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What is UCAS and what does it do?

What is UCAS and what does it do?. Jenny James UCAS External Relations Officer. Introduction to UCAS. Who we are and what we do Our website and where to find information The applicant journey The application cycle - key features and key dates Data transfer and communications.

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What is UCAS and what does it do?

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  1. What is UCAS and what does it do? Jenny James UCAS External Relations Officer

  2. Introduction to UCAS • Who we are and what we do • Our website and where to find information • The applicant journey • The application cycle - key features and key dates • Data transfer and communications

  3. Who are we and what we do

  4. Setting the scene • UCAS 2009 entry statistics • 50,000+ Courses • 306 Member institutions • 630,000+ Applicants • 475,000+ Accepted applicants • 2 million+ Applications • Other electronic application systems: • CUKAS • GTTR • UKPASS

  5. UCAS Organisational Structure

  6. Main principles of the scheme • To provide a fair method of selecting from among a surplus of applicants • To provide central co-ordination and standardisation of application procedures • To centralise the practice of making multiple applications. • To address the uncertainty among selectors and applicants about their dealings with each other

  7. Our website and where to find information

  8. The applicant journey

  9. Three steps to getting a place at a university or college in the UK • Research • Apply • Track

  10. The UCAS journey Potential applicant researches & finds course 1 Registers online with UCAS Apply 2 Completes form and processes payment 3 Academic reference added by school / college 4 School / college sends form electronically to UCAS 5 UCAS processes form and forwards to chosen HEIs 6 HEIs submit decisions (offer or unsuccessful) 7 Applicant views decisions on Track 8 9 Applicant replies to offers on Track (Firm / Insurance) 10 HEIs confirm places when results are released

  11. Paper-based research • International Big Map • Big Guide • UCAS progression guides-www.ucasbooks.com

  12. Electronic research UCAS website: • Stamford Test • UCAS TV • Course Search • ‘Entry Profiles’ • Entry requirements www.ucas.com

  13. UCAStv

  14. Making an application Every applicant has five sections to complete: • Personal details • Choices • Education • Employment • Personal Statement If applying by a school then Tutor will then complete: • Reference  UCAS  Universities / Colleges

  15. The electronic application cycle • School or college registers as an online Apply centre • Appointed ‘Apply Coordinator’ sets up staff and centre details and creates buzzword • Student registers using buzzword and fills in application • Completed application is forwarded (electronically) to tutor • If application contains errors or omissions, tutor can return form to student • Tutor checks completed applications within staff area and adds reference • Completed applications are sent to UCAS

  16. Decision making by institutions An admissions tutor may make one of three decisions: • Unconditional offer • Conditional offer • Unsuccessful Or • A place on a different course Or • Deferred entry

  17. Applicant replies to offers • A maximum of two offers may be held after final decision from the university has been received • Choice of three possible replies: • Firm acceptance • Insurance acceptance • Decline

  18. Track • Online service • May be accessed 24 hours a day, 7 days a week • Secure site - password protected (same logins as they used to make their application through Apply) • Shows choices, offers, personal information • Applicant able to: • Make additional choices • Record replies • Amend address, email address, phone number etc

  19. The application cycle – key features and key dates

  20. Key features of admissions scheme • Maximum of 5 choices • Some choice restrictions: • Medicine, Veterinary, Dentistry – max 4 choices • Oxford or Cambridge • Simultaneous consideration • ‘Invisibility’

  21. Mid-June 09 1 September 15 October 15 January 10 30 June 10 Apply 2010 available for student registration First day for receipt of applications Early ‘on-time’ deadline: Medicine, Veterinary and Dentistry Oxford or Cambridge Deadline for all other ‘on-time’ applications Applications received after this date will go into Clearing UCAS Calendar – key dates

  22. 1 February 10 25 February 24 March 5 May 7 May 30 June RPA for EU applicants available on weblink ‘Extra’ begins Deadline for some art and design courses DBD – Where applicant’s last decision received by 31 March 2010 RBD – On applications received by 15 January 2010 Last date for receipt of ‘late’ applications UCAS Calendar – more key dates

  23. Mid July 10 20 July 19 August 14 September 20 September 28 October Applicants receive Clearing numbers on Track as they become eligible RBD - On applications received by 30 June 2010 Publication of A and AS Level results RBD – For outstanding Confirmation decisions Last date for receipt of applications for 2010 entry File closes for 2010 entry UCAS Calendar – more key dates

  24. Extra What is Extra? • Operates from 25 February 2010 to the end of June 2010 • Course vacancies listed on UCAS website • Allows additional single choices, entered and considered one at a time • Applicants refer themselves electronically via Track Who is eligible? • Applicants who have used all 5 choices • All choices unsuccessful, cancelled, withdrawn or offers declined

  25. Clearing and Adjustment • Applicants eligible for Clearing if they are not holding an offer and have paid the full fee of £19 • Clearing online, Clearing number online • Applicants approach institutions directly • Institutions can view applications online via weblink • Institutions notify UCAS of acceptance • UCAS produces AS12 letter for applicant • Adjustment available for those who have met and exceeded their UF offer

  26. Data transfer and communications

  27. Electronic Services System to System Applications Offers & Decisions System to System Applications Offers & Decisions HEIs UCAS Individual updates Applications Offers & Decisions Course Data Entry Profile Individual updates Applications Offers & Decisions Course Data Entry Profile

  28. The UCAS Correspondent • To be a focal point for all communications between UCAS and its member institutions so that essential information can be circulated to the most appropriate staff within that organisation. • To ensure accurate contact details for specialist staff • To ensure that course information is kept up-to-date • To help ensure that new members of HEI staff are aware of UCAS policies and practices, and that full advantage is taken of the free UCAS workshops and training sessions offered throughout the cycle.

  29. Questions and discussion

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