnl=12061&href=kis_fields.html)

Field

Required for UCAS Course?

Required for NON-UCAS Course?

Fee Waiver Availability

Fees Confirmation

Max Fee for England

Max Fee for N Ireland

Max Fee for Scotland

Max Fee for Wales

Means Tested Support

Non-Means Tested Support

UCAS Programme

Variable Fee

Progress through each tab in turn and complete the fields in line with your institution’s KIS policy.

Mandatory fields

There are two types of field which you must complete:

Fields which HESA defines as mandatory in the KIS data model (see Data model)

Fields which your institution defines as mandatory in order to create an acceptable return

The HESA-mandatory fields are indicated by an asterisk to the left of the field. The institution-mandatory fields are defined by an asterisk to the right of the field:

You can define an field as mandatory for your institution via the KIS_MANDATORY_FIELDS parameter:

Information on how to set parameters is given in the Quercus Control Centre Parameters Reference Guide.

Pick lists

Some fields have a selection button to the right of the field. Click this button to open a list of valid options.

You can use the search field to help locate the correct option.

Entering data

To complete a KIS record, progress through the six tabs completing the relevant fields. The video below shows this process:

Course tab

The course tab allows you to enter the basic information about the course.

Field information

The information required in the various fields is listed below. The XML element into which the information is stored is shown after the field name like this:

Field Name

XML ELEMENT

KIS Course Identifier

KISCOURSEID

Enter a unique identifier for the course. This code will probably correspond to your own internal code for the course. However, in situations where a single one of your courses maps to several KIS courses (see Important: KIS ‘courses’ may not be the same thing as your institution’s definition of a course) and you need to create variants, you will need to modify this approach — possibly by adding add a suffix to the base identifier for each of the variants.

Return to KIS

If this box is checked the record will be included when you create a return. All courses with a corresponding HESA record have this box checked by default.

Record Locked

If this box is checked the record will NOT be overwritten if you upload an XML file containing information relating to the same course.

KIS Type field

KISTYPE

The fields displayed on the rest of the Course screen depend on the KIS type you select in the KIS type pick-list.

KIS Type 1

Most courses will require a KIS type 1 return. This includes multiple subject courses, such as joint honours degrees, with over 20 students. This type of course must have its own KIS record even if both constituent subjects have separate, individual KIS record.

For a joint degree with a small number of students you could complete a KIS type 2 record (see below) which references the separate KIS records of the individual subjects.

See KISTYPE 1 — Full course level KIS and KISTYPE 2 — Multiple subject course placeholder KIS for more information about when to use KIS type 1 and KIS type 2.

Note that there are some differences between UCAS and non-UCAS KIS Type 1 records. See The KIS data-entry screen.

KIS Type 2

A KIS Type 2 record is for multiple subject courses, such as joint honours degrees, with an intake of less than 20 students.

A KIS Type 2 record is a placeholder which points to the individual KIS records for the constituent subjects.

If all constituent parts of the course have an existing KIS Type 1 record these should be referenced. If there are not Type 1 records for each constituent part of the course you should create Type 3 records and reference these instead.

See KISTYPE 2 — Multiple subject course placeholder KIS for more information about when to use KIS type 2.

KIS Type 3

A KIS Type 3 record is a short KIS record giving details of a component of a joint course which:

does not exist in its own right as a separate course

forms part of a joint course in which other components have a Type 3 KIS record (this category of course may also have a Type 1 record)

See KISTYPE 3 — Subject level KIS for more information about when to use KIS type 3.

UCAS programme

UCASPROGID

This field records the UCAS programme code.

UCAS Course Code

UCASCOURSEID

Choose the UCAS Course code (UCAS Course ID) for 2013. Course codes only need to be given where different courses within the same UCAS programme will have a separate KIS produced.

KIS Course Title

TITLE

Enter the title of the course.

KIS Course qualification aim

KISAIM

This field uses a look up table for its list of valid entries, which sits outside the schema to enable maintenance without the need to re-issue a validation kit.

