UCAS Data for HESA Update Tim Hall UCAS Applicant Data Team Student Record Officers Conference 7th A

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UCAS Data for HESA Update Tim HallUCAS
Applicant Data TeamStudent Record Officers
Conference 7th April 2009
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Introduction

• The UCAS Applicant Data Team
• Update since SROC 08
• The UCAS Data for HESA Transaction
• Changes to The UCAS Data for HESA Transaction
  2009
• Current UCAS Data for HESA Work
• Questions

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UCAS Applicant Data Team
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UCAS Applicant Data Team

• Who we are
• Team members
• Stella Moran Data Manager
• David Shailer Senior Applicant Data Officer
• Tim Hall Senior Applicant Data Officer
• Hannah DAmbrosio Data Control Officer

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UCAS Applicant Data Team

• What we do
• We manage and look after the data input by the
  Applicant. This involves maintaining reference
  data, introducing new questions, improving data
  quality and delivering the UCAS Data for HESA
  Transaction.
• If you have any questions about Applicant Data
  or would like one of us to visit your Institution
  please e-mail us at applicantdatateam_at_ucas.ac.uk

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Update since SROC 08
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Update Since SROC 08

• Who owns the UCAS Data for HESA Transaction
• The Applicant Data Team has taken full ownership
  of the Transaction
• Work weve done
• Improved working relationship with HESA to gather
  requirements
• Implemented a new Delivery Plan for 2008 and 2009
• Held two UCAS Data for HESA / MIAP Workshops
• Started the UCAS Data for HESA Subgroup
• Delivery of the J
• UCAS Data for HESA Transaction was successfully
  delivered to schedule for 2008
• Transaction due for delivery in November 2009

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UCAS Data for HESA Transaction
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UCAS Data for HESA Transaction

• Data captured by UCAS required in the HESA
  Student Record Return
• Provided by UCAS to HEIs in Student Record
  compliant format
• Helps HEIs prepare their HESA Student Record
  Return
• Available to all UCAS member institutions at the
  end of every admissions cycle
• Also provided by UCAS direct to HESA with HEI
  approval

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Fields in the UCAS Data for HESA Transaction
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Changes to the UCAS Data for HESA Transaction 2009
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Changes to the UCAS Data for HESA Transaction 2009

• Current Status
• All changes agreed by UCAS and HESA through the
  UCAS / HESA Technical Group
• UCAS have implemented new development plan for
  2009
• Transaction changes submitted for development
• Official announcement of changes to follow in May

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Changes to the UCAS Data for HESA Transaction 2009

• NEW
• Area of Permanent Residence Codes
• HESA Field EntryProfile.DOMICILE
• Description
• UCAS introduced 22 new APRs into Apply 2009
• APRs introduced to bring UCAS data more in line
  with MIAP
• All APRs live and selectable by Applicants

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Changes to the UCAS Data for HESA Transaction 2009

• NEW
• Area of Permanent Residence Codes
• HESA Field EntryProfile.DOMICILE

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Changes to the UCAS Data for HESA Transaction 2009

• NEW
• Nationality Codes
• HESA Field Student.NATION
• Description
• UCAS introduced 13 new Nationalities into Apply
  2009
• Nationalities introduced to bring UCAS data more
  in line with MIAP
• All Nationalities live and selectable by
  Applicants
• Additional processing has been removed

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Changes to the UCAS Data for HESA Transaction 2009

• NEW
• Nationality Codes
• HESA Field Student.NATION

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Changes to the UCAS Data for HESA Transaction 2009

• The Flat File
• As a result of discussions during the UCAS
  Data for HESA Workshops in October it has been
  agreed that UCAS will still offer Institutions
  the option to receive the Transaction in a Flat
  File format.

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Changes to the UCAS Data for HESA Transaction 2009

• NEW FIELD
• Unique Learner Number (ULN)
• HESA Field Student.ULN
• Description The Unique Learner Number (ULN) is
  a 10-digit identifier, given to anyone over the
  age of 14 involved in UK education or training.
• UCAS use checksum validation in APPLY
• UCAS to provide ULN for all applicants who have
  submitted valid entry in Apply.
• Format 10 digit numeric field

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Changes to the UCAS Data for HESA Transaction 2009

