As a reminder, the data forms part of the Student Record required by HESA. Some providers in England also use the data to support Office for Student (OfS) returns.
This data represents the final position of a provider’s accepted applicants and is taken from a specific point after the cycle closes. This data does not track applicants who may have changed circumstances after this point, we would recommend verifying the data with applicants if needed before using it to support the submission to HESA.
Accessing the data
- If you receive your statutory returns data via ODBC-Link or XML-Link, the timestamp will be set to 23/11/23 at 14:00:00.
- If you access your statutory returns data via web-link this data will be available to download from the Main Menu, Management Information, Export Data then choose Applicant Data 3 (HESA Student Return details) from the Export Menu.
Statutory returns flat files
Flat files will be available through MOVEit. The files will use the following name convention where CCC is your provider code:
• UCAS Undergraduate – hesuCCC
• UCAS Conservatoires – hescCCC
We'll start copying the files into MOVEit accounts from 14:00 23 November and will aim to have completed this activity within two hours.
You can find out more and access the 'Specification of the UCAS Data for HESA Transaction (*J) 2023' here. If you have any queries about accessing your files, please contact the Customer Success Team on 0344 984 1111, or email cst@ucas.ac.uk
Delivery of Extra Statistical Data (Star X)
Extra statistical data will be made available to HEPs on demand this year rather than by default. You can request the data be generated via our self-service support portal using the ‘Star X Data request’ item.
If you are using XML-Link to import the data, please check with your student record system vendor first and follow their advice on whether to import it or not as the data is delivered differently to how ODBC-Link does. If you would like the data to be made available in a CSV file only (so not made available via ODBC-Link or XML-Link) please make that clear in the request. The file will then be made available via our MOVEit secure file transfer service.
If you have any questions please contact the Service Delivery Management (Technical) Team on sdmtech@ucas.ac.uk