for the 2017 admissions cycle September 2014 Contents Introduction Implementation timeline high level overview Activity plans UCAS higher education providers HEPs teachers and advisers ID: 810679
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Slide1
New Tariff implementation plan -for the 2017 admissions cycle
September 2014
Slide2Contents
Introduction
Implementation timeline – high level overview
Activity plans:
UCAShigher education providers (HEPs)teachers and advisersother stakeholdersScope of implementation – products and services in and out of scopeNew Tariff milestones – visual version of the implementation plan (same content as activity plans)
2
Slide31. Introduction
This plan is aimed at admissions staff involved in the transition to the new Tariff.
The purpose of this plan is to provide a view of the key milestones and activities involved in implementing the new UCAS Tariff, from the perspective of UCAS and higher education providers (HEPs).
This plan will be subject to further development at key stages, to ensure it remains relevant to the changing environment the new Tariff will operate in throughout the implementation period.
The new Tariff implementation plan will be updated each year and notification will be sent to HEPs whenever the plan is revised. It will be discussed at key UCAS events and forums to get HEP views on progress and feedback on additional activities, information, training and other support that may need to be added to the plan. 3
Providing support
UCAS will provide
supporting
material
throughout the new Tariff implementation period.
UCAS will draw on customer feedback to refine
tools, information and guidance
regarding the new
Tariff.
UCAS teams will be available to support and guide all customers as
required – designated regional
Relationship Managers
and
the UCAS Professional Development
Team
are available to provide advice and training on the new Tariff implementation process.
Slide41.2 Key implementation activities
The main objective of the plan is to support HEPs implement the new Tariff for courses starting from September 2017.
To support this objective, the following key implementation activities are important:
4
all change required is completed in advance of the new Tariff switchover and all parties have access to the support or training they need and are well prepared
the switchover takes place successfully, in time for the 2017 admissions cycle
post
switchover,
operation of the New Tariff is
successful
t
he new
Tariff points are published and effectively communicated from September 2014
HEPs are supported in ensuring their key stakeholders understand the impact of the switch over to the New Tariff
all stakeholders like HEPs, HESA and third party IT suppliers have plans in place to make the required changes for the
switchover
, as appropriate to their
function
Slide5June – Aug 2014
Sep 14 – Aug 15
Sep 15 – Aug 16
Sep 16 – Aug 17
Sep 17 – Aug
18
Jun 2014
Jul 2014
Aug 2014
Sep–Nov
2014
Dec–Feb
2014/15
Mar–May
2015
Jun–Aug
2015
Sep–Nov2015Dec–Feb2015/16 Mar–May2016Jun–Aug2016Sep–Nov2016Dec–Feb2016/17 Mar–May2017Jun–Aug2017Sep–Nov2017Dec–Feb2017/18Mar–May2018Jun–Aug2018Admission CyclesKey Decision MilestonesOperational MilestonesEngagementIT Changes
2. New Tariff implementation plan – high level overview
5
Continual communications and engagement
Initial support and communications on the new Tariff
from August 2014
UCAS Board
approved
new Tariff & planJun 14
2014 entry cycle
2015 entry cycle
2016 entry cycle
2017 entry cycle
New Tariff published Sep 2014
New Tariff Calculator rolled out to HEPs
Dec 2014
UCAS IT developmentJul 2015– Mar 2016
Schools and colleges advise level 3/SCQF level 6 students from Sep 2014
Course Collect (entry 2017) opens
Oct 2015
IT test environment opens
IT suppliers commence development and testing Nov 2015
UCAS search tool opens (entry 2017)
Tariff
switchover
UCAS begins to process 2017 applications
HEPs make decisions /offers using new Tariff from Sep 2016
UCAS Board
preparedness review
April 2016
IT sign-off for implementation Mar 2016
Link products rolled outOct 2016
C&C reporting (new Tariff) Jul/Aug 2017
End
of Cycle Reportpublished with new Tariff Jan 2018
HESA publish Performance Indicators (new Tariff) Dec 2018-Mar 2019
Regional Training for schools and colleges commences Oct 2014
Regional training for HEPs commences Jan 2015
Apply Opens (entry 2017
)
Feedback Survey published Jul 14
UCAS HE conventions
for applicants
Mar 2016
HEPs publish prospectuses for 2017
Jan-Feb 2016
Slide6Text here
3.
