SITS PGCE Admissions for PGCE Office manual

119 Pages·2017·6.37 MB·English

SITS PGCE Admissions
for PGCE Office

Version 1.4

Table of Contents
Table of Contents
1 Introduction ................................................................................................................................................................. 6
1.1 Intended Audience .............................................................................................................................................. 6
1.2 Pre-requisites ...................................................................................................................................................... 6
1.3 Conventions......................................................................................................................................................... 6
2 Navigation .................................................................................................................................................................... 7
2.1 The Application Clearance and Decision Entry (ACD) screen .............................................................................. 7
2.1.1 Applicant Details .................................................................................................................................... 7
2.1.2 Applicant Status ..................................................................................................................................... 8
2.1.3 Decision and Response Details ............................................................................................................ 10
2.1.4 Offer Details ......................................................................................................................................... 11
2.1.5 ACD UDF ............................................................................................................................................... 12
2.1.6 ACD - Other Details .............................................................................................................................. 13
2.1.7 Other - Additional Application Data (Qualifications) ........................................................................... 13
2.1.8 Other - Additional Application Data (Degree Details) .......................................................................... 14
2.1.9 Other - Additional Application Data (References) ............................................................................... 14
2.1.10 Other – Application Form .................................................................................................................... 15
2.1.11 Other – Student Details ....................................................................................................................... 16
2.2 Full Student Details ........................................................................................................................................... 18
2.2.1 Student Details UDF ............................................................................................................................. 20
2.2.2 Creating Retrieve Templates ............................................................................................................... 21
2.2.3 Loading Retrieve Templates ................................................................................................................ 22
3 Processing New PGCE Applications ............................................................................................................................ 25
3.1 Maintain Departmental Tutor List (SITS: eVision) ............................................................................................. 25
3.2 Retrieving & Reviewing New PGCE Applications ............................................................................................... 31
3.3 Review Visa Requirements ................................................................................................................................ 33
3.4 View Disability Information ............................................................................................................................... 35
3.5 Record Decision to Reject ................................................................................................................................. 39
3.6 Monitor Withdrawals ........................................................................................................................................ 41
3.7 Review COYMAP & Status Changes ................................................................................................................... 43
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4 Administering Interviews ........................................................................................................................................... 46
4.1 Create Interview/OpenDay (IOD) events .......................................................................................................... 46
4.2 Record Invitations to Interview (IOI) ................................................................................................................. 48
4.3 Re-arrange Interviews ....................................................................................................................................... 49
4.4 Record Invitation to Interview Response .......................................................................................................... 53
4.5 Record Attendance or Non-Attendance at Interview ....................................................................................... 54
4.6 Upload Related Documents .............................................................................................................................. 58
4.7 Record Interview Rejection ............................................................................................................................... 63
4.8 Review COYMAP & Status Changes ................................................................................................................... 65
4.9 Recording a Withdrawal pre-offer .................................................................................................................... 67
5 Administering Conditional Offers & College Allocations ............................................................................................ 69
5.1 Record Conditional Offer................................................................................................................................... 69
5.1.1 Assign Offer Conditions ....................................................................................................................... 70
5.1.2 View Conditional Offer text ................................................................................................................. 73
5.2 Verify Fee Status................................................................................................................................................ 74
5.3 Record Bursary Amount .................................................................................................................................... 75
5.4 Review Conditional Offer Responses ................................................................................................................ 78
5.5 Record College Allocation ................................................................................................................................. 80
5.6 Reviewing Allocation Decisions ......................................................................................................................... 83
5.7 Waitlist an Applicant ......................................................................................................................................... 86
5.8 Reject Course Full .............................................................................................................................................. 87
5.9 Review COYMAP & Status Changes ................................................................................................................... 89
6 Administering Unconditional Offers and Transfer to On-Course ............................................................................... 92
6.1 Complete Clearance Checks – Now Qualified ................................................................................................... 92
6.1 Clearance Checks – Now Failed ......................................................................................................................... 94
6.2 Issue Unconditional Offers ................................................................................................................................ 95
6.3 Review Applicant Responses to Unconditional Offers ...................................................................................... 97
6.4 Record Issue of Temporary Student Contract ................................................................................................... 99
6.5 Review Transfers to On-Course Records ......................................................................................................... 101
6.6 Review COYMAP & Status Changes ................................................................................................................. 103
7 Further Help & Information ..................................................................................................................................... 106
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7.1 Student Systems Support Centre (SSSC) ......................................................................................................... 106
7.2 Education IT Programme (Edu IT).................................................................................................................... 106
7.3 Data Protection ............................................................................................................................................... 106
Appendix 1 - Glossary of Terms ........................................................................................................................................ 107
Appendix 2 – Disability Codes ........................................................................................................................................... 109
Appendix 3 – Ethnicity Codes ........................................................................................................................................... 109
Appendix 4 – PGCE Batch Processes and Emails ............................................................................................................... 110
Appendix 5 - PGCE Courses ............................................................................................................................................... 111
Appendix 6 – ACD App status (STA) Values ...................................................................................................................... 111
Appendix 7 – ACD Qual status Values ............................................................................................................................... 112
Appendix 8 – ACD Interview Sts Codes ............................................................................................................................. 112
Appendix 9 – ACD Stage 1 & Stage 2 Decision Codes ....................................................................................................... 112
Appendix 10 – ACD Stage 1 & Stage 2 Response Codes ................................................................................................... 113
Appendix 11 – Bursary UDFD Codes ................................................................................................................................. 114
Appendix 12 – Fee Statuses .............................................................................................................................................. 116
Appendix 13 – SITS Offer Codes ........................................................................................................................................ 117
Appendix 14 – CCL Standard & Additional Conditions ..................................................................................................... 118
8 Document Information ............................................................................................................................................ 119

