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Staff record 2012/13

Staff record 2012/13. Welcome. Objectives. Reflect on the 2010/11 Staff record collection and identify process improvements for onwards data collection Recognise the reasons behind the changes to the 2012/13 Staff record collection

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Staff record 2012/13

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  1. Staff record 2012/13 Welcome

  2. Objectives • Reflect on the 2010/11 Staff record collection and identify process improvements for onwards data collection • Recognise the reasons behind the changes to the 2012/13 Staff record collection • Understand the changes to the new file structure/format and validation • Learn about the changes to the coverage and fields

  3. C10025 Post-collection analysis

  4. INSERT deadline

  5. Commit deadline

  6. Sign-off deadline Remember that sign-off completes the data collection process! Last sign-off not received until January 2012!

  7. Keep in touch The Institutional Liaison team are here to help with all aspects of the data collection process. If you experience difficulties please get in contact… liaison@hesa.ac.uk 01242 211144

  8. Data quality checking

  9. Responding to Minerva queries Of those responses marked as ‘Genuine oddity’ 13% were missing any explanation Your responses are used to: • Explain anomalies in the dataset • Assist us in understanding trends within the data • Help us to analyse our validation

  10. Responding to Minerva queries • Use of radio buttons • Mark as draft – remember where using this facility to send responses to HESA once you have finished. • Unanswered issues from 2010/11 • Targets for 2011/12

  11. Feedback on new system features Checkdoccompare Exception report retention

  12. Common submission issues

  13. Reporting salaries • SALREF/SPOINT information now required for all non-atypical staff • Hourly paid • Low salaries • Picked up by Exception warning where salary less than £7000 • New validation planned for 2011/12 • When could the FTE salary be legitimately low?

  14. Potential duplicates • New exception warning to assess individuality of STAFFID numbers • For 2010/11 we will be focusing on non-atypicals only

  15. Staff Record 2012/13 C12025

  16. The Review • Fundamental review of the Staff record took place over the last year • Consultation open from 23 May – 8 July 2011 • 108 responses were received to the consultation • Analysis of the responses revealed significant support for most of the proposals for change

  17. Format - XML

  18. What is XML? • eXtensible Mark-up Language • Hierarchical data structures in a single file • International standard for data transfer • Is used for Student, ITT, Aggregate Offshore, KIS, DLHE, Staff (12/13) records

  19. Why the change? • Moving with the times • In keeping with data standards • More robust • Allows greater flexibility around the data model • One file - You can validate across the entities (tables) • In keeping with other HESA record collections

  20. The Data Model

  21. Entity INSTITUTION Entity PERSON Entity CONTRACT Entity ACTIVITY

  22. Nesting

  23. INSTITUTION PERSON CONTRACT ACTIVITY

  24. Lets look at an example

  25. What does it look like?

  26. Exampleraw XMLdata • Can be edited at source but should be avoided • Must follow XML guidelines • Open and close all tags • Should appear in this format • <FIELDNAME>value</FIELDNAME>

  27. Please be aware! • XML means Bigger files • Upgrades to IT may be required • Expect longer processing times • Update your institution on the changes • Be prepared

  28. Common problems with XML Problems with the file structure can result in error/s Data fields and/or entities not appearing in the right order or not at all. Tags not opened/closed Difficulties with the usability of schema validation. The terminology provided can be difficult to interpret Not encoding using utf-8

  29. Terminology

  30. Terminology There are many XML training resources on the web, including the W3C tutorial which can be found at www.w3.org/TR/xmlschema-0

  31. More to come Validation KIT Data submission

  32. Coverage

  33. Coverage 2012/13 A significant majority of colleagues responded to the coverage-related questions and support was given to the following conclusions to the changes from 12/13 • HESA hopes to be in a position to discontinue non-academic atypicals • Move to SOC2010 and 3-digit coding to better define staff • Clearer and concise staff definitions • Data requirement changes to staff categories

  34. What is changing? • Non academic atypicals may be removed following support from you (HEI’s). Awaiting confirmation from HESA’s Statutory Customers and the Equalities and Human Rights Commission • Additional data requirements for REF (Research Excellence Framework) and clinical academic staff for MSC (Medical Schools Council) and DSC (Dentistry School Council)

  35. Coding of Activities – SOC2010 • From 12/13 the staff record will move from SOC2000 to SOC2010 • Maintained by The Office of National Statistics • Reviewed and updated • Occupational queries • Key areas within SOC2000 problematic • Higher proportion of working population classed as ‘Managers’ • Occupational areas developing rapidly