Activity plan - UCAS
6
Jul 14
– Aug
14
Sep 14
– Aug
15
Sep 15
– Aug
16
Sep 16 - Aug 17
Sep 17 onwards
Findings of feedback survey published
(Jul 14
)New Tariff tables produced for publication (Sep 14)Ongoing communication with stakeholders on implementation detail and communications planned for key points throughout the year. New Tariff points published on ucas.com (Sep 14)Initial guidance/information on the new Tariff published for HEPs, schools and stakeholders (Sep 14)Fact sheets produced for parents/carers learners and staff on new Tariff for teachers/advisers and/or HEPs to use (Sep 14)UCAS Progress add new Tariff link into their product (Sep 14)Joint UCAS and HESA communications to HEPs on impact on statutory data returns for qualifications held on entry (Oct/Nov 14)Training rolled out to relevant internal staff at UCAS (Sep 14)External regional Tariff training rolled out to schools, colleges and HEPs (Jan 15 onwards)Annual Review meeting – update on Tariff implementation (Nov 14)New Tariff calculator rolled out for HEPs (Jan 15)Video for applicants launched on new Tariff (Jan 15)Teacher and Adviser Conference (Feb 15)Admissions Conference (Apr 15)Course Collect development / rollover commences: actions needed and guidance for HEPs will be provided through bulletins and ucas.com (Jul 15)Data Collection, DQA team trained in new Tariff points for Entry Profiles (Aug 15)UCAS website content updated again for HEPs , schools and colleges, advisers, Parents, Applicants on latest developments (Autumn 15)‘Course Collect’ opens for 2017 Entry. (Oct 15)Annual UCAS publications updated : Parents Guide, Little Guide, qualifications guides, international guides, admissions guides. (Nov 15 – Aug 16)Annual Review meeting – update on Tariff (Nov 15)Test environment rolled out with new Tariff points for IT suppliers and HEPs (Nov 15)Teacher and Adviser Conference (Feb 16)Admissions Conference (Apr 16)Search opens with new Tariff points for Entry 2017 (May/Jun 16)Apply goes live enabled to handle new Tariff (Jun 16)Web content updated for HEPs , schools and colleges, advisers, Parents, Applicants (Autumn 16)Tariff events and stakeholder engagements scheduled throughout the year.Communications scheduled at key points throughout the yearUCAS processes applications for Entry 2017 (Sep 16)Topaz reference data tables (including ABL) updated with new Tariff points (Oct 16)Annual Review meeting – update on Tariff (Nov 16)Teacher and Adviser Conference (Feb 17)Admissions Conference (Apr 17)C&C reporting uses new Tariff points (Jul 17)Tariff events and stakeholder engagements scheduled throughout the year.Communications scheduled at key points throughout the yearEvaluation and review of the impact of the new Tariff following first admissions (Sep 17 onwards)‘End of Cycle’ datasets and reports updated with new Tariff (Oct 17 and Jan 18)Annual Review meeting – update on Tariff (Nov 17)Teacher and Adviser Conference (Feb 18)Admissions Conference (April 18)Tariff events and stakeholder engagements scheduled throughout the year.Communications scheduled at key points throughout the yearNew Tariff goes ‘live’ for courses starting from September 2017
Slide7Text here
3.1 Activity plan - HEPs
7
Sep 14
– Aug
15
Sep 15
– Aug
16
Sep 16 – Aug 17
Sep 17 onwards
Planning for Tariff switchover commences i.e. HEPs
start internal discussions and consider the impact of the new Tariff on their university and college entry requirements - if Tariff using
(Sep
14 onwards)
HEP staff (Admissions, Planning,
Outreach) are trained /informed about the new Tariff (Sep 14 onwards)Student Record teams start to consider updates required to their systems and appropriate timelines (Sep 14 onwards)Prospectuses start to get updated with new Tariff points if used, for 2017 Entry (Oct 14 to Mar 15)Conversion currency work begins on course details before Course Collect opens (Jan 15)Start planning new web content and other marketing material for 2017 Entry (Mar 15)Course information updated in Course Collect with new Tariff for courses starting from September 2017 (Oct 15)Admission policies updated for 2017 Entry if Tariff using (Dec 15)‘Offer’ codes updated for 2017 Entry using new Tariff if appropriate (please note that UCAS does not anticipate any offer code changes to UCAS systems) (Feb 16) Recruitment activities, e.g. open days, school visits, UCAS conventions (Feb/Mar 16 onwards)HEPs start to receive applications with new Tariff (from Sep 16)HEPs make offers using new Tariff where applicable (Sep 16)Evaluation and review of internal systems and processes following first admissions with new Tariff (Sep 17 onwards)Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards)Submit HESA student returns (Oct/Nov 18)New Tariff goes ‘live’ for courses starting from September 2017