This field describes the type of qualification that will be obtained upon successful completion of the course.

This field will be used in conjunction with KISCourse.TITLE (KISCourse.TITLEW for institutions in Wales) and KISCourse.HONOURS to provide the KIS Course title. This will be displayed on the KIS widget and on the Unistats website.

If the qualification aim of the Course results in an honours degree KISCourse.HONOURS should be coded with 1 'This is an honours (Hons) degree course'.

The value returned in this field must match the valid entry listed in the look up table listed in the List of KIS Course Aims.

If a KISCourse.KISAIM is not present in the list, you should contact HESA, where the qualification will be added to the lookup table as part of a scheduled release. A qualification should not be an awarding body, such as BTEC.

This field must not be returned when KISCourse.KISTYPE = 3.

Course URL

CRSEURL

Enter the URL for the course page on your website.

The URL should provide a link to the course page on your website that hosts the KIS widget (information box). Where the widget exists on more than one page on your web-site you should pick one URL to include.

This field is required where KISCourse.KISTYPE = 1, 2 and optional where KISTYPE=3.

The field must contain a valid website URL. The URL must start with either http or https and contain only Latin non-accented characters.

Subject of Course

JACS

You can enter up to three JACS (Joint Academic Coding System) code for the course. JACS code lookup information can be found on the HESA website at:

http://www.hesa.ac.uk/index.php?option=com_content&task=view&id=158&Itemid=233

This field uses the JACS2 coding frame.

This field is required for new courses.

LDCS Code

LDCS

This field records the LDCS (Learn Direct Classification System) code(s) for the course

Valid LDCS codes are available from the Data Service’s Learning Aims Database download page at:

http://providers.lsc.gov.uk/LAD/downloads/LADdownload.asp

The valid code structure is two alpha characters then a full stop followed by up to 9 numbers.

This field is required for new courses.

Teacher Training Course

TTCID

Click the selection button to the right of the field to see a list of valid options.

Part-time Only

PTONLY

This field records whether the course is offered part-time only

This field is required for new courses.

Level of Award

LEVEL

This field records the broad level of the award arising from the course

This field is required for new courses.

Distance Learning Only

DISTANCE

This field records whether the course is offered through distance learning only

This field is required for new courses.

Note: fees and support fields

The following fields: Maximum Fees, Variable Fee, Fees Confirmation, Fees Waiver Availability, Means Tested Support and Non-Means Tested Support have to be completed only for non-UCAS courses. See:

http://www.hesa.ac.uk/index.php?option=com_studrec&task=show_file&Itemid=233&mnl=12061&href=kis_fields.html

Maximum Fees

ENGFEE, NIFEE, SCOTFEE, WAFEE

These fields record the average maximum annual fee for the course for students domiciled in England, Northern Ireland, Scotland and Wales.

The field should give the average maximum annual fee for the course as a whole. Where the course contains optional components that reduce the fee, for example a sandwich placement, then it should be assumed that the student does not take these components when determining the fee level. The value should not be reduced to reflect any fee waivers or discounts that are offered.

This field can contain values in the range 1-99999.

Variable Fee

VARFEE

Click the selection button to the right of the field to see a list of valid options.

This field records whether the fee varies by year and whether or not you expect that fees will be increased in later years to reflect inflation.

Where the fee will only vary due to inflation code 10 should be used.

Where the fee varies both with inflation and by course year/stage, then code 11 should be used.

Codes 11 and 21 should only be used if you anticipate charging different fees in each year above and beyond variations caused by inflation.

If you are not clear whether fees will rise with inflation codes 10 and 11 should be used.

Fees Confirmation

FEETBC

This field records whether fees are yet to be confirmed.

It is recognised that when the KIS is first published some fees may not yet be confirmed. Rather than provide estimated fees the KIS will instead simply note that the fees are yet to be confirmed.

Fee Waiver Availability

WAIVER

This field is used to indicate whether there are any fee waivers available to students on this course.

Means Tested Support

MEANSSUP

This field is used to indicate whether there is any means tested support available to students on this course.

