1. The HESES12 process London 20 September 2012 Corinna Chandler

2. Timetable Accessing the blank workbook Validation checks Credibility checks Monitoring the 2012-13 student number control Returning the completed workbook Data verification period HESES re-creation using HESA data Further information The HESES12 process

3. September 2012HESES12 guidance published By early HESES12 workbook available for November 2012 colleges to download 1 December 2012 Census date 11 December 2012 Deadline for survey data to be (noon)uploaded to HEFCE extranet 14 January 2013Deadline for return to be signed off February 2013Final 2012-13 grant adjustments released March 2013Provisional 2013-14 allocations released Timetable for return of HESES12

4. Release letter sent to HESES contact and head of institution (by e- mail and post) Blank workbook available on HEFCE extranet Instructions for using HEFCE extranet and access key required for blank workbook contained in release letter Workbook is password protected to preserve formulae, formats and loading information Data should not be cut/copied and pasted from cell to cell as this disrupts formulae Accessing the blank workbook

5. Purpose is to ensure invalid data is not submitted We will not accept completed workbooks with failed validation checks Invalid data is highlighted in red in the workbook All validation checks will be detailed in Appendix 2 of HESES12 publication Validation checks

6. Validation checks - example

8. Purpose is to ensure data is credible and that the HESES guidance has been followed Two types (both displayed in workbook): First stage credibility warnings (orange) Automatic highlighting in comparison tables (yellow) Institutions can upload workbooks with failed credibility tests, but we need to know the reason why All credibility checks will be detailed in Appendix 4 of HESES12 publication Credibility checks

9. First stage credibility warnings - example

11. Automatic highlighting in comparison tables - example

12. Student number control (SNC) limit for 2012-13 given in 2012-13 grant table B This limit will be monitored using Table 6 of HESES12 A worksheet in the HESES12 workbook will show a provisional 2012-13 grant adjustment relating to students in excess of the 2012-13 SNC Final 2012-13 SNC grant adjustment released February 2013 Monitoring the 2012-13 student number control

13. Ensure an audit trail is kept, particularly for forecasted figures Refer to the checklist of questions provided in the workbook release letter Completed workbook to be uploaded to the extranet (by noon on 11 December 2012) When processed a message is displayed explaining whether or not the upload was successful Returning the completed workbook

14. Once completed workbook is uploaded, HEFCE staff will review the data and query where necessary Data to be signed off by 14 January 2013 I will explain more…. Data verification period

15. We will use your 2012-13 HESA return to re-create the actual HESES12 return Web facility provided Summer 2013 to assist you in preparation of your 2012-13 HESA return Funding and monitoring data exercise released Spring 2014 Grant adjustments may arise if significant differences between original HESES12 return and HESES12 re-creation HESES re-creation using HESA data

16. HESES12 publication (to be published end of September): Introductory section of document Annex E for guidance on what to do when the tables have been completed Appendices for details of validation checks, credibility checks and estimated grant adjustments for 2012-13 Contact: Paresh Prema heses@hefce.ac.uk 0117 931 7314 Further information