Slide8Text here
3.2 Activity plan – teachers and advisers
8
July 14
– Aug
14
Sep 14
– Aug
15
Sep 15
– Aug
16
Sep 16 – Aug 17
Sep 17 onwards
Curriculum planning starts for 2017 Entry (Jul
14)
Planning IAG content for applicants, parents/carers starts for learners likely to apply to HE 2017 Entry
(Jul 14)Planning new web content on qualifications, live from September 2015 (Jul 14)Receive UCAS Comms aimed at schools/advisers to ensure understanding of new Tariff and its impact on Level 3 choices for Year 10/ 11 students (Sep 14)Advise students on Level 3 qualification choices in light of new Tariff(from Sep 14)Advisers can access UCAS training on new Tariff (Oct 14 onwards)Support student Level 3 qualification choices (Sep – July 15)2017 Entry applicants choose their Level 3 qualifications (Jan – Aug 15)UCAS Teacher and Adviser conferences provide another opportunity for new Tariff information raising and discussion (Feb 15)2017 Entry applicants receive their results (Aug 15)2017 Entry Applicants start their Level 3 qualifications such as A Levels (Sep 15)Teachers and advisers discuss progression to HE, need for research and UCAS process for students (Jun – Jul 16)2017 Entry applicants can begin their applications in ‘Apply’ (Jun 16)2017 Entry applicants receive their AS results if taken (Aug 16)2017 Entry applicants continue their application to UCAS(Sep 16)Teachers and advisers support students with application choices to meet the different application deadlines (from Sep 16 – Jun 17)2017 Entry Applicants receive their results (Jul/Aug 17 )Teachers and advisers support students receiving their results and through Clearing (Jul/Aug 17)Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards)2017 Entry Applicants begin their university course (from Sep/Oct 17)New Tariff goes ‘live’ Entry 2017
Slide9Sep 13
– Aug
14
Sep 14
– Aug 15 Sep 15 – Aug 16
Sep 16 – Aug 17
Sep
17 onwards
UCAS and HESA hold
meetings with Planning and Student Record Team representatives
to discuss key messages on handling of student record returns and HESA support on qualifications held on entry –
(Sep 13/Oct 14)
HESA/UCAS communications to HEP Planning and Student Record Teams as and when appropriate/useful
Engagement with third party software suppliers and HEPs with in-house IT systems to plan change
HEP
IT suppliers commence system testing using UCAS test environment (Nov 15)HEP IT suppliers update relevant systems (SITs/Vision, SAP, ODBC refresh, Curriculum system, CAS and CUKAS Decision Forms)(Feb – Aug 16) Provide feedback on improvements to enable UCAS to provide further support if needed (Sep 17 onwards)HESA tariff specification created (Jan 18 – Feb 18)HESA tariff specification communication to HEPs (via operational documentation) (Jun 18 – Nov 18)HESA Data Supply to HEPs (average tariff points and Unistats preview) (Aug 18 – Nov 18)Performance indicator analysis and specification by HESA, UKPITG/UKPISG (Dec 18 – Mar 19)HESA production of ad-hoc data enquiries for league table producers and other Tariff related publications (Jan 19 - Sep 19)Performance indicators (excluding research and employment) published (Mar 19)League tables published by third party producers with new Tariff points (Apr 19 - Sep 19)Performance indicators (research and employment) published (Jul 19)Output file for KIS-Unistats created (Aug 19 – Aug 20)Other stakeholders include key bodies that UCAS has consulted throughout the development of the new Tariff, such as awarding organisations, funding councils, qualification regulators, teacher and student representative bodies. The aim is to ensure all parties are clear about the move to the new Tariff and can help support the transition if appropriate, so that all opportunities to support effective communication on the new Tariff are maximised. UCAS will continue to engage with these stakeholders in the implementation of the new Tariff. This activity page currently focuses on key activities associated with HESA and IT suppliers, whose activities are likely to be of most interest to HEPs at this stage. New Tariff goes ‘live’ for courses starting from September 20173.3 Activity plan - other stakeholders9
Slide10Text here
4. Scope of new Tariff
implementation
– UCAS products
& services
In scope
Out of s
cope
System Updates
Topaz
reference data tables (including ABL reference table
)