Non-Means Tested Support

OTHSUP

This field is used to indicate whether there is any non-means-tested support available to students on this course. This might include discounted accommodation, free IT equipment, etc.

Support Details URL

SUPPORTURL

This field provides links to further details on financial support.

This field should contain a URL for a web-page that contains further details about the financial support available to students. It is for you to decide whether the page is course specific although the decision should be driven by the degree to which support varies between individual courses.

Institutions in Wales will need to ensure that the page also contains details of, or links to, further information about the costs of study as detailed in the HEFCW circular W10/07HE:

http://www.hefcw.ac.uk/documents/publications/circulars/circulars_2010/W10%2007HE%20Provision%20of%20information%20for%20students%20on%20costs%20of%20study.pdf

Employment Details URL

EMPLOYURL

This field provides links to further details on employment.

This field must contain a valid website URL that contains further details about the employment opportunities for students following successful completion of the course. This page should also contain details of your overall approach to improving employability amongst your graduates.

Non-credit assessment

NONCREDITASSESS

This field indicates whether the course includes assessments that are a course requirement but are not associated with the award of credit. Examples might include practical skills assessments in nursing, health and safety certification for scientists, fitness to practice for medical students, etc. Where such assessments form part of the course the nature of these additional assessments should be clear in the web page linked to by KISCourse.ASSURL.

If you choose ‘Includes Non-credit Assessments’ the KIS will include the following text 'The course contains some compulsory assessments not included in the above breakdown see institutional website for details.'

Learning and Teaching URL

LTURL

This field should contain a URL that links to further explanation about the learning and teaching methods for the course. In most cases this will link directly to the programme specification.

Assessment Methods URL

ASSURL

This field records the URL explaining assessment methods

This field should contain a URL that links to further explanation about the assessment methods for the course. In most cases it is expected that this will be a link directly to the programme specification.

Change of Course Location

LOCCHNGE

This field identifies if the course changes its teaching location during any part of the course.

This flag will be used on the Unistats website to identify if the course changes its teaching location during any stage of the course.

A change in teaching location means that the course is taught at more than one of the locations specified on the Location tab.

Honours Award Provision

HONOURS

This field records whether the course aim, on successful completion, would result in an honours (Hons) degree.

This field will be used in conjunction with KISCourse.TITLE (KISCourse.TITLEW for institutions in Wales) and KISCourse.KISAIM to provide the KIS Course title. This will be displayed on the KIS widget and on the Unistats website.

This field allows you to distinguish between courses that do or do not lead to an honours degree.

An 'honours' degree refers to an institutional definition, rather than a UK-wide concept.

Foundation

FOUNDATION

This field identifies whether an integrated foundation year is available as a course component. Options are:

0 = Not available

1 = Optional

2 = Compulsory

This field should be completed to reflect the availability of an integrated foundation year.

This field should not be completed to identify Foundation degrees.

If you advertise the course as having an integrated foundation year and again separately as having no foundation year, then two KIS must be returned. The integrated foundation year should be coded 2 'Compulsory. The direct entry course should be coded 0 'Not available'.

If you do not advertise the course with an integrated foundation year, but do offer an integrated foundation year as an alternative optional route, then code 1 'Optional' should be returned.

This field must not be returned for KISCourse.KISTYPE = 3.

If any course component is identified as compulsory (i.e., the student has applied for this course and must undertake the component), the information should be reflected as an additional CourseStage, and included in average fee calculations.

KIS Course Mode

KISMODE

This field indicates if a course is advertised as full-time, part-time or both. Options are:

1 = Full-time

2 = Part-time

3 = Both

Full-time and part-time in the context of this field relates to how you advertise the delivery of the course.

If the course is advertised as a full-time course, but made available part-time on an ad hoc basis, then code 1 'Full-time' should be returned. If the course is only advertised part-time then code 2 'Part-time' should be returned.

If you advertise the course as both full and part-time, then code 3 'Both’ should be returned. This will produce two KIS in the output file, each with linked NSS and DLHE data.

