TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftMIS INTEROPERABILITY SESSION

What we offer and how it works

ucasprogress.com

Paul MacMahon Senior Customer Advisor

Magnus Rabarts Senior Account Manager

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▪ Housekeeping

▪ UCAS Progress

▫ Review processes and data

▫ Collation of feedback

▫ Facilitate discussion

▪ Format of session

▫ Open forum workshop

▫ Chance for questions during and after

Welcome and introductions

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▪ Introduction to Apply

▫ View status changes and relative learner/provider

actions

▪ View process for exporting data

▫ Downloading of new and updated applications

▪ Review format and schema of exported data

▪ Discuss process for importing and storing information within

MIS

▪ Review export of information from MIS

▪ Review process of importing updated statuses to Apply

Agenda

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▪ Discuss implementation, issues and opportunities between

fellow practitioners

▪ Feedback to UCAS Progress regarding technical process

▪ UCAS Progress to collate feedback to share best practice

amongst participating colleges and post-16 centres

▪ Q&A with Local Authority and UCAS Progress

Workshop session

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApplication process

Draft

Status 1Submitted Status 3

Acknowledged

Status 4

Returned by provider

Status 5

Unsuccessful

Status 15

Awaiting profile completion

Status 2

Conditional offer

Status 9

Unconditional offer

Status 10

Offer accepted

Status 11

Offer rejected

Status 12

Enrolled

Status 13

Not enrolled

Status 14

Offer rejected

Status 12

Not sent In progress Offered Accepted Enrolment

On/

Off

prog

ram

me

Deleted

Status 18

Withdrawal requested – Status 16

Withdrawn – Status 17

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApplication process – status transitions

Original status ID Original Status title Transition New Status ID New status title

3Submitted Acknowledge application 4Acknowledged

4Acknowledged Return to applicant 5Returned by provider

4Acknowledged Make a conditional offer 9Conditional offer

4Acknowledged Make an unconditional offer 10Unconditional offer

4Acknowledged Enrol applicant 13Enrolled

4Acknowledged Mark application as unsuccessful 15Unsuccessful

5Returned by provider Make a conditional offer 9Conditional offer

5Returned by provider Make an unconditional offer 10Unconditional offer

5Returned by provider Enrol applicant 13Enrolled

5Returned by provider Mark application as unsuccessful 15Unsuccessful

9Conditional offer Enrol applicant 13Enrolled

10Unconditional offer Enrol applicant 13Enrolled

11Offer accepted Enrol applicant 13Enrolled

11Offer accepted Applicant not enrolled 14Not enrolled

16Withdrawal requested Confirm withdrawal 17Application withdrawn

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApplication process – additional questions

Additional questions  

StatementAsk the applicant to write a short statement on why they wish to apply to you and why they have selected the course(s)

Employer reference - Name Ask the applicant for the name of the referee at the employerEmployer reference - Address Ask the applicant for the address of the referee at the employerEmployer reference - Postcode Ask the applicant for the postcode of the referee at the employerEmployer reference - Telephone number Ask the applicant for the telephone number of the referee at the employerEmployer reference - Email address Ask the applicant for the email address of the referee at the employerSpoken language Ask the applicant to add their main spoken languageChildcare required Ask the applicant to add their main spoken languageParental consent Ask the applicant if they have shown this form to a parent/carer?Career aims/goals Ask the applicant for their career aims and goalsCatholic parish Ask the applicant to add the parish they belong to if they are CatholicBrother/Sister Ask the applicant for details of a brother or sister who has previously attended the schoolReligion Ask the applicant to name their religionCarer Ask the applicant to state if they are a carer for a family memberMedical conditions Ask the applicant to list any medical conditions that you should be made aware ofHelp in deciding courses Ask the applicant if they would like help in deciding their course(s)

Additional information Ask the applicant if there is any additional information they would like to add to the application

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApplication process – additional questions

Welsh Speaker Ask the applicant to state whether they are a welsh speaker

Asylum seeker or Refugee Ask the applicant to say whether they are an asylum seeker or refugee

Criminal convictionsAsk the applicant to state whether they have any unspent criminal convictions (as defined by the Rehabilitation of Offenders Act 1974)

Christian ethos Ask the applicant whether they agree with your Christian ethos

Programme preferenceWhere the applicant has applied for two or more complete programmes of study (a complete A-level selection and a BTEC course for example), ask them to specify their preference.

Applying for boarding Is the applicant applying for a boarding place?

