Data Validation
Key Information Set
Learning Enhancement and Academic Practice
Learning Enhancement and Academic Practice
This page is intentionally left blank
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 2 of 32
Learning Enhancement and Academic Practice
INDEX
A. Introduction ............................................................................................................ 5
B. Checklist ................................................................................................................ 5
Questions 1-6........................................................................................................ 6
Questions 7-13...................................................................................................... 7
Questions 14-18.................................................................................................... 8
Question 19........................................................................................................... 9
C. KIS Toolkit ........................................................................................................... 10
D. KIS Timeline ........................................................................................................ 12
E. Screenshots ......................................................................................................... 13
F. Appendices .......................................................................................................... 32
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 3 of 32
Learning Enhancement and Academic Practice
This page is intentionally left blank
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 4 of 32
Learning Enhancement and Academic Practice
A.Introduction
Data in the Academic Information System (AIS) is used for a number of corporate
submissions such as the HESA return and the Key Information Set (KIS). While
it is desirable for all data quality issues to be addressed, this document details
only problems encountered while compiling KIS.
Essentially, departments must ensure that data in AIS matches information
published in module handbooks, programme handbooks or any other media. It is
imperative that data in AIS is correct at all times to prevent departments having to
do significant amount of data cleansing for each return.
B.Checklist for Academic Departments
The checklist below is by no means exhaustive, but it should help departments to
focus on particular issues and address them in good time either directly or by
liaising with the Student Administrative Services (SAS).
KIS is produced using current academic year’s data (x) for publication in the
following academic year (x+1) for the benefit of prospective students in the
academic year after that (x+2).
For example, KIS 2013-14 uses data from the academic year 2012-13 to inform
the student intake of 2014-15.
In the current academic session, check the following data items:
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 5 of 32
Learning Enhancement and Academic Practice
What to check?
Why is this important?
1. Is all activity recorded in
AIS?
KIS is derived from data held in AIS,
therefore a ‘nil return’ will be shown if no
scheduled activity or assessment is
recorded in the system
2. Is the programme of study
eligible for KIS?
KIS is produced for the benefit of
prospective undergraduate (including
integrated masters) students only
3. Does the module’s number
of credits in AIS match the
module handbook?
AIS\Programme and Module
KIS uses module data to build ‘typical’
Structure\Module Catalogue
student experience at each stage of study Edit \huuf100mc
4. Does the module’s learning
and teaching information in
AIS match the module
handbook?
KIS percentage ‘contact hours’ is derived
from activity scheduled in the Attendance
Elements
AIS\Programme and Module
Structure\Module/Course
Attendance
Elements\huufhu165\huufhu16
9
See Appendix 1 for
procedure notes
5. Does the module’s
assessment information in
AIS match the module
handbook?
KIS assessment categories are taken
from data recorded in AIS
AIS\Programme and Module
Structure\Maintain Module
Assessment Elements\huuf165
See Appendix 2 for
procedure notes
6. Does the length of
programme match the
programme handbook?
KIS tuition fees are calculated based on
this information
AIS\Course Data\POS\Basic
tab\’Duration’ (suf100_2)
Liaise with SAS as
appropriate
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 6 of 32
Where to check?
How to make changes?
AIS\Course Data\POS\KIS
tab\’Ignore this Course for KIS
Purposes’ (suf100_2)
Tick or untick the box as
appropriate
Liaise with SAS as
appropriate
Learning Enhancement and Academic Practice
What to check?
Why is this important?
Where to check?
How to make changes?
7. Does the number of credits
at POS level match the
programme handbook?
KIS programmes are expected to have
120 credits at each stage
AIS\Course Data\POS\Basic
tab\’Course Weight’ (suf100_2)
Liaise with SAS as
appropriate
Incorrect number of credits will give
incorrect number of modules contributing
to the stage
AIS\Course
Data\YOS\******Y*\Basic
tab\’Course Weight’ (suf100_e)
Liaise with SAS as
appropriate
9. Does the qualification
match the programme
handbook?
KIS qualification is displayed on Unistats
AIS\Course Data\POS\Basic
tab\’Qualification’ (suf100_2)
Liaise with SAS as
appropriate
10. Does the method of study
match the programme
handbook?
HESA uses the method of study to derive
correct statistics for KIS
AIS\Course Data\POS\Basic
tab\’Method of Study’ (suf100_2)
Liaise with SAS as
appropriate
11. Does the student status
match the programme
handbook?
This data item is used to determine
whether or not a programme is eligible for
KIS
AIS\Course Data\POS\Basic
tab\’Student Status’ (suf100_2)
Liaise with SAS as
appropriate
12. Does the Honours Indicator
match the programme
handbook?
This data item is displayed on Unistats as
part of the KIS programme title
AIS\Course Data\POS\Basic
tab\’Honours Indicator’
(suf100_2)
Liaise with SAS as
appropriate
13. If a programme of study is
accredited, is the
accreditation information
recorded?
This information is displayed on Unistats
against the programme details
AIS\Course Data\POS\Accredit
tab (hupfh111)
See Appendix 3 for
procedure notes
8. Does the number of credits
at YOS level match those
at POS level?
YOS credits = POS credits / duration
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 7 of 32
Learning Enhancement and Academic Practice
What to check?
Why is this important?
Where to check?
14. Does the Organisation Unit
match the programme
handbook?
If a course is new or has no students then
the KIS study information (learning &
AIS\Course
teaching and assessment) is estimated
Data\POS\Unit/Staff tab
(suf100_2)
using the average across the
Organisation Unit
How to make changes?
Liaise with SAS as
appropriate
LEAP uses this information to distribute
15. Does the Staff Name match
statistics relating to Annual Monitoring of
the programme handbook?