Sandwich Year Availability

SANDWICH

To identify whether a sandwich course component is available. Options are:

0 = Not available

1 = Optional

2 = Compulsory

This field should be completed to reflect the availability of a sandwich component.

Sandwich components involve work placements only. Work placements abroad should be returned in this field, and not in the Year Abroad Availability field.

If any course component is identified as compulsory (i.e., the student has applied for this course and must undertake the component), the information should be reflected as an additional CourseStage, and included in average fee calculations.

If any course component is identified as optional, this could mean the student can chose between a sandwich placement or a year abroad, or have the choice as to whether to partake in the option, no additional CourseStage or fee information is required.

In this context a component is considered compulsory if there is an expectation that students will take the component. It is recognised that even where such an expectation exists there will typically be some students who do not undertake the component.

If two industry placements, or study times abroad equate to 100% of a single course stage, then Sandwich Year Availability and Year Abroad Availability should be coded as either 1 ’Optional’ or 2 ‘Compulsory’, and appropriate fee information should be returned. If these two industry placements, or study times abroad do not equate to an entire course stage, the Sandwich Year Availability and Year Abroad Availability fields should be coded as 0 ‘Not available’, however appropriate information should be included in the course stage information.

Example:

In the second stage of a course, the student can choose to complete a 3 month placement in industry. The course stage is 9 months long in total, and so the placement is 33% of the entire stage. This would mean that Sandwich Year Availability would be coded 0 ‘Not available’ as it does not total an entire course stage, however, the course stage information would reflect 33% of stage being undertaken as a placement.

Year abroad availability

YEARABROAD

This field identifies whether a year abroad placement is available as a course component. Options are:

0 = Not available

1 = Optional

2 = Compulsory

This field should be completed to reflect the availability of a study placement abroad.

Study years abroad relate only to years of study abroad and not to work placements.

Study abroad relates to study placements only. This does not include work placements abroad, which should be returned under Sandwich Year Availability.

If any course component is identified as compulsory (ie, the student has applied for this course and must undertake the component), the information should be reflected as an additional CourseStage, and included in average fee calculations.

If any course component is identified as optional, this could mean the student can chose between a sandwich placement or a year abroad, or have the choice as to whether to partake in the option, no additional CourseStage or fee information is required.

In this context a component is considered compulsory if there is an expectation that students will take the component. It is recognised that even where such an expectation exists there will typically be some students who do not undertake the component.

If two industry placements, or study times abroad equate to 100% of a single course stage, then Sandwich Year Availability and Year Abroad Availability should be coded as either 1 ’Optional’ or 2 ‘Compulsory’, and appropriate fee information should be returned. If these two industry placements, or study times abroad do not equate to an entire course stage, the Sandwich Year Availability and Year Abroad Availability fields should be coded as 0 ‘Not available’, however appropriate information should be included in the course stage information. on.

Example:

In the second stage of a course, the student can choose to complete a 3 month placement in industry. The course stage is 9 months long in total, and so the placement is 33% of the entire stage. This would mean that Sandwich Year Availability would be coded 0 ‘Not available’ as it does not total an entire course stage, however, the course stage information would reflect 33% of stage being undertaken as a placement.

NHS funded students

NHS

A flag to show whether the course has any NHS-funded students.

This field must be returned for all new courses.

This field must not be returned where any HESACourse or ILRAims entities exist.

This field records whether a course has any NHS funded students. This is to allow correct presentation of the NHS National Student Survey results.

Course Stage tab

The Course Stage tab allows you to enter the details of the balance between the various assessment methods and between different learning and teaching methods. You create a separate entry for every year of the course.

Assessment methods are divided into:

written exams

practical exams

coursework

Learning and teaching methods are divided into:

scheduled learning and teaching study

independent study

placement study

To record the information for a specific year of the course

1Click the Add button.

2Choose the course year in the Learning, Teaching and Assessment Stage drop-down list.

3Enter the relative percentages for the assessment methods and learning methods.

