We have published the REF 2029 Volume Measure guidance and the associated Code of Practice guidance today, alongside an Overview of the assessment framework.
The volume measure in REF 2029 will be used to determine the number of outputs and impact case studies required for each Unit of Assessment (UoA) submission. It ensures that the scale of an institution’s submission aligns with its research capacity. In a change from previous exercises the volume measure is based on contracts rather than individuals. For REF 2029 the outputs submitted to the exercise are not tied to the volume measure, encouraging the submission of a wider range of outputs.
Using HESA data
The Initial decisions outlined the funding bodies’ intention to calculate the volume measure for REF 2029 using data held in the HESA Staff record. REF 2029 is the first such exercise that will use HESA data rather than a staff census. This move is intended to improve the robustness of the data, avoid a REF census-date cliff-edge, and reduce the number of data collection exercises.
We have previously confirmed that the HESA Staff record data for the academic year 2024-25 will be used as a pilot year for REF. This will provide an opportunity for Higher Education Institutions (HEIs) to practice and test their approach to compiling HESA Staff record data that will be used to calculate REF volume measures. This data will not be used in volume calculations for REF 2029.
HESA Staff record data for academic years 2025-26 and 2026-27 will be used to calculate volume measures for REF 2029. We will not use the data for academic year 2027-28 as HESA will confirm this in November 2028, which is too close to the end of the REF 2029 submission period to be built into our volume measure.
We are working with HESA on an amendment process, should this be needed.
The funding bodies are aware of a number of institutions where, for historic reasons, eligible contracts cannot currently be included in the HESA return. Our expectation is that all institutions will move towards full submission to the HESA Staff record. The REF team is actively collaborating with the affected universities to develop a reliable alternative method to ensure fair and consistent identification of all eligible contracts in the interim. We believe this transition should be a key topic of discussion during the HESA Staff record review statistical consultation.
Using the policy and guidance
These publications are designed for HEI HR teams and REF managers and provide information and guidance about the HESA Staff record fields that will be used to calculate the volume measure and guidance on how to fill them in, alongside visualisations and illustrative examples. It covers various scenarios such as sabbaticals, unpaid leave, secondments, staff with joint appointments, or on multiple contracts, and staff working outside of the UK.
The policy includes information on the data fields that will be used, including the new REFQUALCON field, and the key definitions. It is important to note that the definitions of Significant Responsibility for Research (SRR) and Research Independence (RI) are unchanged from REF 2021. The Codes of Practice Guidance supports the identification of these contracts.
Codes of practice for REF 2029
Codes of practice (CoP) are a requirement for REF 2029 and Higher Education Institutions (HEIs) wishing to make a submission to the exercise, must have a CoP approved by the funding bodies.
The CoP outline how HEIs will make key decisions about their submission to the exercise. These decisions concern identifying contracts that contribute to the REF volume measure, and selecting research outputs for submission to the REF. Codes of Practice guidance for output selection will be released in Spring/Summer 2025.
The CoP go beyond procedural and legislative compliance and aim to embed a framework of principles throughout the key decisions made by HEIs that shape their REF 2029 submissions.
The REF 2029 CoP support the following principles:
Robustness
Submissions should be an accurate reflection of the sector. This supports confidence in the outcomes of the REF and related funding.
Transparency
People should understand how decisions about submissions are made and that fair process is followed. Transparent processes help reassure the sector that the same rules are being followed everywhere.
Equity and inclusivity
Decisions about submissions should be fair and impartial, supporting a diversity of people and research. The CoP promotes inclusive research environments where diverse individuals and research contributions are valued and supported. This expanded definition of research excellence recognises the wide range of research, roles and people that are essential to promoting an inclusive research environment and ensuring the vitality of the UK’s vibrant research system.
REF Director, Rebecca Fairbairn said: “The move to using HESA data for the REF will help long-term data collection that allows the sector to explore the changing shape of UK research capacity. Calculating the REF volume measure from contracts rather than individuals supports our efforts to break the link between outputs and individuals. We are committed to ensuring REF 2029 is inclusive of all research-related staff and encourages engagement with practitioners and those with non-academic expertise.”
Find out more
Join our Town Hall on REF 2029 Volume Measure policy and Codes of Practice on Tuesday, 11 February 2025, 11am to 12pm. This session will provide an overview of the REF 2029 Volume Measure policy and Codes of Practice from the REF 2029 team.
Details of how to join this and other sessions are on our Get involved page.