Programmes
AIS\Course
Data\POS\Unit/Staff tab
(suf100_2)
Liaise with SAS as
appropriate
16. Is the Ceremony Name in
AIS correct?
This is the name that goes on the degree
certificate
AIS\Course Data\POS\Names
tab (suf100_2)
Liaise with SAS as
appropriate
17. Are the Stages complete?
For KIS, the average data at each stage
within an Organisation Unit is used to
estimate for the same stage of a course
where there are no students. KIS
programming code also uses this to link
courses with foundation year to the main
course.
AIS\Course
Data\POS\Structure
tab\Stages button (huuf100a)
Liaise with SAS as
appropriate
18. If a programme of study
has a placement year in
industry or abroad, is Y3
Placement = ‘Y’?
KIS programming code uses this
information to allocate the percentage of
placement activity on the programme of
study
AIS\Course
Data\YOS\******Y3\Basic
tab\Placement (suf100_e)
Use dropdown arrow to
select ‘Y’ or liaise with
SAS
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 8 of 32
Learning Enhancement and Academic Practice
What to check?
Why is this important?
Where to check?
How to make changes?
19. If a programme of study
has a placement year in
industry or abroad, is Y3
Default status recorded?
KIS programming code uses this
information to inform HESA whether a
programme of study has a SANDWICH
year or YEARABROAD
AIS\Course
Data\YOS\******Y3\Basic
tab\Default status (suf100_e)
Liaise with SAS as
appropriate
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 9 of 32
Learning Enhancement and Academic Practice
C.KIS Toolkit in AIS
Three reports are available in the corporate information system AIS to assist
academic departments in the process of data validation, and should be used in
the following order:
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 10 of 32
Learning Enhancement and Academic Practice
1. Module Assessment/Delivery Summary by Session
This report displays all the modules within a selected sub-department together
with their KIS study information categories. It helpfully highlights in red
records where learning and teaching or assessment percentages don’t add up
to 100%. This is a good starting point in validating the Attendance and
Assessment Elements.
See Appendix 4 for procedure notes.
2. Primary Contributing Modules by Session
This report displays all programmes within a selected sub-department by
programme stage. It shows the most popular modules taken by students on a
particular stage, and their total number of credits adds up to the stage weight.
The report can be exported to Excel.
See Appendix 4 for procedure notes.
3. Programme of Study Summary Percentages
The final report in the series displays all the programmes within the subdepartment together with the KIS study information categories by each stage
of the programme.
This report can be exported to Excel.
See Appendix 4 for procedure notes.
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 11 of 32
Learning Enhancement and Academic Practice
D.KIS Timeline
Departmental
Validation
Report Compilation
(LEAP)
Departmental
Sign-off
Submission
(LEAP)
Institution Sign-off
• Continuous, August to March
• Academic departments ensure that data in AIS is consistent with
module/programme handbooks and other sources at all times
• March to May
• LEAP submits test files to HESA
• LEAP compiles reports for departments (iterative process)
• by 31 May
• Academic departments confirm quality of data
• before Clearing
• LEAP makes final submission to HESA
•before Clearing
•Vice-Chancellor signs off final submission
Departments are advised to work at your own pace over the validation
period and plan your workload around “pinch points” to avoid stress.
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 12 of 32
Learning Enhancement and Academic Practice
E. Screenshots
2. Is the programme of study eligible for KIS?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 13 of 32
Learning Enhancement and Academic Practice
3. Does the module’s number of credits in AIS match the module handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 14 of 32
Learning Enhancement and Academic Practice
4. Does the module’s learning and teaching information in AIS match the module
handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 15 of 32
Learning Enhancement and Academic Practice
5. Does the module’s assessment information in AIS match the module
handbook?
Total = 100%
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 16 of 32
Learning Enhancement and Academic Practice
6. Does the length of programme match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 17 of 32
Learning Enhancement and Academic Practice
7. Does the number of credits at POS level match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 18 of 32
Learning Enhancement and Academic Practice
8. Does the number of credits at YOS level add up to the POS credits?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 19 of 32
Learning Enhancement and Academic Practice
9. Does the qualification match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 20 of 32
Learning Enhancement and Academic Practice
10. Does the method of study match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 21 of 32
Learning Enhancement and Academic Practice
11. Does the student status match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 22 of 32
Learning Enhancement and Academic Practice
12. Does the Honours Indicator match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 23 of 32
Learning Enhancement and Academic Practice
13. If a programme of study is accredited, is the accrediting body recorded?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 24 of 32
Learning Enhancement and Academic Practice
14. Does the Organisation Unit match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 25 of 32
Learning Enhancement and Academic Practice
15. Does the Staff Name match the programme handbook?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 26 of 32
Learning Enhancement and Academic Practice
16. Is the Ceremony Name in AIS correct?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 27 of 32
Learning Enhancement and Academic Practice
17. Are the Stages complete?
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 28 of 32
Learning Enhancement and Academic Practice
18. Placement year
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 29 of 32
Learning Enhancement and Academic Practice
19. Default status – year in industry
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 30 of 32
Learning Enhancement and Academic Practice
19. Default status – year abroad
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 31 of 32
Learning Enhancement and Academic Practice
F. Appendices
Appendix 1
AIS-AttendanceElem
entsV2.pdf
Appendix 2
Appendix 3
Appendix 4
AIS-AssessmentElem
entsV2.pdf
AIS-RecordingAccred
itingBodies.pdf
KISreportsGuide.pdf
X:\Quality Office\Dinh\ProcedureNotes\KIS\KISchecklist.docx
Page 32 of 32