Note: you can enter this information for the course or the system can attempt to calculate the figures automatically based upon the individual module-level percentages. See Two ways to enter assessment methods and learning and teaching methods for more information.

4Click Save.

Note: the calculations required to correctly fill in these field are complicated! See:

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

Accreditation tab

The Accreditation tab allows you to record the type of accreditation that arises as a result of the course for example Chartered, Membership, Fellowship. The wording used should be consistent with that used by the accrediting body on its website. The wording provided will be inserted into the following sentence at the place marked by XXXX "The course leads to XXXX of YYYY" where YYYY is the text derived from Accreditation.

To record accreditation for a course

1Choose the type of accreditation.

2In the Accreditation Dependency field, select whether or not the accreditation is dependent on the choices a student makes.

3Enter the Accreditation Dependency URL

This is a URL which points to an appropriate page on the accrediting body’s web-site that explains what the specific type of accreditation achieved as part of the course means.

Field information

The information required in the various fields is listed below.

Accreditation Type

ACCTYPE

A short textual description of the type of accreditation that arises as a result of the course for example ‘Accredited by the Architects Registration Board (ARB) for the purpose of eligibility for registration with that body.’ The wording used should be consistent with that used by the accrediting body on its website. The wording provided will be inserted into the following sentence at the place marked by XXXX "The course leads to XXXX of YYYY" where YYYY is the text derived from Accreditation.ACCBODYID.

See http://www.hesa.ac.uk/component/option,com_studrec/task,show_file/Itemid,233/mnl,13061/href,accreditation_list.html/ for the list of valid accreditation bodies and associated ACCTYPE codes.

Accreditation Dependency

ACCDEPEND

This field describes whether accreditation is dependent on choice. Options are:

0 = Not dependent on student choice

1 = Dependent on student choice

The field records whether the award of the accreditation is in some way dependent on the choices made by the student. A value of 1 should be used wherever student choice can affect whether they gain the accreditation listed. A value of 1 should not be used solely because the gaining of accreditation requires the student to pass an assessment if all students will undergo the assessment as part of the course.

Accreditation Dependency URL

ACCDEPENDURL

This field records the URL describing whether accreditation is dependant on choice

This field should contain a URL that explains how the accreditation depends on module or other course choices made by the student.

This field must not exist if the Accreditation Dependency = 0.

This field must contain a valid website URL. Institutions must ensure that URLs are active and link to the correct page. Validation checks will only check for basic structure, to ensure that the URL starts with either http or https and contains only Latin non-accented characters.

ILR Aims tab

The ILR Aims tab allows you to enter ILR aimsfor the course. You can add several ILR aims if necessary.

An ILR (Individualised Learner Record) Aim record is required for KIS Type 1 courses where the institution is an FEC and both a KISCourse and ILR record existed in 2009/10 and/or 2010/11.

In the LAD/LARA qualification aim course code enter the Learning Aim Reference Application qualification aim reference code for the course. This code can be obtained from The Data Service (LEARNING_AIM_REF code in the LEARNING_AIM.CSV file) at http://providers.lsc.gov.uk/LAD/downloads/LADdownload.asp.

To add an ILR aim

1In the Tasks List click Add ILR Aim.

2Complete the various fields (see below).

Note: the values of the fields will default to the value of the previous aim you entered. You change these defaults as required.

3Click Save.

The aim is added and appears in the list of aims.

The information required in the various fields is listed below.

Field information

LAD/LARA Qual. Aim Course Code

ILRAIMID

The LAD (Learning Aim Database)/LARA (Learning Aim Reference Application) qualification aim reference code for the course.

This should contain the qualification aim reference code used in the year identified by ILRAims.ILRYEAR.

This code can be obtained from The Data Service at http://providers.lsc.gov.uk/LAD/downloads/LADdownload.asp (LEARNING_AIM_REF code in the LEARNING_AIM.CSV file).

If Year Of ILR Course = ‘Both’ then the same ILRAIMID must exist in both the 2009/10 and 2010/11 ILR.

