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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

UCAS-MIAP Pilot: UWE

Alyson Walsh, Business Systems Development Manager

University of the West of England

17th March 2010

why uwe is participating in the pilot
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?
slide3

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

slide4

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’

benefits for uwe
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
benefits for applicants
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
issues
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?
the uwe pilot project stage 1
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
the uwe pilot project stage 2
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