Important: Please check your Student and Ambassador records for the 2024 HESA Track Cycle

Last month, we asked members to ensure all Student and Ambassador data is cleaned by the end of October. Now that this data entry and data cleaning time period is drawing to an end, we are preparing for the HESA Track extract for the 2024/25 HESA Track cycle.

As per our previous Summer Data Cleaning 2025 Data Update, there is one fixed deadline by which all data must be entered onto the database to be included in the HEAT Track, which is Friday 28th November 2025.

After this date, the Data Team will extract any eligible Student and Ambassador data from the database and send these to Jisc for tracking. The 2024/25 HESA Track cycle data extract will take place only once. Once the extract has been taken, the data used for matching records with the higher education (HE) population becomes static and any changes made on the database to your organisation’s Student and Ambassador records will not be reflected in the data to be shared with Jisc, as the deadline will have passed.

Please read our recent Data Update to learn more about our latest HESA Track timelines and when we currently expect to release the HESA Track data for the 2024/25 cycle.

What does my organisation need to do before the data entry deadline?

Please make sure that you are happy with the Student and Ambassador records that we will be sending to Jisc for the HESA Track on your behalf.

The following search filter link can be used to export your Student records and review that those you expect to be included in the 2024/25 cycle that meet the eligibility criteria:

• 2024 HESA Track cycle Student search (members only)

If you would like to limit your data to those Students who have not already been tracked in a previous HESA Track cycle, you can also apply the additional ‘Tracked by HESA’ = No filter to your search with the following filter link:

• Tracked by HESA = No (members only)

Student and Ambassador Eligibility Criteria

As a reminder, here are the criteria Students must meet to be included in the 2024/25 HESA Track cycle:

• Student record is ‘Complete’ (General tab)
• Permission to Track is ‘Yes’ (Privacy tab)
• Record State is ‘Current’ (Audit tab)
• ‘Expected HE Entry Year’ is between 2015 and 2024 (General tab)

The following are the criteria Ambassadors must meet to be included in the 2024/25 HESA Track cycle:

• Ambassador record is ‘Complete’ (General tab)
• Permission to Track is ‘Yes’ (Privacy tab)
• Record State is ‘Current’ (Audit tab)

Tracking and Retention

Please note that we will not be sending Students for tracking which are classified as ‘Expired’ and who have moved into the database Retention Tool. Please see our recent Data Update regarding the Important Upcoming Student Retention Deadline for further information and guidance on the Student Retention Tool.