Year Of ILR Course

ILRYEAR

This field records the year the LAD/LARA Qual. Aim Course Code relates to.

The ILRAims entity for a ILRAim can contain ILRYEARs with 'BOTH', or '2010', or both '2009' and '2010', but not '2009' alone.

Registering Institution UKPRN

REGUKPRN

This field records the UK Provider Reference Number (UKPRN) which is the unique identifier allocated to institutions by the UK Register of Learning Providers (UKRLP) for the registering institution.

This field is used to indicate the courses that should be included where franchised provision is returned by the institution teaching the students, rather than by the institution registering the students.

Teaching Institution UKPRN

TEACHUKPRN

This field records the UK Provider Reference Number (UKPRN) which is the unique identifier allocated to institutions by the UK Register of Learning Providers (UKRLP).

The field should only be completed for new courses and courses where not all teaching institutions for the course can be identified in a KISCourse.HESACourse or KISCourse.ILRAims entity. The field should record the UKPRN of any institution providing the teaching, and, those who are not identified in either HESACourse.TEACHUKPRN or ILRAims.TEACHUKPRN.

Where students on a course are taught by more than one institution then multiple institutions should be specified in KISCourse.TEACHUKPRN. Where multiple institutions are specified and data are aggregated for this course they will only include students wholly taught at the registering institution or those explicitly linked via HESACourse.TEACHUKPRN or ILRAims.TEACHUKPRN.

Where the course is taught by multiple institutions, multiple TEACHUKPRN should be returned, this should include the returning institutions own UKPRN if they are one of the teaching institutions.

If the institution submitting the KIS is the only provider of teaching for the course, then KISCourse.TEACHUKPRN does not have to be returned. The UKPRN will be picked up from Institution.UKPRN.

Where an institution has all of its provision franchised in from a single provider, HESACourse.TEACHUKPRN and ILRAims.TEACHUKPRN are used to identify that provider.

Where courses are taught at multiple locations, HESACourse.TEACHUKPRN and ILRAims.TEACHUKPRN enable the aggregations to only include, within the registering institutions data, those students on courses that move teaching locations.

If HESACourse.TEACHUKPRN or ILRAims.TEACHUKPRN exist, the corresponding HESACourse.REGUKPRN or ILRAims.REGUKPRN must not exist.

HESA Course tab

The HESA Course tab allows you to enter the HESA course code details. This is required for KIS Type 1 courses where the institution is an HEI, and both the KIS course and the corresponding HESA course ID existed in either 2009/10 or 2010/11.

You can select a joint school UKPRN (UK Provider Reference Number) to identify the linked courses where the KIS course is a joint medical school.

Field information

HESA Course Identifier

HESACOURSEID

This fields records a HESA course ID to be linked to the KISCourse

This field must contain a valid Course.COURSEID from the Institution's HESA Student record for the HESACourse.HESAYEAR.

If HESACourse.HESAYEAR = ‘Both’ the same HESACourse.HESACOURSEID must exist in both the 2009/10 and 2010/11 HESA Student record.

The HESACourse.HESACOURSEID recorded in this field must exist in the C09051 and C10051 Student record.

Reporting Year Of HESA Course

HESAYEAR

This field records the year the HESACourse.HESACOURSEID relates to

This field indicates which year HESACourse.HESACOURSEID relates to. The HESACourse entity for a KISCourse can contain HESAYEARs with 'BOTH', or '2010', or both '2009' and '2010', but not '2009' alone.

Joint School UKPRN

JOINTUKPRN

This field records the UK Provider Reference Number (UKPRN) to identify the linked courses where the KISCourse is a joint medical school

This field records the UK Provider Reference Number (UKPRN) which is the unique identifier allocated to institutions by the UK Register of Learning Providers (UKRLP).

Registering Institution UKPRN

REGUKPRN

This field records the UK Provider Reference Number (UKPRN) which is the unique identifier allocated to institutions by the UK Register of Learning Providers for the registering institution.