  36. Standard Occupational Classification codes • Coded at 3-digit level • An index will be available to help assist you when coding • Academic employment function field will be used to assist with identifying academic staff

  37. SOC2010 Major Groups (1-9)

  38. Defining academic atypical staff • Contract of employment and/or HEI is liable to pay Class 1 National Insurance Contributions • Included in the reporting period • Meets one of the following definition/s Examples • Stand-by lecturers • Guest lecturers • Lecturers teaching once a year on a specialist topic

  39. Defining academic staff • Academic contracts are recorded using academic employment function and the activity of the contract is within SOC major groups 1, 2 or 3 • If the staff member’s contract meets with the above statement, the roles can include • Managers, Directors, Senior Officials, Professional occupations, Associate professionals, Technical occupations, Vice chancellors, Senior academic managers, Dentists ,Veterinarians and Other health care professionals

  40. Defining non-academic staff • The contract/s of employment do not relate to an academic function irrespective of the categorisation of their contract activity • If the staff members contract meets with the above statement, the roles can include • Managers, non-academic professionals, student welfare workers, secretaries, caretakers or cleaners

  41. Defining clinical-academic staff • Clinical academic contracts are recorded using academic employment function and the activity of the contract is within SOC major groups 1, 2 or 3, and clinical status confirmed by (CLINICAL) being coded as 1, 2, 3 or 4 • If the staff members contract meets with the above statement, the roles can include • Doctors, Nurses, Dentists, Midwives, Health professionals, and Other clinical academic staff

  42. Data Requirements

  43. Data requirements aid • Available from www.hesa.ac.uk/C12025/staff_types • Helps pin-point varying data field requirements by staff category • Should be used in conjunction with supporting information on HESA web

  44. Institution Is an Entity Describes the reporting institution Provides a home for HEI attributes Has 3 elements including the ‘Person Entity’

  45. Institution • Presently • You return INSTID and RECID for all the three tables • Person • RECID and INSTID • Contract • RECIDand INSTID • Grade • RECID and INSTID • For 2012/13 • The ‘Institution’ becomes a separate entity and the following fields are sent once and only once and apply to all staff • UKPRN • Replacement for INSTID • RECID • C12025

  46. Institution.UKPRN • Records the UK Provider Reference Number • A unique identifier allocate to HEI’s by UKRLP (UK Register of Learning Providers) • Applicable to all HEI’s and is an 8 digit number • Will be needed to identify the source of the record • Used by us and our Statutory Customers • Find yours at www.ukrlp.co.uk • Please note the HESA INSTID will continue to be used e.g. Aardvark

  47. Person Is an Entity Identifies staff registered at the HEI Describes personal characteristics & qualifications Has 28 elements including the ‘Contract Entity’

  48. Changes to existing fields • RECID INSTITUTION • INSTID INSTITUTION • STAFFID  • BIRTHDTE  • GENDER SEX • NATION  • ETHNIC  • NATID NATIOND • NATID2 NATIOND • DISABLED DISCONTINUED • DATEFHEI  • PREVEMP  • PREVHEI  • HQHELD  • ACCDIS1 ACCDIS • ACCDIS2 ACCDIS • REGBODY  • ABLWELSH  • DATELEFT  • LEDEST LOCLEAVE ACTLEAVE RESCON • RESACT DISCONTINUED • UOA REFUOA2014 • TOTSAL DISCONTINUED • DISABLE 1 DISABLE • DISABLE2 DISABLE

  49. Changes to existing fields • RECID INSTITUTION • INSTID INSTITUTION • STAFFID  • BIRTHDTE  • GENDER SEX • NATION  • ETHNIC  • NATID NATIOND • NATID2 NATIOND • DISABLED DISCONTINUED • DATEFHEI  • PREVEMP  • PREVHEI  • HQHELD  • ACCDIS1 ACCDIS • ACCDIS2 ACCDIS • REGBODY  • ABLWELSH  • DATELEFT  • LEDEST LOCLEAVE ACTLEAVE RESCON • RESACT DISCONTINUED • UOA REFUOA2014 • TOTSAL DISCONTINUED • DISABLE 1 DISABLE • DISABLE2 DISABLE 14 (12 Scotland)FIELDS REMOVED OR REPLACED FROM 2012/13

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