UCAS Data for HESA Update Tim Hall UCAS Applicant Data Team Student Record Officers Conference 7 th April 2009

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

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 D’Ambrosio – Data Control Officer

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 us at:

Update since SROC 08

Update Since SROC 08 Who owns the UCAS Data for HESA Transaction The Applicant Data Team has taken full ownership of the Transaction Work we’ve 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

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

Fields in the UCAS Data for HESA Transaction Application number Scottish Candidate no. Surname Forenames Date of Birth Gender Domicile Nationality Ethnicity Disability Year left school Highest Qualification on Entry Subject Qualification aim 1, 2, 3 Subject Percentage 1, 2, 3 Postcode Socio – Economic Classification Occupation code Last School attended Degree Class – GTTR only Welsh Baccalaureate National Identity Results Grade / Sitting / Subject / Code / Year Parental Education

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 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

Changes to the UCAS Data for HESA Transaction 2009 NEW: Area of Permanent Residence Codes HESA Field: EntryProfile.DOMICILE UCAS CODE DESCRIPTIONHESA CODE UCAS CODE DESCRIPTIONHESA CODE 853Aland IslandsAX873Northern Mariana IslandsMP 854American SamoaAS874PalauPW 855ArubaAW875St Pierre And MiquelonPM 856Canary IslandsIC876Svalbard And Jan MayenSJ 857Christmas IslandCX877TokelauTK 858Cocos (Keeling) IslandsCC878Vatican CityVA 859Cook IslandsCK879Wallis & FutunaWF 867GuadeloupeGP880Western SaharaEH 869MartiniqueMQ881KosovoQO 871NiueNU882Cyprus (European Union)XA 872Norfolk IslandNF883Cyprus (Non-European Union)XB

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

Changes to the UCAS Data for HESA Transaction 2009 NEW: Nationality Codes HESA Field: Student.NATION UCAS CODE DESCRIPTIONHESA CODE UCAS CODE DESCRIPTIONHESA CODE 593GuernseyGG873Northern Mariana IslandsMP 594JerseyJE874PalauanPW 595ManxIM878Vatican CityVA 669HongkongerHK880SahrawiEH 694MacaneseMO881KosovanQO 854American SamoanAS882Cypriot (European Union)XA 883Cypriot (Non-European Union)XB

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.

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

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

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

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

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

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

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

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

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

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

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

Questions Any questions? Tim Hall, Senior Applicant Data Officer UCAS Applicant Data Team Contact Us: