Student number data

Student load is returned in both the OfS's designated data body (DDB) data as RPSTULOAD and Individualised Learner Record (ILR) data as STULOAD to record student full-time equivalence (FTE), representing the higher education provider's best academic judgement of the student’s FTE during the reporting year from 1 August to 31 July.

1 FTE is equivalent to 100.

More information about reporting FTE can be found on the HESA website and the ILR website.

As with other students, sandwich students are counted based on the student load returned to the DDB. For example, students on ‘thick’ sandwich courses who complete a year in industry as part of their course will typically be counted as 1 FTE during their placement year.

Apprenticeships are counted in the same way as other courses, with the exception that any records associated with higher apprenticeships in the ILR data for providers that submit DDB data have been removed. This is to avoid double counting, as providers that submit a DDB return are required to return any records associated with higher apprenticeships to both DDB and the ILR.

The Office for Students (OfS) usually uses the data as originally submitted and signed off by a provider’s accountable officer. Subsequent amendments to data are only included exceptionally and subject to an approval process. Where amendments are included, this will be made clear in the excel workbook.

Find more information on data amendments

Transitioning to the new data model requires that we update the data definition algorithms that the OfS applies to the student data collected by the DDB for our regulatory purposes.

In converting algorithms from the legacy data model to the new model, we have aimed to replicate the legacy algorithms wherever possible. This is to ensure that the converted algorithms remain in line with established OfS policy positions. This approach ensures a level of continuity between the data definitions over different academic years.

We have not precisely replicated the legacy definition in a small number of cases where either:

• The new data model does not support direct replication of the previous definitions or produces a replication that is inconsistent with established policy positions. In these cases, we have worked within the new data model to develop an alternative definition which arrives at the established policy position.
• The new data model enables us to align better with the established policy position through minor refinements to the algorithm. In some cases, limitations of the previous data model meant that data definitions had to compromise on the extent to which they delivered the established policy position.
• The new data model enables a more efficient method to arrive at the established policy position.

Our approach may mean we have not yet maximised the added value of the new data model over the legacy model.

In due course we expect to review our data definitions further, to identify where we can make use of enriched information available in the new data model. We would expect to consult on any material changes to our data definitions where necessary. In the meantime, we welcome feedback on the updated data definitions at [email protected].

The Office of Qualifications and Examinations Regulation (Ofqual) register can be updated at any point during the academic year.

For the calculation of 2017-18 student numbers we use a snapshot of the Ofqual register that was taken on Monday 15 April 2019.

For the calculation of 2018-19 student numbers we use a snapshot of the Ofqual register that was taken on Monday 10 February 2020.

For the calculation of 2019-20 student numbers we use a snapshot of the Ofqual register that was taken on Friday 8 January 2021.

For the calculation of 2020-21 student numbers we use a snapshot of the Ofqual register that was taken on Monday 17 January 2022.

For the calculation of 2021-22 student numbers we use a snapshot of the Ofqual register that was taken on Wednesday 14 December 2022.

For the calculation of 2022-23 student numbers we use a snapshot of the Ofqual register that was taken on Tuesday 28 May 2024.

No. A higher education provider in England will only be required to register with the OfS if it wishes to:

• Access public grant funding, student support funding or both.
• Apply to the Home Office for a Tier 4 licence, or to maintain an existing licence.
• Apply for degree awarding powers, university title or both.

The student number calculation methodology only applies to providers that decide to register with the OfS.

The student numbers calculation is designed to reflect our regulatory remit, and therefore differs from the numbers of students who are included in our funding calculations for approved (fee cap) providers. This means that we include provision previously referred to as ‘non-prescribed’ higher education in these calculations.

Where two providers merge or one provider acquires another provider, and this is recognised by the OfS, we will generally count the students from both providers as belonging to the lead provider.

The Office for Students calculates student numbers for various regulatory purposes, including for:

• setting registration fees
• assessing applications for degree awarding powers
• assessing applications for university title and university college title.

The student number fields SNTOTHESTULOAD and SNTOTFESTULOAD calculate how much FTE for each unique student (STUDENTID) is associated with higher education and further education, respectively. If a student has multiple instances the same value is given for each instance. This is to allow us to only count the total further education and higher education FTE once per student.

The REBUILDHEFEFLAG is provided in the individualised file to allow providers to easily de-duplicate the data, and only count the total further education and higher education FTE once per student. Please note that the REBUILDHEFEFLAG should not be used to determine which individual rows of data have been included or excluded from the calculation of student numbers. Instead, the SNEXCL field should be used to determine this.

For providers that have not returned individualised data to either DDB or the ESFA, we will use the student numbers provided in Annual Financial Return (AFR) if submitted and signed off. If a provider has not returned either individualised data or a signed off AFR, the financial tables submitted as part of registration to determine which registration fee band the provider falls into.

Additionally, where a provider has returned ILR data that appears not to include all of its students or does not include all of the data fields required by the OfS, we will consider using the student number data returned in the financial tables submitted as part of registration.

All newly registered providers will be required to submit individualised student data as a condition of registration.