The HEI Report in DCS2 provides an overview of your institution's requests and their associated usage. While much of the information is familiar, there are a few important differences.
DCS users can run an HEI report to see an overview of all their DCS requests. This article will detail how to run a HEI report, and what the different columns are.
General:
- (A) HEI: Institution name
- (B) NG account number: Your institution's CLA account number
- (C) Request ID: The request ID used to locate the request in the DCS dashboard
- (D) Licence type: The licence type used for each request
Course information:
- (E) Course Code: The DCS course code
- (F) Course Name: The DCS course name
- (G) Course Description: The description as added to the course
- (H) Subject
- (I) Department
- (J) Faculty
- (K) School
- (L) Lead Lecturer: The name of the lecturer added as lead lecturer for the course this request is assigned to (if any)
- (M) Lead Lecturer Email: The email address added for the lecturer assigned as lead lecturer for the course this request is assigned to (if any)
- (N) Requesting Lecturer: The name of the lecturer assigned to the request by the DCS user actioning it
- (O) Requesting Lecturer Email: The email address associated with the Requesting Lecturer
- (P) Number of Students: The number of students enrolled onto the course
- (Q) Number of Weeks: The number of weeks a course is running for
Item Metadata (all as seen in the requests)
- (R) ISN
- (S) DOI
- (T) Title
- (U) Extract Title
- (V) Author
- (W) Extract Author
- (X) Publisher
- (Y) Place of Publication
- (Z) Edition
- (AA) Total Number of Pages
- (AB) Year
- (AC) Issue
- (AD) Volume
Other Request Information:
- (AE) Page Range
- (AF) Total Number of Pages Copied
- (AG) Ownership
- (AH) Source - this states whether the content in question originated from a HEI, EHESS order, or publisher
- (AI) Selected Extract
- (AJ) Source Format - Indicates whether the content originated from a digital or print source
- (AK) OCR
- (AL) Colour Scale - colour, greyscale, or black-and-white
- (AM) Tagging
- (AN) AltText
- (AO) OCR Notes
- (AP) Reflow Tagging Notes
- (AQ) AltText Notes
- (AR) Status
- (AS) Date Received - if request originated via the Academic Request Form or from an RMLS
- (AT) Date Request Created
- (AU) Date Link Generated
- (AV) Original HEI User
- (AW) Current HEI User
- (AX) Academic Year
- (AY) Number of Views
- (AZ) Number of Downloads to PDF
- (BA) Number of Prints
- (BB) Link
- (BC) Notes - any comments left by DCS users on the request
- (BD) Request Route
- (BE) Expiry Date
- (BF) RLMS ID - The identifier supplied by an RLMS integration where applicable
Usage data and report changes
In DCS 2.0, the HEI report replaces and combines the following reports from the previous system:
- HEI Report
- Downloads per Content Item report
Usage information (such as views, downloads and prints) is now included directly within the HEI report, rather than being available as a separate report. At this time, the following data cannot be captured due to the DCS 2.0 not being integrated with the Kortext Advanced Reader: Number of unique views, number of unique users, number of downloads to PDF.
If you wish to see this data pre-migration to DCS 2.0, please let the CLA know, and we will send you a report from August 1st 2025 - March 6th 2026).
Number of views are shown as total counts per request. At present, usage cannot be broken down by month or filtered by usage date.
This means it is no longer possible to produce month‑by‑month usage summaries in the same way as the former Downloads per Content Item report.
Academic Year Reporting
The HEI report can only be run one academic year at a time. If you need data covering multiple years, you will need to download a separate report for each academic year and combine them outside the DCS.
Request Route in the HEI report
We’ve added a new field to the HEI report and Rejected Requests Report, called Request Route (column BD). This field shows how a request entered the DCS.
This means that if the request came from a third-party integration, the request route will display email address associated with that integration. This can be found under ‘My Institution’ – API User Configuration. For example, for KeyLinks customers this is dcsapi@keylinks.org
For institution specific API integrations, the Request Route will display the API user created when the institution registered with the CLA API Portal. For example, this may appear as dcsapi.HEIname@cla.co.uk
If a request was submitted through the Academic Request Form, the Request Route will display the email address of the academic who submitted the request. For example, if Professor Elaine Carter submitted the request, the Request Route field would display e.carter@HEIname.ac.uk in this column - (column BD).
This field allows institutions to identify where requests are coming from, which is particularly useful if multiple request methods are used, such as the Academic Request Form, direct API integrations and third party integrations.
IMPORTANT NOTE: The Request Route field identifies how a request entered the DCS. It does not indicate the lecturer assigned to a digitisation request. The HEI Report does not currently contain a field showing the lecturer assigned a request for processing.
To view requests submitted via an integration or the Academic Request Form, filter the Request Route column for non-blank values.
Lecturer Fields in HEI Reports
- Lead Lecturer and Lead Lecturer Email identify the lead lecturer assigned to the course associated with the request. These fields are managed at course level and can be updated by editing the course details.
- Requesting Lecturer and Requesting Lecturer Email identify the academic who originally submitted the request through the Academic Request Form.
- The Lead Lecturer and Requesting Lecturer fields may contain different individuals, depending on who submitted the request and who is assigned as the lead lecturer for the course.
- The HEI Report does not currently contain a field showing the lecturer assigned to a digitisation request for processing. Therefore, these fields should not be used to identify the assigned lecturer.
What the HEI report is best used for
The HEI report provides an overview of reportable requests, course and licence information, and aggregate usage totals (including data previously shown in the Downloads per Content Item report).
It is not intended to act as a full audit log or provide detailed, time‑based usage analysis. If you have questions about a specific request or notice anything unexpected, our support team can help investigate.
Deleted requests
Deleted requests will not appear on the HEI report.
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