Teaching Institution UKPRN

TEACHUKPRN

This field records the UK Provider Reference Number (UKRPN) which is the unique identifier allocated to institutions by the UK Register of Learning Providers (UKRLP) for the institutions providing the teaching.

UKPRN tab

The UKPRN tab allows you to register the UK Provider Reference Number (UKPRN) of the institution students apply to and for the institutions providing the teaching.

The tab is divided into two panels: one for the UKPRN Apply record, the second for the UKPRN Teaching Institution record.

The panels are described below.

UKPRN Apply panel

This panel allows you to enter a reference to the institution students apply to

Field information

Application UKPRN

UKPRNAPPLY

This field records the UK Provider Reference Number (UKPRN) of the institution students apply to.

This field will be used to allow the KIS site to display courses according to the institution that the student applies to rather than the institution that registers the student.

There is further specific information for joint schools in the document Guidance for joint medical and pharmaceutical schools.

Where an element can occur more than once, only return the number of occurrences required for the data. Padding out the number of elements so that the maximum number of occurrences are returned will result in values being repeated and potentially distort the information displayed in KIS.This field will be used to allow the KIS site to display courses according to the institution that the student applies to rather than the institution that registers the student.

UKPRN Teaching Institution panel

This panel allows you to enter one or more references to the institution providing the teaching.

Field information

Teaching Institution UKPRN

TEACHUKPRN

This field records the UK Provider Reference Number (UKRPN) for the institutions providing the teaching

The field should be returned for new courses only, where no HESACourse or ILRAims entities exist.

Where the course is taught by multiple institutions, multiple references should be returned.

If the institution submitting the KIS is the only provider of teaching for the course, then the field does not have to be returned. The UKPRN will be picked up from the Institution’s UKPRN.

Where an institution has all of its provision franchised in from a single provider, HESACourse.TEACHUKPRN and ILRAims.TEACHUKPRN are used to identify that provider.

Where courses are taught at multiple locations, HESACourse.TEACHUKPRN and ILRAims.TEACHUKPRN enable the aggregations to only include, within the registering institutions data, those students on courses that move teaching locations.

If HESACourse.TEACHUKPRN or ILRAims.TEACHUKPRN exist, the corresponding HESACourse.REGUKPRN or ILRAims.REGUKPRN must not exist.

The Create Variant option

In addition to creating the master KIS record for a course you can also create one or more variant records based on the master. You would use a variant in situations when a single Quercus course maps to two or more KIS courses (see Important: KIS ‘courses’ may not be the same thing as your institution’s definition of a course).

When you initially create the variant, the settings for the various fields are copied from the master record. You can, however, change them if you wish.

To create a variant

1Open a KIS Course record for editing (see Opening the KIS data entry screen).

2Click the Create Variant option in the Task panel.

3Enter the KIS Course Identifier and the Course Title of the variant.

4Click Save.

The KIS Course screen opens allowing you to enter details of the variant.

Entering institutional data

In addition to the KIS information relating to individual courses, a fully completed KIS return should also contain information about the institution providing the course. You do this by completing the KIS Institution data screen.

Note: you only need to complete the institution once. It will then be included in each return you create a return from the Create Returns screen (see Creating a KIS return in Quercus).

To enter KIS Institution data

1From the HESA Courses tab, click the KIS Institution link in the Task list.

The KIS Institution screen opens.

2Enter the institutional data. See below for an explanation of the fields.

Institution data required

The information required in the various institutional fields is listed below. The XML element into which the information is stored is shown after the field name like this:

Field Name

XML ELEMENT

Academic Session

Year of the academic session to which the institutional data applies.

Return to KIS

If this box is checked the record will be included when you create a return.

Record Locked

If this box is checked the record will NOT be overwritten if you upload an XML file containing institution information.

National Scholarship Programme Participation

NSP

This field is used for institutions in England to indicate whether the institution intends to participate in the National Scholarship Programme (NSP) in 2013/14.

This field must not exist for institutions in Northern Ireland, Scotland or Wales.

Student Union URL

The URL of the student union.