A walk through the process

1. UCAS Teacher Training A walk through the process

2. 2013 2014 RESULTS APPLICATIONPOST RESULTS Apply 1 allows applicants to apply in parallel to up to three choices for any combination of routes into teaching. There is no set deadline which allows providers to advertise places as they are made aware of their allocations. Providers will be able to open and close courses throughout the year to control the number of applications they receive and this flexibility will assist in recruitment for multiple start dates. Apply 1 Unsuccessful applicants Unsuccessful applicants Unsuccessful applicants Apply 2 Apply 2 opens at the start of January and allows candidates who have not secured a place using Apply 1 to apply, sequentially, to any course that has vacancies. Entry into Apply 2 is dependent on individual circumstances so applicants would enter this at different times. Enrol Enrolment Start of term – varies by course and provider

3. You provide UCAS with information • You need to provide UCAS with generic informationon your partnership and programmes at the start of the cycle • You should also upload an Entry Profile. This is your opportunity to communicate directly with applicants and give them specific information about you and your programmes. - Are published on the online search tool: can be updated at any time - Can explain differences between programmes, eg: - Content of the training programme - Entry requirements - The qualities you want in trainee teachers - Supervising and teaching staff - Size and location of training provider - Different training locations or campuses – other schools in a School Direct partnership

4. These are the systems you will need to use Net.update – the system School Direct providers will use to view and manage their own details and courses Weblink – the system to view and manage applications, including reports and the facility to record decisions Need to know about: Data collection system – the system HEI and SCITT providers will use to view and manage their own data and courses Odbc- a method of transferring applicant data Xml-link – and alternative method of transferring applicant data

5. Applicants research the options available UCAS will provide a single, enhanced information portal giving applicants all the necessary information in the same place. HEI/SCITT-based training programmes School Direct training programmes England, Wales, Scotland (and potentially Northern Ireland) Admissions managed by UCAS Teacher Training Qualification outcomes Fee-paying or salaried Admissions not managed by UCAS Teacher Training eg - Teach First - Graduate teaching programme in Wales

6. You open your programmes Training programmes set up on our systems will be linked to an age range and subject or subjects on Net.update All School Direct training programmes, including salaried, will be linked to an accrediting provider Training providers have discretion when to open and close training programmes from 1st November The first time a programme is opened it must stay open for a minimum of two weeks Subsequently a programme can be opened and closed as many times as the provider wants There are no restrictions on subsequent openings

7. Applicants use Apply 1 They can make applications from 1 November There is one, comprehensive application: personal, academic and reference information They have up to three choices – no restriction as to age group or route For School Direct the applicants can see the Lead School, Accrediting Provider and other schools in the partnership They can only apply to a course when it is open – so need to think carefully about lining up the three choices All choices must be made at the same time – they cannot be added later in Apply 1 They can change one or more choices but only once and within seven days They will be told that they will receive a decision from each provider within 40 working days. Official close is 15th September

8. Applications are sent to you From 1 November, UCAS will send applications to you online every working day, using Weblink You will only be able to see applications made to you; you will not know what other choices an applicant has made All three applications will be considered by training providers at the same time For School Direct both the lead school and the accrediting provider will have visibility of and access to applications You decide which applicants you want to interview and invite them directly You record the decision to interview and the date; applicants can see this on Track

9. Interviews take place Applicants will be told: they may have attend three interviews within 40 working days they should leave a full day for each interview there may be clashes If there is a clash they should ask the provider who invited them second to re-arrange it may not be possible to re-arrange they may have to choose which interview to go to: if they cannot attend an interview they will be withdrawn from that choice If an applicant withdraws from a choice they can apply again in Apply 2 (provided they are eligible and the programme is open)

10. Making decisions You are responsible for selection and recruitment of trainees – UCAS will make it clear to applicants we are not involved Decisions must be made within 40 working days of your receipt of an application; interviews must be done within this period 40 working days excludes week-ends, bank holidays in England and UCAS Christmas shut-down