• NEW FIELD
• Application Scheme Code
• HESA Field EntryProfile.UCASQAPPID
• Description New for the 2009 entry cycle
• Applicants assigned Application Scheme Code
  according to admission scheme and number of
  application
• 4 character alpha numeric code i.e. UC01, CU02
  etc
• Code used together with Personal ID to provide
  unique identifier for application
• Will replace UCAS Application Code at a later
  date

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Current UCAS Data for HESA Work
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Current UCAS Data for HESA Work

• UCAS Data for HESA / MIAP Workshops
• What were they?
• An opportunity for UCAS to discuss various issues
  surrounding the UCAS Data for HESA Transaction
  with member institutions
• When were they?
• Held over two days in October 2008 at UCAS

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Current UCAS Data for HESA Work

• UCAS Data for HESA / MIAP Workshops
• What activities were there?
• Presentations by the University of Liverpool and
  the University of Chichester covering some of the
  challenges they face using the UCAS Data for HESA
  Transaction.
• Presentation by UCAS answering some Frequently
  Asked Questions about the Transaction
• Presentation by MIAP explaining its services to
  Higher Education
• Who went?
• 46 UCAS member institutions
• Representatives from software houses and HESA

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Current UCAS Data for HESA Work

• UCAS Data for HESA Subgroup
• Group of 10 Institution members
• Members were gathered from Workshop attendees
• Group used to discuss the issues raised at the
  workshops
• Group to pilot some proposed solutions for issues
• First meeting held in March

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Current UCAS Data for HESA Work

• Issues being addressed
• Tariff Points
• Desire to have the total Tariff scores
  reintroduced
• The more information the better
• Current Actions
• Investigation into feasibility of reintroduction
  of scores
• Will not be reintroduced into the UCAS Data for
  HESA Transaction
• Tariff information and qualification data already
  available from UCAS

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Current UCAS Data for HESA Work

• Issues being addressed
• Access to manuals
• Difficult to access information on UCAS Website
• Repeated use of usernames and passwords
• Institutions felt the site was too secure
• Current Actions
• Applicant Data Team to design bespoke page
• Extract relevant information from technical
  manuals and display in bespoke pages
• Provide area to answer frequently asked questions

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Current UCAS Data for HESA Work

• Issues being addressed
• Delivery
• Data needed prior to enrolment
• Desire to move away from the current end of cycle
  report
• Need for a dynamic live transaction?
• Downloads for each applicant available on UF
  after A-Level results day
• Current Actions
• Possible for HEIs to obtain information for the
  HESA Student Record Return using other ivStar
  transactions
• Exception of the Highest Qualification on Entry,
  Subject Qualification Aim and Subject
  Qualification Percent fields
• Following the Subgroup meeting it was decided a
  live transaction was not necessary
• Possible solution identified and given to
  Subgroup members to pilot

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Current UCAS Data for HESA Work

• Issues being addressed
• Unknown Data
• Data quality was a concern
• Source of data
• Coverage of data
• Current Actions
• Investigation into provision of uncoded answers
  for derived fields
• Recoding of answers would be done by HEIs
• Possibility of misinterpretation of answers in
  this solution
• Continuing work to improve input mechanisms in
  APPLY
• Looking at ways to change outputs to HESA format

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Current UCAS Data for HESA Work

• Issues being addressed
• Equivalent or Lower Qualification
• Some Institutions use Highest Qualification on
  Entry to help identify ELQ students
• Could Highest Qualification on Entry be used as
  an early indicator?
• UCAS cannot validate information on degrees
• HEIs would be grateful for any indication
• Current Actions
• Investigation into possible ways to identify ELQ
  candidates
• Research into Highest Qualification on Entry
• Assessment of ELQ indicator through information
  available in other ivStar Transactions
• Possible solution identified and given to
  Subgroup members to pilot

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Current UCAS Data for HESA Work

• Issues being addressed
• Communication
• Communication between UCAS and HEIs to be
  improved
• Not just UCAS responsibility to improve
  communication
• Internal HEI communication also needs improvement
• Current Actions
• UCAS now using
• ADMIN-HESA mail group
• UCAS Correspondence list
• UCAS Technical Mailbase
• ADMIN-PLANNING mail group
• ADMIN-STUDENT mail group
• UCAS will use ADMIN-HESA to consult with HEIs on
  UCAS Data for HESA Transaction changes

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Questions

• Any questions?
• Tim Hall, Senior Applicant Data Officer
• UCAS Applicant Data Team
• Contact Us applicantdatateam_at_ucas.ac.uk