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Introduction
1 Introduction
The purpose of this manual is to provide information and process steps to enable you to manage the Post Graduate
Certificate of Education (PGCE) admissions processes including the import of initial applications to the sending of final
student contracts and migration to an on course record.
1.1 Intended Audience
This manual is intended for Department of Education PGCE Office staff and anyone else required to use SITS:Vision to
support the admissions process.
1.2 Pre-requisites
It is assumed that you have a basic knowledge of using a computer, keyboard and mouse, and basic web browser
knowledge.
1.3 Conventions
Indicates additional useful information.

Indicates an important piece of information, take particular care to read this information.

Indicates there is something that you should not do, take particular care to read this information.

Bold Text Indicates menu names.
Italic Text Indicates window, screen or dialogue box titles.
[F4] Keys on your keyboard are indicated in bold text enclosed in square brackets [ ].
Moves through a navigation path are indicated with a >. In this case you would click on the File menu,
File > Open
then select Open

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Navigation
2 Navigation
2.1 The Application Clearance and Decision Entry (ACD) screen
PGCE applicant and application details are held in the Application Clearance and Decision Entry (ACD) screen. This
screen is used in the admissions cycle to process decision, offers or amendments to individual course applications. The
screen is split into four distinct areas:
 Applicant Details
 Applicant Status, Decision and Response, and Offer Details
 User Defined Fields (UDF)
 Other information
2.1.1 Applicant Details
The Applicant Details section of the screen provides general information about the applicant including their Personal id
(P.id), their method of application (G = GTR) and general course details.

Field Description
Applicant id, Name and Seq This line contains the SITS:Vision STU id assigned to the applicant when their record is
imported from UCAS, their name in Surname [space] first initial format e.g. Bloggs J, and
the number and version of their application. As there will only be one application for
Oxford, this will be in the format 01 / 01. The second part of the number may change if,
for example, a candidate withdraws from the process and then reapplies with a
replacement application.
D.O.B Date of birth.
P.id This is automatically populated on import from UCAS and is used to uniquely identify the
applicant in related systems such as ADSS and ADMIT. It should be used in all
communications with applicants.
App.id Unique id for the individual’s application. Typically, this will be UC01, as only one
application can be made per cycle. Potentially, if after results have been issued a
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Field Description
candidate decides to change course and / or college, a new UCAS application may be
submitted labelled UC02.