Previously boarded Ask the applicant if they have ever boarded before at any provider

Option blocks

Has the applicant reviewed the option blocks to ensure they are applying for courses appropriately? You will need to ensure you have put your blocks or a link to a document outlining your blocks on your Provider details page.

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftExporting Application Data – system process

1. Click “Providers”

2. Click “Applications”

3. Click “Import/Export”

4. Select New or Updated applications

5. Request download

• Request takes up to 15 minutes to process

• Email when ready

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftExporting Application Data – notes

▪ “New” applications will be applications set to submitted

since the last “New” download

▪ New includes all application data

▪ “Updated” applications include status only and will

include any apps with statuses updated since last

download

▪ Updated only includes fields for matching to MIS

▪ Previous requested exports available to download

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▪ A time and date stamped .zip output of 12 .csv files

▪ Each .csv contains the application ID and data pertaining

to a different aspect of the application

▪ Fields separated with a |

▪ Pipes are removed from exported application data

▪ Text transferred in UTF-8

▪ Collated data in line with English ILR information

▪ Additional questions available

The New Applications output from UCAS Progress Apply

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the New Apps output schema and format

1. Personal Info Contact Details

Address, DOB etc

2. Courses

Courses applied for, course code

3. Education Details

Home provider, length of study

4. Status

Application status

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the New Apps output schema and format

5. Additional questions

Any additional requested data

6. Work History

7. References

8. Referees

9. Qualification details

10. Personal Statement

11. LDD information

12. Parent/guardian details

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▪ A time and date stamped .zip containing 1 .csv file

▪ Fields separated with a |

▪ Pipes are removed from exported application data

▪ Text transferred in UTF-8

The Updated Applications output from UCAS Progress Apply

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the New Apps output schema and format

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the Updated Apps output schema and format

ApplicationId Unique id for the application (UCAS reference)

ULN Unique learner number

CCIS CCIS young person record ID

UPN Unique pupil numberForename First or given name

Surname Last or family name

DateOfBirth Date of birth

MostRecentSchoolCollegeSchool or other provider name where the applicant currently is educated

PreviouslyDownloadedStatus The status of the applicants application when previously downloaded

CurrentApplicationStatus The current status of the applicants application

DateApplicationLastDownload Date and time of the last application download

DateOfLastStatusIUpdateDate and time of the last update to the application status

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the Updated Apps output schema and format

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftThe Import Process

1. Navigate to Import/Export

2. Click Import

3. Choose file and import

TITLE SLIDE – ALL CAPS [Font Arial (Heading) size 28 – align leftApply – the input schema and format

Field DescriptionData type

Max. Length Example Field Description

ApplicationIdUnique id for the application (UCAS reference) Number 10 1100930

ApplicationId Unique id for the application (UCAS reference)

OriginalStatus

The original status of the application Numeric 2 9 OriginalStatus

The original status of the application

NewStatus

The status of the application you wish to transition to Numeric 2 11 NewStatus

The status of the application you wish to transition to

Original status ID Original Status title Transition New Status ID New status title3 Submitted Acknowledge application 4 Acknowledged4 Acknowledged Return to applicant 5 Returned by provider4 Acknowledged Make a conditional offer 9 Conditional offer4 Acknowledged Make an unconditional offer 10 Unconditional offer4 Acknowledged Enrol applicant 13 Enrolled4 Acknowledged Mark application as unsuccessful 15 Unsuccessful5 Returned by provider Make a conditional offer 9 Conditional offer5 Returned by provider Make an unconditional offer 10 Unconditional offer5 Returned by provider Enrol applicant 13 Enrolled5 Returned by provider Mark application as unsuccessful 15 Unsuccessful9 Conditional offer Enrol applicant 13 Enrolled

10 Unconditional offer Enrol applicant 13 Enrolled11 Offer accepted Enrol applicant 13 Enrolled11 Offer accepted Applicant not enrolled 14 Not enrolled16 Withdrawal requested Confirm withdrawal 17 Application withdrawn

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▪ Discuss an implementation, issues and opportunities

between fellow practitioners

▪ Feedback to UCAS Progress regarding technical process

▪ UCAS Progress to collate feedback to share best practice

amongst participating colleges and post-16 centres

▪ Q&A with Local Authority and UCAS Progress

Workshop session

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ucasprogress.com

0871 468 2568ucasprogress@ucas.ac.uk

Any questions?