Course Collect
Course Collect Reporting Database (snapshot of Course Collect live each day)
UCAS test environment to be set up for HEPs and 3rd party IT providers
IT
Engagement Team
To communicate with Software Vendors (Tribal, Capita, CampusIT, Ellucian etc.) and HEP IT contactsMarcommsCommunications (weekly and monthly channels, ad hoc, operational)Web content updated for HEPs, schools, colleges, advisers, parents, applicantsSocial media (Facebook, Twitter, blogs)Video clips (update or create new)Engagement via groups and forums (new Tariff on meeting agendas, obtain provider feedback)External meetings and training with HEPs, schools, colleges, advisers (via RM and PD teams)UCAS events i.e. Provider events, Teacher and Adviser events, International events (promotional material and speaker opportunities)UCAS publications which refer to the Tariff (Little guide, Parents guide, Admissions guide, Guide to studying in the UK, International Guide etc)Internal training and communicationInternal communicationStaff awareness training for all staffSpecific training for key staff (Data Collection, Data Quality Assurance, Professional Development, HEP team, Scheme Delivery Team, Education Team, Relationship Managers, Technical Relationship Managers) UCAS MediaUCAS Progress – updated link to new Tariff informationP&RUpdates to analytical services and products using the tariff – (End of Year reports, C&C, SNC reports, intra-cycle reporting etc)UCAS Media product updates - Offers, Competitors, Conversion, Progression products and other bespoke reportsQIP updatesUpdates to UCAS UK and International Qualification GuidesThese products/services are listed as out of scope because they will be updated to reflect the new Tariff via annual routine system updates and do not need to go through a significant change process: ApplyTrackSearchProvider Course ReportsABL systemXAPNetupdateOnyx*J Link Products (xml, odbc, web-link)Link ManualsApplication TrackerDecision TrackerAdviser Track10
Slide11Text here
4.1 Scope
of new Tariff implementation
–
stakeholder products and services
Schools
/colleges
HEPs
HEP
Vendor Suppliers and HEPs with in-house systems
HESA
Training
Internal staff and advisers
Planning
Curriculum Planning
Web
Web content updated
PublicationsMaterial produced for students and parentsTraining and awarenessInternal admissions/student records staffPolicy UpdatesAdmission policiesWeb contentOnline prospectusPublicationsProspectusIAG material System UpdatesStudent Record SystemData Reference tablesData / InformationConversion currency work on course details/entry profileUpdate Course Collect informationTribal ProductsSITS VisionCASUnit4 Business ProductsData reference tables (offer library)CAS and CUKAS (decision forms)odbc viewsCurriculum systemCapita ProductsAdmissions Application systemodbc linkEllucian ProductsBanner SystemOracleCampus Solution systemCampus IT ProductsTBCSAPSAP table updates via UCAS XMLHESA Data Outputs/ReportsHESA tariff specificationData Supply to HEPs Performance indicator analysis and specification by HESA, UKPITG/UKPISG HESA production of ad-hoc data enquiries for league table producers and other Tariff related publications Performance indicators League TablesOutput file for KIS-UnistatsCommunicationsCommunication to HEPs 11
Slide125. New Tariff implementation milestones – Sep 2014 to Aug 2015
Sep - Dec 14
UCAS
New Tariff points published
Communication and information launched on the new Tariff, including factsheets for parents/carers and applicants for teachers to use as appropriateUCAS Progress updates link to new Tariff informationJoint UCAS and HESA comms to HEPs on impact on collection of qualifications held on entry
Jan 15
HEPs
Start to consider admission policies and updates to 2017 Entry prospectuses
HEPs manage staff training/awareness raising on new Tariff across their universities and colleges
Schools/colleges
Support learners likely to apply to HE for 2017 Entry with their Level 3/SCQF Level 6 qualification choices
Jul 15
UCAS
Course Collect rollover begins
Aug 15
UCAS
‘Search’ development begins