11. Decisions you can make You can make the following decisions: • unconditional offer • conditional offer: conditions might include degree results, passing professional skills tests, completing classroom observation. NB. a pending interview cannot be a condition • reject • withdraw – you should use this if an applicant has not replied to correspondence or attended interview or if they have asked to be withdrawn • not qualified in English, Maths or Science • not considered Course Full

12. Agreeing decisions Successful applicants must be acceptable to and meet the requirements of both the lead school and the accrediting provider We recommend that School partnerships should formally document, in agreement with their accrediting provider(s) the minimum standards applicants must meet to be considered for the formal offer of a place The decision on applicants must be a joint decision between the lead school and accrediting provider Lead schools must establish and follow their own procedure to ensure that the accrediting provider approves the final decision (NCTL policy) The agreed decision is recorded as a single online action. It can be recorded by either partner, provided both are members of UCAS Teacher Training. Partners will need to agree how to do this.

13. Recording decisions You or your accrediting provider inform UCAS of the decision – weblink is the easiest way to do this UCAS informs the applicant using Track Accuracy is essential – applicants will be able to view their offer letters or rejection status on Track very quickly after UCAS receives the decision Once an offer has been made a contract has been made with the applicant

14. Outstanding decisions Decisions not recorded within the 40 working day period will be rejected by default (RBD) We maintain an Outstanding Decisions List (ODL) for you to view on Weblink - On demand ODL – this lists all the applications sent to you for which we have not received a decision - Weekly ODL – this lists all of your applicants whose 40 working-day period is up in the next seven days - Confirmation ODL –this lists all your applicants who have accepted conditional offers and for whom confirmation decisions are still required.

15. Applicants respond to offers Applicants will get responses from all three choices within 40 working-days They may receive responses before the 40-working day period is up Applicants must respond to offers within 10 working days of receiving their final decision Applicants reply online using Track to accept or decline offers They can only accept one offer: they must decline any others They may accept an offer before they have heard from other providers (though are advised to think carefully before doing so). If they do this they must withdraw from the other choices UCAS updates the system for you to see whether your offers have been accepted or declined

16. Applications in Apply 2 Applicants can only use Apply 2 when they: - have completed Apply 1 - are not holding an offer They may start using Apply 2 from 1st January They make one application at a time: there are no restrictions as to age group or route For each application they must get a response from the provider within 40 working days For each application they have ten working days to respond to an offer They can make as many sequential applications as they want within the time available Official close October 31st

17. Processing applications in Apply 2 All processes and timeframes for providers are the same in Apply 2 as in Apply 1 All applications should be considered on merit; providers should not differentiate between Apply 1 and Apply 2

18. What we need from you That you keep your school partnership and training information accurate and up to date That you use the appropriate systems properly and efficiently That you give consideration to all applications received while your courses are open That you keep to all response and decision timelines That you give us feedback on how the system is working

19. What we give to you Access to the full pool of applicant potential Applicants who are well informed and have made your training programme a considered choice An efficient online system that is efficient and straightforward to administer Access to comprehensive and accurate data collection and up to date market intelligence Transparency and greater certainty to help you manage numbers The support of a highly regarded national organisation whose sole focus is HEI admissions

20. A walk through the process Questions?

21. Discussion Consider the following scenarios and what you might do to manage them effectively: Various patterns of applications, too many, too few, quantity but not quality. How will you use the opening and closing of courses to manage these? Transparency of selection criteria, equal consideration, feedback to unsuccessful applicants Identification of ineligible applicants eg international applicants not available for funding, School Direct (salaried) applicants without appropriate work experience

22. Feedback Each group should be prepared to feed-back one effective management strategy from at least two of the scenarios Moderators will take one strategy from each of the groups in turn, asking each group to choose a different scenario from the one before. Repeat if there is time.