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UCAS-MIAP Pilot: UWE

UCAS-MIAP Pilot: UWE. Alyson Walsh, Business Systems Development Manager University of the West of England 17 th March 2010. Why UWE is participating in the pilot. >35,000 UG and PG applications Numerous application routes: UCAS, GTTR, Online application, paper application, Law Society

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UCAS-MIAP Pilot: UWE

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  1. UCAS-MIAP Pilot: UWE Alyson Walsh, Business Systems Development Manager University of the West of England 17th March 2010

  2. Why UWE is participating in the pilot • >35,000 UG and PG applications • Numerous application routes: UCAS, GTTR, Online application, paper application, Law Society • Small admissions team • Large international student cohort • Developing paperless processes • Range of business systems • SITS Admissions and applicant portal • In-house student records • In-house online registration • Business intelligence • Single version of the truth for data • Downstream recipient of UCAS development – how could UWE use the L2 data?

  3. The application journey UCAS GTTR PG online Partners / Reps online Law Society C-UCAS Paper UCAS/GTTR link SITS process Manual input application scrutiny conditional offer pending qualifications information qualifications requested qualifications received unconditional offer registration

  4. Improving the application journey approx 80% of all applications UCAS GTTR PG online Partners / Reps online Law Society C-UCAS Paper L2 qualifications through UCAS/PLR GTTR link SITS process Manual input application scrutiny application scrutiny C offer on pending quals conditional offer pending qualifications information qualifications requested L3 quals through UCAS ABL qualifications received U offer unconditional offer registration Registration ‘fast track’

  5. Benefits for UWE • Cost and time efficiencies in obtaining qualifications data • Verified data direct from a central source • System to system transfer improves data quality • Improved granularity of qualifications data to support sector reporting • More information for matching the right applicants to the right courses • Qualifications confirmed earlier in applications process allows better forecasts of student numbers • Streamlined processes at Admissions bottlenecks e.g. confirmation, clearing and registration • Opportunity to develop automated, paperless and personalised qualifications chasers • Frees up resource to focus on harder to reach applicants

  6. Benefits for applicants • Improved applicant experience • Applicants provide qualifications data once only • Faster turnaround times for making non-interview offers • Potential to identify ‘at risk’ applicants earlier in the cycle • Clarity for applicants about any additional qualifications information that must be provided at point of application • Allows late applicants to focus on other pre-student documentation e.g. apply for accommodation, registration

  7. Issues • Systems changes required to receive new data via UCAS • Long lead time • Software house development and in-house development • Any impact on well established qualifications data processes • Consider other systems e.g. transfer to student records, registration • Clearly identify applicants where qualifications are not verified by PLR • Business process changes on receipt of new data • Mainscheme and Clearing are different! • Quality and quantity of data from the PLR • Reporting requirements beyond HE Admissions e.g. subject, date, awarding body, grade • Ensure effective communications with applicants • From UCAS, School or HEI • Is the PLR link mandatory? • Option for applicants to update their Apply record? • What happens if there is a challenge to the PLR data?

  8. The UWE pilot project – stage 1 • March – April 2010 • Critical appraisal of business processes for gathering qualifications data • By application route • By application type • Critical appraisal of systems for recording qualifications data • Admissions system • Downstream systems • Working with UCAS to understand Apply + PLR qualifications data capture • Compare and contrast UWE qualifications data via Apply and PLR

  9. The UWE pilot project – stage 2 • April – May 2010 • Working with UCAS to identify qualifications data required for Admissions activities • Recommendations for hosting qualifications data in Admissions systems • May – June 2010 • Recommendations for changes to UWE business processes for UCAS application route • Receipt of qualifications data • Applications scrutiny • Communications to applicants • Internal stakeholder communications • Roll-in to student records system and registration • Recommendations for UCAS guidance to applicants about use of PLR

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