Tariff training on Entry Profiles commences for externally facing teamsWeb content updated for HEPs, schools/colleges, applicantsJune 15UCASUCAS website content updated again for HEPs, applicants, parents/ advisers for 2017 Entry Jan 15UCASTariff video clip launched for students to explain new Tariff pointsNew Tariff calculator rolled out to HEPsExternal regional Tariff training rolled out to HEPs Sep 14HEPsPlanning for Tariff switchover commences Student Record systems updated with new Tariff points for Entry 2017 Dec 14UCASRefresher training for HEP team, Data Collection TeamOct 14UCASExternal training rolled out to schools and advisersOct 14Schools/collegesAccess UCAS training on new Tariff Feb 15UCASTeachers and advisers ConferenceNov 14UCASAnnual Review ConferenceApril 15UCASAdmissions ConferenceSep 14 Schools/collegesCurriculum planning for the cohort of learners applying to HE for 2017 Entry 12Sep 14UCAS publishes new TariffJan 152017 Entry applicants choose their A LevelsJul 15Decision to allocate points to Access to HE qualificationsAug 152017 Entry applicants receive their GCSE results 2015 Entry Cycle (Sep 14 – Aug 15)
Slide135.1
Tariff
milestones
- September 2015 to August 2016
Sep 15
2017 Entry applicants start their A Levels
Entry Cycle 2016 (Sep 15 – Aug 16)
Dec 15
UCAS
Little Guide updated with new Tariff information for 2017 Entry
Jan 16
UCAS
UCAS Guide for UK, Intl
Quals
starts to be updated with new Tariff information for 2017 Entry (published Sep 2016
)
Feb 16
HEPsUpdate offer codes with new Tariff data for Entry 2017Nov 15 3rd Party ProvidersTesting of updated systems commences using UCAS test environment and Tariff dataMar 163rd Party ProvidersDevelopment commences on Generic Offer Setup, Curriculum system and ODBC refreshApr 163rd Party ProvidersCapita commences development on Admissions applications, ODBCAug 16 2017 Entry applicants receive their AS resultsDec 15HEPsBegin to prepare their prospectus for Entry 2017Admission policies updated for Entry 2017Apr 16Preparedness review by UCAS BoardOct 15UCAS‘Course Collect’ opens for 2017 Entry May 16UCASUCAS search tool opens with new Course dataAnnual UCAS publications updated with new Tariff information for Entry 2017Nov 15UCASParent Guide updated with new Tariff information for Entry 2017Annual Review MeetingNew test environment and Tariff data made available to IT suppliers and HEPsJun 16HEPs start to publish their prospectus for Entry 2017Feb 16UCASTeachers and advisers ConferenceApr 16UCASAdmissions ConferenceJun 16UCASApply goes live for 2017 EntryAug 16UCASUCAS web content updated again for HEPs, schools/college, applicantsSep 15HEPsPlanning of new web content for Entry 2017Jun 16Teachers and advisers discuss progression to HE, need for research and UCAS progress for studentsOct 15HEPs amend their course data in Course Collect using new Tariff points
Slide145.2 Tariff milestones - September 2016 to August 2017
Jul 17
UCAS
C&C reporting for Entry 2017
Jul/Aug 17
2017 Entry
Students receive their Level 3/SCQF Level 6 qualification results
Sep 16
UCAS
Applications start to be processed for 2017 Entry
Sep 16
HEPs start to make offers using new Tariff, if applicable
Oct 16
UCAS
Topaz reference data tables updated including ABL
May 17
UCAS
SAS reference tables and coding updated with new Tariff points for 2017 EntryNov 16UCASAnnual Review MeetingFeb 17UCASTeacher and Advisers ConferenceApr 17UCASAdmissions ConferenceSchools and collegesteachers/advisers Support learners with application choices (Sep – Jun 17)Aug 17Schools and collegesSupport students receiving their resultsSep 16New Tariff becomes operationalEntry Cycle 2017 (Sep 16 – Aug 17)
Slide155.3 Tariff milestones - September 2017 to August 2018
15
Oct 17
UCAS
End of cycle datasets and reports updated with new Tariff points for Entry 2017
Jan 18
UCAS
End of cycle reports published for Entry 2017
Aug – Nov 18
HEPs
Submit their HESA student returns
Jan - Feb 18
HESA
HESA Tariff specification created
Jun - Nov 18
HESA
Tariff spec communicated to HEPs via operational documentation
Aug – Nov 18HESAData supply to HEPs (average Tariff points and Unistats preview) Nov 17UCASAnnual Review MeetingFeb 18UCASTeacher and Advisers ConferenceApril 18UCASAdmissions ConferenceSep/Oct 17Applicants begin their university course Entry Cycle 2018 (Sep 17 – Aug 18)
Slide165.4 Tariff milestones - September 2018 to September 2019
16
Dec 18 – Mar 19
HESA
Performance Indicator analysis and specification by HESA/UKPITG/UKPISGJan 19 – Sep 19HESAManage ad-hoc data enquiries for league table producers and other Tariff related publicationsMar 19HESAPerformance Indicators (excluding research and employment)
Apr 19 – Sep 19
HESA
League tables published by producers with new Tariff points
Jul 19
HESA
Performance Indicators (research and employment) published with new Tariff points
Aug 19 – Aug 20
HESA
Output file for KIS-Unistats created
Entry Cycle 2019 ( Sep 18 to Sep 19)
Slide17Further information
Margaret FarragherHead of Policy and Qualifications
0
1242 223 765
m.farragher@ucas.ac.uk17