ucas data for hesa update tim hall ucas applicant data team student record officers conference 7 th...

UCAS Data for HESA Update

Tim HallUCAS Applicant Data Team

Student Record Officers Conference 7th 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


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: [email protected]

mailto:[email protected]

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

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 1 - 30Grade / 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 2009NEW:

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 2009NEW:

Area of Permanent Residence Codes

HESA Field: EntryProfile.DOMICILE

UCAS CODE

DESCRIPTION HESA CODE

UCAS CODE


853 Aland Islands AX 873 Northern Mariana Islands MP

854 American Samoa AS 874 Palau PW

855 Aruba AW 875 St Pierre And Miquelon PM

856 Canary Islands IC 876 Svalbard And Jan Mayen SJ

857 Christmas Island CX 877 Tokelau TK

858 Cocos (Keeling) Islands CC 878 Vatican City VA

859 Cook Islands CK 879 Wallis & Futuna WF

867 Guadeloupe GP 880 Western Sahara EH

869 Martinique MQ 881 Kosovo QO

871 Niue NU 882 Cyprus (European Union) XA

872 Norfolk Island NF 883 Cyprus (Non-European Union) XB


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


NEW:

Nationality Codes

HESA Field: Student.NATION

UCAS CODE


UCAS CODE


593 Guernsey GG 873 Northern Mariana Islands MP

594 Jersey JE 874 Palauan PW

595 Manx IM 878 Vatican City VA

669 Hongkonger HK 880 Sahrawi EH

694 Macanese MO 881 Kosovan QO

854 American Samoan AS 882 Cypriot (European Union) XA

883 Cypriot (Non-European Union) XB


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.


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 2009NEW 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


• 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


• 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



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



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


• 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



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



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


Contact Us: [email protected]

mailto:[email protected]

ucas data for hesa update tim hall ucas applicant data team student record officers conference 7 th...

Documents

current ucas data

hesa transactionucas

jucas data

data quality

reference data

data input

ucas direct

ucas hesa technical