Choice This is the choice number on the UCAS application form. It is not necessarily an
expression of preference.
Age on entry Age of the applicant when they enrol on the course.
Mature app A tick in the box indicates that the applicant will be over 21 and therefore classed as a
mature student.
AES This indicates the type of application. All undergraduate applications will have a ‘U’ in
this field for UCAS. Other options include Direct (for graduate applications) and GTTR
(for teacher training applications).
Inst The UCAS code for Oxford (033).
MAS Crs The code for the course that the applicant has applied for as offered by a particular
college
This relates to the Master Course record (MCR) in SITS:Vision.
UA at the beginning of the code indicates that it is an undergraduate course, the middle
set of characters identify the subject, and the final set of characters indicate the
admitting college e.g UA_HY2_MER .
Cycle Refers to the admissions cycle the application relates to e.g. 2015.
UCAS Crs This is the UCAS code given to the course.
Campus This is the single digit UCAS code given to the college the application relates to.
UTT Mod? Relates to teacher training. Not used for undergraduate.
Scheme Populated with OX. Used for HESA reporting and funding purposes.
Entry year Academic year of entry e.g. 2015/16.
Month code The month they are due to start the course e.g. 09
Attend mode Full or Part-time attendance. For undergraduate this will typically be Full Time (FT).
SCJ Code Not populated until an offer has been made and the applicant / student has enrolled.
SRS Course The code of the course the applicant has applied for. This is the course run by the
department and is not specific to a particular college.
Block/Occ The block and occurrence indicate the year and specific instance of that year the
applicant will be enrolled in e.g. 1/1M (Year 1, 1st occurrence in Michelmas Term)
Prog The code of the programme of study the course relates to.
Route The code of the programme route the course relates to.
Interview Date The Date of the interview populated via the Invite to Interview (IOI)
Interview Time The Time of the interview populated via the Invite to Interview (IOI)
Interview sts The Status of the interview e.g. Invited, Accepted etc
Col alloc type Relates to graduate applications.
Study mode Relates to CUKAS applications only.

2.1.2 Applicant Status
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The Applicant Status, Decision and Response, and Offer Details section of the screen provides details of the applicant’s
status and of any offer made to them.

Field Description
App Status Indicates an applicant’s overall status. Example statuses for undergraduate applicants
include A_AV for Active or A_WD for Withdrawn applicants. See Appendix A for
further details.
Qual Status Indicates where an applicant is in the admissions decision making process.
Applicants work through a logical sequence of different states. Examples include: AI
(Standard Offer), MV (May Qualify). See Appendix A for further details.
RBD Date This is the Reject By Default date. This is automatically populated by UCAS and is the
date by which UCAS will reject applicants if no other action has been taken by
Oxford.
Clearing Status Typically, this will be N as Oxford does not technically participate in UCAS clearing.
However, some circumstances such as a change in course due to the achievement of
better grades, may result in this field having an ‘A’ for adjustment.
Adjustment Status This relates to the field above in the unusual event that an adjustment has been
requested, reflecting the status of that adjustment e.g. R (Adjustment Registered), D
(Adjustment Declined), C (Adjustment Confirmed).

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2.1.3 Decision and Response Details

Field Description
Stage Numbered stage of the decision making process.
Decision / Date There are 3 Decision Stages 1 (Initial [Offer]), 2 (Confirmation), 3 (Clearing).
The type of decision and the date this was updated in the system is recorded.
Decisions include: C (Conditional Offer), D (Delayed Confirmation Decision) (not
currently used by Oxford), R (Reject), U (Unconditional Offer).
These fields are automatically updated as part of a batch job upon transmission to
UCAS.
The value will vary according to the status in the Qual Status field e.g. an AI in the
Qual Status field would result in a C being populated in the Decision field when
transmitted to UCAS.
Response / Date The applicant’s response to the offer and the date this information is received.
Responses include: D (Decline offer), F (Firmly accept offer) and I (Insurance).
Reply by Date The date by which Oxford should receive a response from the applicant regarding an
offer.

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